SOURCES SOUGHT NOTICE.pdf

SOURCES SOUGHT NOTICE

Health Readiness Contracting Office (HRCO)

Fort Bragg, NC 28310

REF#: W81K0425QA028

TITLE: ePCR Electronic Patient Care Reporting Software

NAICS: 541519, Other Computer Related Services

PoP: 09/01/2025 – 8/31/2030

The Health Readiness Contracting Office, Fort Bragg, NC is issuing this Sources Sought Notice as a means of conducting market research to identify businesses that are interested in and capable of supplying Mobile Web Subscription (Electronic Patient Care Reporting (e- PCR) to be utilized at Womack Army Medical Center. A draft Statement of Work is attached for review.

The information requested in this may be used as market research for planning purposes and to facilitate decision making (i.e., acquisition strategy determinations, availability of capable small business concerns, etc.). The information submitted will not be disclosed outside the Government. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for quotes or proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

Contactor MUST be Federal Risk and Authorization Management Program (FedRAMP) Certified. This requirement is mandatory for consideration.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541519, Other Computer Related Services, with a size standard of $34.0M.

The Place of Performance is Fort Bragg, North Carolina.

The anticipated Period of Performance is September 1, 2025, through August 31, 2030, which includes one 12-month base year and four 12-month option periods.

There is a new requirement.

PERFORMANCE WORK STATEMENT (PWS)

Pre-Hospital Electronic Patient Care Records

1. Description of Services.

1.1.Contractor shall provide a “Product” is hereinto referred to as “Internet Based Computer Patient Charting System” that allows for creating, maintaining, accessing, managing and reporting pre-hospital medical information related to emergency medical care transport and other medical services; mobile data collection software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers that allows onsite patient data collection.

2. Services Provided by Vendor

2.1. Website. Contractor shall provide access to Womack Army Medical Center, Medical Readiness Command, Ambulance Service to the computer patient charting website at all times except when unavailable due to upgrades or repairs/maintenance. The website shall provide a proprietary computerized system for data input, manipulation and standard report generation per Vendor specifications.

2.2 Modifications/Customizations. Womack Army Medical Center, Medical Readiness Command, Ambulance Service accepts the Internet Based Computer Patient Charting System with the standard functionality, reports, and queries existing at the time of purchase. If Womack Army Medical Center, Medical Readiness Command, Ambulance Service requests custom functions, reports or queries, Vendor will advise if such enhancements are currently being developed or will be placed on a future development list. If at that time Vendor does not plan to develop the enhancements as part of product standard features, Womack Army Medical Center, Medical Readiness Command, Ambulance Service and Vendor may agree that Vendor will provide the enhancements for a development fee. No work on a Womack Army Medical Center, Medical Readiness Command, Ambulance Service requested enhancement will be undertaken unless Womack Army Medical Center, Medical Readiness Command, Ambulance Service agrees in writing in advance to the scope and estimated cost of the enhancement.

2.3. Documentation and Training. Vendor shall supply user manuals containing specifications and instructions. Vendor shall also provide phone and web-based administrative support and configuration training during the first month following the first use of Vendor’s product.

2.4. On-site training can be provided on a time and expense basis per mutual agreement of Womack Army Medical Center, Medical Readiness Command, Ambulance Service and Vendor.

2.5. Customer Support. General phone support is available during Vendor regular business hours.

Emergency phone support is available 24 hours per day, 7 days per week, through a designated communication center.

2.6 Project Manager. Vendor shall appoint a project manager who shall be available to consult with Womack Army Medical Center, Medical Readiness Command, Ambulance Service designated representative to facilitate the performance of this Agreement.

2.7. System Performance and Maintenance. System performance and maintenance shall be subject to the “Service Levels and Maintenance Guidelines” set forth in Attachment A.

2.8. State Reporting. Vendor shall provide a means of collecting and transmitting Womack Army Medical Center, Medical Readiness Command, Ambulance Service pre-hospital data to any state regulatory body or designee in compliance with reasonable state regulations and requirements.

