RFI-Digitization-200720.pdf

REQUEST FOR INFORMATION

DIGITIZATION AND DESTRUCTION OF MEDICAL RECORDS

1.0 Description

1.1. The Patient Administration Division, Healthcare Operations of the Defense Health Agency

(DHA) has a requirement for digitization and destruction of medical records for the Department of Defense (DOD) military treatment facilities (MTFs) located worldwide.

1.2. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the

Government to contract for any supply or service whatsoever. Further, the DHA is not at this time seeking proposals and will not accept unsolicited proposals. Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it may be awarded through the 8(a) program, solicited through government points of entry such as GSA, NASA SEWP, etc., or synopsized on the beta.SAM,gov website. It is the responsibility of the potential offerors to monitor all sites for additional information pertaining to this requirement. The results of this RFI may contribute to determining the method of procurement.

2.0 Background

The DOD is committed to providing quality healthcare services and requires digitization of approximately 7.2 million records. This requirement is mandated by the Office of Management and Budget memorandum on the requirement to transition to electronic records dated June 28, 2019. This directive requires a digitization solution be identified to transition our historical paper based medical records documentation into scanned images housed on a secure government imaging solution.

3.0 Requested Information

3.1. DHA has a requirement to provide digitization of approximately 7.2 million medical records.

3.2. Capability Needs:

3.2.1. Please provide information relative to your capability and experience to provide personnel, facilities, equipment, and services required to store, scan, index, and destroy medical record documentation based upon industry standards.

3.2.2. Please provide information relative to your capability and experience to maintain documents in facilities located within the continental United States and in compliance with the

Health Information Portability and Accountability Act (HIPAA).

3.2.3. Please describe your capability to inventory, acknowledge the receipt and tracking system to allow for the retrieval of any document that is in process.

3.2.4. Please describe your capability to provide scanning of documents, capability to combine the contents of multiple volumes of medical and dental records to ensure the medical record is complete. How do you ensure the scanned documents correlate to the correct patient and are legible?

3.2.7. Describe your capability to provide interim storage facilities at a level of protection consistent with industry standards and must meet all applicable and current requirements of the

National Fire Protection Association.

3.2.8. Capability to access government networks to digitize documents to be done in accordance with guidelines and standards set forth in HAIMS.

3.2.9. Please discuss your capability and approach to providing regular reports, at a minimum monthly, documenting number of records received, boxes received, number of records scanned, number of pages scanned, and number of records destroyed.

3.2.10. Please discuss your capability to provide document preparation to include separation of documents from their records or bindings prior to scanning. What is your approach to handle documents of varying sizes, single and double sided, and documents of varying conditions.

3.2.11. Please describe your capability to accomplish certified destruction of records.

Describe your approach to storing these documents. How do you ensure that confidentiality of all destroyed records is maintained?

4.0 Responses

4.1. Interested parties are requested to respond to this RFI with a Capability Statement to include two Sections, Section One – Administrative Information per RFI Section 4.3 and Section 2 –

Requested Information per RFI Section 3.0. Capability Statements should be tailored to the particulars of this effort. In addition, if significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management approach for such arrangements.

4.2. Capability Statements should be submitted in Microsoft Word for Office compatible format and are due no later than 12:00 PM, local San Antonio Texas (Central) time, 31 July 2020.

Responses shall be limited to 10 pages and submitted via e-mail to Mr. Edward L. (Ed) Norton at

Edward.L.Norton2.ctr@mail.mil. Use the following title in your email subject line Digitization and Destruction of Medical Records. Proprietary information, if any, should be minimized and

MUST BE CLEARLY MARKED. To aid the Government, segregate proprietary information.

All submissions become Government property and will not be returned. RFI submissions provided after the date referenced above need not be assessed.

4.3. Section 1 of the Capability Statement shall provide administrative information, and shall include the following as a minimum:

4.3.1. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact.

4.3.2. Recommended contracting strategy.

4.3.3. Recommended solution for accomplishment of task and rationale.

4.3.4. In order for the Government to assess the market capability of your company or organization as to the administration of one or more aspects of the Digitization and Destruction of Medical Records contract, please provide the following company information:

a. Company Name;

b. DUNS;

c. CAGE CODE;

d. Applicable NAICS Codes;

e. All Applicable Contract Numbers – i.e., GWACS, GSA OASIS, GSA Professional

Services, etc.;

f. Applicable GSA SINs [to include description of SIN product/service classification/description];

g. Business size status and date of last certification; and

h. Contracting vehicles that would be available to the Government for the procurement of the service. [i.e. GSA PSS, GSA OASIS, NASA SEWP, etc.] (This information is for market research only and does not preclude your company from responding to this notice.)

4.3.5. Questions to Respondents – Provide answers to the following questions, include assumptions or other conditions.

a. Does the business concern attest that it has past performance adequate to compete for this requirement? If so, cite at least one similar contract performed within the last three (3) years.

b. Given a complete solicitation, what would be the minimum time the business concern would reasonably require to prepare a quote or proposal for a competition?

c. Considering answers to the previous questions and the Agency’s intent to release a competitive solicitation, would the business concern likely respond to a solicitation for competitive quotes or proposals?

4.3.6. In response to this RFI, please answer the following questions based on DFARS

Clause 252.204-7008 and 252.204-7012.

a. Is your company currently compliant with the requirements for information systems in the DFARS provision 252.204-7012?

b. If your company is not currently compliant, and your company is interested in submitting a quotation or proposal under any future resulting solicitation, could your company become compliant with DFARS 252.204-7012 by the time of submission of a quotation or within 30 days of submission of a quotation?

c. Is your company and associated company employees working Cybersecurity

(Information Assurance (IA))/Cyberspace functions compliant with DoD training requirements in Department of Defense Directive (DoDD) 8140.01, and DoD 8570.01-M?

d. If your company is not currently compliant and your company is interested in submitting a quotation or proposal under any future resulting competition, could your company become compliant with DoDD 8140.01 and DoD 8570.01-M by the time of submission of a quotation or within 30 days of submission of a quotation?

4.4. The number of pages in Section 1 – Administrative Information of the Capability Statement shall not be included in the 10-page limitation for Section 2 – Requested Information of the

Capability Statement. Section 2 – Requested Information of the Capability Statement shall provide the information as requested in Section 3.0 of this RFI and shall be limited to 10 pages.

5.0 Industry Discussion

N/A

6.0 Summary

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide

Digitization and Destruction of Medical Records. The information provided in the RFI is subject to change and is not binding on the Government. The DHA has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Questions submitted regarding this RFI will not be accepted or acknowledged nor will there be a response.