RFP_-_Amendment_0001.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this Amendment is to answ er questions posed by prospective offerors and to revise the PWS, Instruction to Offerors, Attachment (1) PWS Task Order for Sustainment and Attachment (2) PWS Sample Task Order for Musculoskeletal Medicine Workflow .

Please refer to the hightlighted text for changes and see Attachement #6 - Q&A for more detailed information.

1. CONTRACT ID CODE PAGE OF PAGES

S 1 32

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 31-Dec-2015

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HT0011-15-R-0034

X 9B. DATED (SEE ITEM 11)

15-Dec-2015

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

31-Dec-2015

CODE

DEFENSE HEALTH AGENCY-COD FC

7700 ARLINGTON BLVD

FALLS CHURCH VA 22042

HT0011 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HT0011-15-R-0034

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

TABLE OF CONTENTS

The Table of Contents has changed from:

Exhibit/Attachment Table of Contents

DOCUMENT TYPE DESCRIPTION PAGES DATE

Attachment 1 Attachment 1 - PWS for

Sustainment Task Order

02-DEC-2015

Attachment 2 Attachment 2 - PWS for Musculoskeletal Medicine Task Order

02-DEC-2015

Attachment 3 Attachment 3 - Pricing Sheet

04-DEC-2015

Attachment 4 Attachment 4 - QASP 02-DEC-2015 Attachment 5 GFP Log 11-DEC-2015 to:

Exhibit/Attachment Table of Contents

DOCUMENT TYPE DESCRIPTION PAGES DATE

Attachment 1 Attachment 1 - PWS for

Sustainment Task Order

31-DEC-2015

Attachment 2 Attachment 2 - PWS for Musculoskeletal Med Sample Task Order

31-DEC-2015

Attachment 3 QA - Attachment 6 31-DEC-2015

The following have been modified:

(ADDENDUM TO 52.212-1)

ADDENDUM TO FAR CLAUSE 52.212-1- INSTRUCTIONS TO OFFERORS – COMMERCIAL

ITEMS

(m) This is a Firm Fixed Price (FFP), Indefinite Delivery Indefinite Quantity (IDIQ), single award contract. The successful proposal may be incorporated into the awarded contract.

Offerors are advised that the Government intends to make an award on the basis of initial proposals without conducting discussion with Offerors, but reserves the right to conduct discussions if determined by the Contracting Officer to be necessary in accordance with FAR 52.212-1. Therefore, each initial offer should contain the Offeror’s best terms from a technical standpoint.

By submitting a Proposal, the Offeror indicates intent to comply with all requirements of the solicitation and perform all work within the scope of an anticipated contract award. Offers that do not comply with the RFP instructions may be rejected without consideration.

(n) NOTE: This request for technical capability information is an official request for proposals; submission of any proposal in response to this market survey is purely voluntary; the government assumes no financial responsibility for any expenses incurred.

Proposal Submission: Due NO LATER THAN (NLT) January 19, 2016 at 11:00 A.M. Eastern Standard Time (EST). Proposals shall be valid for a period of one-hundred and twenty (120) days.

Questions: If you have questions or concerns regarding this Request For Proposal (RFP), please submit your inquiries no later than December 28, 2015 at 11:00 A.M. (EST). No questions will be accepted after this cutoff. Offerors shall submit one set of questions only; multiple sets of questions will not be accepted. An amendment to the solicitation will be issued providing responses to the questions.

The offeror shall submit proposals to the following person(s):

Attn: Mr. Darrell Goodwin Sr. Contract Specialist Defense Health Agency (DHA) Contract Operations Division-Falls Church (COD-FC) Darrell.goodwin5.ctr@mail.mil

Attn: Ms. Gina Walker Contracting Officer Defense Health Agency (DHA) Contract Operations Division-Falls Church (COD-DC) Gina.m.walker2.civ@mail.mil

(o) Offer’s proposal must contain the following:

The offeror shall submit a consolidated proposal that clearly demonstrates compliance and understanding of the terms and conditions of this solicitation and can be evaluated without additional explanation or information. The Government may make a final determination regarding the acceptability of a proposal solely on the basis of the proposal submitted without conducting discussions. However, the Government reserves the right to hold discussions with the offeror.

The proposal shall be submitted via email and ONLY electronic submission will be accepted.

