RFP_140D0421R0050_-_Amendment_2_0002.pdf

United States Department of the Interior

INTERIOR BUSINESS CENTER

Washington, DC 20240

To: Prospective Offerors

From: Acquisition Services Directorate (AQD), Interior Business Center (IBC), Department of the Interior (DOI)

Subject: Request for Proposals (RFP) No. 140D0421R0050 – Single Award Indefinite Delivery, Indefinite Quantity (IDIQ) contract for Health Information Technology (HIT) Electronic Health Records (EHR) Modernization

Version: Original – August 4, 2022 Amendment 1 – August 25, 2022 Amendment 2 – September 1, 2022

Attachments: 1 – Questions & Answers (Q&A) – Amendment 2

2 – IDIQ Statement of Objectives (SOO) – Amendment 2 with:

- Appendix A, “Clinical and Business Processes” – Amendment 1

- Appendix B, “Clinical Data Flow and Interfaces Context”

- Appendix C, “Provider and/or Facility Metrics”

- Appendix D, “Definitions”

- Appendix E, “HIT Modernization Program Management Plan (PMP)”

- Appendix F, “HIT Modernization Project Process Agreement (PPA)”

- Appendix G, “HHS Policy for Information Technology Procurements –

Security and Privacy Language” 3 – IDIQ Performance Work Statement (PWS) Template – Amendment 2 4 – EHR Capability Checklist 5 – Sample Task Order SOO with:

- Appendix A, “Notional Facility Information and Services”

- Appendix B, “Clinical and Business Processes for Sample Service Units”

6 – Sample Task Order PWS Template 7 – Product Demonstration Scenarios – Amendment 1 8 – Past Performance Questionnaire – Amendment 1 9 – HHS Subcontracting Plan Template 10 – Pricing Table – Amendment 2

1. Overview

AQD is issuing this competitive RFP on behalf of the Department of Health and Human Services (HHS), Indian Health Service (IHS). Its purpose is to solicit EHR providers and/or integrators in order to establish an IDIQ contract for IHS’s EHR modernization effort. AQD will conduct this acquisition using Federal Acquisition Regulation (FAR) 15.3 source selection procedures in conjunction with the policies found under FAR 12, Acquisition of Commercial Products and Commercial Services.

AQD is a Federal Franchise Fund Contracting Office operating under the authority of the Government Management Reform Act, as amended. AQD provides contracting support to all Federal Agencies and the Department of Defense. AQD Procurement will handle the solicitation, award, and contract administration, including invoice payments, for this requirement.

AQD anticipates awarding a single IDIQ after receipt and evaluation of all proposals. It is the Government’s intent to make award to the responsible Offeror who, in conformance with the RFP, demonstrates the ability to provide the overall best value to the Government considering technical factors and price, using a trade-off methodology. The Government reserves the right to cancel this solicitation without award if the needs of the requirement are not met. This RFP does not commit the Government to pay for the costs associated with the preparation and submission of a proposal.

This solicitation will be conducted in multiple phases (see Section 6 for details). The Government will also be requesting recorded product demonstrations from Offerors who proceed to Phase II of the solicitation (See Section 6).

While a task order will not be awarded concurrently with the IDIQ, a sample task order is included in this solicitation as a method of evaluating cost to the Government through a representative sample of the type of work anticipated under the IDIQ. The Government anticipates awarding the first task order approximately four to six months after award of the IDIQ. The ultimate number and frequency of task orders is unknown at this time and will be determined by the Government.

Proposals that are non-compliant with any requested submission requirements of this RFP may be removed from further consideration.

NAICS Code: 541512 – Computer Systems Design Services PSC Code: DA01 – IT and Telecom - Business Application/Application Development Support

Services (Labor)

Offerors interested in this acquisition may participate by submitting responses in accordance with the following instructions.

2. Competition

This solicitation is being issued to both small and other than small businesses using full and open contracting procedures.

3. Anticipated Contract Type and Minimum Guarantee

Task orders issued under the IDIQ may be Firm-Fixed Price (FFP), Time and Materials (T&M), Labor- Hour (L-H), or a combination thereof, and will be determined at the task order level.

The Minimum Guaranteed Value for the resultant IDIQ contract award is $1 million, provided that the contractor can demonstrate it has exercised due diligence and made its best efforts to secure a task order.

4. Period of Performance

The Period of Performance for this IDIQ will be 10-years and consist of one (1) 5-year base period with five (5) 12-month option periods. The period of performance for each task order will be determined at the order level but will not extend more than five years past the expiration date of the IDIQ.

5. Questions and Proposal Deadlines

Question & Answer Period

All questions shall be submitted in writing only via email to the Contracting Officer (CO) and Contract Specialist no later than 9:00am ET on August 11, 2022. Questions shall be sent via email to the CO and Contract Specialist at Margaret_Fitting@ibc.doi.gov and Michael_Horvath@ibc.doi.gov with “Questions from [insert company name here] – RFP 140D0421R0050” included in the subject line. The Government reserves the right to not address all questions. Responses will be provided as an attachment to a subsequent RFP amendment.

When submitting questions, Offerors shall use Attachment 1 – Q&A Form.