3. Womack Army Medical Center, Medical Readiness Command, Ambulance Service Obligations

3.1.Hardware and Software. For each workstation from which Womack Army Medical Center, Medical Readiness Command, Ambulance Service Customer desires access to internet-based computer patient charting system shall provide and install at its own expense hardware and software meeting the specifications set forth Vendor.

3.2. Internet Access. Womack Army Medical Center, Medical Readiness Command, Ambulance Service shall be responsible for obtaining and paying for physical connections of the computers to the Internet.

3.3. Upgrades. Womack Army Medical Center, Medical Readiness Command, Ambulance Service shall be responsible to purchase and/or install any upgrades to hardware or software necessary to access future versions of the internet-based computer patient charting system. Vendor agrees to provide Womack Army Medical Center, Medical Readiness Command, Ambulance Service with at least six (6) months’ notice of any changes that may require modifications to Womack Army Medical Center, Medical Readiness Command, Ambulance Service hardware or software.

3.4. Designate Representative. Womack Army Medical Center, Medical Readiness Command, Ambulance Service shall designate a representative to communicate with Vendor’s project manager to facilitate the performance of this Agreement.

4. License and Restrictions on Use

4.1.Grant of License. Upon receipt of applicable Service Fees and in accordance with the contract.

Vendor grants to Womack Army Medical Center, Medical Readiness Command, Ambulance Service a non-exclusive, non-transferable, limited license to access and use the internet based computer patient charting system only in the following manner: (a) by Womack Army Medical Center, Medical Readiness Command, Ambulance Service and its authorized users remotely accessing internet based computer patient charting system; (b) for bona fide purposes relating to the input, manipulation and reporting of patient, other clinical and operational data created and modified by Womack Army Medical Center, Medical Readiness Command, Ambulance Service and its authorized users, and for no other purposes; (c) during the Term.

4.2.Authorized Users.

4.2.1 Vendor shall give administrative rights to the Womack Army Medical Center, Medical Readiness Command, Ambulance Service Representative or other Womack Army Medical Center, Medical Readiness Command, Ambulance Service designee to establish user passwords for persons and entities Womack Army Medical Center, Medical Readiness Command, Ambulance Service authorizes to input and/or access its data (“authorized users”). Womack Army Medical Center, Medical Readiness Command, Ambulance Service shall have exclusive control over the designation of authorized users. Womack Army Medical Center, Medical Readiness Command, Ambulance Service and its authorized users are responsible for maintaining the confidentiality of all passwords.

4.2.2 Womack Army Medical Center, Medical Readiness Command, Ambulance Service is responsible to assure that its authorized users comply with the limitations of use set forth in this Performance Work Statement and to enter into any confidentiality agreement(s) with its authorized users that may be required by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the Health Information Technology for Economic and Clinical Health Act, Title XIII of the American Recovery and Reinvestment Act of 2009 (the "HITECH Act"), or other federal or state law.

4.2.3 In no event shall Womack Army Medical Center, Medical Readiness Command, Ambulance Service or any authorized user knowingly allow access to internet based computer patient charting system by any unauthorized user or by any person or entity who/that makes, markets, distributes or has any ownership or other economic interest in any service or product that would compete with the service(s) and product(s) provided under the terms of this Performance Work Statement, except with written prior approval from Vendor.

5. Data

5.1 Ownership of Data. All data entered by Womack Army Medical Center, Medical Readiness Command, Ambulance Service shall be considered the property Department of the Army, Womack Army Medical Center, Medical Readiness Command, Ambulance Service and shall be kept confidential by Vendor.

5.2.Access to Data. Only Womack Army Medical Center, Medical Readiness Command, Ambulance Service and its authorized users may access Womack Army Medical Center, Medical Readiness Command, Ambulance Service data. Vendor shall not be responsible for the unauthorized, illegal, or improper dissemination or use of data by Womack Army Medical Center, Medical Readiness Command, Ambulance Service or its authorized users.