Representations and Certifications: The offeror must complete and submit the required Representations and Certifications.

(p) Executive Summary: Provide an executive summary that introduces the contractor team and proposal submission, identification of the proposal’s point of contact (POC), e-mail address, and phone number; a list of the proposal package contents

(q) Appropriate Volume: Information shall be confined to the appropriate volume to facilitate independent evaluation. The proposal should be clear and concise, logically assembled and indexed and cross-indexed to applicable parts of the RFP as appropriate. Pages over the maximum page limitation for any volume will not be evaluated. The page limitation guidelines are described in detail below in the “Page Limitation” section of this document. The page limits shall include any diagrams, figures, Offeror tables, or reference material, unless otherwise identified in this section.

(r) Next Generation Tri-Service Workflow Services Contractor Support: The Government will utilize the services of a support contractor to assist in the acquisition process for this requirement. One (1) employee involved with this acquisition has signed confidentiality/non-disclosure agreements restricting dissemination of information received in response to this RFP.

(s) Organizational Conflict of Interest: The Offeror’s attention is directed to FAR, Subpart 9.5, “Organizational and Consultant Conflicts of Interest.” For the purpose of these provisions, the term “Offeror” means the offeror, its subsidiaries, affiliates, partners, marketing consultants, as defined by FAR, Subpart 9.501, or any of its successors or assignees. It is the position of DHA that the following companies, due to the nature of their performance with DHA, have an actual or potential organizational conflict of interest, which must be avoided, neutralized, or mitigated.

Information Technology Solutions & Consultants (ITSC), LLC.

Falls Church, VA 22041

(i) The Offeror is hereby notified that the nature of the work to be performed may create an actual or potential organizational conflict of interest in future acquisitions.

(ii) The Offeror shall represent in writing within the proposal that, to the best of the Offeror’s knowledge, there are no relevant facts or circumstances concerning any past, present, or potential contracts or financial interest relating to the work to be performed, which could give rise to an organizational conflict of interest, as described in FAR, Subpart 9.5. In the event an actual or potential organizational conflict of interest exist, the Offeror shall submit a mitigation plan to the Contracting Officer, no later than 10 calendar days prior to the proposal due date of January 19, 2016 that effectively demonstrates how the Offeror will mitigate any actual or potential organizational conflict of interest while supporting this contract and any other DHA contract. As a part of the proposal, Quality Control Approach the Offeror shall disclose any and all contracts they currently have or had within the last 5 years with the Defense Health Agency regardless whether or not those contracts create an actual or perceived organizational conflict of interest. If an offeror does not disclose all their contracts at time of proposal submission they will be eliminated from the competition. The Offeror shall provide the Contracting Officer with information of previous or ongoing work that is in any way associated with this solicitation.

(iii) The Contracting Officer will review all mitigation plans to determine whether award to the Offeror is consistent with FAR, Subpart 9.5. If the Contracting Officer determines that no conflict would arise or that the mitigation plan adequately protects the interest of the Government, the Offeror will be eligible for award. If the Contracting Officer determines that the mitigation plan is inadequate, remedial actions will be considered, including elimination from the solicitation process, termination of related contract efforts already awarded, or negotiation of the mitigation plan.

(iv)The above restrictions shall be included in all subcontracts, teaming arrangements, and other agreements calling for performance of work which is subject to the organizational conflict of interest restrictions identified in these provisions.

(v) The contractor will avoid conflicts which may create bias ground rules, impair the contractor’s objectivity, or give the contractor an unfair competitive advantage, it is agreed that the contractor will notify the Contracting Officier as prescribed above.

(A)The Offeror acknowledges the full force and effect of these provisions. The above provisions may be modified or deleted at the discretion of the Government. The Government reserves the right, in case of a breach, misrepresentation or nondisclosure, to terminate the resultant contract, disqualify the Offeror from subsequent related contractual efforts, or pursues any remedy permitted by law, regulation or the terms and conditions of this solicitation.

(t) Proposal Preparation

Instructions Complete Response: To be considered for selection, the Offeror must submit a complete response to this RFP using the sequence and format provided herein. The proposal shall be divided into separate volumes and provided with the number of copies specified below. If applicable, each page of the proposal shall be marked with the restrictive legend per FAR 52.212-1.

