Attachment_K_Q&A_Spreadsheet_A0005.xlsx
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- Protected Health Information Management Services Federal contract opportunity
- Solicitation number
- 19AQMM19R0156
About this file
This is a pre-solicitation notice for a Protected Health Information Management Services contract opportunity with the Department of State's Bureau of Medical Services. The notice describes an upcoming request for proposals for an indefinite-delivery, indefinite-quantity contract with a one year base period and five one-year option periods to provide receipt, processing, archival, retrieval, and transmission of protected health information and personally identifiable information for eligible U.S. government employees overseas. Key tasks under the contract include physical records management, enterprise development and operations and maintenance, data management and governance, enterprise application integration, project management services, and IT security and compliance. The contract will be set aside for small businesses, with an anticipated award of one contract. The notice provides relevant dates and describes the scope but does not include other transactional details.
Attachment K Q&A Spreadsheet A0005
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Questions (2)
| Reference | Question | Office | |
| Attachment B Task Order 1 Discovery task, Section 4.0 Key Personnel states: | |||
| This is a Performance-based Task Order. In developing the staffing plan within the proposal to meet this requirement, the Contractor shall use, to the greatest extent possible, the labor category descriptions and qualifications described in Attachment A of the base Request for Proposals, and include detailed resumes for each person supporting the task within the selected labor categories. | If the relevant labor categories in Attachment A do not meet the requirements of Attachment B Task Order 1 Discovery Task, can the offeror include additional labor categories in order to perform the scope of work? | AQM | |
| L.19.2.1.3; Page 147: Sub-Factor 2: Quality Control Plan | |||
| L.19.2.1.3; Page 147: Sub-Factor 3: Recruitment, Retention, and Continuity of Operations Plan | As written in the RFP, both Sub-Factor 2 and 3 within section L.19.2.1 align to the same reference number. Can the Government please confirm Sub-Factor 2: Quality Control Plan should be aligned to reference number L.19.2.1.2 and revise accordingly? | AQM | |
| H.8 (Key Personnel table), Page 95. | The table in Section H.8 includes an "X" next to some positions and the numbers "2," 3," and "X3" in the first column of the table. Please clarify if the "X" signifies that these key personnel are required at the task order level, or if there is some other meaning. Similarly, please clarify whether the other designations (i.e., "2," "3," and "X3") refer to how many key personnel resumes should be provided for each of these positions, or whether it is a reference to the specific sample task order in which the key personnel resumes should be provided. | AQM | |
| K.1 FAR Provisions Incoporatred in Full Text Annual Represenattion and Certifications | In the RFP on page 126 it states $22m for NAICS code 541512 but the SBA Small Business Size Standard has NAICS Code 541512 at $27.5m. Could this soliciation follow the SBA standard at $27.5m? | AQM | |
| Attachment G Pricing Tables | Tabs #2, #3, and #4 are blank. Can the government please describe what it requires vendors to submit (e.g., format, factors, etc) in the proposal? | AQM | |
| RFP, Page 9, Section B.4(o) states in part, "The negotiated fixed fully-loaded hourly labor rates apply only to the labor categories specified in Section B.3(b)." | Did the Government mean to state B.4(b) instead of B.3(b)? | AQM | |
| RFP, Page 95, Section H.8, Key Personnel, states in part, "The Contractor agrees that a partial basis for award of this contract is the list of key personnel proposed. Accordingly, the Contractor agrees to assign to this contract those key persons whose resumes were submitted with the proposal necessary to fulfill the requirements of the contract and Task Orders. The Contractor shall assign to this contract the following Key Personnel:" |
| Task Order | Position | Name | ||
| X | Software Development Manager | To be inserted at time of award | ||
| X | Information Systems Security Manager | |||
| X | Senior Systems Interface Engineer | |||
| X | Electronic Health Record SME | |||
| 2 | Project Manager | |||
| 3 | Help Desk Specialist | |||
| 3 | Network Administrator | |||
| X3 | Program Manager | Does Task Order "X", indicate that this row is applicable to all task orders included in this solicitation, or does it indicate that the government will specify a target Task Order at a later date? | AQM | |
| RFP, page 95, Section H.8, Key Personnel, states in part," The Contractor agrees that a partial basis for award of this contract is the list of key personnel proposed. Accordingly, the Contractor agrees to assign to this contract those key persons whose resumes were submitted with the proposal necessary to fulfill the requirements of the contract and Task Orders. The Contractor shall assign to this contract the following Key Personnel: |
| Task Order | Position | Name | ||
| X | Software Development Manager | To be inserted at time of award | ||
| X | Information Systems Security Manager | |||
| X | Senior Systems Interface Engineer | |||
| X | Electronic Health Record SME | |||
| 2 | Project Manager | |||
| 3 | Help Desk Specialist | |||
| 3 | Network Administrator | |||
| X3 | Program Manager | Does the comment in the "Name" column stating ,"To be inserted at time of award", only apply to row one or all rows in the table? | AQM | |
| RFP, Page 126, Section K, Representations, Certifications & Other Statements of Offerors or Respondents, FAR Provisions Incorporated in Full Text, Annual Representations and Certifications - FAR PROVISION 52.204-8 (OCT 2018), paragraph (a)(1), states, "The North American Industry Classification System (NAICS) code for this acquisition is 541512, Other Scientific and Technical Consulting Services." In referencing the NAICS resource, 541512 is titled "Computer Systems Design Services;" Other Scientific and Technical Consulting Services is listed as NAICS Code 541519. | Will the Government please clarify which NAICS code is applicable to this acquisition. | AQM | ||