Deadline for Proposal Submission

The deadline for submitting a Phase I proposal in response to this RFP is September 7, 2022 at 5:00pm ET. The proposal shall be sent only via email to Margaret_Fitting@ibc.doi.gov and Michael_Horvath@ibc.doi.gov with “Proposal from [insert company name here] – RFP 140D0421R0050” included in the subject line.

Please note, it is the Offeror’s responsibility to ensure/verify the Government receives its proposal on or before the deadline. The Government reserves the right to not accept any late proposals for any reason, including those related to any technical difficulties.

6. Proposal Content / Submission Requirements

Overview

This solicitation will be conducted in multiple phases. The following is a high-level overview of the solicitation/award process:

1. Offerors will submit their Phase I proposal. Phase I proposals will be evaluated in accordance with the procedures found in this RFP.

2. The Government will issue advisory notifications to all Offerors which will indicate the Government’s recommendation to proceed or not to proceed with a Phase II proposal.

3. Offerors will decide and notify the Government of their intent to proceed to Phase II or not.

4. Offerors who elect to proceed to Phase II will submit their Phase II proposal. Phase II proposals will be evaluated in accordance with the procedures found in this RFP.

5. Award of the IDIQ will be made.

mailto:Margaret_Fitting@ibc.doi.gov mailto:Michael_Horvath@ibc.doi.gov mailto:Margaret_Fitting@ibc.doi.gov mailto:Michael_Horvath@ibc.doi.gov

Proprietary Information

The Government will not be liable for or suffer any consequential damages for any improperly identified proprietary information. Proprietary information will be safeguarded in accordance with the applicable Government regulations. If Offerors submit proprietary information, proposals must clearly mark “PROPRIETARY” on every page containing such information. Offerors are responsible for adequately marking proprietary information in their proposal response.

Phase I Proposal Content

The proposal submission format for Phase I is provided below:

Volume Section Page Limit

Volume I (General and

Technical)

Section 1: General None Section 2: SAM Registration None Section 3: Completed FAR Provisions None

Section 4: Technical Proposal for Factor 1:

EHR Capability and Experience

10 pages (excluding completed copy of Attachment 4)

Volume I, Section 1: General

This section shall include a cover sheet. This cover sheet shall include the information listed below in letters A – Q:

a) Name of Company

b) Address

c) City, state, zip code

d) Unique Entity Identifier (UEI)

e) Taxpayer Identification Number (TIN)

f) Socioeconomic status

g) Point of contact (primary and alternate)

h) Telephone number

i) Email address

j) Solicitation number

k) Date of proposal

l) Name of any subcontractors and their socioeconomic status, if applicable

m) Prompt payment terms

n) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation for Phase I

o) Names and contact information of persons authorized to negotiate on the company’s behalf

p) A statement that the proposal for Phase I expires no sooner than 90 days after submission

q) Acknowledgement of receipt of all RFP amendments (if any issued)

Volume I, Section 2: SAM Registration

This section shall include evidence of the Offeror’s current System of Award Management (SAM) database registration (http://www.sam.gov). A screenshot of the Offeror’s SAM registration page is acceptable evidence. An active SAM registration is required at the time of proposal submission, at the time of award, and through final payment under any awarded task order. If an Offeror’s SAM account will expire before the award date, it is the Offeror’s responsibility to ensure that its account is active at time of award.

Volume I, Section 3: Completed FAR Provisions

This solicitation contains the following provisions that each Offeror must complete and return with its Phase 1 proposal (see Section 8 of this RFP for each provision in its full text):

• FAR 52.204-24 – Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) (if applicable)

• FAR 52.204-26 – Covered Telecommunications Equipment or Services-Representation (Oct 2020)

• FAR 52.209-7 – Information Regarding Responsibility Matters (Oct 2018)

• FAR 52.212-3 – Offeror Representations and Certifications-Commercial Items (May

2022)

• FAR 52.227-15 – Representation of Limited Rights Data and Restricted Computer

Software (Dec 2007)

• FAR 52.229-11 – Tax on Certain Foreign Procurements-Notice and Representation (Jun

2020)

Volume I, Section 4: Factor 1 – EHR Capability and Experience (Phase I)

Offerors shall provide the following information related to its proposed EHR capabilities and prior experience in order to facilitate the Government’s consideration for Phase I / Factor 1. This includes the following sub-factors:

Sub-factor 1.1 EHR Capability

Offerors shall complete Attachment 4 – EHR Capability Checklist. For each listed business process, Offerors shall self-certify whether their proposed EHR solution can meet the requirement: Out-of-the-Box (Column D), via Existing Third-Party Integration (Column E), via Proposed Third-Party Integration (Column F), Future Release (Column G), Custom Coded (Column H), or whether it’s Unavailable/Other (Column I). Note: If Column I is selected for any of the listed business processes, then the Offeror must provide an explanation in the Additional Comments section (Column J) as to why the selected capability is not being offered for the Government's consideration. If no further explanation is provided, the Phase 1 proposal may be deemed materially non-compliant and removed from the competition, or may negatively impact the Government's advisory recommendation for the Offeror to proceed to Phase 2. For any other selection (Columns D through H), the Offeror’s decision to substantiate each self-certification via the Additional Comments section (Column J) is optional. Offerors shall also have an http://www.sam.gov/ authorized representative affirm that the proposed EHR solution offers the capabilities as cited in the completed checklist.