(1) Spreadsheets: The proposal spreadsheets shall be in Microsoft Excel format. The spreadsheets shall not be compiled or password protected; all cells and formulas shall be visible, editable and unprotected. Offerors shall not establish links referencing other spreadsheet files. Offerors shall provide individual spreadsheets for each period, with a summary sheet at the end showing the total amount for the base year and all option periods. Spreadsheets should reflect the Contract Line Item Number (CLIN) structure listed in the solicitation (See attached Pricing Sheet).

(2) Proposal Content and Preparation: Proposals shall be clear, specific, complete, and concise, presenting complete effective methods and approaches for satisfying the RFP’s requirements. Content shall be indexed (cross-indexed, as appropriate) and logically assembled. The proposals shall be provided in four (4) volumes:

Technical Approach (Volume I) Transition-In (Volume II) Past Performance (Volume III) Price (Volume IV)

(i) The RFP shall not exceed the limits stated above. If the page limits are exceeded, the pages in excess of the limit shall be removed and returned, unread, to the offeror.

The Government will not accept any changes to the contractor’s proposal after the closing date of the solicitation (See FAR 15.208 for further information regarding late Proposal).

If discussions become necessary, page limitations may be placed on responses to Items For Negotiations (IFNs). The specified page limits for IFN responses will be identified in the letters forwarding the IFNs to the offerors.

(ii) Page Limit Includes: All appendices, charts, graphs, diagrams, tables, photographs, drawings, etc.

(iii) Page Limit does not include covers for volumes, tables of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. They will be counted if they contain any other information, i.e., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted. Page limitations shall be treated as maximums. Page limitations include all text, graphs, pictures, appendices, references, exhibits, etc. Tabs, index sheets, tables of contents, dividers and other such aids that are solely used to assist the evaluator in locating information and are advisory in nature, imparting no other information other than the identification of content, will not be counted against any page limits stated within this RFP.

(iv) A page shall be an 8 ½” X 11” sheet of paper with minimum of ¾” right and left margins.

Proposals should not exceed font size of twelve (12”) inches and minimum of ten (10”) inches. If both sides of a sheet display printed material, it shall be counted as two pages. Letter size and spacing requirements for illustrations and tables can be at the discretion of the offeror but must be easily readable. Fold-outs will be counted as the appropriate number of pages based on an 8 ½” X 11” sheet of paper. Use at least 1” inch margins on the top and bottom. The Contractor shall number each page in order to eliminate any confusion. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

(v) Indexing. Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

(vi) Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each.

(u) Volume I – Technical (Factor 1) - 60 Page count limit

(1) Subfactor 1A - Technical Approach

(i) Section 1 - Technical Approach for addressing ID/IQ PWS

(ii) Section 2 - Technical Approach Sample Task Order (Sustainment)

(iii) Section 3 - Technical Approach Sample Task Order (Musculoskeletal Medicine Workflow)

(2) Subfactor 1B - Staffing Approach

(i) Section 1 – Staffing Approach for addressing ID/IQ PWS

(ii) Section 2 - Staffing Approach Sample Task Order (Sustainment)

(iii) Section 3 - Staffing Approach Sample Task Order (Musculoskeletal Medicine Workflow)

(3) Subfactor 1C - Quality Control Approach

(i) Section 1 – QualityApproach for addressing ID/IQ PWS

(ii) Section 2 - Quality Control Approach Sample Task Order (Sustainment)

(iii) Section 3 - Quality Control Approach Sample Task Order (Musculoskeletal Medicine Workflow)

(v) Volume II - Transition (Factor 2) - 5 Page count limit (Acceptable/Unacceptable)

(w) Volume III - Past Performance (Factor 3) - 5 Page count limit (not including references) Offeror shall provide a minimum of three (3) and no more than five (5) past performance references.

(x) Volume IV – Price (Factor 4) - No page limitations

(y) CONTENT:

(1) Volume I – Technical (Factor 1): Technical Approach shall include a master table of contents, list of tables/graphs, and a glossary

(1) Subfactor 1A: Technical Approaches

(i) The Offeror shall submit a written technical approarch which effectively demonstrates the Offeror’s understanding of the requirements, and provides a successful technical solution for the prospective contract. Brochures, etc. may be submitted with the proposal, but shall not substitute for submission of a technical proposal. Any brochures submitted will be included in the total page count allowed for this volume of the proposal. The technical approach shall thoroughly address the Offeror’s proposed approach to meeting or exceeding the minimum requirements of the PWS

(ii) At a minimum, the technical approach shall demonstrate the following:

(1) The Offeror understands of the work, including creativity and thoroughness shown in understanding the objectives of the PWS.