| RFP, Page 126, Section K, Representations, Certifications & Other Statements of Offerors or Respondents, ANNUAL REPRESENTATIONS AND CERTIFICATIONS – FAR PROVISION 52.204-8 (OCT 2018), (a)(2) states, "The small business size standard is $22,000,000.00." The small business size standard for NAICS code 541512 is $27,500,000.00. This also holds true for NAICS Code 541519. | Will the Government please state what the small business size should be, as associated with the correct NAICS code. | AQM | ||
| RFP, page 167, Section M.9.2.1 Adjectival Rating Methodology (Factor 1 and 2, and 5), Adjectival Rating Methodology (Factor 4), states "Factor 2, Similar Experience will be evaluated qualitatively by assigning the following ratings:" | Does the Government mean to reference "Factor 4, Similar Experience"? | AQM | ||
| H.8 (Key Personnel table), Page 95. | The table in Section H.8 includes an "X" next to some positions and the numbers "2," 3," and "X3" in the first column of the table. Please clarify if the "X" signifies that these key personnel are required at the task order level, or if there is some other meaning. Similarly, please clarify whether the other designations (i.e., "2," "3," and "X3") refer to how many key personnel resumes should be provided for each of these positions, or whether it is a reference to the specific sample task order in which the key personnel resumes should be provided. | AQM | ||
| B.5 PROVISIONAL BILLING INDIRECT COST RATES (Page 10) and B.6 CEILING INDIRECT COST RATES (Page 11). |
| The offeror has not had any historically cost type contracts. As such the offeror hasn't needed to seek approval of indirect rates. The offeror does have provisional rates (not approved by DCAA) based on the current fiscal year budget that is compliant with our cost accounting system. Can the Offeror provide these rates and the basis of the build up to support Sections B5 and B6? | AQM/BOD | ||||
| Reference is made to Attachment G, Pricing Tables, Tab 1. IDIQ Prices | When a rate is input into any of the Orange cells (for any of the years) it does not populate a subtotal. The cells for FTE (column C) is also locked and will not allow the Offeror to input a value there, even though it is part of the Subtotal calculation and a necessary input. Will the Government correct this error and resubmit a revision to the Pricing Table? | AQM/BOD | |||
| Reference is made to Attachment G, Pricing Tables, Tab 1. IDIQ Prices | The Subtotal for each year (Row 17) does not include all of the rows necessary rows. Currently, it is only summing the totals from rows 7-13, and is leaving off row 14 (Program Manager). Will the Government correct this error and resubmit a revision to the Pricing Table? | AQM/BOD | |||
| Reference is made to Attachment G, Pricing Tables, Tab 1. IDIQ Prices | The Grand Total Proposed Price (cell AK19) is only summing the totals from rows 7-13, and is leaving off row 14 (Program Manager). Will the Government correct this error and resubmit a revision to the Pricing Table? | AQM/BOD | |||
| Reference is made to Attachment G, Pricing Tables, Tab 1. IDIQ Prices | The fixed rate column is currently set to "general" format, but should be set to "currency" or "accounting" to indicate the rate in U.S. dollars/cents. Will the Government correct this formatting error and resubmit a revision to the Pricing Table? | AQM/BOD | |||
| C.6.10 Subject Matter Specialist Functions (Page 57 of the IDIQ PWS) states: | |||||
| When requested by the Government, the Contractor shall designate individual(s) to address IT technology and service delivery subject matters | This section references Subject Matter Experts for various areas listed in the PWS. Can the offeror add Labor Categories to address this requirement as Attachment A Labor Categories does not include them? | AQM/MED | |||
| Section C.1.0 Background (Page 25 of IDIQ PWS) states: MED maintains those systems through both labor-hour based service contracts and project support contracts. Ultimately, the Government will benefit from consolidating those requirements under a flexibly comprehensive PHIMS contract in order to tightly control record access, security procedures, and system evolution over time. | Do the current MED labor-hour based service contracts and project support contracts require the contractors to have a TOP SECRET Facility Clearance? If not, please clarify why this IDIQ requires a TOP SECRET Facility clearance since similar requirements are being consolidated into the new PHIMS contract? Please consider revising the requirement in the IDIQ to a SECRET facility clearance to provide current MED incumbent contractors the opportunity to bid on the IDIQ. | MED | If we're sticking with this, then explanation will be future undertakings. | ||
| C2.2. Systems Development and O&M (Page 28 of IDIQ PWS) under 1. Data Management states: | |||||
| In addition, the contractor shall expand the availability of web-accessible, downloadable, and reusable standard reference data; knowledge (metadata) about the data contained in Department systems; baseline taxonomy terms as the foundation for improved search engine capabilities within the MED IT architecture, and its integration with the Enterprise Metadata Repository (EMR); and XML schemas. | Can the government provide the current and future MED IT architecture so the offeror can provide solutions that will be compliant with both (current and future) architectures? | MED | Explain Enterprise Service Bus, and how we hope to expand our use of it. | ||
| C2.0 Objective #6 (Page 27 of the IDIQ PWS) states: | |||||
| 6) | Improved Alignment between Business and IT – Integrate business and IT planning/strategy efforts. Involve business stakeholders, including MED’s clinical providers, in IT solution design in order to deliver solutions that are driven by business needs; | ||||
| Please clarify that MED clinical providers will not only be involved in solution design, but also system selection. | MED | Yes, they will. | |||
| C2.0 Objective #4 (Page 27 of the IDIQ PWS)states: | |||||
| 4) | Manage and Integrate Legacy Treatment Records Into Next Generation PHI Systems - Implement a comprehensive system for the collection, tracking, scanning, archiving, storage, and retrieval (both physically and digitally) of medical treatment records in a variety of media formats from over 200 diplomatic facilities around the world. | ||||