Sub-factor 1.2 Enterprise Experience

Offerors shall describe their experience deploying an EHR solution across an enterprise of similar size and complexity as IHS (see IDIQ SOO, Section 2.0). If Offerors do not have prior deployment experience of similar size and complexity, Offerors may describe how their prior experience deploying an enterprise-wide EHR solution is translatable to the circumstances of this acquisition (e.g. prior deployment is scalable to support an enterprise like IHS).

Offerors shall also describe their experience deploying an EHR solution in a multi-tenant environment (see IDIQ SOO, Sections 2.0 and 6.8.2), including multiple hospitals and clinics representing distinct organizational entities utilizing a common system, centrally managed on their behalf (see IDIQ SOO, Section 6.7), with a common patient identifier enabling seamless exchange of health information among participants.

Offerors shall describe any lessons learned from their prior enterprise experience and how those lessons would be applicable to this requirement.

For Sub-factor 1.2, Offerors shall submit at least two (2) examples from either Federal or commercial clients. The Offeror must have served as the prime contractor for at least one of the examples. For any additional examples where the Offeror served as a subcontractor, an explanation of the extent of their role on the project must be provided. If the example is of a proposed subcontractor on this requirement, the Offeror shall identify the major or critical aspects the subcontractor will perform under this requirement.

Sub-factor 1.3 Federal Government Experience

Offerors shall describe their experience implementing and supporting complex information technology (IT) solutions for the Federal Government, including the successful achievement of an Authority to Operate (ATO) for that system (see IDIQ SOO, Section 2.0 and 6.8.2).

Offerors shall describe any lessons learned from their prior Federal Government experience and how those lessons would be applicable to this requirement.

For Sub-factor 1.3, Offerors shall submit at least two (2) examples within the past five (5) years of work with Federal clients. The Offeror must have served as the prime contractor for at least one of the examples. For any additional examples where the Offeror served as a subcontractor, an explanation of their role on the project must be provided. If the example is of a proposed subcontractor on this requirement, the Offeror shall identify the major or critical aspects the subcontractor will perform under this requirement.

Advisory Down-select Notification

After the Government completes its evaluation of Factor 1, Offerors will receive an advisory notification via e-mail from the CO. This notification will advise Offerors of the Government’s advisory recommendation to proceed or not to proceed with a Phase II proposal. Offerors who are rated most highly for Factor 1 will be advised to proceed to Phase II of the proposal submission process.

The CO will advise Offerors who were not among the most highly rated that they are unlikely to be viable competitors, and provide a general basis for the Government’s advisory recommendation. The intent behind this advisory recommendation is to minimize proposal development costs for those Offerors with little to no chance of receiving an award. The Government’s advice will be a recommendation only, and those Offerors who are advised not to proceed may elect to continue with their participation in the procurement or not.

Phase II proposals will not be accepted from Offerors who do not submit a Phase I proposal by the due date and time stated in the RFP (September 7, 2022 at 5:00 pm ET). The CO will include the Phase II submission instructions and due date in the advisory notification (the Government anticipates providing Offerors approximately six weeks from the date the advisory down select notification is issued to submit a proposal for Phase II.). The advisory down-select notifications will include further information, but the Government only intends to allow Offerors up to 48 hours to decide whether to proceed to Phase II.

There will not be a separate Q&A session for Offerors who proceed to Phase II so all questions must be submitted by the deadline stated in Section 5 of this RFP.

Please Note: Phase I/Factor 1 is more important than the Phase II evaluation factors. Further, the Government’s evaluation of Phase I/Factor 1, the most important factor, will be considered as part of the evaluation of Phase II when the Government makes its source selection decision.

Phase II Proposal Content

The proposal submission format for Phase II is provided below:

Volume Section Page Limit Volume II

(General and Technical)

Section 1: General None

Section 2: Technical Assumptions None

Volume III (Technical)

Section 1: Product Demonstration for Factor 2:

User Acceptance n/a

Section 2: Technical Proposal/PWS which includes Factor 3: Technical Architecture, Factor 4: Implementation and Support Plan, and Factor 5: Management Approach

None*

Volume IV (Technical)

Section 1: Technical Proposal for Factor 6: Past Performance and Factor 7: Subcontracting Plan 20 pages

Volume V (Price)

Section 1: Price Assumptions None Section 2: Price Proposal for Factor 8: Price None

* Volume III, Section 2 does not have a page limit with the exception of sub-factor 4.4 which has a limit of 15 pages.

The Government recommends Offerors begin preparation of Phase II proposals only after receipt of the Phase I advisory down-select notice. As previously stated, the Government anticipates providing Offerors approximately six weeks from the date the advisory notification is issued to submit a proposal for Phase II.

Volume II, Section 1: General

This section shall include a cover sheet which shall include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation for Phase II. It shall also include a statement that the proposal for Phase II expires no sooner than 120 days after submission.

Volume II, Section 2: Technical Assumptions

Offerors shall indicate, in this section only, if any technical-related assumptions have been made, conditions have been stipulated or exceptions have been taken with the RFP/IDIQ SOO/Sample Task Order SOO, as written. If technical assumptions are not noted in this volume and this section of the proposal, it will be assumed that the Offeror’s proposal reflects no technical assumptions for award and the Offeror agrees to comply with all of the terms and conditions set forth herein. Any technical-related assumptions listed in any other volume or section shall be null and void.