(2) Descriptions and evidence of specific methods and techniques for completing each discrete task contained within the PWS.

(3) The Offeror’s ability to anticipate and address potential problems or risk areas as well as its creativity and feasibility of solutions to problems and future integration of new processes and technology enhancements.

(4) The Offeror’s understands of the complexities of logistics and, schedule.

(5) An overall summary of technical capabilities.

(z) Sample Task Orders. Utilizing the criteria specified in each volume of the RFP, the Offeror shall describe its planned approach to provide solutions to the Sample Task found in RFP Attachment 1 and 2.

The sample task order technical approach shall include the proposed labor mix and estimate of hours per labor category. The Government will not consider Other Direct Costs (ODCs) during evaluation of the proposals for the sample task orders. The sample task order technical proposal shall demonstrate the Offeror's technical manpower and resources necessary to complete the tasks. Additionally, the Offeror shall demonstrate a thorough understanding of the technical requirements and provide a schedule for task completion. The Offeror shall demonstrate the ability to provide any products or reports as part of the task.

(1) Section 1: Technical Approach addressing ID/IQ PWS:

(i) The Offeror shall describe, in detail its technical approach to accomplish the specific tasks in Section 5 of the PWS.

(ii) The Offeror shall describe, in detail, its technical approach (technical, staffing, quality control and transition-in/transition-out) and overall ability to perform technical requirements in workflow design and implementation for all sustainment workflows.

This description shall include 40 fields of sustainment (Reference PWS 5.2.1.5).

Section 2: Sample Task Order (Sustainment) Technical Approach:

(i) The Offeror shall describe, in detail, its technical approach (technical, staffing, quality control) and overall ability to perform technical requirements in workflow design and implementation for all sustainment workflows. This description shall include 40 fields of sustainment (Reference PWS 5.2.1.5).

Section 3: Sample Task Order (Musculoskeletal Medicine Workflow) Technical Approach:

(i) The Offeror shall describe, in detail, its technical approach (technical, staffing, quality control and transition-in/transition-out) and overall ability to perform technical requirements in workflow design and implementation for all workflows. Offeror’s must have demonstrable knowledge (degree, fellowship, and certification) at some, but not limited to, the following fields as they apply to their assigned workflows. The following fields will be in sustainment:

Sports Medicine Musculoskeletal Medicine Workflow

(2) (Subfactor 1B): Staffing Approach

(3) Section 1: Staffing Approach for addressing ID/IQ PWS Section 1.6.11

(4) Section 2: Sample Task Order (Sustainment) Staffing Approach

(5) Section 3: Sample Task Order (Musculoskeletal Medicine Workflow) Staffing Approach

(i) The Offeror shall describe how it proposes to organize, plan, report, prioritize, schedule work and exercise project control.

(ii) Workflow Expert SMEs are judged on their certifications and ability:

Physician Degree (MD or DO) PA Degree (PA-C) Nurse-Practitioner License Technician License Master’s Degree in Informatics Board Certification in their specialty and/or Informatics Six-Sigma Green Belt or Black Belt Lean Certification Project Management Professional Certificate Capability Maturity Model Integration (CMMI) Agile Development Certificate Change Management Certificate Program Master’s Degree Health Science Master’s Degree in Health Administration Master’s Degree in Informatics or Health Information Technology Bachelors in Information Technology or Health Information Technology American Medical Informatics Association (AMIA) 10x10 Nursing Informatics Certificate Program Certified Associate in Healthcare Information and Management Services

(CAHIMS)

Certified Professional in Healthcare Information and Management Services

(CPHIMS)

Technical SMEs are based on their certifications and ability to include;

3 years’ experience in the military health system, Bachelor in Information Technology and/or Other Certifications in Information Technology

(A) Proposed program organization’s position within the overall corporate structure .

(B) Responsibility and decision-making authority of the program manager and his/her authority to control resources necessary for effective contract performance.

(C)Approach to handling quick response efforts and priorities;

Reporting systems to include system/process for capturing performance metrics.

