FY 2025 Dental Digital Radiography RFI - update - 11.22.2024.pdf

REQUEST FOR INFORMATION

Department of Homeland Security (DHS)

Immigration and Customs Enforcement (ICE)

ICE Health Service Corps (IHSC)

FY 2025 IHSC Dental Digital Radiography: Support Services

1.0 Description

The Immigration and Customs Enforcement Health Service Corps (IHSC), in support of the Clinical Services Unit Dental Program, is seeking information on how an interested contractor could provide support services to continue the operations of newly installed dental digital image sensors and Medicor Imaging Picture Archiving and Communication System (MiPACS) Dental Enterprise Solution, a centralized multi-clinic platform for 14 IHSC dental clinics. Information on support for access and viewability of medical images across 17 IHSC facilities is also requested. The dental image sensors and MiPACS centralized solution must be maintained, and the necessary infrastructure support capability provided to satisfy the objectives described in this request for information (RFI). Minimum objectives include:

1.1 Support and maintain the digital intraoral image sensors, all necessary accessories, and software for multiple sites across the nation with the option to add additional sites, as needed.

1.2 Support and maintain the MiPACs software for dental image capture, storage, and centralized access to all dental images from any of the existing 14 IHSC dental workstations, regardless of capture location, with option to add additional sites as needed.

1.3 Install, support, and maintain the MiPACs software for medical image centralized access to all medical images at any of the existing 17 IHSC x-ray capable sites, regardless of capture location, with option to add additional sites as needed.

1.4 Support to secure and ensure the MiPACS centralized platform and software can function within the ICE IT environment.

1.5 Support timely software updates (with minimal downtime) including any necessary security updates required by ICE to prevent vulnerability of the ICE network (e.g. must use the latest version of MSXML with updates as needed to keep pace with ICE IT security requirements)

1.6 Support multiple locations in a cloud-based environment with redundant backup.

1.7 Support dental or medical image acquisition, storage, retrieval, viewing, and sharing for all sites from a central location with seamless integration into existing and any future electronic health record (EHR).

1.8 Support image manipulation, enhancement, and analysis tools such as brightness, contrast, histogram adjustment, rotation, inversion, equalization, sharpening, noise reduction, zoom, etc.

1.9 Support operation of software/hardware at all sites simultaneously with limited downtime during the transition period (no more than 1 day).

1.10 Support software ability to import multiple dental or medical image file types within ICE database architecture (e.g. SQL).

1.11 Support the ability to import/export dental or medical images securely using Digital Imaging and Communications in Medicine (DICOM) protocol to exchange images.

1.12 Support the ability to retrieve dental or medical images securely using DICOM protocol from a cloud repository using MiPACS as the viewer.

1.13 Establish and describe the process for medical staff to access and view medical images separate from the process for dental images, if the processes are different.

1.14 Advise on the number of MiPACS viewer software and/or licenses needed to support the access and viewing of both dental and medical images.

1.15 Support user-security controls to ensure only the appropriate users can capture, delete, edit, print, export, import, etc.

1.16 Support interoperability with a wide range of dental imaging hardware (intraoral x-ray sensors, panoramic units, and intraoral cameras); bridging solutions as needed to support any future hardware.

1.17 Support interoperability with a wide range of dental clinical/practice management programs and bridging solutions to support any future programs.

1.18 Provide unlimited IT phone support with ideally less than 15 minutes wait time during business hours; one primary IT POC assigned to IHSC for continuity of support.

1.19 Maintain hands-on training and resource library for ongoing reference.

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes in accordance with FAR 15.201(e) – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This RFI does not commit the government to contract for any supply or service whatsoever. Further, IHSC is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued.

The agency does not intend to award a contract because of this RFI but rather gathers capabilities and market information pertinent to acquisition planning. The responses to this RFI will be captured as market research and may contribute to the development of an acquisition strategy. Information provided may be used to assess tradeoffs and alternatives available for potential requirements and may lead to the development of a solicitation. All submissions become government property and will not be returned.

