ID03160001_-_DHA_Tier_2.5_Limited_Sources_Justification_Mod_002_(Fed_Bizopps).pdf

LIMITED SOURCES JUSTIFICATION AND APPROVAL

Defense Health Agency (DHA)

For Tier 2.5 Trouble Ticket and Data Reconciliation Support

Information Technology Support

ID03160001

Modification 002

Note: This document is prepared in accordance with the requirements of FAR 8.405-6(c) (2).

This acquisition will be conducted under the authority of the Multiple Award Schedule Program.

(c)(2)(i) Requiring Agency and Contracting Agency.

The requiring activity is the Defense Health Agency (DHA), Falls Church, VA 22042. The contracting activity is GSA/FAS, Mid-Atlantic Region, Philadelphia, PA 19106.

This document is hereby identified as a Limited Sources Justification.

(c)(2)(ii) Nature/Description of Action.

The action being approved is a restriction of fair consideration to all GSA Schedule awardees under the GSA IT 70 Schedule, SIN 132-51 “Information Technology Services” and sub category "IT Systems Analysis Services”. A modification to task order GSQ0316DS0025 under the TMCI - The Mcvey Company, Inc.’s (TMCI) GSA IT 70 Schedule contract GS-35F-0478J is required to provide additional data reconciliation support under optional CLIN 0003 Data Quality Support. This new work is a logical follow-on to GSQ0316DS0025, which was placed in accordance with the applicable Federal Supply Schedule ordering procedures. GSQ0316DS0025 was competitively awarded on 03/29/2016.

This modification will be issued to sustain the workload increase of the DHA MHS Tier 2.5 Help Desk requirement to resolve a backlog of approximately 2 million patient identity issues, such as duplicate or crossed patient records to prepare for the implementation of the new MHS Genesis tool.

(c)(2)(iii) Description of Services.

This task order modification will provide additional support for the Military Health Systems (MHS) Tier 2.5 Help Desk requirement to provide the Defense Health Management Systems (DHMS) with duplicate record clean-up support for the remainder of the current Base performance period, from 19 September 2016 through 09 April 2017. This modification will also

GSA: Mid-Atlantic Region Federal Acquisition Service allow the additional help desk support for option years 1 and 2 (if exercised) in order to meet the DHA’s need for record clean-up through 09 April 2019.

The DHA has a backlog of approximately 2 million patient identity issues, such as duplicate or crossed patient records. The DHMS Program Office (PO) is tasked with the requirement to ensure that these issues are remedied prior to Go-Live and data migration events, for Military Health System (MHS) Genesis, scheduled for December 2016.

This action provides in scope support to include:

The implementation of proactive procedures and tools to identify, analyze, and resolve data quality issues as they are created for a location’s empanelment in advance of the

DHMS MHS Genesis deployment schedule.

Analyzing the Armed Forces Health Longitudinal Technology Application (AHLTA)

Central Data Repository (CDR) and the Composite Healthcare System (CHCS) to baseline the breadth and scope of duplicate and crossed patient records. Baseline analysis and data quality resolution activities will focus on the initial DHMS MHS Genesis EHR deployment location after which the MHS Tier 2.5 Help Desk contractor will address the remaining locations in advance of and in the order of scheduled deployment.

(c)(2)(iv) Authority and Supporting Rationale.

The authority for this action is FAR 8.405-6(a)(1)(i))(C) - In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order was not previously issued under sole-source or limited-sources procedures.

As a part of the MHS Genesis deployment, a portal has been created to allow healthcare providers to view historical health record data on patients to ensure a continuum of care. This portal searches for and delivers the data on a patient record. However, the portal does not recognize if a patient has a duplicate record in the system, containing additional medical information, so it does not flag the record for the healthcare provider. Therefore, in the case of a duplicate record, the healthcare provider would only receive partial information about that patient, which results in significant patient safety risk and concern.