| This indicates a need for management of incorporating legacy treatment data into new PHI system. | Can the government provide additional information regarding conversion of legacy data into new system? Is it for view only or to be able to manipulate data after conversion? | MED | Is this Doc Mgmt part? If not just that, describe eMed data (Oracle records) | ||
| C.3.2 MED Systems Development and O&M (Page 31 of IDIQ PWS) states: |
The Contractor shall support the following DOS MED IT Applications and Infrastructure listed below:
| 1) | eMED – legacy system of medical treatment records | ||||
| 2) | Sharepoint-based management information systems | ||||
| 3) | Medical Capabilities Information (MCI) database | Please provide Interface Control documents (ICD), design documents and available documentation for: | |||
| 1) | eMED – legacy system of medical treatment records | ||||
| 2) | Sharepoint-based management information systems | ||||
| 3) | Medical Capabilities Information (MCI) database | ||||
| or other systems that will need to be integrated or maintained so the offeror can provide solutions that are compatible with MED's systems and environment. | MED | I would just described the backend and front end | |||
| C.3.5 Transition In (Page 34 of IDIQ PWS) states: | |||||
| The detailed transition plan should show the integration points for all ending Task Orders currently supporting MED IT and PHIMS efforts. | Please provide the ending dates for all the current Task Orders supporting MED IT efforts so the Offeror can provide a detailed transition plan that shows the integration points for all ending task orders. | MED | Denysys currently extended to 8/1/2019, but another 4 months can be added. | ||
| C.3.13 Defect Tracking (Page 39 of IDIQ PWS) states: The Contractor’s defect tracking methodology shall incorporate the following components: | |||||
| 1) | Defect tracking repository | Please provide the Defect tracking Repository that is currently in use by MED and clarify if the scope includes selection and replacement of a defect tracking repository. | MED | Contractor can provide if results are commonly readable. | |
| C.3.15 Incident Management (Page 40 of IDIQ PWS) states: | |||||
| 6) | Monitor the server and storage system and Incident Management system for automatically generated and logged Incident alerts and events | Please confirm that MED currently uses the Remedy Incident Management system. | MED | Yes. | |
| C.5.3 System Configuration Management Services (Page 50 of IDIQ PWS) states: | |||||
| 3) | Record configuration items and applicable technical artifacts in the designated Configuration Management system to maintain the integrity of the products throughout the lifecycle | Please provide the name of the designated Configuration Management System currently used by MED. | MED | ||
| C.10.3 Key Personnel (Page 69 of IDIQ PWS) states: | |||||
| The Program Manager shall be an experienced IT program manager with a Master’s Degree in an IT related field, current certification as a Program Management Professional, at least 10 years experience in managing progressively complex IT projects that include both unclassified and classified networks, and a comprehensive knowledge of IT systems integration within the U.S. Department of State IT environment, as well as standards and standard operating procedures promulgated by the Contractor. | Can we substitute Bachelors degree and 2 years of experience for a Master's degree i.e., 12 years experience for the Program Manager? | MED | My vote is yes. This requirements (and some others) are a bit much. | ||
| Attachment A (Labor Category Requirements) | For each of the key personnel positions, the "Functional" bullets describe anticipate roles and responsibilities. Please confirm whether the "Clearance" and "Education and Related Experience" bullets represent firm requirements (i.e., proposed key personnel in these categories must demonstrate that they meet 100% of these requirements) or whether they represent preferred/desired capabilities and experience with the Government assessing those qualifications as it sees fit? | MED | |||
| B.4.3 (Attachment A Labor Categories) states Senior Systems Interface Engineer while the Functional description states Senior Systems Integration Manager. | Please clarify the role i.e., Senior Systems Interface Engineer or Senior Systems Integration Manager. | MED | |||
| B.4.3 (Attachment A Labor Categories) Senior Systems Interface Engineer states: "Education and Related Experience | |||||
| • | Minimum of (5) years of progressive management experience | Can the government clarify why this role requires progressive management experience since this is a senior technical role? Would you consider removing the following requirement: | |||
| Minimum of (5) years of progressive management experience | MED | ||||
| B.4.3 (Attachment A Labor Categories) Senior Systems Interface Engineer states: "Education and Related Experience | |||||
| • | Ability to prepare management, business, technical, and personnel reports, reviews, and documents for internal and external use | Can the government clarify why this role requires the ability to prepare management, business, and personnel reports, reviews and documents? Would you consider changing the requirement to the following: | |||
| - Ability to prepare technical documents for internal and external use and present technical concepts. | MED | ||||
| B.4.8 (Attachment A Labor Categories) Program Manager Qualifications states: | |||||
| • | MBA or MS/MA degree Management, Administration, Information Technology, Computer Science, Cyber Security or related Technical Discipline. | Can we substitute Bachelors degree and 2 years of experience for a Master's degree i.e., 12 years of experience for the Program Manager? | MED | duplicate of #30 | |
| Attachment B Task Order 1 Discovery Task (Page 1 of the PWS), Section 3.0, Sub Section 2 (a) states: "Recommended approach and proposal to meet the Minimum Viable Product (MVP) using one of the several COTS solutions available in the marketplace. | The industry accepted definition of the MVP (as defined under the Agile methodology) states that MVP is the first working version of a solution. |
Will the government identify and assign a Product Owner for the new EHR system on the day of the award and will a complete set of user stories be shared with the awardee on the award date to develop a MVP ?
