Policy_Management_Questions.pdf

Policy Management Questions and Answers for Solicitation 18-247-SOL-00004

Q1: Is there an existing Business Intelligence (BI) system for generating adhoc reports and dashboards?

A: No, but will further research and post result.

Q2: Who will be managing all the Assessment & Authorization (A&A) tasks?

A: Not applicable, this is a stand-alone with no integration required.

Q3: Are you looking for a pre-built software or a custom built solution using Java/JEE or

Microsoft based frameworks?

A: Pre-built.

Q4: Is the requirement 100% on-site or can the bulk of development be performed at the contractor’s facility?

A: The bulk of the work should be performed off site.

Q5: Page 18 states that "the Contractor may bill only for the hours worked on-site at the PIMC".

Is this correct? Does this include the possible building of any and all software related components, back office compliance work, etc. Part of our strength lies in custom building solutions for our clients, not just offering a “one-size fits all” approach and we would spend considerable hours researching and tailoring specifically what is needed.

A: Clarification was made on page 18 and this segment was deleted from the solicitation.

Q6: Have you conducted a Needs Analysis that you can share with us? Or perhaps a

Requirements Document? The scope indicates a fairly broad range and the more details we have the better we can serve you and provide you with a specific and focused end product.

A: A needs analysis was not conducted.

Q7: Regarding Page 18, section 4, our model is an annual invoice paid net xx after agreement execution. We don’t typically have a monthly billing model. We are also an enterprise model, so a flat fee, locked in for term, unlimited locations, users, documents, etc. Would you consider an annual license fee model? I think we can still fill out the price sheet even though we don’t have a per user/employee model.

A: See response to Question #5.

Q8: Our one time implementation fees are billed 30 days in arrears, after the work has been performed.

A: See response to Question #5.

Q9: After reviewing most of the details, we feel that a Business Associate Agreement is not needed with the solution you are looking for. Our best practices recommendation is to never use

PHI or PII with the Policy Lifecycle and Governance Compliance Process. PHI and PII should not be in your policies, procedures, job aides, SOP’s, or any related documents. Can you recheck with your legal department for this document?

A: The Business Associate Agreement has been deleted. See updated documents.

Q10: I notice that you are looking for a vendor to provide software for just a 12 month base period with 4 additional 12 month options. The initial term commitment affects our pricing offer. Would your organization consider an initial 3 plus year commitment? This would ensure a better pricing offer.

A: Please refer to the “Instructions to Offeror” section. Under FAR 52.212-1, paragraph C, regarding multiple offers. Please read the solicitation.

Q11: Can you please expand on the proposal format? Should the technical response be in the format of addressing each question (Question-Response)?

A: Please respond to each requirement need with information on it and if it may be provided by your firm.

Q12: Can you please provide the copy of the 2-page version of the SF1449, Solicitation/Contract/Order for Commercial Items document?

A: Not sure what is meant by this but the SF1449 is 15 pages.

Q13: Please confirm that this RFP encompasses all IHS facilities listed in Attachment A? Or is it for a specific facility or facilities?

A: This RFQ encompasses none (9) facilities as indicated on the first page of the SF1449, the

Statement of Work and Attachment A.

Q14: Currently, do the various facilities operate on different policies? Are there “corporate” policies and site-specific policies?

A: Yes, each facility has different policy based on one of the three (3) types:

hospital/ambulatory/residential. Yes there are “corporate” policies.

Q15: Will there be an Active Directory integration requirement? We provide both LDAP and

SAML single sign on processes. Is there a preference for Indian Health Service?

A: No response at this time; will require additional research and future posting.

Q16: Which external regulatory requirements are in scope (e.g. CMS COP, HIPAA, NCQA)?

A: See the Amended Statement of Work.

Q17: What current system(s) are being used at the IHS facilities to manage policies and procedures?

A: The only facility that has a type of system is at the Phoenix Medical Center called MCN. Not at any of the other areas.

Q18: Are there existing policy management software vendors at any of the IHS facilities?

A: See response to question #17.

Q19: What current system(s) are being used at to manage policies and procedures?

A: See response to question #17.

Q20: Can you provide as estimate on the number of documents that will be uploaded into a new system?

A: The volume of documents is estimated at 500-2000 roughly.

Q21: Can you provide at least a likely or possible start date for the deployment and the desired go-live date?

A: As indicated in the solicitation an award date of 5 February 2018 is projected. The deployment date for system will be phased, but it is undetermined in which sequence order for each service area.

Q22: Does the system need to work just for IHS employees only or does it also need to expose policy content to the web for the public or for outside third parties?

A: Only for IHS employees and other designated customers of particular vendors. The access will be managed by the selected vendor.

Q23: Solicitation # 18-247-SOL-00004 is indicated as a 100% Small Business Set-Aside. Is there a requirement to be Tribal Owned?

A: No requirement to be Tribal Owned.

Q24: Page 57: INSTRUCTIONS TO OFFEROR (b) Submission of offers; para # 10 Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information). Are Past Performance

References required?

A: No, the items required for submission is the technical quote addressing all features listed and completing the cost quote (Attachment A).

Q25: What is the Evaluation Criteria?

A: The evaluation criteria is the technical proposal and the pricing proposal based upon Lowest

Price Technically Acceptable (LPTA).

Q26: INSTRUCTION TO OFFERORS; II Cost Quote Preparation - The Attached Pricing schedule (Exhibit A) should be filled out completely with the total price for the cost per FTE’s listed for each of the nine (9) locations and summarized total. What is the Rationale behind the

Pricing Spreadsheet…how is it supposed to work?

A: The pricing sheet has been amended to include the following note: FTE= Volume of employees accessing the system for each service location.

Q27: 52.232-18 Availability of Funds. (APR 1984) indicates…Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. What is the likelihood of

Funding being available for this Solicitation?

A: Due to Continuing Resolution, funding has not been provided yet. However, by the time of award funding is highly likely to be in place.

Q28: Is there any kind of electronic system(s) currently in place for the management of official policies and procedures for the nine (9) healthcare facilities? If so, what are the present system capabilities? What type of database(s)…i.e., MS Access, Oracle, SQL?

A: See response to Question #17.

Q29: Is this requirement, or similar requirements currently being performed by an existing contractor? If so, who?

A: See response to Question #17.

Q30: Are there any Contract Travel Requirements? And, is there reimbursement for Travel between the 9 Healthcare Facilities?

A: The only travel that may be likely is to initially deploy the policy management system, otherwise it is anticipated to be cloud based.

Q31: Do the number of FTEs identified at each specific location (e.g., Phoenix Service Unit –

1100 FTEs) represent the total number of staff, end users and administrators that the contractor would be required to provide training to?

A: The number of FTE’s listed are the estimated users for each service location.

Q32: In addition to providing training, what other contractual services are required?

A: Please see the Amended Statement of Work. Will include the request for ongoing support during business hours (8-5) with online capability support 24/7.

Q33: Will on-site training be required only at the Phoenix Area Indian Health Service Location, or will on-site training be required at all nine (9) healthcare facilities?

A: Training was mentioned to be included as an Option not only for Phoenix but for each service location.

Q34: On Attachment A, could you please clarify the units of measure. How many hours is an

FTE?

A: There is not a unit of measure or associated hours for the FTE’s (full time employee).

Q35: Does the Indian Health Services see this residing on the internet or intranet and do they want the tribes to be able to access the site?

A: This will be dependent upon the software/server provided by the awardee. It may not necessarily be on the internet/intranet. Please see response to Question #22.

END OF QUESTIONS AND ANSWERS