RFI - Home Health E-Signature Platform.pdf

Request for Information (RFI) 36C10B24Q0379

THIS IS A RFI ONLY. This request is for planning purposes only, and does not constitute a Request for Quote, a Solicitation, or an indication that the Government will award a contract for the items contained in this RFI.

This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or, reimburse expenses incurred for responses to this RFI. Companies are encouraged to respond if they have the capability and/or capacity to provide the items identified below. Respondents should identify their company name, address, email, telephone number and a name and telephone number of a point of contact having the authority and knowledge to clarify responses with government representatives. Respondents are requested to identify the applicable contract vehicle, contracts and any additional information applicable to this RFI. Submissions are due NO LATER THAN May 21, 2024 at 10:00 am Eastern and may be made by submitting your response through email response to the Contract Specialist Samantha McIntyre via email at Samantha.McIntyre2@va.gov and the Contracting Officer Peter T. Lewandowski via e-mail at Peter.Lewandowski@va.gov. This RFI notice is part of the Government’s market research, a continuous process for obtaining the latest information from industry, with respect to their current and near-term abilities. If there are not multiple responses to this RFI from preferred socioeconomic categories, any future RFQs for this requirement will be open to ALL vendors under the applicable North American Industry Classification System (NAICS) codes. The Government requests information regarding whether or not vendors can provide any/all of the products identified, please see the attached Draft Product Description (PD):

The NAICS for this requirement is 518210. The Small Business Size Standard $40.0 million.

Small Business companies with the capability to perform this requirement, in total or in part, are encouraged to participate. If you are interested only in subcontracting opportunities, please indicate this fact clearly in your submission. Should you believe a different NAICS code better applies to the requirement requested under this request for information please provide your suggestions in your response to the RFI. Please indicate your company size and socio-economic status for applicable NAICS codes.

Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible.

mailto:Samantha.McIntyre2@va.gov

REQUIREMENT

The Department of Veterans Affairs (VA) is seeking a digital signature cloud-based platform that will eliminate the preparation work and tracker that the file clerks currently spend 7 minutes per 1-page order and 10 minutes for a multi-page order with an average of 98 orders received a day. The Contractor shall provide the specific deliverables described in the attached Product Description (PD). VA is seeking to eliminate the majority of this workload to be able to absorb requesting Release of Information documents for our Home-Based Primary Care (HBPC) and Geriatric Patient Aligned Care Team (GERIPACT) patients that are currently being completed by the HBPC and GERIPACT Registered Nurses (RN). This will allow the RNs to provide more appointments within their scope of practice. VA is contemplating a firm-fixed-price contract for one 12-month base period of Home Health E-Signature Platform Software as a Service (SaaS) from the date of award, with four 12-month option periods that must meet all the salient characteristics outlined in Section 1.1 of the attached PD. This contract is not expected to exceed 5 years (60 months).

RFI RESPONSE INSTRUCTIONS

Note: Offer a capability package that is clear, concise, and comprehensive. VA is not obligated to provide feedback to the company or to contact the company for clarification on any information submitted in response to this RFI.

There is a page limitation for this RFI of 15 pages or less. The Government will not review any other information or attachments included, that are in excess of the 15-page limit (Page count shall include cover page, title pages, and table of contents). Vendors may also submit additional information not specifically requested above, which would provide value and insight to the Government. NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI.

Generic capability statements will not be accepted or reviewed. Your response must address capabilities specific to the services required in the attached draft PD and must include the following:

a. Interested Vendors shall at a minimum, provide the following information in the initial paragraph of the submission:

Name of Company Unique Entity Identifier System for Award Management (ueiSAM) under which the company is registered in SAM/VetBiz.Gov CAGE Code Address Point of Contact Name Phone Number Fax Number Email address Company Business Size and Socioeconomic Status

If your business is an 8a, please provide your cognizant small business office and small business representative's information Existing Contractual Vehicles the contractor holds for providing these services (GWAC, FSS, other agency GWACs or MAC, etc.)

For Veteran-Owned Small Businesses (VOSB) and Service-Disabled Veteran-Owned Small Businesses (SDVOSB), proof of certification in the U.S. Small Business Administration website.

For SDVOSB / VOSB concerns, indicate whether at least 50 percent of the cost of performance incurred is planned to be expended for employees of your concern or employees of other eligible SDVOSB/VOSB concerns:

NAICS code(s) Socioeconomic data

UEI

Existing Contractual Vehicles the contractor holds for providing these services (GWAC, FSS, other agency GWACs or MAC, etc.)

Do you anticipate proposing as a prime contractor? Will you be using subcontractors with this effort?