(D) Provide the location of your program office and describe how you envision daily interaction and communication with the COR and Service Components.

(6) Subfactor 1 C: Quality Control Approach

(7) Section 1: Quality Control Approach addressing ID/IQ PWS Section 1.6.1

(8) Section 2: Sample Task Order (Sustainment) Quality Control Approach

(9) Section 3: Sample Task Order (Musculoskeletal Medicine Workflow) Quality Control

Approach

(i) The Quality Control Plan (QCP) will be incorporated into the contract at the time of award. The Government Team will provide a Contracting Officer and Contracting Officer’s Representative (COR) for implementation of the QCP.

(ii) The QCP shall, at a minimum, address the following: Sampling and measuring for each deliverable measure. This approach will ensure attainment of the Acceptable Performance Level. This approach must be agreeable to both the Government and Contractor and will use one of the following methods described for each PRS measure: Quality of Service, Access to Services and Price Containment.

The plan must detail the procedures to be utilized to ensure inspection will be taken from the appropriate phases of workflow. If the Offeror proposes any changes or modifications to the PRS, these should also be included.

(ii) When, where and by whom the Contractor’s process controls will be performed.

The Offeror should state the number of people that will be permanently assigned to this program and their assignments.

(iv) Appointment of an official who shall be responsible for the operation of the quality control system/department and for investigating and ascertaining the causes of deficiencies.

(v) Describe the safeguarding and protection of privacy information.

(aa) Volume II - Transition-In (Factor 2) (Acceptable/Unacceptable)

(1) Section 1: Transition-In addressing the ID/IQ PWS Section 1.6.17

(2) Section 2: Transition-In addressing Sustainment Task Order (attachment 1) Section 1.6.9

(i) The Government request no longer than a thirty (30) calendar transition-in period for the establishment of operations and infrastructure in preparation for full performance of this contract. The Offeror will provide a comprehensive Transition Plan that addresses the full range of contract transition activities while meeting the objectives of the Next Generation Tri- Service Workflow Services and minimizing any disruption of service to RHRP users upon contract award. The Contractor shall work with the Tri-Service Workflow Project Manager and incumbent Contractor to plan and implement a seamless, transparent transition from the existing contract to the new contract. This includes but is not limited to: transition planning and execution, maintenance of ongoing operations, and outgoing transition planning strategy support at the end of the contract. This may also include transitioning of applicable IT systems and services.

(ii) The Transition Plan must specifically address how the Offeror will execute a plan that promotes efficient collaboration, coordination and communications, lowers risk, and minimizes disruption of Next Generation Tri-Service Workflow Services. Separate transition methodology/approach is required for the incoming and (optional) outgoing transition to include as a minimum the following areas:

(A) A list of three (3) recent Next Generation Workflow Services-related transitions (within five (5) years) of similar size and scope, including a brief, general description of the work performed, transition timeframe and customer POC information;

(B) Key Lessons Learned from recent previous transitions of similar scope and size;

(C) Approach for transitioning from the incumbent Contractor to the new Contractor, to include: knowledge, GFI, processes, content, etc.

(D) Approach to ensuring that TMAs’ Information Assurance (IA) requirements are met during the transition period;

(E) Methodology: include phases, assumptions, phased timelines, descriptions and resultant deliverables;

(F) Understanding of the key challenges;

(G) Understanding of the potential risks and proposed mitigation strategies;

(H) Understanding of the key activities/tasks during the transition;

(I) Use of pre-existing tools and templates;

(J) Ability to leverage and reuse knowledge capital from prior engagements of a similar nature;

(K) Illustrate how the transition will progress from phase-to-phase, identify exit criteria for each phase, key decision points and milestones; and include a high-level project plan in Gantt chart form, for the proposed project, depicting your implementation approach, including: schedule, work streams, activities, duration, milestones and dependencies.

(bb) Volume III –Past Performance (Factor 3)

(1) Offerors must provide at a minimum of three (3) but no more than five (5), primary past performance contract references from the past (5) years as it relates to the requirements of this solicitation. The Offeror may submit additional references beyond these three primary references.

(2) Past performance information shall be obtained from any other sources available to the Government to include, but not limited to, PPIRS or other databases; interviews with Program Managers, Contracting Officers, and Fee-Determining Officials; and the Defense Contract Management Agency (DCMA).

