What the buyer needs
AI summaryThe Alabama Department of Mental Health seeks bids from onshore USA organizations to provide offsite facilities medical transcription services. The contractor must transcribe reports such as forensic evaluations, provide account management, deliver Microsoft Word-compatible files, execute a Business Associates Agreement, and test dictation and document communications prior to award. Bidders must submit an original notarized response and two copies by mail or courier by December 7, 2026, at 12:00 PM. All questions must be emailed to [email protected]. Award will go to the lowest responsible bidder meeting specifications, with consideration given to preferred vendors within 1% of the lowest compliant bid.
Scope of work
- Medical transcription services for Taylor Hardin Secure Medical Facility
- Medical transcription services for Bryce Hospital
- Medical transcription services for Mary Starke Harper Geriatric Center
- Digital recorder dictation access via toll-free telephone number with personalized dictator IDs
- Guaranteed 12-hour turnaround time for non-stat documents dictated 24/7
- Stat transcription services
- Electronic transmission of completed documents via secure website in Microsoft Word format
- Redundant backup of all systems and documents for a minimum of six months
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Lowest responsible bidder meeting all specifications | Not specified |
| Alabama Preferred Vendor priority within 1% of the lowest compliant bid | Not specified |
Minimum qualifications
- Must be registered with the Alabama Secretary of State Office to conduct business in Alabama
- Must enroll and actively participate in E-Verify
- Must register with STAARS Vendor Self Service and be subscribed
- All transcription without exception shall be completed on shore – United States
- Equipment must accommodate up to seven dictators from the respective facility simultaneously
- Must provide a demonstration and test both dictation and communication systems successfully prior to award
- Provide a list of at least five businesses for whom medical transcription services were provided
Documents to include with your response
- Signed and notarized bid response (original and two copies)
- Price sheets
- Emergency backlog of dictation plan
- Disaster recovery plan
- Written description of technical details of encryption and transmission methods
- Reference list of at least five businesses
- Information regarding episodes of failure to meet turn-around times and resolution
- Copy of E-Verify Memorandum of Understanding
- Signed Business Associates Agreement (HIPAA)
- Detailed description of how each contract requirement will be achieved
How to submit
- Method
- Sealed hard copy via Regular Mail or Courier
- Instructions
- Submit one original signed and notarized bid and two exact copies together as a bid package, identified with the bid number and opening date. Deliver to AL Department of Mental Health Office of Contracts & Purchasing, PO Box 301410 (USPS) or 100 N. Union St., Suite 570 (Courier), Montgomery, AL.