PEO DHMS Deployment Ordering Guide.pdf

HT003826RE001

Attachment 19: Scope and Ordering Guide 1 Solicitation Number: HT003826RE001 3 Program Executive Office, Healthcare Management Systems (PEO DHMS) Deployment 4 Solutions 5

1.0 Program Overview 6

The Program Executive Office - Defense Healthcare Management Systems (PEO DHMS) is 7 responsible for delivering advanced health IT solutions to the Department of War (DoW), the 8 Department of Veterans Affairs (VA), the United States Coast Guard (USCG), North Atlantic 9 Treaty Organization (NATO)/Coalition partners, and other federal partners including efforts 10 coordinated through the Federal Electronic Health Record Modernization (FEHRM) office. 11 Within its portfolio, PEO DHMS oversees three critical programs: Defense Healthcare 12 Management System Modernization (DHMSM), Joint Operational Medicine Information System 13 (JOMIS) and Enterprise Intelligence and Data Solutions (EIDS). These programs collectively 14 enhance healthcare delivery, operational medicine capabilities, and medical readiness across 15 diverse environments. The DHMS Deployment Solutions Indefinite Delivery/Indefinite 16 Quantity (IDIQ) Multiple Award Contract (MAC) provides PEO DHMS with a means to acquire 17 deployment solutions. 18

2.0 Purpose 20

This ordering guide sets forth the procedures for issuing task orders against the PEO DHMS 21 Deployment Solutions MAC. 22

3.0 Scope 24

The DHMS Deployment Solutions MAC is a non-personal services contract to provide all 25 services and materials necessary to support and execute the on-demand deployment of DHMS 26 products and related or supporting components. This includes program management, 27 deployment planning and execution, hardware delivery and connectivity, product connectivity 28 and interface validation, user enablement services, data management, and migration. Services are 29 applicable to Continental United States (CONUS) and Outside CONUS (OCONUS) locations, 30 covering various roles of care and facility types as specified in individual task orders. 31

4.0 Unauthorized Services 33

This MAC is not intended to acquire stand-alone training or other services that are not related to 34 a specific deployment activity. Contractor employees shall not perform inherently governmental 35 functions as discussed in Revolutionary FAR Overhaul (RFO) Subpart 7.5, “Inherently 36 Governmental Functions” nor personal services as defined in RFO 37.2. 37

5.0 Authorized Ordering Activities 39

The DHMS Contracting Division (DHMS-CD) must execute all orders. 40

6.0 Roles and Responsibilities 42

Contracting Officer 43 The Contracting Officer is ultimately responsible for the award, administration, and management 44 of the IDIQ contract including IDIQ modifications. 45

• Proactively partners with, maintains, and manages relationships with contractors, 46 especially on higher visibility/prime mission efforts. 47

• Provides advice and guidance to appointed CORs, senior leaders, and primary contract 48 holders regarding all contract related matters. 49

• Understands execution of contractual activities and maintains readiness to satisfy 50 business needs. 51

• Provides direction, oversees changes, and referees all related issues. 52

• Provides scope determination assistance. 53

• Provides final decisions on contract matters in coordination with leadership. 54

• Coordinates/approves public communications about contracting matters. 55

• Appoints and terminates all CORs. 56

• Officially designate a COR for the task order by letter of appointment in Procurement 57

Integrated Enterprise Environment (PIEE) JAM and provide specific training to 58 appointed COR. 59

Task order Contracting Officer: 61 The task order Contracting Officer is responsible for soliciting, awarding, and administering task 62 orders including task order modifications. 63

• Responsible for contracting products (e.g., RFPs, Source Selections), including reporting 64 status/risk/schedule for task order events. 65

• Only a task order Contracting Officer can change the terms and conditions of a task order 66 award. These changes require a task order modification. 67

Program Management Office (PMO) 69 The PMOs are responsible for technical planning, program administration, and management of 70 program activities. 71

• Provide task order requirements package in accordance with DHMS-CD requirements. 72

• Assist the task order Contracting Officer with proposal evaluation. 73

• Monitor task order performance. 74

• Monitor ceiling for the programs. 75

• Monitor overall contractor performance. 76

• Establish/Facilitate Program Training. 77

Contracting Officer Representative (COR) 79

• Monitor and evaluate contractor performance using Quality Assurance Surveillance Plan 80

(QASP). 81

• Monitor contractor adherence to PWS and manage deliverables submitted by contractor 82 (i.e., CDRLs). 83

• Gather and provide periodic reporting of performance to the Contracting Officer (as 84 requested). 85

• Manage and ensure all aspects of compliance (e.g., Government Furnished Property, 86 assets, training, etc.). 87

• Ensure COR reports are uploaded monthly in PIEE Surveillance and Performance 88 Monitoring (SPM) module. 89

• Assist Contracting Officer with Contractor Performance Assessment Reporting System 90 (CPARS) as needed. 91

• Elevate issues to the Contracting Officer when issues cannot be resolved at lowest level. 92

• Onboard and Off-board contractors (CACs, badges, etc.). 93

• Assist with task order closeout. 94

• Obtains Defense Health Agency (DHA) and PEO DHMS required training for CORs. 95

• Serves as focal point for all task activities and acts as primary point of contact for task 96 order. 97

