47QFCA25K0004 - LSJ SIGNED - 2024.12.04.pdf

CUI//SP-SSEL

Version 09/24/2024

LIMITED SOURCES JUSTIFICATION

(LSJ)

Federal Supply Schedule Program- FAR 8.4 Solicitation 47QFCA25Q0001

PROACTIVE DATA QUALITY

RECONCILIATION & HELPDESK

SUPPORT

in support of:

United States Department of Defense:

Defense Health Agency (DHA)

United States (U.S.) General Services Administration (GSA) Federal Acquisition Service (FAS)

Assisted Acquisition Services (AAS) Defense

Interagency Agreement Number 47QFCA24S0110

Controlled by: daniel.amelio@gsa.gov

Version 09/24/2024

The General Services Administration (GSA) Assisted Acquisition Services (AAS) makes this Limited Sources Justification (LSJ) for orders pursuant to Federal Acquisition Regulation (FAR) 8.405-6.

i.) Identification of Agency and Contracting Activity:

Agency:

GSA AAS acting in support of Defense Health Agency

Contracting Activity:

GSA AAS Contracting Office (QFECA) 1800 F Street, NW Washington, D.C. 20405 ii.) Nature and/or Description of Action Being Approved:

GSA AAS legacy Region 3 awarded the DHA Proactive Data Quality Reconciliation & Helpdesk Support Task Order (TO), (47QFMA19F0016), under The McVey Company, Incorporated (TMCI) Multiple Award Schedule (MAS) contract 47QTCA19D0006, on June 10, 2019. The total dollar amount of the initial award was $30,657,938.80. At the completion of Option Year 2, GSA AAS legacy Region 3 transferred administrative duties of the TO to GSA AAS legacy Region 7, which changed the TO number to 47QFWA22F0022. In total, the overall modified value of the TO was $40,910,490.99.

The purpose of the award was to support the Defense Health Agency’s (DHA) Enterprise Intelligence and Data Solutions Program Management Office (EIDS PMO). DHA’s EIDS PMO supports the strategic goal of the Military Health System (MHS) by ensuring that the delivery of electronic health records for service members, veterans, and their families are standardized. TMCI’s Proactive Data Quality Reconciliation & Helpdesk Support TO supports DHA’s mission by providing programmatic data quality services and help desk support (at the classified and unclassified level) to ensure that health records are synchronized across MHS’s multiple information systems to achieve a complete single-identity health record for each of the 9.5 million + beneficiaries within MHS. The TO was scheduled to end on June 9, 2024; however, FAR 52.217-8 Option to Extend Services was exercised to extend services until December 9, 2024. A follow-on competition to continue contract coverage of the requirements was to take place through the usual recompete process.

In March 2024, the Department of Defense consolidated the MHS healthcare Information Technology (IT) portfolio under one centralized hub, the DoD transferred the DHA Proactive Data Quality Reconciliation & Helpdesk Support TO from EIDS PMO to the Program Executive Office, Defense Healthcare Management Systems (PEO DHMS).

The transition process caused multiple delays due to the time needed for knowledge transfer, new DHA personnel, adaptation to new responsibilities, requirements building for an increased scope follow-on effort under a new requirements owner, and coordination among multiple stakeholders. As a result, the acquisition for awarding the DHA Proactive Data Quality Reconciliation & Helpdesk Support follow-on TO has been delayed. There is insufficient time to complete the recompete, litigate any subsequent protests, and provide for an effective transition period before all available performance

Version 09/24/2024 periods under the current contract are exhausted. Due to this delay, AAS has determined that a sole-source bridge contract with the incumbent contractor, TMCI, is necessary to ensure that critical services are maintained in order to avoid the global impact on DHA’s inability to deliver the ongoing synchronization of critical health care records for more than 9.5 million beneficiaries across multiple systems within the MHS throughout the world.

In an effort to ensure that the maintenance and delivery of health records for service members and their families are not affected, the DHA and AAS Defense Contracting Office propose to issue a limited source TO bridge award, with:

Firm-Fixed-Price (FFP) Contract Line-Item Numbers (CLINs) for Labor

Not to Exceed (NTE) CLINs for Travel

Time-and-Materials (T&M) CLINs for Order-Level Materials (OLM).

