Health Informatics (IHI) Professional and Technical Services (VA-19-00035287)
VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revision 01 Date: 01/08/18 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Project Title: Professional & Technical Services Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C77619Q0130 Posted Date: 05/15/2019 Original Response Date: 05/29/2019 Current Response Date: 05/29/2019 Product or Service Code: R408 Set Aside (SDVOSB/VOSB): SDVOSB Set Aside NAICS Code: 541611 Contracting Office Address Program Contracting Activity Central 6150 Oaktree Blvd, Suite 300 Independence OH 44131 DESCRIPTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This combined synopsis/solicitation is set-aside exclusively for SDVOSB concerns. This solicitation is a request for proposals (RFP) in accordance with FAR part 13.106. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-02 effective May 6, 2019. The associated North American Industrial Classification System (NAICS) code for this procurement is 541611, with a small business size standard of $15 million. The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) is issuing this combined synopsis for the provision of services to provide Professional & Technical support services to the Interagency Health Informatics (IHI) and Office of Health Informatics (OHI). The purpose of the VHA OHI/IHI is to work collaboratively, with a wide variety of interagency health care skills, interagency health care experience (not just VA or DoD alone) and interagency clinical assets, with the DoD and Military Treatment Facilities to develop, implement and monitor comprehensive, interagency healthcare and clinical business functions. The Contractor shall focus on interagency Program Management, which involves the exchange of interagency Interoperable EHRs, interagency clinical and interagency physician-centric strategic planning, and support for the interagency clinical project needs of VHA. Furthermore, this contract is to provide support interagency clinical and executive healthcare--- all intended for improving Interagency seamless patient care delivery processes. All interested companies shall provide quotations for the following as well as all other price submittal instructions listed in solicitation: BASE YEAR Task Deliverable ID Deliverable Description QTY Unit Unit Price Total Price 5.3 Contractor Interagency Health Informatics Program Management Plan Due thirty (30) calendar days after receipt of signed contract (ARO) and updated monthly thereafter. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 12 EACH 5.3.1 A INTERAGENCY HEALTH INFORMATICS REPORTS Deliverable is due thirty (30) calendar days after the topic is specified; Final is due ten (10) days after receipt of Government comments Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 26 EACH 5.3.1 A *OPTIONAL* INTERAGENCY HEALTH INFORMATICS REPORTS *OPTIONAL* Deliverable is due thirty (30) calendar days after the topic is specified; Final is due ten (10) days after receipt of Government comments Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 40 EACH 5.3.2 B INFORMATICS BUSINESS LINE REPORTS Due five (5) business days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 70 EACH 5.3.3 C IHI MONTHLY SUMMARY REPORTS Due five (5) business days after the end of each month Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 EACH 5.3.4 C EVIDENCE-BASED REVIEWS OF INFORMATICS TOPICS Each review is due thirty (30) calendar days after the topic is specified by the government; Final is due ten (10) days after receipt of Government comments. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 52 EACH 5.3.4 C *OPTIONAL*EVIDENCE-BASED REVIEWS OF INFORMATICS TOPICS Each review is due thirty (30) calendar days after the topic is specified by the government; Final is due ten (10) days after receipt of Government comments. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 45 EACH 5.3.5 D COMPREHENSIVE HEALTH INFORMATICS EXECUTIVE PRESENTATION PACKAGES Due five (5) business days before milestone SES-level meetings (wherein the contractor has been notified at l east wo weeks in advance) including executive documentation, meetings, and other communications and updated quarterly. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 PACKAGE 5.3.6 E FINAL REPORT Final is due five (5) business days prior to end of PoP. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 1 EACH TRAVEL: BASE YEAR TOTAL: OPTION YEAR #1 Task Deliverable ID Deliverable Description QTY Unit Unit Price Total Price 5.3 Contractor Interagency Health Informatics Program Management Plan Due thirty (30) calendar days after receipt of signed contract (ARO) and updated monthly thereafter. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 12 EACH 5.3.1 A INTERAGENCY HEALTH INFORMATICS REPORTS Deliverable is due thirty (30) calendar days after the topic is specified; Final is due ten (10) days after receipt of Government comments Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 52 EACH 5.3.2 B INFORMATICS BUSINESS LINE REPORTS Due five (5) business days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 52 EACH 5.3.3 C IHI MONTHLY SUMMARY REPORTS Due five (5) business days after the end of each month Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 EACH 5.3.4 D EVIDENCE-BASED REVIEWS OF INFORMATICS TOPICS Each review is due thirty (30) calendar days after the topic is specified by the government; Final is due ten (10) days after receipt of Government comments. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 52 EACH 5.3.5 E COMPREHENSIVE HEALTH INFORMATICS EXECUTIVE PRESENTATION PACKAGES Due five (5) business days before milestone SES-level meetings (wherein the contractor has been notified at l east wo weeks in advance) including executive documentation, meetings, and other communications and updated quarterly. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 PACKAGE 5.3.6 F FINAL REPORT Final is due five (5) business days prior to end of PoP in OY 1. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 1 EACH TRAVEL: OPTION YEAR #1 TOTAL: OPTION YEAR #2 Task Deliverable ID Deliverable Description QTY Unit Unit Price Total Price 5.3 Contractor Interagency Health Informatics Program Management Plan Due thirty (30) calendar days after receipt of signed contract (ARO) Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 1 EACH 5.3.1 A INTERAGENCY HEALTH INFORMATICS REPORTS Deliverable is due thirty (30) calendar days after the topic is specified; Final is due ten (10) days after receipt of Government comments Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 18 EACH 5.3.2 B INFORMATICS BUSINESS LINE REPORTS Due five (5) business days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 EACH 5.3.3 C IHI MONTHLY SUMMARY REPORTS Due five (5) business days after the end of each month Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 EACH 5.3.4 D EVIDENCE-BASED REVIEWS OF INFORMATICS TOPICS Each review is due thirty (30) calendar days after the topic is specified by the government; Final is due ten (10) days after receipt of Government comments. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 12 EACH 5.3.5 E COMPREHENSIVE HEALTH INFORMATICS EXECUTIVE PRESENTATION PACKAGES Due five (5) business days before milestone SES-level meetings (wherein the contractor has been notified at l east wo weeks in advance) including executive documentation, meetings, and other communications and updated quarterly. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 4 PACKAGE 5.3.6 F FINAL REPORT Final is due five (5) business days prior to end of PoP. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 1 EACH TRAVEL: OPTION YEAR #2 TOTAL: OPTION YEAR #3 Task Deliverable ID Deliverable Description QTY Unit Unit Price Total Price 5.3 Contractor Interagency Health Informatics Program Management Plan Due thirty (30) calendar days after receipt of signed contract (ARO) and updated monthly thereafter. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 0 EACH 5.3.1 A INTERAGENCY HEALTH INFORMATICS REPORTS Deliverable is due thirty (30) calendar days after the topic is specified; Final is due ten (10) days after receipt of Government comments Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 1 EACH 5.3.2 B INFORMATICS BUSINESS LINE REPORTS Due five (5) business days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 EACH 5.3.3 C IHI MONTHLY SUMMARY REPORTS Due five (5) business days after the end of each month Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 EACH 5.3.4 D EVIDENCE-BASED REVIEWS OF INFORMATICS TOPICS Each review is due thirty (30) calendar days after the topic is specified by the government; Final is due ten (10) days after receipt of Government comments. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 EACH 5.3.5 E COMPREHENSIVE HEALTH INFORMATICS EXECUTIVE PRESENTATION PACKAGES Due five (5) business days before milestone SES-level meetings (wherein the contractor has been notified at l east wo weeks in advance) including executive documentation, meetings, and other communications and updated quarterly. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 PACKAGE 5.3.6 F FINAL REPORT Final is due five (5) business days prior to end of PoP. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 0 EACH TRAVEL: OPTION YEAR #3 TOTAL: OPTION YEAR #4 Task Deliverable ID Deliverable Description QTY Unit Unit Price Total Price 5.3 Contractor Interagency Health Informatics Program Management Plan Due thirty (30) calendar days after receipt of signed contract (ARO) and updated monthly thereafter. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 0 EACH 5.3.1 A INTERAGENCY HEALTH INFORMATICS REPORTS Deliverable is due thirty (30) calendar days after the topic is specified; Final is due ten (10) days after receipt of Government comments Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 1 EACH 5.3.2 B INFORMATICS BUSINESS LINE REPORTS Due five (5) business days after community is specified and updated weekly thereafter. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 EACH 5.3.3 C IHI MONTHLY SUMMARY REPORTS Due five (5) business days after the end of each month Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 EACH 5.3.4 D EVIDENCE-BASED REVIEWS OF INFORMATICS TOPICS Each review is due thirty (30) calendar days after the topic is specified by the government; Final is due ten (10) days after receipt of Government comments. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 EACH 5.3.5 E COMPREHENSIVE HEALTH INFORMATICS EXECUTIVE PRESENTATION PACKAGES Due five (5) business days before milestone SES-level meetings (wherein the contractor has been notified at l east wo weeks in advance) including executive documentation, meetings, and other communications and updated quarterly. Final is due five (5) days prior to end of PoP. Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 0 PACKAGE 5.3.6 F FINAL REPORT Final is due five (5) business days prior to end of PoP. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 0 EACH TRAVEL: OPTION YEAR #4 TOTAL: GRAND TOTAL TRAVEL (BASE + OPTION YEARS): GRAND TOTAL BASE + OPTION YEARS: SERVICES Please see attached Performance Work Statement (PWS). The period of performance (PoP) shall be twelve (12) months, with four (4) twelve (12) month option periods. PLACE OF PERFORMANCE Most of the interagency informatics tasks under this PWS shall be performed at Contractor facilities. The Contractor shall identify the Contractor s place of performance in their proposal submission. Some PWS clinically-focused, interagency deliverables may require that the Contractor perform the work on-site at a Government facility (See attached Performance Work Statement for additional performance requirements as well as information related to contractor travel). A. BASIS FOR AWARD Any award will be made based on the trade-off continuum (i.e., best value) quote that is determined to be the most beneficial to the Government, with appropriate consideration given to the three (3) following evaluation factors (listed in descending order of importance): B. FACTORS TO BE EVALUATED 1. TECHNICAL 2. PAST PERFORMANCE 3. PRICE The Technical Factor is significantly more important than the Past Performance Factor, which is slightly more important than the Price Factor. All evaluation factors other than price, when combined, are significantly more important than the Price Factor. To receive consideration for award, a rating of no less than "Acceptable" must be achieved for the Technical Factor and all sub-factors. Offerors are cautioned that the award may not necessarily be made to the lowest Price offered or the most highly rated technical quote. C. EVALUATION APPROACH - All quotes shall be subject to evaluation by a team of Government personnel. The Government reserves the right to award without discussions based upon the initial evaluation of quotes. The quote will be evaluated strictly in accordance with its written content. Quotes which merely restate the requirements or state that the requirements will be met, without providing supporting rationale, are not sufficient. Offerors who fail to meet the minimum requirements of the solicitation will be rated Unacceptable . 1. TECHNICAL EVALUATION APPROACH. The technical evaluation process will consider the following respective evaluation criteria for each Sub-factor. Each Sub-factor will be separately rated. The separate ratings for each Sub-factor will then be combined to arrive at one overall Technical Factor rating. (1) Understanding of the Problem The quote will be evaluated to determine the extent to which it demonstrates a clear understanding of all features involved in solving the problems and meeting the requirements presented in the solicitation and the extent to which uncertainties are identified and resolutions proposed. (2) Feasibility of Approach The quote will be evaluated to determine the extent to which the proposed approach is workable and the end results achievable. The quote will be evaluated to determine the level of confidence provided the Government with respect to the offeror's methods and approach in successfully meeting the requirements in a timely manner. (3) Completeness The quote will be evaluated to determine whether the Offeror s methods and approach have adequately and completely considered, defined, and satisfied the requirements specified in the solicitation. The quote will be evaluated to determine the extent to which each requirement has been addressed in accordance with the quote submission instructions of the solicitation. 2. PAST PERFORMANCE EVALUATION APPROACH. The Past Performance evaluation will assess the relative risks associated with an Offeror's likelihood of success in fulfilling the solicitation's requirements as indicated by that Offeror's record of past performance. In this context, Offeror refers to the proposed prime contractor and all proposed major subcontractor(s). A major subcontractor is defined as one who will be providing research and advisory services or whose subcontract is for more than 25% of the total proposed price. In either case, the prime contractor and proposed major subcontractor(s) will be assessed individually and the results will then be assessed in their totality to derive the Offeror s Past Performance rating. The Government will conduct a performance risk assessment based on the quality, relevancy and recency of the Offeror's past performance, as well as that of its major subcontractors, as it relates to the probability of successful accomplishment of the required effort. Offerors are cautioned that the Government will review available past performance data available in the Past Performance Information Retrieval System (PPIRS). The Government reserves the right to obtain past performance information from any available source and may contact customers other than those identified by the Offeror when evaluating past performance. Since the Government may not necessarily interview all of the sources provided by the Offerors, it is incumbent upon the Offerors to explain the relevance of the data provided. Offerors are reminded that the burden of proving low performance risk rests with the Offerors. The Government will review aspects of cost, schedule and performance. Areas to be evaluated may include but are not limited to quality of product or service, timeliness of performance or adherence to delivery schedules, and/or effectiveness in program management (to include use and control of subcontractors). In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance. 