(3) The Source Selection Evaluation Board (SSEB) will review this past performance information and determine the quality and usefulness as it applies to performance competence assessment. See FAR 15.101-2(b)(1) for treatment of past performance relative to small business.

(cc) Volume IV –Price (Factor 4)

(1) The price proposal submitted by the Offeror plainly marked “Price Proposal.” The offer shall complete all sections in attachment 3-Pricing Sheet.

(2) Price Information: Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position. All information relating to the proposed price, including all required supporting documentation must be included in the section of the proposal designated as the Price volume.

(3) Pricing Data: The Offeror will not be required to certify pricing support. Offerors are cautioned that their proposed prices should be consistent with the proposed technical, staffing and quality approach reflective of the effort required by the solicitation.

(4) Proposed burdened and unburdened hourly rates shall be rounded to the nearest whole cent, and final monetary extensions (using the CLIN structure in solicitation and pricing sheet) shall be rounded to the nearest whole dollar. All periods of the contract and each CLIN must be priced, this includes the base period of 12 months, including the transition period of 30 days and all four (4) potential option periods of twelve (12) months each.”

(5) Pricing Support: The proposed prices will be adequately supported in order for the Contracting Officer to make the determination that the prices are fair and reasonable.

(6) Proposal Assumptions: The Offeror shall include all factors used to develop the proposed pricing.

Each factor used that determines price should be well illustrated within the proposal.

End of Addendum

(ADDENDUM TO 52.212-4)

(0001) ORGANIZATIONAL CONFLICT OF INTEREST

(1) Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

(0002) KEY PERSONNEL

(1) Key Personnel who either: (i) the Offeror proposed pre-award, or, alternatively, (ii) are replacement Key Personnel pursuant to the contracting officer's written and signed authorization, shall not be replaced for a period of one year after award or after replacement, respectively, except for:

(i) Serious, prolonged illness, the onset of which post-dates the Contractor's submission of that Key Person's resume to the Government

(ii) Death

(iii) In the case of a Key Person who was a Contractor employee when the Contractor submitted his or her resume to the Government, the Key Person leaves the Contractor's employ for reasons other than retirement and does not commence work for a subcontractor working on this contract or for the Contractor after a hiatus

(2) The Contractor agrees that it has a contractual obligation to mitigate the consequences of the loss of Key Personnel and shall promptly secure any necessary replacements in accordance with this PWS section. Failure to replace a Key Person pursuant to this clause and without a break in performance of the labor category at issue shall be considered a condition endangering contract performance and may provide grounds for default termination.

(3) Substitutions of Key Personnel proposed to the Contracting Officer shall have qualifications equal to or superior than the Key Personnel being replaced. The Contractor shall submit those qualifications to the Contracting Officer in writing (e.g., résumés, curriculum vitae) at least two weeks (or as the CO otherwise agrees in writing) before Key Personnel may be replaced.

(4) No Key Personnel can be replaced without written authorization from the CO.

(5) Substitute Key Personnel must submit necessary clearance information before commencing performance and with sufficient lead-time to avoid a break in performance of the subject labor category. The Government has determined that the following are defined as Key Personnel:

Program Manager - These personnel shall work onsite in government facilities, aiding government/military members. Program Management Professional Certification (Portfolio and Program Management. Certification) is highly preferable.

Training Manager - Training Managers shall have a minimum of 3 years’ experience using AHLTA in a clinical setting and have experience in a training role. Managers should have experience as medical support staff in Military Treatment Facilities.

(0003) TASK ORDERING INSTRUCTIONS

(1) The Government will issue the Request for Task Order Proposal (RTOP) to the prime contractor(s) consistent with the ordering procedures contained in FAR and DFARS guidance. Task orders will be issued on a Firm Fixed Price basis. Performance can only be authorized by issuance of a task order or revision thereto issued by the CO.

(2) It is anticipated that orders will be solicited, negotiated, and awarded based on bilateral agreement of the Parties. In emergency situations or when a bilateral task order cannot be otherwise definitized in a timely manner, the Government reserves the right to issue unilateral task orders on an undefinitized basis. Any such undefinitized unilateral task order shall be definitized in accordance with DFARS 252.217-7027 – Contract Definitization utilizing a not-to-exceed ceiling amount provided by the CO.

