Posting - Evaluation Factors.pdf

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICE TO OFFERORS

L.1. GENERAL INSTRUCTION

Each of the technical elements listed herein must be addressed to make offeror’s proposal content coincide with the details that the Evaluation Team will consider for the evaluation. The template to be used for the proposals is provided in L.4. However, any negation to the proposal submission requirements or nonconformity to key personnel’s qualification requirement may not lead to a default rating of deficiency for the proposal.

Simple statements of compliance to the contract requirements without a detailed description on how the compliance will be met, may not be considered acceptable. Accordingly, any offer in which material information requested is not furnished, or where indirect or incomplete information or answers are provided, may be considered unacceptable and/or determined to be outside the competitive range. If deemed necessary, Government may verify information provided in the proposal against publically available data/information.

Government intends to make award without discussions with Offerors. Therefore, the Offerors’ initial quotation should contain the Offeror’s best terms from a price and technical standpoint.

The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In the event discussions are held, a competitive range determination will be made. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

This Request for Quotation (RFQ) does not commit the Government to pay for any cost for preparation and submission of an offer. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition.

L.2. CONTENT OF THE TECHNICAL QUOTATION

Technical and Price Volumes must be submitted separately. Each volume shall be separate and complete so that evaluation of one may be accomplished independently of the other – e.g., the level of effort dedicated to contract performance by each contractor individual shall be clear in the proposal submission under key personnel without having to review the price breakdown information.

Font size to be used for the proposal shall be no smaller than Times New Roman – 12, or equal.

Font size limitation does not apply to the graphs or charts. All proposals shall consist of information addressing the following technical factors.

L.2.1 TECHNICAL CAPABILITY

The Offeror’s technical quotation to the Government must demonstrate the Offeror’s technical understanding of the Performance Work Statement (PWS). The quote should demonstrate the company’s understanding and capability in a concise, logical manner and should not contain superfluous material not directly related to the solicitation. All information must be presented in sufficient depth to allow the Government to make a comprehensive evaluation of the

Offeror’s understanding of the PWS and the Offeror’s capability for successful performance to meet these requirements. The Technical Elements for the factor shall include the following:

Element 1. FedRAMP certified or able to operate inside the IHS network

Element 2. The system must be able to develop specific security groups that will allow or disallow access to specified facility, Service Unit, or Area level events. The contractor shall support granular user access controls and tooling for Account Holders to perform investigation, analysis and aggregation, and reporting of reported events at the local, regional, and national levels. User access control should include by organization or tenancy, organizational scope and hierarchy, and by types of events.

Element 3. The system will be available for all federal, Tribal, and Urban Indian Health Programs IHS employees, be available 24 hours a day, 7 days a week to report incidents.

The contractor shall accomplish system availability of at least 99 percent, meet Federal IT/Security/Accessibility requirements, and a help desk that shall have a toll-free number, email address, and instant chat; and be available 8 am to 8 pm Eastern Time, Monday through Friday.

Element 3 a. For FedRAMP Solutions: System restart, when needed, will take no longer than 30 minutes. Recovery of lost data, when needed, shall not take more than 8 hours and restarting form a backup copy of the database, shall not take more than 8 hours.

Element 4. The system must allow the capture of, at minimum, patient safety, medication safety, occupational safety, physical security, property security, and risk management events.

Element 5. The system must be able to allow for, at minimum, 1600 individual account holders

Element 6. The contractor should have technical experience or competency in the fields of patient safety, medication safety, occupational safety, physical security, property security, and risk management.

Element 7. The system must be able to develop multiple chart and graph types to include, but not limited to: Control charts (e.g. C-chart, I-chart, X-chart, Moving range, Run chart), Gauge charts, Crosstab reports, Traffic light charts, Bar graphs, pie graphs, line graphs, and pareto graphs. (5.6.7) The system shall offer the ability to broadcast email event notifications to system users. (5.7.9)

Element 8. The system must provide the ability for entry and export of root cause and analysis (RCA) that is consistent with the Institute for Healthcare Improvement (IHI) RCA2 methodology. (5.6.11)

Element 9. The system supports summary reports based on user-selected parameters including system reporting capabilities to OSHA, Sharps Injury Log, and AHRQ Patient Safety Indicators. The system facilitates electronic submission to external entities such as

NIOSH, FDA, VAERS. (5.6.13)

Element 10. Training: The vendor creates and maintains adequate training for users. (5.7.1- 3)

Element 11. A help desk shall have a toll-free number, email address, and instant chat; and be available 8 am to 8 pm Eastern Time, Monday through Friday. (5.7.10)

Element 12. The vendor shall ensure a continuous transfer between the existing application and process to the proposed technical solution and process, along with a transition plan and change management plan. All historical data must be migrated into the new solution and must be useable, accessible, and retrievable.

Technical Capability above is limited to 15 pages.

L.2.2 KEY PERSONNEL / MANAGEMENT APPROACH

The Offeror shall submit resumes for all Key Personnel to be utilized in the performance of these requirements. The Offeror is to determine and provide the key personnel and their proposed role leading significant areas of the operation. Offeror shall clearly note which requirements section that the individual being proposed would work in. Also, the Offeror shall certify that the information on each key personnel submitted is true and complete.

Element 1. The Offeror must provide resumes for proposed Key Personnel. Each resume shall be limited to three (3) pages and shall provide the following information:

a. Name, educational qualification, quality and depth of experience of the proposed personnel.

This section, except resumes for Key Personnel, is limited to 5 pages.

L.2.3 RELEVANT PAST PERFORMANCE

Offerors will be evaluated on past performance under existing contracts and prior contracts.

Offerors should note the difference between past performance and past experience. Past performance relates to quality and how well a Contractor performed, while past experience is about the type and amount of work previously performed by a Contractor.

The Government may supplement the information Offerors provide with performance information it may obtain from any source including its own experience with the Offeror.

Element 1. The Offeror’s relevant past performance questionnaires will be used for the evaluation under this element. The Offeror will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous work. Relevant contracts are those contracts completed during the past five years or currently in active that are of similar scope, magnitude, nature, and work. In addition, Offerors are instructed to complete the past performance questionnaire template (See Appendix A) for three (3) contracts. If applicable, proposed subcontractors must also complete the template for one (1) contracts.

Element 2. The Federal Government uses the Contractor Performance Assessment Reporting System (CPARS) to document contractor performance information that is required by Federal Regulations. Past performance information entered to CPARS is available to federal agencies through a separate system called the Past Performance Information Retrieval System (PPIRS) for source selection purposes. Contracting Officer will assess the Offeror’s PPIRS records as part of the evaluation of this sub-factor.

Element 3. The vendor has previous experience working with American Indian and Alaska Natives.

L.5. QUOTATION SECTION TEMPLATE

The Section Template below shall be used for the formation of the Offeror’s quotation.

Offerors are allowed to add additional information - before and after the mandated sections below - to address the other aspects such as introduction, company background, closing statement, etc. However, the following format must be followed for the information addressing the technical elements in the Section L.1.

1. Technical Capability

1.1. Technical Element 1.

1.2. Technical Element 2.

1.3. Technical Element 3.

1.4. Technical Element 4.

1.5. Technical Element 5.

2. Key Personnel/Management Approach

2.1 Resumes for Key Personnel

2.2. Technical Element 2.

*Resumes are to be submitted as Appendix.

1.1 Relevant Past Performance

*Only the Questionnaires are to be submitted for this factor.