All responses should be submitted electronically using PDF with subject “Home Health Order E- Signature” and submitted NO LATER THAN May 21, 2024, at 10:00 am Eastern. Submissions may be made by submitting your response through email response to Samantha.McIntyre2@va.gov and Peter.Lewandowski@va.gov. Total e‐mail file limit size is restricted to 5MB. Files exceeding this threshold must be submitted over multiple Email messages, and be identified as "Email #x of #y."

mailto:Samantha.McIntyre2@va.gov

RESPONSES:

If you can provide the necessary supplies or services, please respond to this RFI certifying capability.

NOTE: Offer a capability package that is clear, concise, and comprehensive. VA is no obligated to provide feedback to the company or to contact the company for clarification on any information submitted in response to this RFI.

The following information details the Government’s intent and requests information for this acquisition:

Included with your response, VA requires a reply to each of the questions posted below;

responses should be as complete and informative as possible:

Please do not submit general marketing information for capability statements.

a. Describe your company’s technical capabilities and experience in meeting the requirement and supporting federal agencies in providing a SaaS product, as well as how your SaaS product can meet the requirements outlined in the PD. Include examples of federal experience implementing your SaaS product (specific examples or references provided must include the agency, point of contact, dollar value, and contract number). Please provide your technical comments and/or recommendations that may contribute to a more accurate proposal submission and efficient cost-effective effort.

b. Describe your company’s SaaS product cloud infrastructure and accessibility from various client devices via a thin client interface, such as a web browser (for example, web-based email), or a program interface. The system will not require software downloads to VA computers. The VA shall not manage or control the underlying cloud infrastructure, which includes the network, servers, operating systems, storage, and individual application capabilities. The system must be hosted by a vendor or a third party, with no servers located within VA. Please confirm that your proposed SaaS product is SaaS according to the NIST 800-145 definition and describe the hosting environment.

c. Please specify any interfacing or custom development requirements for your SaaS product prior to go-live. Can your company’s proposed SaaS product meet all PD requirements without creating an interface or performing any custom development?

d. Please describe your company’s willingness and ability to adopt and integrate customer feedback into the product roadmap of your proposed SaaS product.

e. Please describe your pricing model, including the threshold for named user subscriptions versus enterprise/site subscription. Is your pricing model based on total users, concurrent users, transaction volume, number of records, etc.? Are there any additional services required outside of the subscription model (e.g., configuration to meet functional requirements, data storage, migration, or additional features)? If so, please list the items and propose a price for these additional services.

f. Please provide separate Rough Orders of Magnitude for the SaaS product in accordance with PD Paragraphs 1.0 through 1.2.

g. VA intends to provide limited payment for the SaaS portion of this effort until the SaaS product receives Federal Risk and Authorization Management Program (FedRAMP) authorization and a VA Authority to Operate (ATO). Once approved by the VA Authorizing Official, VA intends to set up a subscription payment for the duration of the base period and any option periods that are exercised. Do you agree or propose different payment terms?

h. The Contractor must comply with FedRAMP requirements as mandated by federal laws and policies, including providing any necessary documentation, physical access, and logical access to support this requirement. Is your company's SaaS product FedRAMP authorized? If not, are you willing and prepared to begin the processes and documentation required to become FedRAMP Authorized within 30 days of award?

i. Following guidance from the Federal Chief Information Officer, VA will use an existing Joint Authorization Board ATO or an agency ATO issued by another agency as a starting point for FedRAMP compliance. If none of these exist, VA will sponsor FedRAMP ATO. VA will use the FedRAMP baselines as a starting point because they are specifically designed for cloud services. Does your company's SaaS product have an ATO from a federal agency?

j. Detail your company's support. Service Level Agreements for all levels of service.

k. What was your uptime rate over the last 12 months?

l. Describe your standard release and patching cycle.

m. Identify any proprietary restrictions (such as inability to run on specific hardware/firmware) that VA should be aware.

n. Do you have any issues, concerns, or need clarification on the PD?

o. Has the draft PD gone into enough detail to describe the technical/functional requirements for the software development and production operations support services that will be performed under this effort?

p. If you answered "NO" to the question in o, please provide technical comments/recommendations on aspects of the draft PD that may contribute to a more accurate proposal submission and an efficient, cost-effective effort.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is market as proprietary will be handled accordingly. In accordance with Federal Acquisition Regulation 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this RFI. Not responding to this RFI does not preclude participation in any future solicitation, if any is issued.

Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned.

Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly. Please be advised that all submissions become Government property and will not be returned. All government and contractor personnel reviewing submitted responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as described 41 USC 423. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.