The Offeror is advised that any assumptions/exceptions taken to the terms and conditions of the RFP/IDIQ SOO/Sample Task Order SOO may adversely impact its evaluation. Any assumptions/exceptions that are considered unacceptable by the Government and cannot be resolved may result in the Offeror being removed from further consideration.

Volume III, Section 1: Factor 2 – User Acceptance (Phase II)

Offerors shall provide product demonstrations of their proposed EHR solution in order to facilitate the Government’s consideration for Phase II/Factor 2. The Offeror shall demonstrate its EHR solution’s ability to address the five (5) scenarios listed in Attachment 7 – Product Demonstration Scenarios. The product demonstrations shall be pre-recorded and focus on key metrics such as the EHR solution’s configurability and usability (see IDIQ SOO, Sections 5.0 and 6.1) as well as cover system capabilities across a broad scope of clinical, business, and technical functionality as required by the Government.

The Offeror’s pre-recorded product demonstrations shall be submitted to the Government through IHS’s Secure Data Transfer Service (SDTS): https://securedata.ihs.gov/. Offerors must create an SDTS account in order to be able to submit their recorded demonstrations to the Government for evaluation. All Offerors who elect to proceed to Phase 2 will receive an email notification from SDTS which will include a link to create/register an SDTS account. Once the Offeror has completed the account registration process, a second email will be sent with a link to activate your account. After completing the account activation process, Offerors will be able to sign into SDTS with their created username and password. Note: The first time signing into SDTS will require Offerors to set up 2-step verification. Once signed in, Offerors can then view https://securedata.ihs.gov/ their Inbox which includes the original delivered message from IHS. Open the message, click “Reply,” and then click “Attach files” in order to upload your recorded product demonstrations.

Once all files have been successfully uploaded, click “Send reply.” Offerors can then go back into their SDTS Inbox to verify that their reply/attachments were submitted.

Each video shall adhere to the following instructions. Videos or content that do not adhere to the instructions may not be evaluated:

a) Real-time demonstration that shall be an audio/video capture of the EHR software only.

b) Videos should include sufficient narration to facilitate the Government’s understanding of the scenario being presented, to include the process and/or step being demonstrated.

c) Subject matter shall be limited to the content outlined in the scenarios. There should be no marketing language presented in the recording.

d) Depict events in real time (i.e., no slow motion or accelerated motion); edits or cuts may be utilized during repetitive or inconsequential activities such as extended typing or lengthy notes.

e) Provide on-screen elapsed time from task start to task finish and on-screen markers or indicators to identify the step being addressed. Videos shall not contain any other visual indicators.

f) Have a resolution no smaller than 720p.

g) Be encoded using MPEG-4/H.264.

h) The combined length of all videos shall not exceed 280 minutes.

i) By default, SDTS has a size limitation of 500MB. If Offerors believe the combined file size of all videos will exceed this amount, then Offerors must request a size limit increase in order to gain the ability to exceed this limit.

j) Files shall be named in accordance with convention provided in the table below.

User Acceptance Scenario File Names Scenario Description File Name

Scenario 1 Complicated Outpatient Scenario1.mpg Scenario 2 Uncomplicated Admission Scenario2.mpg Scenario 3 Prenatal Care Scenario3.mpg Scenario 4 Well Child Care Scenario4.mpg Scenario 5 Population Health Scenario5.mpg

Following the Government’s evaluation of the submitted product demonstrations, the Government may schedule a Question & Answer (Q&A) session with individual Offerors if the Government has any clarifying questions. This may be conducted via email or may be a session conducted virtually via Zoom on a day/time determined by the Government and may be recorded. Please note that this Q&A session, if held, would not constitute discussions as Offerors will only be able to address clarifying questions and will not be given the opportunity to revise their proposals.

Volume III, Section 2: IDIQ Performance Work Statement

As a part of the Phase II proposal, Offerors shall submit a PWS for the IDIQ using the template provided (See Attachment 3 – IDIQ PWS Template). The Offeror’s PWS shall describe how their solution will meet all of the Solution Capabilities and Solution Objectives listed in Attachment 2 – IDIQ SOO (Sections 5 and 6 respectively). This includes describing the proposed tasks and deliverables for completing each objective. In addition, Offerors shall ensure their PWS addresses the following elements associated with Factors 3, 4, and 5. Please note: the only exception is Sub-factor 4.4, Sample Task Order Application, which requires its own PWS (See Attachment 6 – Sample TO PWS Template).

Volume III, Section 2: Factor 3 – Technical Architecture (Phase II)

The Offeror’s IDIQ PWS shall describe their proposed technical architecture for the modernized HIT infrastructure in order to facilitate the Government’s consideration for Phase II / Factor 3.

This includes a description of the hosting solution (see IDIQ SOO, Section 6.7.1), multi-tenancy by both Government and non-Government organizations (see IDIQ SOO, Section 6.8.2), identity management and access control (see IDIQ SOO, Sections 6.4.2, 6.8.2 and 6.8.3), compliance with Government Section 508, cybersecurity, and privacy requirements (see IDIQ SOO, Sections

6.8 and 6.9.2, and HHSAR 352.239-73 and 352.239-74), assurance of performance in low bandwidth/high latency areas (see IDIQ SOO, Sections 5.0 and 6.7.4), continuity of operations and disaster recovery planning (see IDIQ SOO, Section 6.7.4), and other technical aspects the Offerors deems relevant.

