RFI - Data Abstraction.docx

Request for Information (RFI)

DISCLAIMER:

This notice is issued solely for market research, planning, and information-gathering purposes in accordance with FAR Part 10 (Market Research). It is not a competitive solicitation, request for proposals (RFP), request for quotations (RFQ), invitation for bids (IFB), or commitment by the issuing entity to issue a solicitation or award a contract. The Government does not intend to award a contract on the basis of the RFI or otherwise pay for the information requested and responses will be treated as information only and not as a proposal. Responses to this notice will be used to:

· Assess the availability of commercial products or services that meet or can be modified to meet the requirement.

· Determine the capabilities of interested sources, including small businesses (e.g., small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone, 8(a), women-owned small business).

· Inform the acquisition strategy, including whether a set-aside, partial set-aside, or full-and-open competition is appropriate, or if other than full-and-open competition may be justified.

· The North American Industry Classification System (NAICS) for this requirement is 541990 for All Other Professional, Scientific, and Technical Services (Non-IT) and Service Code is R405 Support- Professional: Operations Research/Quantitative Analysis.

BACKGROUND:

The Defense Health Agency (DHA) requires contractor support for data abstraction services. These services include reviewing, identifying, and extracting relevant medical and related clinical data from Department of Defense (DoD) and Department of Veterans Affairs (VA) medical records and documentation systems, including the Armed Forces Health Longitudinal Technology Application (AHLTA), Theater Medical Data Store (TMDS), Joint Legacy Viewer (JLV), MHS GENESIS, and the Veterans Health Information Systems and Technology Architecture (VistA). Extracted data—whether handwritten, textual, or digital—shall be entered into the Defense and Veterans Eye Injury and Vision Registry (DVEIVR).

DVEIVR is a web-based ocular care clinical data repository and a joint DoD/VA initiative. It serves as a centralized resource for eye care providers, researchers, and academia to access and analyze data on eye injuries, diagnoses, surgical interventions, visual acuity, treatments, and outcomes for Service Members and Veterans. Maintained by the DoD Vision Center of Excellence (VCE), DVEIVR supports collection and tracking of detailed eye injury and vision data, coordination of care between DoD and VA, research into prevention and treatment of vision issues, improvement of military eye care, and fulfillment of Congressional reporting requirements for eye injuries and diseases affecting Service Members and Veterans.

The VCE was established by Congress through the National Defense Authorization Act for Fiscal Year 2008 to address military eye injuries, including prevention, diagnosis, treatment, rehabilitation, and care for visual system disorders, such as those associated with traumatic brain injury. Its three interrelated objectives are to improve vision health, optimize operational readiness, and enhance quality of life for Service Members and Veterans.

OBJECTIVES:

The objectives of this effort are to:

· Perform data abstraction from DoD and VA medical and related clinical systems;

· Conduct quality data monitoring, auditing, and review of data abstraction and related processes; and

· Provide data abstraction operational support to the VCE.

SCOPE:

The scope encompasses data abstraction of ocular and related clinical data from DoD and VA medical systems. Required services include supporting Government data abstractor training and knowledge transfer; developing and refining business processes, draft Standard Operating Procedures (SOPs), and business logic/rules associated with DVEIVR data requirements; entering ocular-related data into DVEIVR; reviewing, revising, and amending quality review and audit processes to ensure data accuracy; and participating in the Data Management Work Group (DWG), Interface Change Boards (ICBs), Integrated Product Team (IPT), Quality Review Meetings, and Stakeholder Workgroups to present findings and recommendations.

These are iterative processes that may expand over time. A well-documented foundation of processes and associated SOPs will ensure successful data abstraction and data integrity. Data abstracted into DVEIVR will enable longitudinal tracking of eye-related injuries and diseases to support VCE studies and analyses related to readiness, treatment, best practices, and policy development

CAPABILITY STATEMENT INSTRUCTIONS:

If your organization has the potential capacity to perform the required services, please provide a white paper (limited to 10 pages) with sufficient information to ensure that respondents can successfully perform to and fulfill all requirements. The following shall be addressed in white paper submissions:

1. Company Information:

· Organization name, address, email address, website (if available), telephone number.

· Business size and type of ownership (e.g., large business, small business, veteran-owned small business, service-disabled veteran-owned, HUBZone, 8(a), women-owned, etc.).

· UEI number (from SAM.gov) and CAGE code.

2. Capability Details:

· A description of past performance performing these same or similar requirements. Please provide the previous Government contract number (if applicable) and who received the services (Government, research facility or educational facility).

· Any limitations, proprietary aspects, or unique features that may impact the performance and completion of this requirement.

· Provide a brief description demonstrating your organization’s ability and knowledge to perform the required services.

ADDITIONAL INFORMATION:

A draft copy of the performance work statement (PWS) shall be included for review.

Submission Deadline – Refer to the SAM.gov posting for the exact deadline.

All questions and responses under this RFI must be submitted by email.

Telephone inquiries will not be accepted or acknowledged. No feedback or evaluations will be provided to companies regarding submissions (except for a confirmation email acknowledging receipt). Late responses may not be acknowledged. Responses will be reviewed for planning purposes only. Proprietary or confidential information should be clearly marked.