3. PRICE EVALUATION APPROACH. Fixed Price: The Offeror's price quotation for each task identified in this PWS will be evaluated with respect to the proposed price for each line item and proposed basis of estimate to determine ability to fully meet the solicitation s requirements. The Government will evaluate offers by adding the total of all line item prices. The total evaluated price will be that sum. *NOTE: For the purposes of evaluation, proposed travel CLINS will be excluded from the total evaluated price. In addition, FAR 52.217-8, Option to Extend Services applies to this solicitation. As such, evaluation of options under FAR 52.217-8 will also include using the prices offered for the last option period to determine the price for an additional 6-month option period in the event an extension is issued under FAR 52.217-8. Evaluation of options will not obligate the Government to exercise the option(s). D. QUOTE SUBMISSION 1. INTRODUCTION GENERAL INFORMATION: The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) is issuing this Request for Quotes (RFQ) to solicit vendors for the purpose of entering into a single award contract. This solicitation is set-aside for Service Disabled Veteran Owned Small Business (SDVOSB). The Offeror s quote shall be submitted electronically via email to Clayton Smith at Clayton.Smith2@va.gov and Anthony Wilson at Anthony.Wilson3@va.gov by May 29th, 2019 at 4:00 PM EST. NOTE: All Email Correspondence for this project must reference the Offeror s Name, RFQRFQ Identifier, and Project Title in the subject line of the email. Any quote received after the date and time specified above shall be deemed late and will not receive consideration for award of the Contract. WARNING: Please do not wait until the last minute to submit your quotes! Late quotes will not be accepted for evaluation. To avoid submission of late quotes, we recommend the transmission of your quote file 24 hours prior to the required quote due date and time. Please be advised that timeliness is determined by the date and time an Offeror s quote is received by the Government not when an Offeror attempted transmission. Offerors are encouraged to review and ensure that sufficient bandwidth is available on their end of the transmission. CONTRACTORS PREPARATION COSTS: The Contracting Officer is the only individual legally authorized to commit the Government to the expenditure of public funds in connection with this procurement. The RFQ does not commit the Government to pay any costs for the preparation and submission of a quote in response to this RFQ. 2. QUOTE FILES. Offeror s responses shall be submitted in accordance with the following instructions: a. Format. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The Table below indicates the maximum page count (when applicable) for each volume of the Offeror s quote. All files will be submitted as either a Microsoft Word 2010 (.doc) [if allowing Word documents] Microsoft Excel (.XLS) file or an Acrobat (PDF) file or compatible as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1 ) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. Pages in violation of these instructions, either by exceeding the margin, font, printing, or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view. b. File Packaging. All of the quote files may be compressed (zipped) into one file entitled quote.zip using WinZip version 6.2 or later version or the quote files may be submitted individually. c. Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. The titles and page limits requirements for each file are shown in the Table below: {Adjust Volume Numbers and chart dependent on the Factors used and their relative order of importance} Volume Title and Contents File Name Page Limitations Volume I Technical Tech.doc/pdf Forty (40) pages Volume II Price Price.xls No Limit Volume III Past Performance Past Perf.pdf 3 pages per contract Volume IV Solicitation, Offer and Award Docs and Certs/Reps. OSubmittalA.pdf No Limit The cover page, table of contents, and/or glossary of abbreviations or acronyms will not be included in the page count of the Technical Volume. However, be advised that any and all information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror s quote will not be evaluated by the Government. (i) VOLUME I TECHNICAL FACTOR. Quotes shall clearly and completely address the appropriate technical areas of consideration described below in a format that follows the Performance Work Statement (PWS) tasks and/or deliverables. Responses to these items will form the basis for the technical merits of each quote. Information presented in the technical volume should clearly demonstrate that the Offeror is fully capable and prepared to perform the tasks described in the PWS as well as demonstrate the Offeror s understanding of the requirements and associated problems. A technical quote will be considered unacceptable if inadequate or insufficient information is submitted, and as a result may be excluded from further consideration. The Offeror shall provide a complete description of the technical approach that satisfies the requirements specified in the Performance Work Statement. Technical Capability: (A) EXPERIENCE DIRECTLY RELATED TO THE PWS The Offeror shall describe, with verifiable examples, your interagency clinical approach for meeting the interagency health informatics requirements stated in the functional areas listed in the PWS. The Offeror s response should provide specifics, for example: how does your interagency health