Volume III, Section 2: Factor 4 – Implementation and Support Plan (Phase II)

The Offeror shall describe their proposed implementation and support plan in order to facilitate the Government’s consideration for Phase II / Factor 4. This includes the following sub-factors:

Sub-factor 4.1 System Build and Test Processes

The Offeror’s IDIQ PWS shall describe the processes and system capabilities for system design and configuration, both at the enterprise and sub-organizational (site) level (see IDIQ SOO, Section 5.0). This shall include the training and certification of I/T/U designated staff (see IDIQ SOO, Section 6.3.2), engagement of SMEs in system design and configuration (see IDIQ SOO, Section 5.0), testing (see IDIQ SOO, Section 6.6), and domain strategy (see IDIQ SOO, Section 6.7.1).

Sub-factor 4.2 Implementation, Training, and Go-Live Processes

The Offeror’s IDIQ PWS shall describe their approach to system implementation, including enterprise- and site-level assessment and implementation planning (see IDIQ SOO, Section 6.2), training and proficiency assessment of end users (see IDIQ SOO, Section 6.3.1), Go-Live processes (see IDIQ SOO, Section 6.2.2), elbow support (see IDIQ SOO, Section 6.2.2), performance indicators for implementation success, and lessons learned/process improvement (see IDIQ SOO, Section 6.6).

Sub-factor 4.3 Operations, User, and Technical Support

The Offeror’s IDIQ PWS shall describe their plan for operational support of the solution post- Go-Live (see IDIQ SOO, Sections 6.2.2 and 6.7), including response times (see IDIQ SOO, Section 6.7.1), service level agreements, user support (see IDIQ SOO, Section 6.7.2), cybersecurity patches, administrative/technical support, processes for system upgrades and patch releases (see IDIQ SOO, Section 6.7.2), and processes for addressing configuration modifications (See IDIQ SOO, Section 6.7) and change orders (see IDIQ SOO, Section 6.7.3).

Sub-factor 4.4 Sample Task Order Application (limit of 15 pages)

Using Attachment 6 – Sample Task Order PWS, Offerors shall describe their proposed methods and techniques for addressing all of the objectives listed in Attachment 5 – Sample Task Order SOO. The Offeror shall demonstrate their understanding of the notional scenario provided and the Offeror’s ability to apply the approach and methodologies outlined in their submitted IDIQ PWS to address this sample task order.

Volume III, Section 2: Factor 5 – Management Approach (Phase II)

The Offeror’s IDIQ PWS shall describe their proposed management approach in order to facilitate the Government’s consideration for Phase II / Factor 5. This includes the following sub-factors:

Sub-factor 5.1 Quality Assurance (see IDIQ SOO, Section 5.0, 6.6, Appendix C, IDIQ PWS Template)

Offerors shall describe their Quality Assurance Plan (QAP) for ensuring consistent quality of work products and services throughout the IDIQ period of performance. This shall include a Performance Requirements Summary (PRS) which establishes the performance standards the Government will use to monitor and assess contract performance.

Sub-factor 5.2 Teaming Approach (see IDIQ SOO, Section 5.0, 6.0)

Offerors shall provide details about the companies comprising the Offeror’s team, their roles within the IDIQ, their capabilities and experience, and how this teaming approach will contribute to the overall success of the IHS HIT Modernization. If the prime contractor is an integrator, the Offeror shall describe the approach to ensure the Government will be able to work directly with the EHR vendor on system configuration and support.

Volume IV, Section 1: Factor 6 – Past Performance (Phase II)

A maximum of three (3) relevant past performance records shall be submitted for contracts the Offeror has been performing within the past five (5) years. Relevant past performance records are considered those that share a similar size, scope, and complexity to this requirement. A minimum of one (1) of the three (3) records submitted shall be for work performed by the Offeror that is submitting the proposal. Records can be either an instance where the Offeror was performing as a prime contractor or a subcontractor. If the record is an instance where the Offeror was performing as a subcontractor, the record shall explain what portion of the work they were responsible for. If the past performance record is for a proposed subcontractor on this requirement, the record shall identify the major or critical aspects they will perform under this requirement. If the Offeror is an integrator, then one of the past performance records shall be for the proposed EHR vendor.

• Each record shall be completed in accordance with Attachment 8 – Past Performance Questionnaire (PPQ). Offerors shall complete Section A of the PPQ then forward it to the client reference for completion of Section B and submittal directly to the Contracting Officer and Contract Specialist identified in this solicitation. The references shall not send their completed questionnaires back to the Offeror. Completed PPQs are to be received from the applicable references no later than the Phase 2 proposal deadline.

The Offeror shall submit consent letters executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information so the Offeror can respond to such information.

Past performance information is proprietary source selection information. The Government will only discuss past performance information directly with the entity or person that is being reviewed. If there is a problem with the proposed subcontractor's past performance, the prime can be notified of a problem, but no details maybe discussed without a consent letter being completed for the subcontractor.

Volume IV, Section 1: Factor 7 – Subcontracting Plan (Phase II)

If an Offeror is a Small Business (SB), a subcontracting plan is not required. SB Offerors must, however, provide evidence that they are a small business under NAICS 541512 in order to be exempt from the submission of a subcontracting plan. For example, SB Offerors can provide a screenshot of the section of their Representations & Certifications on SAM.gov which shows their SB status under NAICS 541512.