• Assumes technical oversight of task order. 98

• Under no circumstances is the COR authorized to make commitments or changes that 99 may affect price, quality, quantity, delivery or other terms and conditions of the task 100 orders resulting in an unauthorized commitment. 101

Contractor Responsibility 103

• Ensure point of contact information (POC) with the Government and within SAM is kept 104 current. 105

• Provide Contracting Officer and COR company POC information specifically for 106 contracting matters, task order proposals, and technical engagements or inquiries 107

• Adhere to the proposal procedures for PEO DHMS Deployment Solutions including 108 responding with bid or no bid responses for task order opportunities. 109

• Provide Contract Data Requirements List (CDRL) and non-technical data deliverables in 110 accordance with (IAW) the Performance Work Statement (PWS). 111

• Report any issues to the Contracting Officer and COR (as required). 112

7.0 Contract (IDIQ) Overview 114

7.1 Terms and Conditions 115

Contract Type • MAC IDIQ

• Contract Types: task orders shall be Firm Fixed Price (FFP) Contract Ceiling Task orders placed against the ceiling of this MAC will not exceed

$300M over the life of the contract Contract Min/ Ceiling Amount

• Contract Minimum: $10K

• Contract Ceiling: $300M

7.2 Ordering Period 118

The MAC ordering period is comprised of a 5-year ordering period (one-year base and four one-119 year optional ordering periods). 120 Task orders may be awarded at any time during the ordering period of the MAC IDIQ. The 122 ordering agency must ensure that the task order terms are consistent with the IDIQ and PWS. 123

7.3 Contractor List 125

Contractor Name Contract Number UEI TBD at Contract Award

8.0 Task Order Procedures 128

This section governs the issuance of orders for this IDIQ MAC. It explains the process that will 129 be used when awarding each task order. To ensure procurement integrity in timeline adherence 130 this organization utilizes a requirement-first intake process. Work on new task orders or 131 modifications will not begin until a complete requirements package (RP) has been fully accepted 132 by the Chief DHMS CD. See Sections 8.2 and 8.2. 133

8.1 Process for New Requirements, Recompetes, Or Modification to an Existing 135 Requirement 136

8.2 Process for Pre-Priced Options, Incremental Funding, Or Technical Direction 139 Letter (TDL) 140

8.3 Fair Opportunity Procedures 144

In accordance with RFO 16.507-2 the Contracting Officer will provide each awardee a fair 145 opportunity to be considered for each order above the micro-purchase threshold according to 146 paragraph RFO 16.507-2(c) and 16.507-3 through 16.507-5, unless a sole source order is 147 justified and approved according to RFO 16.507-6. 148

8.3.1 Streamlined Competition Procedures 150

The Contracting Officer may use streamlined procedures tailored to the risk and complexity of 151 the task order requirements. At minimum evaluation factors will consider Price. Streamlined 152 proposal techniques may include oral presentations, PowerPoint submissions, videos, or other 153 formats suitable for reducing bid preparation burden for industry and/or evaluation burden for 154 the Government. 155

8.3.2 Robust Competition Procedures 157

Based on the risk and complexity of the task order requirement the Contracting Officer may use 158 a more robust competition to determine the Best Value award decision. For orders valued above 159 $7.5M the Contracting Officer will disclose significant factors and subfactors that the 160 Government expects to consider in evaluating offers and the relative importance for the factors 161 and subfactors. At minimum evaluation factors will consider Price and may include other factors 162 such as Technical Approach, Technical Capability, Past Performance, Small Business 163 Participation and/or other suitable factors. 164

8.3.3 Small Business Participation 166

For each task order, the Contracting Officer must consider small business participation as a 167 potential evaluation factor. The Contracting Officer shall either use Small Business Participation 168 as an evaluation factor or formally document why a Small Business Subcontracting Plan does not 169 apply, in accordance with RFO 19.109. 170 A Small Business Subcontracting Plan is not required, and therefore participation is not a 171 meaningful evaluation factor, under the following circumstances: 172

• The task order’s dollar value is less than $900K; 173

• The task order is being awarded to a small business concern; or 174

• The contract will be performed entirely outside of the United Status and its outlying 175 areas. 176

8.4 Exceptions to Fair Opportunity 178

In accordance with RFO 16.507-1 orders valued at or below the micro-purchase threshold may 179 be placed with any multiple-award contractor that can meet the Government’s needs. 180 The Contracting Officer must justify placing an order valued above the micro-purchase threshold 182 on a sole source basis in accordance with RFO 16.507-6. The exception to fair opportunity must 183 be justified in writing as specified in RFO 16.507-6(d). Justifications valued above the SAT must 184 be posted in accordance with RFO 16.507-6(f). 185

8.4.1 Satisfy Minimum Guarantee 187

In accordance with 16.507-6(4) a sole source award can be placed to satisfy a minimum 188 guarantee. The award should meet or exceed the minimum guarantee amount stated in clause 189 52.216-19. 190

8.5 Order Level Protests 192

In accordance with RFO 16.508 no protest under part 33 is authorized in connection with the 193 issuance or proposed issuance of a task order, except a protest on the grounds that the order 194 increases the scope, period, or maximum value of the contract or for DoW a protest of an order 195 valued in excess of $35 million. Protests of orders in excess of the $35M threshold may only be 196 filed with the Government Accountability Office (GAO), in accordance with the procedures at 197

RFO 33.105. 198

8.5 Order Level Protests