For the first roll-out of the MHS Genesis, scheduled for December 2016, to the medical facilities in the Pacific Northwest, the MHS Tier 2.5 Help Desk must review all current patient records located at those sites, query for duplicate records, and merge those records prior to implementation to prevent this patient safety issue from becoming a reality.

TMCI was recently awarded this task order on March 29, 2016. The scope of this task order is to provide program-level Help Desk support to include evaluating, processing or resolving and tracking 100% of the Trouble Tickets identified for the MHS Tier 2.5 Help Desk. This includes program management, detailed trend analysis and reporting on the state and performance of the

DHCS.

Competing this requirement would not be in the interest of economy and efficiency. Specifically, if this requirement were competed, the Government would incur a significant investment in the time and effort it would take to develop an entirely new set of solicitation documentation, issue an RFQ, review and analyze quotes, prepare award documentation and make the award. DHA is part of the Department of Defense (DOD) and requires the RFQ to be issued for thirty (30) days, which will result in unacceptable delays, besides the burden of an increase in cost, in order to follow the ordering procedures.

This modification is also the most efficient course of action, as competing it will take, at least 4 months, delaying the deployment of the MHS Genesis to the health systems throughout the DOD. MHS Genesis is an improvement to the existing tools currently used in the healthcare systems. However, the effectiveness of this new tool is being neutralized due to the 2 million problem patient records residing on the CDR. Since, MHS Tier 2.5 Help Desk would logically be tasked with correcting these issues to compete a portion of work that is merely an increase to the existing effort, would be a waste of time and money on the part of the Government.

There is also a risk to the patient population throughout the entire Military Health Care Systems due to these duplicate and inaccurate records. A delay in providing the help desk with the additional FTEs to support this increase in workload could result in improper diagnosing and prescribing medication to patients, based on faulty data.

TMCI has provided acceptable support for this task order since April 2016 (no negative feedback has been received thus far from DHA). Retaining this contractor will fulfill the Government’s requirement to support the MHS Tier 2.5 Help Desk requirement through the life of the task order.

As such, in the interest of economy and efficiency, issuing a modification for this additional MHS Tier 2.5 Help Desk requirement is the proper and logical action for the Government. The reasons above prove that competing this work will have a critical impact on DHA’s mission in providing the best healthcare to DoD personnel.

(c)(2)(v) Fair and Reasonable Determination.

The assigned GSA ITM will complete a technical evaluation on the contractor’s technical submission. The assigned GSA Contracting Officer will complete the price evaluation. The GSA ITM will perform a technical evaluation to ensure that the labor mix and number of hours quoted by the contractor are acceptable and commensurate with the work requirement of this task as well as ensuring that the contractor has adequately responded to all technical requirements.

The GSA Contracting Officer will conduct a price analysis of the contractor’s submitted prices for all labor ensuring that there are no math errors or pricing caveats. Quoted labor rates will also be checked to ensure that they do not exceed the contractor’s current GSA Schedule contract. In addition, the Contracting Officer will check historical pricing on the previous similar task orders and the current task order (which was recently competitively awarded) in comparison to the contractor’s quoted price.

In accordance with FAR Subpart 8.4, GSA has already determined the prices to be fair and reasonable at time of award of this task order since they are derived from and reflect the actual prices in the GSA Schedule and since the rates were also derived from a competitively awarded task order. The Contracting Officer has determined that these combined efforts will result in the greatest overall benefit to the Government in response to the requirement, attaining the best value, and fair and reasonable prices.

(c)(2)(vi) Market Research.

Market Research was conducted in accordance with FAR 10. A review of the technical scope of TMCI’s GSA IT 70 Schedule contract showed that the contractor offers the required services under its GSA Schedule contract number GS-35F-0478J. This research was conducted using GSA’s Schedules E-library website and the contractor’s web site.

(c)(2)(vii) Other Factors.

None.

(c)(2)(viii) Actions to Remove or Overcome Any Barriers from Competition.

If future expenditures and allowances are granted for continued support during the period of performance of this task, all efforts will be made by the Government to seek alternate sources of service for the support.

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