informatics approach map to the Department of Veterans Affairs Strategic Plan, strategy #4? How does your health informatics approach use national electronic health records (E H Rs) knowledge and expertise? The Offeror shall describe their approach to or experiencing in providing Interagency Health Informatics Services in the performance of complicated, executive level analyses (using an iterative approach), Clinical User Confidence Evaluation (UCE), and Clinical User Acceptance Testing (UAT) to ensure the multi-phased IT interoperability connectivity changes between DoD and VA do not affect clinical data quality at the VHA health care viewer level The Offeror shall describe their experiences in creating Clinically-driven, Patient-focused functional and operations deliverables, which are both usable as a guide for further health informatics analyses, and serves as basis for informed clinical decision making in the strategic transitional implementations of healthcare and medical/surgical services supported by technology. The Offeror shall describe their approach to or experiences in providing Clinical Configuration Management Services with the purpose of developing deliverable- based scientifically-based analysis reports (not opinion-based) and electronic artifacts necessary for clinical change management in the transition to the Cerner commercial E H R for VA The Offeror shall provide a short summary of clinical evidence of Offeror s ability to monitor, review and update status information on risks, issues, problems associated with existing Government products called Federal Health Information Exchange (FHIE)/Bidirectional Health Information Exchange (BHIE) frameworks, Legacy Viewer Sustainment (LVS), Clinical Data Repository/Health Data Repository (CHDR), Joint Legacy Viewer (JLV) and Imaging health information management/health information systems; analyze data quality findings and make recommendations and offer mitigation actions. The Offeror shall provide a short summary of the corporate clinical and medical/surgical experiences and relevant clinical knowledge as a prime contractor, all teammates (as applicable) and/or subcontractors (as applicable), as it relates to the following areas: Overall understanding about examining the clinical data and medical images associated with DoD and VA Electronic Health Records and their source clinical and clinically-related content and as well as destination displays of real clinical data. Please include relevance (similarities and differences) of the corporate experience in performing operational Health Informatics as defined by the American Medical Informatics Association (AMIA.org). The Offeror should include any unique clinical methodologies or approaches to completing the clinical work, problems that occurred during performance and how these problems were mitigated/managed. The Offeror shall identify key clinical personnel (meaning medical and/or surgical) and key management personnel proposed, and their duties and responsibilities as related to the requirements in the PWS. The Offeror shall address, in summary fashion, qualifications, education, medical or other health care licenses (where appropriate), work availability, and specific interagency health informatics experiences that are directly related to the requirements of the PWS. The Offeror shall provide a complete description of the technical approach that satisfies the written PWS requirements. Describe how the Offeror will create the numerous interagency clinical data quality assurance requirements for deliverables listed in the PWS, inclusive of subparagraphs. Include an overall understanding of the clinical scope and the clinical requirements of the PWS. The approach should describe the Offeror s: Scope of performance, Technical approach specific to this clinical data QA project, a description of the deliverables and clinical content, Timelines, schedules, and relevant milestones, Reporting Requirements, Level of Effort, Labor Categories, and Conformance to VA Security Requirements. It is up to the offeror to determine the labor categories from those offered and in what quantities which are needed to support the solution that they have developed. The Offeror shall describe with three (3) specific examples, how the Offeror is going to successfully meet the interagency health informatics requirements as described in PWS, inclusive of subparagraphs. The Offeror shall describe their experience with three or more Electronic Health Records. The Offeror shall describe their experience with the commonly known technique of agile requirements management. The Offeror shall describe their documented experience performing Healthcare-related requirements management and experience. The Offeror shall describe their experience with using the commercial software called Microsoft (MS) Office products and MS SharePoint in previous projects cited in the Past Performance section. (B) MANAGEMENT APPROACH Health Informatics and Management Staffing Plan (1) The Offeror shall provide a health informatics staffing plan that includes a detailed clinically-relevant approach to meet the healthcare requirements of the PWS by the contract start date. To be acceptable, the Offeror s health informatics staffing plan must address the following: (a) Identification of key health informatics personnel proposed and their duties and responsibilities as related to the requirements in the PWS. For each designated key personnel, information must include a summary of how interagency health informatics