| Does the government envision choosing a EHR solution and develop a MVP within the first 90 days of task order award? | MED | |
| Attachment B Task Order 1 Discovery Task (Page 3 of the PWS), Section 3.0, Sub Section 4, states: code review of the chosen COTS EHR systems and prototyping | The deliverables table listed in Section 6, Page 3 of the PWS mentions a draft and finalized road map. But Page 3, Sub Section 4, states code review of the chosen COTS EHR systems and prototyping. |
| Please clarify the deliverable expected by the government, a working prototype of a potential EHR system or a draft and finalized road map deliverable ? | MED | ||
| Attachment C Task Order 2 Physical Records Management | Can the government confirm the current security classification for storing MED health records? If the records are not currently stored in a Top Secret cleared facility, please reconsider changing the IDIQ requirement of TOP SECRET to a SECRET level. | MED | |
| Attachment B Task Order 1 Discovery Task defines the facility clearance requirement as "Top Secret with SCI Facility Security Clearance" (Attachment B, H-031-1; Page 18). | Can the Government please confirm the facility clearance requirement remains in line with the ID/IQ requirement (RFP H.2; Page 89) and is not "Top Secret with SCI Facility Security Clearance" ? | MED | |
| L.18; Page 143: Page limitations state 110 pages (Base IDIQ 60 sixty pages, Task Order 1 twenty pages, Task Order 2 twenty pages, and Task Order 3 ten pages) [page 143] |
L.18.1; Page 143: Exclusions from page count do not include the orals presentation slides
| L.19.1; Page 145: Volume I - Technical and Management Approach does include Factor 5: Orals Presentation | Can the Government please clarify whether the Orals Presentation slides are included in the Technical and Management Approach volume page count? | MED | ||
| Section C 1.0 Background (Page 25 of IDIQ PWS) | Can the government provide information on MED's current IT organizational structure? Is centralized, including the clinical providers who would collaborate on the build of new system or worldwide? | MED | ||
| Attachment C Task Order 2 Physical Records Management; Page 43; Section 3.1 states "…remove duplicate copies of record pages" | What is the expected disposition for duplicate copies of record pages, e.g. placed behind an Unscannable separator sheet and refiled?; securely shredded per Dept of Defense guidelines?; or…? And if such pages are not included in the 200,000 per Period CLIN expectation, please provide guidance on what percentage of a file historically has been duplicates? | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 43; Section 3.1 states "Medical records must be 'Indexed'" | Please provide the established schema for average field lengths, or are average character-counts available for the 8 required index field values? | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 43; Section 3.1 states "Scanning must create B/W or color documents..." | How is the need for color versus B/W scanning decided? And can guidance be given on how these split percentage-wise for pricing purposes? | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 43; Section 3.1 states "Scanning must create B/W or color documents..." | What percentage of the documents are Letter-/A4-sized vs Legal-sized, and if documents larger than Legal-sized are expected, please provide information regarding quantity and size for pricing purposes? | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 43; Section 3.1 states "…of 300 DPI or greater.." | Please provide guidance on when documents would need to be scanned at higher than 300DPI, and if there is such a definite need, an idea of quantity expected per Period? | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 44; Section 3.2 states "…deliver or ship specific records from their boxed location..." | Please confirm that pulled-and-mailed documents do not need a placeholder for return or photocopy of the originals placed where the document(s) was (were) pulled. | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 44; Section 3.2 states "…deliver or ship specific records from their boxed location..." | Please confirm the requirement is to pull and ship such documents within two working days -- not that such documents must be pulled, shipped, and deliver within that two working day time period. | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 44; Section 3.2 states "…deliver or ship specific records from their boxed location..." | Please confirm amount of material that would come from each location? Also confirm PHI and PII requirements at the file level to be captured before boxes are shipped to US Central Location (will contact information captured on the box suffice for international shipping? | MED | gg | |
| Attachment C Task Order 2 Physical Records Management; Page 44; Section 3.2 states "…deliver or ship specific records from their boxed location..." | Please confirm when boxes are moved into the central US location, they must be stored long term in a NARA compliant facility | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | Please provide estimated number of Medical Treatment Records (MTRs) requiring back file digitization. | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | What is the average number of documents within a MTR? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | What is the average number of document pages per document? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | What is the estimated duplex (A document page containing content on both sides) rate? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | Please describe how the MTR document pages are contained within a physical file folder? Are there ____two-prong file folders; ____loose within a simply open folder; or ___inserted into an accordion-type file folder? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | What is the breakdown (percentage) of paper-based MTR document page sizes ___less than or equal to 11”x 17: ____Greater than 11” x 17” but less than or equal to 20”x 24”. | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | Is there analog (X-Rays, MRIS Cat Scans, etc.) media within a typical MTR? If so, how many pieces? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | What is the largest size for any analog media within a MTR? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | Is the Image Capture of the analog media at the diagnostic level (highest resolution for diagnostic analysis)? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | Please provide the number of forms within a MTR. Are the forms bar coded identified? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | It is mentioned data mining and extraction is required. What is the average number of data points that will be extracted from the MTRs? | MED | gg | |