Non- FAR Part 12 discretionary FAR and DFAR clauses included herein are incorporated into this contract either by reference or in full text. If incorporated by reference, see clause 52.252-2 for locations where full text can be found.

(End of Clause)

PERFORMANCE WORK STATEMENT

MILITARY HEALTH SYSTEM (MHS)

NEXT GENERATION TRI-SERVICE WORKFLOW SERVICES

Defense Health Agency, Falls Church

Part 1

General Information

1. General: This is a non-personal services contract to provide Subject Manner Experts (SMEs) comprised of Senior Physicians, Senior Physician Assistants/Nurse Practitioners and Junior Physicians, Training Manager and

Program Managers for the Military Health System (MHS), Defense Health Headquarters (DHHQ), Falls Church, VA. The Government shall not exercise any supervision or control over the contract service providers (employees performing the services) herein with regards to the contract. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to create, edit, monitor, and perform services on clinical workflows as it pertains to this statement of work. The aforementioned services will be referred to as Next Generation Workflow Services. Workflow is defined as the sequence of operational, administrative, or clinical processes through which a piece of work passes from initiation to completion. The contractor shall provide medical information technology (IT) services of the nature and scope described in the paragraphs below. This Performance Work Statement except for those items specified as government furnished property and services, the contractor shall perform to the standards therein.

1.2 Background: In 2009 the Air Force Medical Support Agency (AFMSA)/SG6 realized the difficulty of deploying and integrating IT products in the MHS. Armed Forces Health Longitudinal Technology Application (AHLTA) was and is the electronic medical record for the MHS, and had low user satisfaction. Seeing the importance of working across the MHS, the AFMSA Workflow Division reached out to the Army and the Navy and formed the Tri-Service Workflow Team (TSWF team). This group of clinicians from all three services work together to create IT solutions in a standardized manner to actualize evidence based medicine at the point of care.

It is Workflow that allows us to maximize the talents of every member of the medical team and deliver world class care to our patients. Workflow is the “how, who, when and where” of data management. Commanders on the battlefield know the importance of having the right intelligence at the right time. Medical providers need the same to deliver optimal care for our patients. The Tri-Service Workflow (TSWF) team has developed programs and methodologies that apply state of the art Workflow principles into military medicine.

1.3 Objectives: DEVELOPMENT AND DISSEMINATION OF CLINICAL WORKFLOWS:

The contractor shall provide Subject Matter Experts, training managers, developers and program management support. Business process Analysts may be required on an as needed basis. Efforts will be in coordination of the development of clinical workflows for the electronic medical record system, in providing evaluations and recommendations on clinician-focused IT systems, in support of the Military Health Service (MHS). This includes, but is not limited to:

AHLTA

AHLTA-T

Secure Messaging

ICD-10

Programs in support of enhancing AHLTA functionality

a. Dragon Naturally Speaking

b. As-u-type

Milsuite or other communication platforms Future Electronic Health Records

1.4 Scope: The Contractor shall provide qualified personnel as described in section 1.6.11 of this document to perform medical and information technology (IT) Workflow support, TSWF specifically leverages enterprise DoD IT solutions to help standardize functionally directed clinical workflows at every military treatment facility.

The most common current solution is the AHLTA TSWF Alternate Input Method (AIM) forms (though the team is transitioning to support of the future electronic health record). Functionally directed clinical workflows are difficult to anticipate, and have varying levels of effort. Effort is dictated by clinical needs, policy and IT limitations. Creation of workflow forms is usually technically simple; the challenge lies in identifying and standardizing the clinical content of the form while balancing usability needs of a wide population of physicians.

Proper training is necessary to ensure success of these workflows. Likewise, analysis of effort (i.e. metrics, both internal to the project – i.e. project process improvement, and external to the project – i.e. clinical process or patient outcomes) is just as important to the success of the project. Future workflows will require varying technical needs, based on the system at hand. This contract encompasses the entirety of the development lifecycle

(planning, implementation, testing, documentation, deployment/training, analysis, and eventual closure) of workflow solutions across the enterprise.

1.4.1 The Contractor shall comply with all applicable laws, rules and regulations, including but not limited to those included in Section 4 of the PWS.