requirements are tied directly to the person s professional experience as it clearly and specifically relates to the stated requirements of the PWS. (2) The Offeror shall provide its staffing approach to execute the PWS requirements to address the following: (a) The Offeror shall demonstrate the effective use of personnel and adequate supervision for the tasks to be performed. (b) The approach shall include a description of the Offeror s personnel recruitment, retention plans, and action plans for adjusting staffing levels in response to fluctuating or surge requirements and accelerated timelines for completion of tasks. (c) The Offeror shall address the local and regional labor market and the Offeror s ability to hire qualified personnel. (d) The Offeror shall address its internal processes and procedures used to hire personnel. (e) The Offeror shall include a discussion of the qualifications for employees it will utilize, demonstrating the requisite, skills and abilities to perform the requirements of the PWS. (f) Offerors shall provide an outline of how the effort required by the solicitation will be assigned for performance within the Offeror s corporate entity and among the proposed team mates and/or subcontractors. (g) The management approach shall also address the process of tracking, training, and shall address non-compliance of policies and procedures that are identified in the PWS. (3) The Offeror shall describe their resourcing and staffing strategy for each of the interagency clinical and interagency healthcare functional task areas. At a minimum, the strategy must include healthcare-related Labor categories for each interagency functional task area. The Offeror shall demonstrate the effective use of personnel and adequate supervision for the tasks to be performed, preferably in specific interagency health care settings of DoD and VA. The interagency approach shall include a description of the Offeror s personnel recruitment, retention plans, and action plans for adjusting staffing levels in response to fluctuating or surge requirements and accelerated timelines for completion of tasks. (4) The Offeror shall describe its interagency health informatics requirements management approach to managing its team, lines of authority, communication and problem resolution. Offerors shall provide an outline of how the interagency effort required by the solicitation will be assigned for performance within the Offeror s corporate entity and among the proposed teammates and/or subcontractors, with a special focus on veteran employees. The management approach shall also address the process of tracking, training and shall address non- compliance of policies and procedures that are identified in the PWS. Address the company s recruitment and retention procedures; Lines of communication; Utilization of Subcontractors, and Adherence to VA Security Policies. (5) The Offeror shall describe management methodologies to include their approach to managing, communications, scope, resource allocations, and risk mitigation. 6) The Offeror shall provide a staffing plan that includes a detailed approach to meet the requirements of the PWS by the specified start date. To be compliant, the Offeror s staffing plan must address the following: i. The Offeror shall provide its staffing approach to execute the PWS requirements. ii. The Offeror shall demonstrate the effective use of personnel and adequate supervision for the tasks to be performed. iii. The approach shall include a description of the Offeror s personnel recruitment, retention plans, and action plans for adjusting staffing levels in response to fluctuating or surge requirements and accelerated timelines for completion of tasks. iv. The Offeror shall address the local and regional labor market and the Offeror s ability to hire qualified personnel. v. The Offeror shall address its internal processes and procedures used to hire personnel. vi. The Offeror shall include a discussion of the qualifications for employees it will utilize, demonstrating the requisite, skills and abilities to perform the requirements of the PWS. vii. Offerors shall provide an outline of how the effort required by the solicitation will be assigned for performance within the Offeror s corporate entity and among the proposed team mates and/or subcontractors. viii. The management approach shall also address the process of tracking, training, and shall address non-compliance of policies and procedures that are identified in the PWS. (ii) VOLUME II PAST PERFORMANCE FACTOR. Offerors shall submit at least three (3) references [no more than five (5) that outlines Government and/or commercial contracts (prime contracts, task/delivery orders, and/or major subcontracts] in performance at any point during the three (3) years immediately prior to the quote submission date, which are relevant to the efforts required by this solicitation. Areas of relevance: research and advisory services relating to either technology management and/or business management (depending on how the offeror is proposing). Data concerning the prime contractor shall be provided first, followed by each proposed major subcontractor, in alphabetical order. (For the purpose of this solicitation, a major subcontractor is defined as one whose subcontract is for more than 25% of the total proposed price.) Data concerning the prime Offeror shall be provided first, followed by each proposed teammate and/or subcontractor, in alphabetical order. b. Past Performance Content Structure Section 1 