| C.2.1 Physical Records Management (Page 27-28 of IDIQ PWS) and Attachment C Task Order 2 Physical Records Management | Of the data extracted, is there a standard form for presentation of the extracted form, such as the CMS 837 form? | MED | gg | |
| C.3.5 Transition In (Page 34 of IDIQ PWS) states: | ||||
| The detailed transition plan should show the integration points for all ending Task Orders currently supporting MED IT and PHIMS efforts. | Please provide the ending dates for all the current Task Orders supporting MED IT efforts so the Offeror can provide a detailed transition plan that shows the integration points for all ending task orders. | MED | ||
| C.3.13 Defect Tracking (Page 39 of IDIQ PWS) states: The Contractor’s defect tracking methodology shall incorporate the following components: | ||||
| 1) | Defect tracking repository | Please provide the Defect tracking Repository that is currently in use by MED and clarify if the scope includes selection and replacement of a defect tracking repository. | MED | |
| C.3.15 Incident Management (Page 40 of IDIQ PWS) states: | ||||
| 6) | Monitor the server and storage system and Incident Management system for automatically generated and logged Incident alerts and events | Please confirm that MED currently uses the Remedy Incident Management system. | MED | |
| C.5.3 System Configuration Management Services (Page 50 of IDIQ PWS) states: | ||||
| 3) | Record configuration items and applicable technical artifacts in the designated Configuration Management system to maintain the integrity of the products throughout the lifecycle | Please provide the name of the designated Configuration Management System currently used by MED. | MED | |
| L.19.3.1 Factor 3: Past Performance (Page 151) states: | ||||
| c) | Offerors shall include in Volume II of their Proposal, copies of three different CPARS reports for programs similar in scope (substantially the same services) and complexity (degree of difficulty) for both physical records management requirements AND IT systems integration services over the past five (5) years meeting the role requirements detailed above. | Will the government consider changing this requirement to the following: | ||
| c) | Offerors shall include in Volume II of their Proposal, copies of three different CPARS reports for programs similar in scope (substantially the same services) and complexity (degree of difficulty) for both physical records management requirements AND IT systems integration services over the past five (5) years meeting the role requirements detailed above across the three CPARS. | MED | ||
| B.4.3 (Attachment A Labor Categories) states Senior Systems Interface Engineer while the Functional description states Senior Systems Integration Manager. | Please clarify the role i.e., Senior Systems Interface Engineer or Senior Systems Integration Manager. | MED | ||
| B.4.3 (Attachment A Labor Categories) Senior Systems Interface Engineer states: "Education and Related Experience | ||||
| • | Minimum of (5) years of progressive management experience | Can the government clarify why this role requires progressive management experience since this is a senior technical role? Would you consider removing the following requirement: | ||
| Minimum of (5) years of progressive management experience | MED | |||
| B.4.3 (Attachment A Labor Categories) Senior Systems Interface Engineer states: "Education and Related Experience | ||||
| • | Ability to prepare management, business, technical, and personnel reports, reviews, and documents for internal and external use | Can the government clarify why this role requires the ability to prepare management, business, and personnel reports, reviews and documents? Would you consider changing the requirement to the following: | ||
| - Ability to prepare technical documents for internal and external use and present technical concepts. | MED | |||
| B.4.4 (Attachment A Labor Categories) Electronic Health Record Subject Matter Expert states: | ||||
| • | Medical Doctorate degree from an accredited School of Medicine in the United States | Can the government clarify why this role requires a Medical Doctorate degree? The scope of work in the PWS is not clinical in nature and more aligned to health information management. |
Please consider changing this requirement to the following:
| - Knowledge and experience in Health Information Management systems | MED | ||
| B.4.5 (Attachment A Labor Categories) Project Manager states: | |||
| • | Builds and maintains a strategic enterprise partner relationship with the Director of Quality Management. | Can the government clarify who the Director of Quality Management is? Is this referring to a member of the government team? | MED |
| Attachment C Task Order 2 Physical Records Management ; PWS 3.1 states: |
Once indexed and/or scanned, physical records shall be packaged into standard 1.2 cubic foot record boxes and archived (or prepared for shipment to the approved warehousing facility if geographically remote from the receipt and processing facility or directed by the Contracting Officer's Representative).
SF 33 states Physical Records Storage Invoice Plan: Firm Fixed Price Line Item NTE:
Estimated Quantity: 15,000 cubic feet of storage per month
| (11,540 boxes (1.3 cubic sq. ft per box)) | Please clarify if it is 1.2 cubic sq. foot record boxes or 1.3 cubic sq. foot record boxes. | MED | |
| F5. Place of Performance (Page 79) and Attachment_G_Pricing_Tables | Will the offeror need to provide both Contractor and Government Site Rates for the execution of the contract? If so please provide an updated Attachment_G_Pricing_Tables to allow for both? | MED | |
| Attachment B Task Order 1 Discovery Task (Page 1 of the PWS), Section 3.0, Sub Section 2 (a) states: "Recommended approach and proposal to meet the Minimum Viable Product (MVP) using one of the several COTS solutions available in the marketplace. | The industry accepted definition of the MVP (as defined under the Agile methodology) states that MVP is the first working version of a solution. |
Will the government identify and assign a Product Owner for the new EHR system on the day of the award and will a complete set of user stories be shared with the awardee on the award date to develop a MVP ?
