What the buyer needs
AI summaryThe Alabama Department of Mental Health (ADMH) seeks a vendor to provide medical transcription services for Taylor Hardin Secured Medical Facility, Bryce Hospital, and Mary Stark Harper Geriatric Center over a two-year contract period. The contractor must transcribe psychiatric reports and other documents into editable files, provide a toll-free dictation line, and maintain 24/7 phone support. Eligible bidders are limited to onshore USA organizations, and contracted vendors must register with the Alabama Secretary of State if foreign, enroll in STAARS, and provide E-Verify verification. Bidders must also submit at least five business references, conduct pre-award demonstrations and systems testing, and sign a Business Associates Agreement. Vendors must submit any questions by November 20, 2026, and deliver a signed, notarized original bid with two exact copies via mail or courier to ADMH's Office of Contracts & Purchasing by 12:00 pm on December 7, 2026. ADMH will begin reviewing bids at 1:00 pm that day and may award the contract on an all-or-none or item-by-item basis.
Scope of work
- Provide medical transcription of psychiatric reports and other documents
- Transcribe reports using facility-provided templates or formats
- Guarantee 12-hour turnaround time for all non-stat documents
- Provide 24/7 phone support and continuous account management
- Provide toll-free digital recorder dictation access with personalized user IDs
- Deliver completed Microsoft Word documents via a secure website
- Archive completed documents and maintain a redundant backup system
- Provide a fax machine with toll-free number to THSMF and Bryce Hospital
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Lowest responsible bidder meeting all specifications | Not specified |
Minimum qualifications
- Registered with the Alabama Secretary of State Office
- Enrolled and actively participating in E-Verify
- Registered and subscribed with STAARS Vendor Self Service
- All transcription completed onshore in the United States
- In full compliance with Act No. 2006-557
- Compliant with HIPAA privacy and security standards
Documents to include with your response
- Signed and notarized bid (original and two copies)
- Reference list of at least five (5) businesses
- Emergency backlog of dictation plan
- Disaster recovery plan
- Written description of security and confidentiality mechanisms
- Information on previous episodes of failure to meet turnaround times
- E-Verify Memorandum of Understanding
- Business Associates Agreement
How to submit
- Method
- Sealed hard copy via USPS mail or courier
- Instructions
- Submit one (1) original and a minimum of two (2) exact copies, signed and notarized, to AL Department of Mental Health, Office of Contracts & Purchasing, RSA Union Building, PO Box 301410, Montgomery, AL 36130 (USPS) or 100 N. Union St., Suite 570, Montgomery, AL 36104 (Courier). Faxed or emailed responses are not accepted.