The sole source TO will be issued to TMCI for the continuation of support for the DHA Proactive Data Quality Reconciliation & Tier 2.5 Helpdesk Support. The sole source TO will be awarded using the GSA Multiple Award Schedule (MAS). It is in the Government’s best interest to establish a sole-source bridge contract, which the incumbent contractor currently meets all technical and staffing requirements necessary to ensure the critical needs of our service members (and their families) will continue to be met without delay or disruption.

AAS Defense will be working on a new DHA competitive TO for the sustainment and integration of these systems. Awarding a competitive TO in sufficient time to meet the requirement of continued support with no break in service is not possible at this time. The rationale for issuing a 12-month bridge contract is to ensure continuity of IT services for the DHA, allowing the new acquisition to be properly competed and providing a sufficient timeline for a seamless transition of services upon the new award. The DHA Proactive Data Quality Reconciliation & Helpdesk Support TO is currently being provided by TMCI through GSA Multiple Award Schedule (MAS), Special Item Number (SIN) 54151HEAL.

All option periods have been exercised on the current TO, including FAR 52.217-8 Option to Extend Services, and it is set to expire on December 9, 2024. The proposed bridge TO will ensure continuity of service to avoid a break in service, which would have a global impact on DHA’s ability to deliver the ongoing synchronization of critical health care records for 9.5 million beneficiaries across multiple systems within the Military Health System (MHS).

iii.) A Complete Description of Supplies/Services Required to Meet Agency’s Need (Including the Estimated Value):

This requirement is for the sustainment and management of the DHA Proactive Data Quality Reconciliation and Help Desk Support TO. This includes a wide range of IT services such as advanced technical and program management expertise, as well as large-scale, high-quality global data solutions at both unclassified and classified levels, depending on the needs for Theatre Medical Data. The goal is to achieve one complete health record synchronized from data mined across multiple information systems to

Version 09/24/2024 include Defense Enrollment Eligibility Reporting System (DEERS), MHS INFORMATION PLATFORM (MIP), MHS GENESIS and other systems within the

MHS.

The proposed 12-month period of performance (consisting of a six-month base period and one, six-month option period) is December 10, 2024, through December 9, 2025. The estimated value of this sole source TO is $9,214,721.12.

Task 1: Program Management: The Contractor shall provide program management support under this Task Order utilizing industry best project management practices (Project Management Body of Knowledge (PMBOK®) Guide), which include all of the tasks required to initiate, plan, manage, control, report and close-out this task order. This includes the management and oversight of all activities performed by Contractor personnel, including sub-contractors, to satisfy the requirements identified in this Performance Work Statement (PWS). The Contractor shall identify a Program Manager (PM) and Deputy Program Manager (DPM) by name, which shall provide management, direction, administration, quality assurance, and leadership of the execution of this Task Order. The Contractor shall have Contractor Site Leads and/or Technical Leads who shall, in concert with the Contractor’s PM, provide day-to-day operational level leadership and technical guidance to Contractor personnel performing work under this Task Order.

Task 2: Proactive Data Quality: The Contractor shall provide technical and analytical expertise to support data quality, analysis and remediation. The Contractor shall implement and document the proactive data quality activities, procedures and tools to identify, analyze and resolve patient identity, multiple and or duplicate patient records, unmerges and other data quality issues for each Medical Treatment Facilities (MTF) patient population. It is critical that this is accomplished in advance of the MHS Genesis deployment schedule. This shall include a process to analyze and remediate issues on MHS Genesis pre-registration lists prior to deployment.

Task 3: Technical Tier 2.5 Helpdesk and Analytical Support: The Contractor shall provide technical helpdesk and analytical support for the DHA applications, interfaces, systems and procedures as identified in APPENDIX C supporting the Military Health System’s Electronic Health Record (EHR). The Helpdesk shall be available on Monday – Friday 8AM – 5 PM Central Standard Time on a regular basis. The Helpdesk hours may be adjusted for exceptions for troubleshooting OCONUS tickets.