| Does the government envision choosing a EHR solution and develop a MVP within the first 90 days of task order award? | MED | |
| Attachment B Task Order 1 Discovery Task (Page 3 of the PWS), Section 3.0, Sub Section 4, states: code review of the chosen COTS EHR systems and prototyping | The deliverables table listed in Section 6, Page 3 of the PWS mentions a draft and finalized road map. But Page 3, Sub Section 4, states code review of the chosen COTS EHR systems and prototyping. |
| Please clarify the deliverable expected by the government, a working prototype of a potential EHR system or a draft and finalized road map deliverable ? | MED | ||
| RFP Page 147; L.19.2.1.1 Sub-Factor 1: Risk Analysis and Mitigation Plan(c) states that the "Offeror shall identify potential risks or problems inherent to IT systems integration within a federal government, AWS-based, FedRAMP-compliant environment, and provide a detailed approach to mitigate these risks. " | We wanted to confirm that the FedRAMP-compliant AWS environment is in place and should not be part of the pricing and level-of-effort estimation for this particular bid. Is this the case? | MED | |
| Attachment B Task Order 1 Discovery Task; PWS Page 2 | The scope of this task is to essentially evaluate EHR vendor viability. Is the purchase of the EHR platform separate from this RFP? Does the MVP required in Task Order include the pricing of the licensing costs of EHR software? | MED | |
| IDIQ PWS Paragraph C.3.5 Transition in. | States the detailed transition plan should show the integration point for all ending task orders currently supporting MED IT and PHIMS efforts. Question: to provide detailed information can there be an appendix or attachment that lists the CURRENT task orders to provide these detailed plans? | MED | |
| Task Order 3. Paragraph 9.1.4. | Paragraph states: Within five (5) business days following a decision by the governemnt that finds a proposed candidate acceptable, the contractor shall present that employee to begin provision of services…. Can that be changed to ten (10) business days to allow the customary two-week notice by the prospective employee. | MED | |
| Task Order 3. Section H031 Security requirements b. and paragraph 10.2. | Section H031 b states: must have security clearance commensurate with the required level of access prior to contract performance. Paragraph 10.2 states: In light of variable security clearance processing times, the COR may allow a contractor to perform work on this task order under moderate public trust clearance while that contractor employee is awaiting a final determination.... These two paragraphs with Must and May seem to conflict. Recommend using the language of 10.2 stating COR may. | MED | |
| RFP Section B-M, C.2.1 Page 28 Section C.2.1 states:The Contractor shall manage and coordinate the movement (physically and electronically) of approximately 120,000 medical treatment records from over 200 locations around the world to a central repository in the United States for processing, scanning, and archiving. | Can the government give the locations around the world? | MED | |
| SOW; Page 140 ; Section L8 states: "Information required for consideration of a proposal includes proof of an active facility clearance at the Top Secret level and Volumes 1-4 as described below. " There is also similare languae on SOW page 146, L.19.1 , section c, | Will the government please consider removing the requriment for the offeror to have an active facility clearance to submit a proposal? We can get clearance, if awarded the contract. We could also hire a subcontractor with clearance to handle top secret information. If this language is not softened, we will not be able to bid. | MED | |
| RFP Pages 26-27 Section C 2.0. (5) states "Maximize Commercial Off The Shelf IT Solutions - Develop strategic partnerships and sub-contracts necessary to select, refine, test, deploy, manage and sustain a Commercial Off The Shelf (COTS) electronic health record that operates within an Amazon Web Services environment and complies with all applicable Department and federal information security standards." | The RFP scope indicates that DoS seeks to "maximize COTS solutions" but also indicates that the COTS electronic health record must operate within a specific cloud service provider (AWS) environment. Since Task 1 of the project is to assess Electronic Health Records that meet DoS MED and PHIMS needs, suggest DoS expand the scope to consider other Cloud Service provider environments that meet data security and lifecycle/access requirements. | MED | |
| RFP, Page 26, C.1.4 Data Management | This requirement is a very data-centric specification because of the sensitivity and lifecycle of the personnel data involved. While DoS MED has to choose a cloud service provider platform for deployment, many agencies try to avoid "lock in" to a particular platform by deploying a solution that enables data portability between CSPs for efficient data lifecycle management and potential transition. This offeror suggests that DoS MED ensure that the RFP has a transition plan/data portability requirement. | MED | |
| RFP page 37 C.3.10 Architectures; RFP page 39 C.3.12 IT security and compliance; RFP page 67 C.9.1 (11) Compliance Requirements, etc. | FedRAMP compliance is cited numerous times in the RFP Document sections B-M. Please clarify what level of FedRAMP compliance is required for current as well as archived data associated with this project. | MED | |
| RFP page 68 C.9.1 (3) Compliance Requirements, etc. | This requirement notes that "all IT hardware and software shall be compliant with the DOS IT Change Control Board Process. Yet the RFP also note (as indicated above) that DOS wants the solution to be cloud-infrastructure based. Please clarify whether DOS may consider an on -premises or hybrid cloud solution deployment as an option for this procurement. | MED | |
| Task Order 002: Section 3.0 Scope states, "The Government has a requirement for the inspections, indexing, digitizing, packing,shipping, and storing physical treatment records, including paper files, radiographic images, photos, recordings, and other artifacts of medical care provided to or received by eligible personnel." | Other than paper files, how are radiographic images, photos and recordings made available for indexing? | MED | |