Other than Small Business (OTSB) Offerors shall submit a small business subcontracting plan with their proposal in accordance with FAR 19.7 and the clause FAR 52.219-9. If an OTSB Offeror does not include a subcontracting plan, the Offeror’s proposal will be deemed non-responsive. The submission of a subcontracting plan shall follow the instructions found in Attachment 9 – HHS Subcontracting Plan Template. OTSB Offerors shall demonstrate how they plan to, over the life of the IDIQ, subcontract, at a minimum, 13% of the Total Contract Value (TCV) to small businesses. Of that subcontracting dollar amount, the OTSB Offeror shall demonstrate how they plan to, over the life of the IDIQ, aim to meet or exceed the percentages shown below which represent the HHS FY2022 subcontracting goals:

Small Business: 22.85% Small Disadvantaged Business (including 8a, ISBEE/IEE, ANC): 13.08% Woman-Owned Small Business: 5% HUBZone: 3%

Service-Disabled Veteran-Owned Small Business: 3%

For the purposes of submitting Factor 7 with their Phase 2 proposal, OTSB Offerors shall use their Total Evaluated Price from the Sample Task Order as the TCV in order to calculate the necessary small business subcontracting dollar amounts in Attachment 9. A final HHS Subcontracting Plan, to include actual subcontracting dollar amounts, will be agreed upon at time of IDIQ award once the IDIQ ceiling value has been determined.

Volume V, Section 1: Price Assumptions

Offerors shall indicate, in this section only, if any price-related assumptions have been made, conditions have been stipulated or exceptions have been taken with the RFP/IDIQ SOO/Sample Task Order SOO as written. If not noted in this volume of the proposal, it will be assumed that the Offeror’s proposal reflects no price assumptions for award and agrees to comply with all of the terms and conditions set forth herein. It is not the responsibility of the Government to seek out and identify assumptions, conditions, deviations, or exceptions buried within the Offeror’s proposal. Accordingly, any price-related assumptions listed in any other volume or section shall be null and void.

The Offeror is advised that any assumptions/exceptions taken to the terms and conditions of the RFP/IDIQ SOO/Sample Task Order SOO may adversely impact its evaluation rating. Any assumptions/exceptions that are considered unacceptable by the Government and cannot be resolved may result in the Offeror being removed from further consideration.

Volume V, Section 2: Factor 8 – Price (Phase II)

The price proposal shall be a separate volume from the technical proposal. There is no page limit on the price proposal.

1. To assist Offerors in providing conforming price proposals and to promote standardization across submissions, the Government has provided a Pricing Table (Attachment 10) that shall be used by the Offerors. The Offeror is required to submit pricing data in the format indicated in the attachment.

2. Under Tab A – IDIQ Labor, Offerors shall identify the following:

a. In Column A, list all labor categories needed to complete the work outlined in the

Offeror’s IDIQ PWS. In Column B, select whether any labor categories will be subject to the Service Contract Labor Standards. In Columns C through L, propose each respective labor category’s fully burdened labor rate at the IDIQ level. Offerors may add/delete rows as needed.

3. Under Tab B – Labor Explanation, Offerors shall include a job description and minimum qualifications (education/experience) for each proposed labor category. Note: If accepted by the Government, the Offeror’s proposed labor categories, job descriptions, and minimum qualifications will be incorporated into the IDIQ award and used as the baseline for all future task orders.

4. Under Tab C – IDIQ Non-Labor, Offerors shall identify the following:

a. In Column A, select the types of non-labor expenses (e.g., software licenses, hosting fees, etc.) e needed to complete the work outlined in the Offeror’s IDIQ PWS. In Column B, list the product name. In Column C, list the unit of measure in which the cost of the product is calculated. In Columns D through M, propose the unit price at the IDIQ level. Offerors may add/delete rows as needed.

b. If volume discounts are available, the Government is requesting that Offerors provide a breakdown of its tier-based pricing for any non-labor expenses. While a template has been provided, Offerors may make adjustments to these tables based on its customary commercial practices.

5. Under Tab D – Sample TO Price Table, Offerors shall select the IDIQ labor and non-labor categories from Tab A that would be used to complete the work found in the Offeror’s Sample Task Order PWS. For each PWS task, Offerors may add/delete labor/non-labor category rows as needed.

a. For any licenses needed for the Sample Task Order PWS, Offerors shall input that price information within the Non-Labor Category section associated with Sample Task Order PWS Task 1.1.1.2 - Site Implementation Planning and Deployment.

b. For the purposes of evaluating the price of each Offeror’s Sample Task Order, please assume that the PWS tasks associated with the planning, build, Go-Live, and Post-Go-Live of the EHR solution for three service units will take up to 18 months, followed by 12 months of Operations and Maintenance (O&M) support.

Offerors shall provide a proposed schedule of all tasks the Offeror will be performing during the Sample Order performance period. If Offerors deviate from the provided timeframes listed above, Offerors must provide rationale for this deviation that aligns with its proposed solution. Inadequate justifications for any deviations proposed may negatively impact the Offeror’s evaluation.

c. The Sample Task Order Price Table is for evaluation purposes only in order to formulate a Total Evaluated Price. The Total Evaluated Price derived from Tab D will be method of evaluating cost to the Government through a representative sample of the type of work anticipated under the IDIQ. As such, Offerors must input competitive pricing (e.g., discounts off proposed IDIQ prices found under Tab A) when completing Tab D in order for IHS/AQD to meaningfully evaluate the cost to the Government of each Offeror’s proposed pricing.