5.3.Protected Health Information. It is recognized by the parties that data entered by Womack Army Medical Center, Medical Readiness Command, Ambulance Service and its authorized users will include “Protected Health Information” as that term is defined in HIPAA regulations at 45 CFR § 164.501. Vendor agrees to comply with applicable provisions of HIPAA as more fully set forth in the HIPAA BUSINESS ASSOCIATE ADDENDUM.

5.4.Vendor represents that its software, database, servers and communication protocols and procedures meet the security standards established by HIPAA for the protection of Protected Health Information when properly utilized in accordance with this Performance Work Statement.

5.5.Transfer and Removal of Data. Upon termination of contract by either party for any reason, or at any time requested by Womack Army Medical Center, Medical Readiness Command, Ambulance Service in writing during the Term of the contract, Vendor shall transfer all data to Womack Army Medical Center, Medical Readiness Command, Ambulance Service within thirty

(30) days in a mutually agreed format. If Womack Army Medical Center, Medical Readiness Command, Ambulance Service and Vendor cannot agree upon a format within thirty (30) days, Vendor shall have the right to transfer or store Womack Army Medical Center, Medical Readiness Command, Ambulance Service data in a generally accepted format. After termination and transfer of data to Womack Army Medical Center, Medical Readiness Command, Ambulance Service, or at any other time requested by Womack Army Medical Center, Medical Readiness Command, Ambulance Service, Vendor shall remove all Womack Army Medical Center, Medical Readiness Command, Ambulance Service data from its servers unless such removal would violate a court order, law, regulation or other legal prohibition.

6. Vendor’s Protected Property

6.1 No Transfer of Rights. All title and applicable common law and statutory rights in and to use mobile data collection software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers including, but not limited to, rights in confidential and trade secret material, Screen Shots, Screen Layouts, business logic, source code, object code, user manuals, specifications, trademarks, service marks, logos, patents and copyrights, if any, and all derivative works therein shall, as between Womack Army Medical Center, Medical Readiness Command, Ambulance Service and Vendor, be and remain the property of Vendor, and Womack Army Medical Center, Medical Readiness Command, Ambulance Service will have no right, title or interest in any such property (“Vendor’s Protected Property”).

6.2 Forbidden Acts. Womack Army Medical Center, Medical Readiness Command, Ambulance Service agrees not to copy, distribute, sell, reproduce, alter, enhance, modify, and reverse engineer or use for any purpose other than the legitimate purposes authorized by this Performance Work Statement, any Vendor Protected Property.

6.3 Acts Allowed by Licensee. Notwithstanding the above, in the exercise of the rights and license granted hereunder, Womack Army Medical Center, Medical Readiness Command, Ambulance Service may print or download management reports, patient care reports, and forms from internet-based computer patient charting system, provided that Womack Army Medical Center, Medical Readiness Command, Ambulance Service keeps intact all copyright and other proprietary notices.

6.4 Acknowledgement of Rights. Womack Army Medical Center, Medical Readiness Command, Ambulance Service acknowledges that Vendor’s property rights in and to software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers are valuable and unique and that such property rights are protected. Customer also acknowledges that it will preserve and protect the confidentiality of these products. In protecting the confidentiality of the internet based computer patient charting system, Womack Army Medical Center, Medical Readiness Command, Ambulance Service shall, at a minimum, exercise the same degree of care and take the same actions that Womack Army Medical Center, Medical Readiness Command, Ambulance Service exercises and takes with regard to the preservation and protection of its own confidential information and proprietary rights, but not less than a reasonable degree of care.

7. Maintenance and Service Level Guidelines

7.1. Definitions

7.1.1. “Regular or Peak Hours”: The hours of 7:00 a.m. to 11:00 p.m. (based on Eastern Standard Time or Eastern Daylight Savings Time, whichever is currently applicable)

7.1.2. “Non-Peak Hours”: All other hours in a day that are not “Peak Hours.”

7.1.3. “Non-Critical System Maintenance”: Maintenance that is not necessary to maintain the integrity of data or system stability.

7.1.4. “Critical System Maintenance”: Maintenance that is necessary to maintain the integrity of data or system stability.