| Task Order 002: Section 3.0 Scope states, "The Government has a requirement for the inspections, indexing, digitizing, packing,shipping, and storing physical treatment records, including paper files, radiographic images, photos, recordings, and other artifacts of medical care provided to or received by eligible personnel." | Are they exportable into a device or can it be extracted from its sources? | MED | |
| Task Order 002: Section 4.0 Anticipated Requirements states, "The Government currently maintains NARA-compliant storage of approximately 700 cubic feet of treatment records through a legacy contract with Iron Mountain inc." | Are the 700 cubic feet of treatment records, currently maintained by the Government, already indexed? | MED | |
| Task Order 002: Section 4.0 Anticipated Requirements states, "The Government currently maintains NARA-compliant storage of approximately 700 cubic feet of treatment records through a legacy contract with Iron Mountain inc." | If the 700 cubic feet of treatment records are currently maintained by the Government are already indexed, what system or method is used to index these physical records. | MED | |
| Task Order 002: Section 4.0 Anticipated Requirements states, "The Government currently maintains NARA-compliant storage of approximately 700 cubic feet of treatment records through a legacy contract with Iron Mountain inc." | What (city) is the 700 cubic feet of storage located in? | MED | |
| Task Order 002: CLIN 003 - File Retrieval and Transmission | Are the files being retrieved and transmitted to the scanned images as an export from the new EHR system? | MED | |
| Task Order 002: CLIN 003 - File Retrieval and Transmission | If the files are being retrieved and transmitted to the scanned images as an export from the new HER system, who are the receipients of these files and how will they use it. | MED | |
| Task Order 002: G-005 Quality Assurance Surveillance Plan: Phase Two states that, "scanned data is securely stored on FIPS 140-2 certified removable media on which electronic copies of physcial records shall be uploaded." | Is the removable media being transported to a receipient and how is the removable media being utilized? | MED | |
| Task Order 001: Section 3.2 MED Systems Development and O&M | Can you provide the platform and database used in the eMED? Are the treatment records in eMED also paper records? | MED | |
| Task Order 001: Section 3.2 MED Systems Development and O&M | What type of data is stored in the Sharepoint-based management information system? | MED | |
| Task Order 001: Section 3.2 MED Systems Development and O&M | Can you provide the platform and database used in the the Medical Capability Information (MCI) database? | ||
| MED | |||
| Task Order 001: Section 3.2 MED Systems Development and O&M | Where is the place of performance to support the eMED, Sharepoint-based MIS, MCI application | MED | |
| Task Order 001: Section 3.3.a - Integration and Communication among Products. First Bullit - The DOS Global Employment states that,"MED extracts this information to register patients in its current medical record system, and pushes medical clearance determinations back to GEMS". | Can you please provide more details regarding the "current medical record system" in that sentence? | MED | |
| Task Order 001: Section 3.3.a - Integration and Communication among Products. First Bullit - The DOS Global Employment states that,"MED extracts this information to register patients in its current medical record system, and pushes medical clearance determinations back to GEMS". | Is the current medical record system a legacy eMED, another application, a manual system or the new EHR? | MED | |
| IDIQ RFP Section C.1.2 states, "In order to limit the physical storage requirement and make historical records available to medical providers within the Department's provider network, MED will optically scan and electronically store medical records…" | Will there be a continued requirement to create physical folders or will everything new be done electronically? | MED | |
| Document 19AQMM19R0156_SALVO_RFP_SECTIONS_B_-_M.docx, C.2.1 Physical Records Management | Does the government have any preference for where the Central Receiving Point is located? | MED | |
| C.10.8 Restricted Distribution of Documents | Does DOS have a requirement to the contractor to store classified material outside of DOS facilities? | MED | |
| H.2 Clearance Requirements | Will DOS grant the Sensitive Compartmented Information designation upon award for the positions requiring it? | MED | |
| General Question | Is there an incumbent contractor performing similar electronic health record support services for the Department? If yes, what is the name of that company? | MED | |
| General Question | What is the name of the current electronic health record (EHR) system the Government utilizes to support its workforce and eligible family members? | MED | |
| Task Order 1 Discovery Task, SOW Page 1 of 5 | Has the Government evaluated Cerner or other COTS systems as a possible solution? | MED | |
| Task Order 1 Discovery Task, SOW Page 1 of 5 | Would the Government consider a Microsoft-based FISMA compliant cloud solution? Or is AWS the only cloud solutions that will be accepted? | MED | |
| Task Order 1 Discovery Task, SOW Page 3 of 5, Operational Impact | Will the government provide Government Furnished Equipment to contractor personnel who support this contract? | MED | |
| 19AQMM19R0156_SALVO_RFP_SECTIONS_B_-_M.docx, Page 13, 14 | Does the Government have a list of pilot sites in mind for initial implementation and testing? | MED | |
| is there an icumbent, and if so, who is currently performing this work? | MED | ||
| C.1.2; L.19.2.1.1 subfactor 1 | Is there a specific requirement to use a governemnt NIPR or SIPR network or, can the records be transmitted over commercial provided services for archiving and storage in AWS? | MED | |
| C.2.1 | C.2.1 states that there are approximately 120,000 medical records for phisical and electronic movement. Is this the current backlog or, does this number include the backlog and projected future medical records? Can you provide the backlog number? | MED | |
| Attachment C - Physical Records Management | CLIN 1 states 200,000 pages over a 60 month qty/period for intake and processing and CLIN 3 states 250 files (retrieval and transmission) over the same amount of time. How does this relate to C.2.1 which states 120,000 medical records? | MED | |