6. Offerors shall leave Attachment 10 as an Excel spreadsheet when submitting their price proposal. Failure to use the Excel spreadsheet as provided will be viewed as unacceptable and the Offeror will be removed from consideration for award.

7. Offerors shall submit data other than certified cost and pricing data to substantiate ALL proposed prices (labor and non-labor). While no specific format for submitting this data is required, the quantities and the basis for all pricing (e.g. vendor quotes, commercial sales data) shall be provided. The CO will use this data in determining fair and reasonable pricing.

7. Evaluation

Basis of Award for IDIQ

It is the Government’s intent to award a single IDIQ using the source selection procedures found in FAR 15.3, in conjunction with the policies found under FAR 12, to the responsible Offeror whose proposal, in conforming to the RFP, provides the overall best value to the Government considering technical factors and price.

The CO, as the source selection authority, will utilize a best value trade-off methodology where non-price factors, when combined, are significantly more important than price. As the technical merit of the proposals become more equal, price will become a more important factor in selecting the best value. The Government reserves the right to make an award to other than the lowest priced Offeror if another superior technical submission, or a submission indicating a reduced performance risk, warrants paying a premium.

The Government may award without discussions, while reserving the right to conduct discussions if the Government determines such is in its best interest. Therefore, each Offeror should recognize that its initial price and technical proposal may be used as the sole and final basis for award and should submit accordingly. Additionally, the Government reserves the right to award no contract at all, depending on the quality of the proposals, the availability of funding, and the continued existence of the requirement.

The evaluation factors are listed below in order of importance:

Phase Importance Evaluation Factor I 1st Order of Importance Factor 1: EHR Capability and Experience II 2nd Order of

Importance Factor 2: User Acceptance Factor 3: Technical Architecture Factor 4: Implementation and Support Plan Factor 5: Management Approach

II 3rd Order of Importance Factor 6: Past Performance Factor 7: Subcontracting Plan

II 4th Order of Importance Factor 8: Price

Note: Evaluation factors within each order of importance are of equal importance to each other (e.g., Factors 2, 3, and 4 are of equal importance to each other).

The Government reserves the right to validate the accuracy of statements made in the proposals. The Technical Evaluation Committee (TEC) reserves the right to revise its technical consensus of a proposal based on information within the Price Volume when the TEC determines that content within the Price Volume will have an impact on the technical evaluation factors or sub-factors.

The rating definitions identified below will be used for the evaluation of Evaluation Factors 1, 2, 3, 4, and 5:

Adjectival Rating Definition Excellent Proposal meets all requirements and presents substantial benefits identified by a combination of significant strengths and/or strengths that significantly outweigh risk presented by the evaluated weaknesses, if any. Generally, there are no significant weaknesses identified. If there are any, they are very limited. No deficiencies are found.

Very Good Proposal meets all requirements and presents benefits identified by a combination of significant strengths and/or strengths. If any weaknesses or significant weaknesses are present, the associated risks are outweighed by the evaluated benefits. No deficiencies are found.

Acceptable

Proposal meets all requirements with essentially offsetting benefits and risks presented by significant strengths, strengths, weaknesses, and/or significant weaknesses, if any are present. No deficiencies are found.

Unacceptable

Proposal may have significant strengths and/or strengths; however, the benefits presented are irrelevant because the proposal does not meet all requirements and/or has a combination of weaknesses, significant weaknesses, and/or deficiencies that present an unacceptable level of risk.

Non-Federal Participation

The MITRE Corporation, under the CMS Alliance to Modernize Healthcare Federally Funded Research and Development Center (FFRDC), is providing IHS with acquisition management support. MITRE employees participating in this evaluation will be non-voting advisory members of the Technical Evaluation Panel (TEP). As a not-for-profit FFRDC operator, MITRE does not compete on commercial acquisitions and does not gain any competitive advantage through the execution of this support. MITRE employees are subject to the same Non-Disclosure Agreements and Organizational Conflict of Interest screening as federal voting and non-voting members of the TEP.

IHS will also provide a group of its stakeholders the opportunity to review the submitted product demonstrations and provide their feedback to the TEP. All IHS stakeholders who have been identified to view and provide feedback on the product demonstrations are affiliated with an IHS/Tribal/Urban Indian (I/T/U) organization and considered expert users of Health IT application interfaces as part of their regular duties. The feedback provided by these stakeholders will be advisory only. Ultimately, the TEP will have discretion to use any/all of the feedback provided by the IHS stakeholders, along with the TEP’s own evaluation of the submitted product demonstrations, when completing its evaluation for Factor 2. The survey metrics that will be used by stakeholders can be found in Attachment 7.

Evaluation Factors

Volume I, Section 4: Factor 1 – EHR Capability and Experience (Phase I)

The Government will evaluate the Offeror’s EHR Capability and Experience in order to assess the extent to which it will lead to successful performance of the work required in the IDIQ SOO.