The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate.

The information provided in the RFI is subject to change and is not binding on the government.

This RFI encourages those working in partnership to submit a collaborative RFI, if applicable. The ability to partner with other subject matter experts to deliver a solution set is desirable. Leveraging skill sets across multiple organizations may result in stronger RFI with unique solutions that may not be realized through a singular source of innovation.

2.0 Background

The U.S. Department of Homeland Security Immigration and Customs Enforcement (ICE) detainees include a mix of adults and family units from a wide variety of countries. Detainees are classified by their threat risk to others and any special vulnerabilities. The detainee is assigned a custody level designation of low, medium, or high. ICE Enforcement and Removal Operations (ERO) oversees the confinement of ICE detainees in detention facilities that it manages, as well as those confined in facilities operated by private contractors or under agreements with state and local governments.

Over 90 percent of facilities are operated under agreements with state and local governments and house about half of ICE detainees together with, or separately from, other confined populations. The remaining facilities exclusively house ICE detainees and are operated by ICE, and a mixture of private contractors, and state and local government employees.

IHSC is the only entity in ICE tasked with the responsibility of providing direct patient care services to its detained population. ICE Health Service Corps (IHSC) is made up of a multi-sector, multidisciplinary workforce of over 1,600 personnel that include U.S. Public Health Service (PHS) Commissioned Corps officers, federal civil servants, and contract health professionals.

IHSC administers direct care to approximately 16,500 detainees housed at 17 designated facilities throughout the nation including medical, dental, and mental health care and public health services. IHSC currently provides direct dental care for detainees at 14 of the designated IHSC-staffed facilities throughout the nation. IHSC currently provides direct radiology care for detainees at 17 designated IHSC-staffed facilities throughout the nation. IHSC Field Medical Coordinators (FMCs) provide direct support to the field office directors on all medical issues in their area of responsibility and provide medical case management and oversight for over 20,000 additional detainees housed at approximately 125 non-IHSC staffed detention facilities across the country. IHSC-staffed facilities utilize applicable healthcare standards drawn from the American Correctional Association (ACA), the National Commission on Correctional Health Care (NCCHC), and the ICE National Performance-Based Detention Standards to ensure that quality care is provided to ICE detainees. These standards support IHSC’s internal quality improvement program. IHSC’s delivery system is challenged by a unique combination of factors including its significant scale and scope, unique detainee population at various remote locations, and congressionally mandated funding, governance, and oversight.

3.0 Information to be Submitted

3.1 Cover Page

The Government requests interested parties submit a cover page to this notice with the following vendor-specific information:

• Company Name

• Company DUNS number.

• Company point of contact, mailing address, telephone number(s), and website address

• Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives.

• Date submitted.

• Any applicable company GSA Schedule number or other available procurement vehicle.

• Company's System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

• Detailed experience developing dental digital radiography solutions for multi-site dental clinics including implementation and training.

3.2 Program Management Capability Statement

The Capability Statement should clearly demonstrate the vendor’s capability and experience required to support the operation of the dental image sensors and the MiPACS centralized platform for 14 IHSC dental clinics, located throughout the nation, including user support services; hardware and software maintenance; and update services. General capability statements are not preferred. The factors below are not limitations but are expected to be addressed in the vendor’s response.

The capability statement should sufficiently address how the dental image sensors and MiPACS centralized platform support will be maintained for the 14 IHSC dental and an additional 3 medical radiology clinics with the provision of routine maintenance. The methodology must ensure that the offeror can provide technical services to a large-scale operation including the ability to function within the secure ICE IT environment. The responders should address each of the following:

• Contractor’s capability to simultaneously support and maintain software/hardware support of the MiPACS centralized platform and dental image sensors for 14 IHSC dental and 17 medical radiology sites throughout the nation, which may include installation.