| PWS L.8 SOLICITATION RESPONSE indicates "The Offeror shall submit all information requested in the solicitation. Information required for consideration of a proposal includes proof of an active facility clearance at the Top Secret level" | In the case of a bidder who has successfully developed, customized and deployed an international, federal, FEDRAMP certified cloud based Protected Health Information system at the FISMA High Level can this requirement be waived or relaxed? | MED | |
| F.5 suggests the place of performance may be located in a non-US country. C.10.1 and H.2 both indicate a range of cleared personnel will be required. | Can the government clarify whether overseas work will be performed at DoS owned/managed facilities or any other US Government facility? And which PWS tasks and personnel roles are in scope at these locations? | MED | |
| B.9 indicates DBA insurance should be provided for all contract personnel supporting DHIMS from an overseas, non-US location. Attachment G (Pricing Tables) does not include any entries for ODC or materials. | Does the government plan to assign overseas duties post-award at the task order level? Will DBA fees be reimbursable? And which roles on the pricing table will be subject to such duties and thus DBA insurance? | MED | |
| C.2.1 and C.3.1 (“Physical Records Management”) both refer to physical records management. Is there any existing physical storage location for boxed medical records? | If so, will these records need to be moved to the contractor location? And what percentage of the 120,000 records will encompass this initial movement activity? | MED | |
| C.2.4 additionally refers to existing medical records. | Will DHIMS be assessed at FISMA moderate (as indicated in C.2.4 section c) or FISMA high (as would appear to be indicated by both HIPAA requirements and the need to maintain staging/deployment instances of DHIMS on classified networks)? | MED | |
| C.3.10 indicates DHIMS “shall operate in an Amazon Web Services environment that is FEDRAMP compliant.” | Does the government expect the AWS staging and production environments to be located in a FedRAMP moderate or high environment? | MED | |
| AWS Hosting | Does the Government have a required Impact Level (IL) for the FEDRAMP compliant AWS platform? | MED | |
| C.3.12 indicates that the Contractor should expect to comply with "all applicable IT Security and Compliance security industry standards and best practices" but does not identify any specific NIST guidance by name or document number. | Does this mean common requirements such as NIST SP 800-53, 800-37, Risk Management Framework (RMF) compliance, and continuous monitoring are in-scope or out-of-scope for DHIMS? | MED | |
| C.3.12 indicates "...the Contractor shall comply with all assessment and authorization requirements and documentation specified by DOS and the U.S. Government." | Does this mean the Contractor will be required to create and maintain a FISMA-compliant security package with associated required documentation, artifacts, vulnerability testing reports, POA&M maintenance, and other SA&A support tasks? | MED | |
| C.3.12, section 11 (“Log, Monitor, Audit”) suggests log aggregation activities will be required. | Does the government intend that contractors provide a SIEM for such activities? Or will the government provide access to a DoS-approved SIEM instance for this purpose? | MED | |
| C.1.4 Data Management Program | |||
| The purpose of MED’s Data Management (DM) program is to maximize the accessibility, reusability, reliability, and overall quality of the medical data by applying policies, procedures, and guidelines for the identification and use of data and metadata. In addition, the DM program must implement a plan that enables data sharing across the Department, Federal Government, and other authorized users of DOS information. | What type of data needs to be shared? |
Who should this data be shared with?
| Will they be accessing this data via login into the EHR? | MED | ||
| Attachment B Scope 3.0 3(d) | What Multi-Factor Authentication Devices are in use currently? | MED | |
| Attachment B 3.0 Scope 3(c) | What is the total number of posts where the EHR must be accessible/deployed? | MED | |
| Task Order #2 | Material Types: paper, radiographic films, video files, physical/and digital images, audio recordings- Anticipated volumes of each and what needs done with each? I.e. Stored only vs some type of conversion of the files. | MED | |
| Task Order #2 | Documents need a protective footer marking, “(SBU) Sensitive But Unclassified,” as needed and appropriate- Is this for all documents requiring digitization and storage? | MED | |
| Task Order #2 | Do the 700 Cubic ft of records currently being maintained by Iron Mountain require scanning, indexing, etc or does the contractor just have to provide storage and records management of those US-based documents? If these documents require scanning, what is the timeline allowance to perform that digitization work? The volume equates to approximately 1.5M images for this data set, which is approximately 7.5 months of work, based on the anticipated monthly incoming volume of 200,000 pages. | MED | |
| Task Order #2 | Documents must be processed within 10 days of receipt. Can the Government clarify whether the Contractor can anticipate a level/steady load of incoming documents, or are there peaks and troughs in the volumes? Can the contractor assume that there will always be 200,000 pages for processing available each month? How will the SLA of a 10-day turn be handled beyond the 200,000 pages that is detailed in the monthly pricing schedule? | MED | |
| Task Order #2 | Indexing/Metadata capture- There are certain indices/metadata that are captured, along with a detailed inventory of the files contained within a box, for each box of records prepared for shipment at the posts. Upon receipt and during digitization, what file level indices/metadata are desired for capture? Is that consistent for all documents? The attachment for Task Order 2 suggests the following indices: Patient’s first, middle, and last name, registration ID, SSN, Date of Birth, and previous and present file location info. | MED | |
| Task Order #2 | What is the estimated percentage of handwritten documents vs Typed Text in the documents requiring digitization? | MED | |
| Task Order #2 | What percentage of the pages received are double-sided (duplex)? | MED | |
| Task Order #2 | What percentage of the document volume is anticipated to require color scanning? | MED |
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