Contract Descriptions. This section shall include the following information: a. Contractor/Subcontractor place of performance, CAGE Code and DUNS Number. If the work was performed as a subcontractor, also provide the name of the prime contractor and Point of Contact (POC) within the prime contractor organization (name, and current address, e-mail address, and telephone and fax numbers). b. Government contracting activity, and current address, Procuring Contracting Officer's name, e-mail address, telephone and fax numbers (or commercial point of contact equivalent). c. Government s technical representative/COR and current e-mail address, telephone and fax numbers (or commercial point of contact equivalent). d. Government contract administration activity and the Administrative Contracting Officer's name, and current e-mail address, telephone and fax numbers (or commercial point of contact equivalent). e. Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase Agreements, include Delivery Order Numbers also. f. Contract Type (specific type such as Fixed Price (FP), Cost Reimbursement (CR), Time & Materials (T & M), etc.) In the case of Indefinite Delivery contracts, indicate specific type (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FP, CR, T & M, etc.)). g. Awarded price/cost. h. Final or projected final price/cost. i. Original delivery schedule, including dates of start and completion of work. j. Final or projected final, delivery schedule, including dates of start and completion of work. c. Section 2 Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section 1 describing the objectives achieved and detailing how the effort is relevant to the requirements of this solicitation. For any contract(s)/task order(s) that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcoming(s) and any corrective action(s) taken to avoid recurrence. The Offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. The Offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination. d. Section 3 New Corporate Entities. New corporate entities may submit data on prior contracts involving its officers and employees. However, in addition to the other requirements in this section, the Offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above. (iii) VOLUME III PRICE FACTOR The price quote shall consist of the following: The Government will evaluate price quote by adding the total of all line item prices. The total evaluated price will be that sum. *NOTE: For the purposes of evaluation, proposed travel CLINS will be excluded from the total evaluated price. The Offeror shall provide a completed pricing schedule for each deliverable/task, and the basis of estimate for each task/deliverable. The basis of estimate (BOE) is a depiction of the level of effort required to provide each deliverable. The BOE shall provide sufficient price detail to support the proposed firm-fixed prices and to permit the Government to determine that the proposed firm-fixed price, labor mix and level of effort is fair and reasonable. The BOE shall include the labor categories and rates that were used in arriving at a firm-fixed price for each deliverable or task. The contractor shall explain the estimating processes and methodologies used in estimating the quantities of labor hours required for successful performance. It is up to the offeror to determine which labor categories to offer, and in what quantities are needed to support the prices provided. The total cost must match the amount provided in the Total Evaluated Price table above. A sample Basis of Estimate format which supports the firm fixed price quote is provided below. DELIVERABLE/TASK Description Qty. Unit Unit Price Total Price Deliverable 1.1 Labor Category  HRS   Labor Category  HRS   Subtotal for Deliverable 1.1 Deliverable 2.1 Labor Category HRS Subtotal for Deliverable 2.1 Total Firm Fixed Price (All Deliverables)  Offerors are advised that although each task order may specify travel and other direct cost requirements, the Government will not allow for the inclusion of any profit whatsoever on travel and Other Direct Costs (ODCs) but may allow any General and Administrative (G & A) or material handling charges if in accordance with your accounting procedures. Price Rounding Issue - The Government requires Offerors to propose unit prices and total prices that are two (2) decimal places and requires the unit prices and total prices to be displayed as two (2) decimal places. Ensure that the two (2) digit unit price multiplied by the item quantity equals the two (2) digit total item price (there should be no rounding). (iv) VOLUME IV SOLICITATION, OFFER AND AWARD DOCUMENTS AND CERTIFICATIONS/REPRESENTATIONS. Certifications and Representations - An authorized official of the firm shall sign all certifications requiring original signature. An Acrobat PDF file shall be created to capture the signatures for submission. This Volume shall contain the following: Quote Summary/Cover Sheet including: Date submitted; Contractor s name Contractor technical lead contact information; All subcontractor(s) (as applicable) and the description of their planned subcontracting effort; Reference to any unique terms or conditions, or any requests to deviate from standard PWS requirements and supporting rationale; DUNS number Acknowledgement of Amendments, if any. Any proposed terms and conditions and/or assumptions upon which the quote is predicated. Offerors are hereby advised that any Offeror-imposed terms and conditions and/or assumptions which deviate from the