Task 4: APLIS Pre-Migration Error & Data Quality Task: The Contractor shall receive from DHA reports by DMIS ID containing demographic information for patients that errored during data migration from CoPathM to CoPathPlus. The Contractor shall access and analyze patients on CoPathPlus, the AHLTA CDR, CHCS hosts, and the Defense Enrollment Eligibility Reporting System (DEERS) for each applicable Defense Medical Information System (DMIS) Identifier (ID) Tables DMIS ID(s) to identify errant identity, multiple, and crossed records. The Contractor shall provide metrics on the volume of errant records and results of analysis performed. The Contractor shall use the results of analysis to coordinate and remediate identified errant patient data errors in the

Version 09/24/2024 correct sequence across systems (e.g. DEERS, CHCS, AHLTA CDR, CoPathPlus) in partnership with the Defense Manpower Data Center (DMDC) for fixes in DEERS and Cerner for fixes in CoPathPlus. The Contractor shall provide the list of remediated patients to DHA. The Contractor shall also provide metrics on status and remediation results of errant patient records.

Task 5: Theater Medical Data Integration (TMDI) and Reconciliation: The Contractor shall provide recommendations to the program manager for developing and/or maintaining the acquisition management documentation required by Department of Defense Instruction (DoDI) 5000.2, DoDI 5000.2M, and AR 70-2.

Task 6: Cyber Security Support: For all tasks performed within the PWS, the Contractor shall ensure that they apply security, engineering, information assurance, cyber security, architectural discipline and practices to safeguard systems, applications and data.

Task 7: Additional Technical Support Tasks: The Government expects the need for the following additional services. Additional Task Support consists of multiple labor resources that are inclusive of all labor categories required in the performance of the DHA tasks. The Contractor shall support both short-term and long-term durations as long as the term is within the task order period of performance.

CoPathPlus Data Quality

MHS Genesis Data Quality

Essentris Data Quality iv.) The Authority and Supporting Rationale:

The acquisition is conducted under the authority of the Multiple-Award Schedule (MAS) Program. Consideration of schedule contractors will be restricted in accordance with:

FAR 8.405-6(a)(1)(i)(B) – Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

A bridge TO will enable the DHA to carry out mission-critical services and allow for transition activities to the awardee of the competitive action under the DHA Proactive Data Quality Reconciliation & Helpdesk Support TO, with an anticipated award date of late fall 2025. A bridge TO will prevent a loss and significant global impact of DHA’s ability to deliver the ongoing synchronization of critical health care records for 9.5 million beneficiaries across multiple systems within the Military Health System (MHS). A loss in coverage of these services will lead to delays in health care records being analyzed and reconciled which poses significant risk of beneficiaries receiving erroneous and improper medical treatment. Health care records hold sensitive patient medical data that are crucial for beneficiaries to receive necessary and proper standard of care across multiple government health agencies and facilities. TMCI has a proven record of satisfactorily providing the required services and highly specialized technical expertise needed to continuously execute

Version 09/24/2024 the requirements of the Proactive Data Quality Reconciliation & Helpdesk Support immediately upon award. Although there are other entities who are capable of performing the work overall, award to any entity other than the incumbent at this time would lead to unacceptable delays in fulfilling DHA’s requirements due to an increase in acquisition timeline for competition and an increase in time needed to adequately complete a transition period. Additionally, substantial additional costs would be expected due to the transition and training new contractor employees to utilize multiple systems within the MHS.

Therefore, awarding TMCI with a sole source TO is the only feasible and practical alternative for this short-term contract action.

A contractor without the required knowledge and experience with the scope of the DHA Proactive Data Quality Reconciliation & Helpdesk Support bridge requirement would cause the Government to experience significant delays in delivering critical health care records for more than 9.5 million health beneficiaries. Pursuing a competitive solicitation for this short-term requirement would elevate the Government’s risks, increase costs, and demand greater DHA oversight. Therefore, it is in the Government’s best interest to establish a sole-source bridge contract, in which the incumbent contractor currently meets these staffing requirements, to ensure the needs of our service members will continue to be met without disruption.

v.) Determination by the Ordering Activity Contracting Officer that the Order Represents the Best Value Consistent with FAR 8.404(d):

The best value determination will be provided in the Award Decision Document. Based on the circumstance of the acquisition proposed, the Contracting Officer (CO) will perform a price analysis on the quote received to ensure fair and reasonable pricing. The quote will be compared to the Independent Government Cost Estimate (IGCE) and GSA MAS pricing.