1.5 Period of Performance: The period of performance shall be for one (1) Base Period of 12 months (including Transition-In) and four (4) 12-month option periods.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. Within thirty calendar days after contract award, three copies of a comprehensive written QCP shall be submitted to the COR and within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0730 to 1630 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The place of performance for the main members of the team which includes the program manager and the majority of the SME’s which will be referred to here on out as the Core Team will Walter Reed National Military Medical Center/National Intrepid Center of Excellence, Fort Belvoir, Defense Health Agency Headquarters, Uniformed Services University, and Joint Base Andrews Air Force Base; however the team deploys products throughout the MHS at Continental United States (CONUS) and Outside the Continental United States (OCONUS) sites. Selection criteria for visits at sites that have a need for standardization, implementation of new or current tools into their workflow, or require refresher training is typical. New development of products and periodic data pulls many be conducted at, but not limited to, some or all of the recognized pilot sites. The pilot sites selected are variable, and the days at each pilot are notional estimates of time required, and in this case, are based on previous performance.

Examples of pilot sites, and previous amount of time spent at pilot sites:

Army:

Joint Base Lewis‐McChord, WA 4 days

Ft Bragg, NC 4 days

Ft Sam‐Houston, TX 4 days

Tripler, HI 4 days

Ft Hood, TX 4 days

Carlisle Barracks, PA 4 days

Navy:

San Diego Naval Station, CA 4 days

NSA Bethesda, MD 4 days

Air Force:

Eglin AFB, FL 4 days

Lackland AFB, TX 4 days

Travis AFB, CA 4 days

1.6.6 Type of Contract: The government will award an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with firm fixed price line items and ODCs for travel, training, and materials. There will be a guaranteed minimum of one line item per year per Task Order, and a maximum of not-to-exceed ten line items in a year.

1.6.7 Security Requirements: The MTFs are restricted access military installations. A personnel background check will be processed. An ID, the common access card (CAC), and the vehicle registration will not be issued until the background checks are completed and approved by the installation security manager. The CAC card is required for access to government computer data bases and also is given to the security guards when entering military installations.

1.6.7.1 Security Identification badges: Contractor personnel shall comply with the local installation and MTF personnel identification requirements. The contractor is responsible for absences of contractor personnel due to expired identification and access documents.

1.6.7.2 Contractor Personnel must turn in the MTF badge and common access card to the COR upon termination of their services under this contract. COR can delay invoicing until receipt of CAC.

1.6.7.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.8 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE:

All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated.

The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan.

Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.8.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.8.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.9 Government Training / Orientation

1.6.9.1 Staff Orientation - New Employee. Contract employees shall participate in all staff orientation and/or training. Contract employees will attend a contractor provided initial orientation to familiarize themselves with policies and procedures of the MTF. Each employee must attend an initial orientation provided by the contractor that includes instruction on military rank and proper customs and courtesy’s. All training must be updated on a quarterly basis and initial and updates must be approved by the COR (s). Such orientation may include instruction on automated processing, standard operating procedures, local in-services, quality improvement policies, communications, and occupational exposure to blood borne pathogens, safety programs, etc.

1.6.9.2 Annual Training Updates. Contract employees shall be required to complete an annual training update at the MTF Annual training updates may be accomplished via video or classroom instruction, computer-based instruction, or review of written materials.

1.6.9.3 Armed Forces Health Longitudinal Technology Application (AHLTA) Training (formerly known as CHCSII). Contract employees shall attend training in the use of AHLTA. The length of training will depend upon the computer skills of the individual contract employee. This training will be coordinated and scheduled by the COR. (Access to such patient data systems is an “Automated Data Processing Sensitive” position requiring compliance with AR 25-2 and AR 380-67.)

1.6.9.4 HIPAA Privacy and Security Training (HIPAA 101). Contract employees shall be required to complete the On-Line Web-based Training Modules within the first 30 days of employment.

1.6.9.5 In addition to the specified courses listed above, contract employees are required to attend or complete on-line any Department of Defense, Army, or Federal Government directed courses, which are not available to contract employee outside of the MTF. Contract employees will participate in all mandatory training.

1.6.9.6 Government unique training. The government may elect to provide unique government training to contract employees who are performing services under this contract. If the government elects to provide such training, the government will provide such training at no additional expense to the contractor or to the contract employee. When directed by the contracting officer, contract employees shall attend all such training in a paid status as part of the normal services required and billed under the contract.