Government s material terms and conditions established by the Solicitation, may render the Offeror s quote Unacceptable, and thus ineligible for award. Certificate of Organizational Conflict of Interest: In accordance with Federal Acquisition Regulation (FAR) 9.5 and Veterans Affairs Acquisition Regulation (VAAR) 852.209-70, the Offeror shall provide a statement with its offer which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided under this solicitation. The Offeror shall also provide statements with its offer containing the same information for any consultants and subcontractors identified in its quote and which will provide services under the solicitation. The Offeror may also provide relevant facts that show how it s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. Certification of Understanding: The Offeror shall provide a separate written document certifying that it understands the PWS requirements, that it identified no ambiguities, and that it agrees to comply with all requirements without deviation or exception. In the event of a conflict between the PWS and the Offeror s quote, the PWS shall take precedence unless the Government explicitly agrees with the deviation, exception, assumption, term, condition or clause in the resulting contract. Offerors are cautioned that deviations, exceptions, assumptions or new terms, conditions, or clauses may result in a determination of quote unacceptability, may preclude award to a contractor if award is made without discussions, or may otherwise affect an Offeror s competitive standing. Subcontracting Limitations: In order to demonstrate compliance with VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, the Offeror shall provide a brief description and the approximate dollar values of the proposed subcontracts. The brief description shall include an outline of how the effort required by the solicitation will be assigned for performance within the Offeror s corporate entity and among the proposed subcontractors. The information provided for the proposed major subcontractor(s) must include the entire company name, company address, CAGE Code, DUNS Number and type of work to be performed. Contract Teaming Arrangements/ Joint Ventures: All proposed Contract teaming arrangements (CTAs) and Joint Ventures (JV) shall submit one (1) copy of the fully executed agreement between the parties who have entered into the CTA/JV. Service Contract Act Applicability: Offerors shall state if the Service Contract Act (SCA) is applicable to the labor categories necessary to perform the work encompassed in the Statement of Objectives. If the SCA applies, Offerors shall submit a wage determination by the Department of Labor. This wage determination can be obtained through http://www.wdol.gov/sca.aspx. If the SCA is not applicable, Offerors shall state that the SCA does not apply. Solicitation Provisions: Completed copies of FAR 52.209-5, Certification Regarding Responsibility Matters (APR 2010) and FAR 52.209-7, Information Regarding Responsibility Matters (APR 2010). PROVISIONS AND CLAUSES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018) FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018) FAR 52.233-2, Service of Protest (SEP 2006) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71, Alternate Protest Procedure (OCT 2018) VAAR 852.233-71, Alternate Protest Procedure (MAY 2010) Note (MAY 2010) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) The following clauses are included as addenda to FAR 52.212-4: FAR 52.232-40 Providing Accelerated Payments to Small Businesses to Subcontractors (DEC 2013) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012) VAAR 852.237-70 Contractor Responsibilities FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2019) The following subparagraphs of FAR 52.212-5 are applicable: FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) FAR 52.217-8 Option to Extend Services (NOV 1999) FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000) FAR 52.219-28 Post Award Small Business Program Representation (JUL 2013) FAR 52.222-26 Equal Opportunity (SEP 2016) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) FAR 52.222-50 Combating Trafficking in Persons (MAR 2015) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) FAR 52.225-13 Restriction on Certain Foreign Purchases (JUN 2008) FAR 52.227-14 Rights in Data General (MAY 2014) FAR 52.232-33 Payment by Electronic Funds Transfer Systems for Award Management (JUL 2013) FAR 52.222-41 Service Contract Labor Standards (MAY 2014) FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) FAR 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) POINTS OF CONTACT Submit offers or any questions to the attention of Clayton Smith and Anthony Wilson via email to: Clayton.Smith2@va.gov and Anthony.Wilson3@va.gov . The due date for questions concerning the RFQ will be May 20th, 2019 at 1:00 pm EST. Questions received after this time may not be accepted. As soon as an Offeror is aware of any problems or ambiguities in interpreting the specifications, terms or conditions, instructions or evaluation criteria of this solicitation, the contract specialist shall be immediately notified. Pertinent questions will be answered via amendment and provided to all Offerors via posting on FBO by May 22nd, 2019. Offerors who fail to complete and submit the requirements above may be considered non-responsive and as a result, ineligible for award.
36C77619Q0130 Department of Veterans Affairs Office of Information Service Center
5/15/19, 10:53 AM