Award of the resulting TO will not be made until the CO has determined that all prices offered to the Government by the offeror are fair and reasonable.

vi.) Description of the Market Research Conducted Among Schedule Holders and the Results of the Research:

For the reasons stated in this justification, market research was focused on the contract vehicles that were available to the incumbent contractor, The McVey Company, Inc.

(TMCI), for this sole source acquisition for a bridge TO. AAS Defense conducted market research to identify applicable GSA contract vehicles that TMCI holds. TMCI holds a schedule on the GSA MAS IT, and that this vehicle would allow the most expeditious award of a TO. Market research included an assessment of the current MAS IT rates, and the requirements of DHA under the TO. For the purpose of this bridge TO, no other

Version 09/24/2024 research was completed. For the ensuing competitive follow-on acquisition, more extensive market research will be accomplished.

vii.) Any Other Facts Supporting the Justification:

The use of options in this sole-source contract allows the government greater flexibility to proceed with a competitively awarded contract sooner if able to do so.

viii.) Statement of the Actions, if Any, the Agency May Take to Remove or Overcome any Barriers that Led to the Restricted Consideration Before Any Subsequent Acquisition for the Supplies or Services is Made

There are no known barriers to competition. A competitive follow-on acquisition is underway for the DHA Proactive Data Quality Reconciliation & Helpdesk Support requirement services that will take over from the bridge TO. A 12-month total period of performance for the bridge TO, assuming all option periods are exercised, allows for the subsequent award of the competitive follow-on contract, the resolution of any potential protest, and time for an appropriate transition from the present contractor to the new awardee.

ix.) Contracting Officer Certification that the Justification is Accurate and Complete to the Best of the Contracting Officer’s Knowledge and Belief:

I hereby certify that this Justification is accurate and complete to the best of my knowledge, and I determine on the basis of the findings above that the limited sources approach is in accordance with the requirements and is in the best interest of the Government.

Dan Amelio Date Contracting Officer AAS Defense x.) Evidence that any Supporting Data that is the Responsibility of Technical or Requirements Personnel and Which Form a Basis for the Justification Have Been Certified as Complete and Accurate by the Technical and Requirements Personnel (If Any):

Supporting data provided by technical or requirements personnel has been certified as complete and accurate as demonstrated by DHA and AAS Defense technical and requirements personnel.

Version 09/24/2024

I hereby certify that this justification is accurate and complete to the best of my knowledge, and I determine on the basis of the findings above that the proposed bridge contract is in accordance with the requirements and is in the best interest of the Government.

Courtney Addison Date Project Manager AAS Defense xi.) Written Determination by Approving Official Identifying the Circumstance that Applies:

xii.) Reviews/Approvals

I have reviewed this justification, and I have determined to the best of my knowledge and belief, based on the information contained herein, that it complies with all applicable policies and regulations.

Erin Quick Date Competition Advocate

Dan Amelio - QFECA <daniel.amelio@gsa.gov>

LSJ Final Review before Routing Matthew McKenzie - LP <matthew.mckenzie@gsa.gov> Tue, Dec 3, 2024 at 3:32 PM To: Kenneth Evans - QFEC <kenneth.evans@gsa.gov> Cc: Bruce Thibault - QFECD <bruce.thibault@gsa.gov>, Stacey Lowenberg - QFECA <stacey.lowenberg@gsa.gov>, Dan Amelio - QFECA <daniel.amelio@gsa.gov>, Mark Meade - QFECA <mark.meade@gsa.gov>, Courtney Addison - QFECC <courtney.addison@gsa.gov>, Steven Haubner - L <steven.haubner@gsa.gov>

I have attached a couple suggested edits for your consideration, and one comment discussing that I don't think one of the previous OGC comments was addressed. The LSJ is legally sufficient as long as that comment is addressed. Given your time crunch, I don't need to review again, unless you have a follow up question or comment, in which case I am happy to assist further.

Sincerely, Matt McKenzie Assistant General Counsel Office of the General Counsel (LP) U.S. General Services Administration matthew.mckenzie@gsa.gov

(202) 941-9703

[Quoted text hidden]

47QFCA25K0004 - LSJ - 2024.12.03 OGC comments 12.3.24.docx 57K

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