The evaluation will be based on the following sub-factors:

Sub-factor 1.1 EHR Capability

The Government will evaluate the Offeror’s completed Attachment 4 – EHR Capability Checklist and the extent to which each item self-certified can meet the requirement: Out-of-the- Box (Column D), via Existing Third-Party Integration (Column E), via Proposed Third-Party Integration (Column F), Future Release (Column G), Custom Coded (Column H), or whether it’s Unavailable/Other (Column I). Preference will be given first, to Out-of-the-Box capabilities, then to Existing Third Party-Integration, then to Proposed Third-Party Integration, then Future Release, and finally to Custom Coded, which is the least preferred. Capabilities marked Unavailable/Other without further explanation may be deemed materially non-compliant and removed from the competition or may negatively impact the Government's advisory recommendation for the Offeror to proceed to Phase 2. The Government will also evaluate the extent to which any information included in the Additional Comments section (Column J) clearly substantiates each self-certification made in Columns D-I.

Sub-factor 1.2 Enterprise Experience

The Government will evaluate the extent to which the Offeror’s experience deploying an EHR solution across an enterprise is similar in size and complexity to IHS. If Offerors do not have prior deployment experience of similar size and complexity, the Government will evaluate the extent to which the Offeror’s prior experience deploying an enterprise-wide EHR solution is translatable to the circumstances of this acquisition (e.g., prior deployment is scalable to support an enterprise like IHS).

The Government will evaluate the lessons learned described by the Offeror from their prior enterprise experience and the extent of its applicability to this requirement.

The Government will also evaluate the extent to which the Offeror demonstrates experience deploying an EHR solution in a multi-tenant environment, including multiple hospitals and clinics representing distinct organizational entities utilizing a common system, centrally managed on their behalf, with a common patient identifier enabling seamless exchange of health information among participants.

For Sub-factor 1.2, the Government will ensure each Offeror has submitted at least two (2) examples of enterprise experience from either Federal or commercial clients. The Government will also ensure that the Offeror served as the prime contractor for at least one of the examples, and, for any examples where the Offeror served as a subcontractor, an explanation of their role on the project has been provided. The Government will give greater consideration to examples that have occurred more recently and where the Offeror served as the prime contractor. Greater consideration may also be given to Offerors who can demonstrate examples beyond the stated minimum of two (2). If the example is of a proposed subcontractor on this requirement, the Government will ensure that the Offeror identified the major or critical aspects the subcontractor will perform under this requirement.

Sub-factor 1.3 Federal Government Experience

The Government will evaluate the extent to which the Offeror demonstrates their experience implementing and supporting complex information technology (IT) solutions for the Federal Government, including the successful achievement of an Authority to Operate (ATO) for that system.

The Government will evaluate the lessons learned described by the Offeror from their prior Federal Government experience and the extent of its applicability to this requirement.

For Sub-factor 1.3, the Government will ensure each Offeror has submitted at least two (2) examples from Federal clients within the past five (5) years. The Government will also ensure the Offeror served as the prime contractor for at least one of the examples, and that for any examples where the Offeror served as a subcontractor, an explanation of their role on the project has been provided. Greater consideration may be given to Offerors who can demonstrate examples beyond the stated minimum of two (2). If the example is of a proposed subcontractor on this requirement, the Government will ensure that the Offeror has identified the major or critical aspects the subcontractor will perform under this requirement.

Volume III, Section 1: Factor 2 – User Acceptance (Phase II)

The Government will evaluate the Offeror’s product demonstrations in order to assess the extent to which the proposed EHR will lead to successful performance of the work required in the IDIQ SOO. This includes the extent to which the Offeror demonstrates its EHR solution’s ability to address the five (5) scenarios listed in Attachment 7 while also considering the HIMSS usability principles outlined in Section 6.1 of the IDIQ SOO.

Volume II, Section 2: Factor 3 – Technical Architecture (Phase II)

The Government will evaluate the Offeror’s proposed technical architecture within the IDIQ PWS in order to assess the extent to which the PWS will lead to the accomplishment of the objectives listed in the IDIQ SOO. This includes the extent to which the Offeror’s PWS clearly demonstrates its hosting solution, multi-tenancy by both Government and non-Government organizations, identity management and access control, compliance with Government Section 508, cybersecurity, and privacy requirements, assurance of performance in low bandwidth/high latency areas, continuity of operations, and disaster recovery planning, and other relevant technical aspects.

Volume II, Section 2: Factor 4 – Implementation and Support Plan (Phase II)

The Government will evaluate the Offeror’s proposed implementation and support plan in order to assess the extent to which it will lead to successful performance of the work required in the IDIQ SOO. The evaluation will be based on the following sub-factors:

Sub-factor 4.1 System Build and Test Processes

The Government will evaluate the extent to which the Offeror’s IDIQ PWS clearly demonstrates feasible processes and system capabilities for system design and configuration, both at the enterprise and sub-organizational (site) level. This includes the extent to which the Offeror includes feasible training and certification of I/T/U designated staff, engagement of SMEs in system design and configuration, testing and domain strategy.

Sub-factor 4.2 Implementation, Training, and Go-Live Processes

The Government will evaluate the extent to which the Offeror’s IDIQ PWS clearly demonstrates a feasible approach to system implementation, including enterprise- and site-level assessment and implementation planning, training and proficiency assessment of end users, Go-Live processes, elbow support, performance indicators for implementation success, and lessons learned/process improvement.

Sub-factor 4.3…