• MiPACS capability to retrieve IHSC dental or medical images from a cloud repository using MiPACS as the viewer.

• Overview of a required IT infrastructure (e.g. equipment, bandwidth, network connectivity) that will ensure proper maintenance of operations is provided.

• Contractor's methodology to provide dentists and dental auxiliary staff at the 14 IHSC dental clinics and medical staff at the 17 IHSC medical facilities with unlimited IT software/hardware and phone support with less than 15 minutes of wait time during business hours; one primary IT POC assigned to IHSC for continuity of support; and ensure an alternate IT POC is available during any business day in the absence of the primary IT POC. Include a brief overview of how IT phone support will be accomplished in the absence of remote computer access to secure the ICE network, and name and contact information for the IT POC and any alternate who shall act in the absence of the IT POC shall be provided.

• Contractor's estimated transition period.

• Contractor's perceived outline of responsibilities.

• Description of the cost/price for maintaining operations of the dental image sensors, the MiPACS centralized platform, the capability to retrieve IHSC dental or medical images to the MiPACS from a cloud repository, and IT phone support services.

NOTE: For all information technology, provide a brief overview of the contractor’s process for easily migrating data and/or transition capabilities between systems, and, if there is an ICE system change (e.g. new IHSC EHR), the company’s ability to ensure software compatibility and build a new bridge or interface as necessary.

3.3 Solution and Approach

Need flexible solution that’s adaptable to multiple systems.

3.3.1 Program Management Support

• Determine novel ideas, approaches, and strategies to identify appropriate technical and programmatic support services in support of the dental image sensors and MiPACS centralized platform.

• Establish one (1) primary IT POC and one (1) Alternate IT POC assigned to IHSC, for continuity of support.

3.3.2 Platform

• The contractor shall maintain the dental image sensors and MiPACS centralized platform integration of the existing and future IHSC EHR and other medical systems as directed by the government using the appropriate government-specified data formats. The platform must be compliant with the current DHS, HIPAA, and DICOM standards.

• Identify any necessary associated hardware requirement(s) in support of the software platform, inclusive of application lifecycle management and production troubleshooting and adaptive, preventive, perfective, and corrective maintenance for the suite of applications.

4.0 Delivery Period:

Please submit responses by e-mail using PDF or MSWord to the Contracting Specialist at kelli.brooks@associates.ice.dhs.gov and Contracting Officer Heather.Cauthinn@ice.dhs.gov no later than 5:00 EDT on 11 December 2024, with the subject line “Dental Digital Radiography: Support Services - RFI# FY25-IHSC-Dental-Digital-Radiography.”

Additional documents or attachments are not requested, currently. Not responding to this request does not preclude participation in future Requests for Proposals (RFPs)

5.0 Industry Discussions

DHS representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of the potential capability to meet the requirements, especially any development and certification risks.

Questions and requests for additional information regarding this announcement shall be submitted in writing by e-mail to the Contract Specialist, Kelli Brooks at kelli.brooks@associates.ice.dhs.gov and Contracting Officer Heather.Cauthinn@ice.dhs.gov . These questions and requests for additional information will be accepted until the due date for Capability Statements. Verbal questions will NOT be accepted. Questions may be answered by posting answers via email in response to this Request for Information. Accordingly, questions shall NOT contain proprietary or classified information.

6.0 Summary

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide IT support and program capability. The information provided in the RFI is subject to change and is not binding on the Government. IHSC has not committed to procuring any of the items discussed, and the mailto:kelli.brooks@associates.ice.dhs.gov mailto:Heather.Cauthinn@ice.dhs.gov mailto:kelli.brooks@associates.ice.dhs.gov mailto:Heather.Cauthinn@ice.dhs.gov release of this RFI should not be construed as such a commitment or as authorization to incur costs for which reimbursement would be required or sought. All submissions become Government property and will not be returned.