7.1.5. “Critical Problem”: Any problem encountered by Womack Army Medical Center, Medical Readiness Command, Ambulance Service that materially and adversely interferes with Womack Army Medical Center, Medical Readiness Command, Ambulance Service use of software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers

7.1.6. “Non-Critical Problem”: Any problem encountered by Womack Army Medical Center, Medical Readiness Command, Ambulance Service involving the use of software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers that does not materially or adversely interfere with Womack Army Medical Center, Medical Readiness Command, Ambulance Service use.

7.2. Maintenance and Remedial Work

7.2.1 Scheduled and Non-Scheduled Maintenance.

7.2.1.1 Non-Critical System Maintenance. Vendor will use best efforts to carry out Non-Critical System Maintenance during Non-Peak hours. If downtime is anticipated to be less than 15 minutes, at least 4 hours prior notice will be given as an application message on the system. If downtime is anticipated to be between 16 and 90 minutes, at least 24 hours prior notice will be given using both application messages and email notification to the service administrator as listed by Womack Army Medical Center, Medical Readiness Command, Ambulance Service in the application configuration. If downtime is anticipated to be greater than 90 minutes, at least 72 hours prior notice will be made using both application messages and email notification to the service administrator as listed in the application configuration.

7.2.1.2. Critical System Maintenance. Critical system maintenance may be performed whenever it is deemed necessary by Vendor to maintain the integrity of data or the stability of the system.

7.2.2 Remedial Work.

7.2.2.1. Critical Problem. In the event of a critical problem, Vendor will use all efforts to correct a verifiable, reproducible problem within 1 business day (i) after Womack Army Medical Center, Medical Readiness Command, Ambulance Service reports such problem to Vendor; or (ii) after detection by Vendor.

7.2.2.2 Non-Critical Problem. In the event of a non-critical problem, Vendor will use reasonable efforts to correct a verifiable, reproducible non-critical problem within 5 business days (i) after Womack Army Medical Center, Medical Readiness Command, Ambulance Service reports such problem to Vendor; or (ii) after detection by Vendor.

7.2.2.3. Exclusions. Vendor’s obligations to correct problems, make repairs, provide maintenance or provide other services (the “remedial work”) shall not include:

7.2.2.3.1 Remedial work for anything other than to software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers.

7.2.2.3.2. Any remedial work in any way required by or related to the following:

7.2.2.3.2.1 Womack Army Medical Center, Medical Readiness Command, Ambulance Service or Womack Army Medical Center, Medical Readiness Command, Ambulance Service representative’s designs, specifications or instructions.

7.2.2.3.2.2. Womack Army Medical Center, Medical Readiness Command, Ambulance Service failure to fulfill any of Womack Army Medical Center, Medical Readiness Command, Ambulance Service obligations or responsibilities under the Performance Work Statement.

7.2.2.3.2.3. Failure by Womack Army Medical Center, Medical Readiness Command, Ambulance Service to comply with Vendor’s written instructions or recommendations.

7.2.2.3.2.4. Womack Army Medical Center, Medical Readiness Command, Ambulance Service or any Womack Army Medical Center, Medical Readiness Command, Ambulance Service designated third party using or combining any component of software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers with any incompatible product or service that does not properly exchange data with internet-based computer patient charting system.

7.2.2.3.2.5. Alteration or improper use of software for Pocket PC PDAs, mobile data collection software for laptop and tablet computers by Womack Army Medical Center, Medical Readiness Command, Ambulance Service or others.

7.2.2.3.2.6. A failure to use or install error corrections, repairs, updates or upgrades or take other reasonable actions recommended by Vendor so that products functions properly.

7.2.2.3.2.7. Womack Army Medical Center, Medical Readiness Command, Ambulance Service own hardware, software, equipment or facilities

7.2.2.3.2.8. Design or manufacturing defects in any products or services not made and provided by Vendor;

7.2.2.3.2.9. A failure of a Womack Army Medical Center, Medical Readiness Command, Ambulance Service local area network or wide area network that prevents the transmission of data intended for review at the destination. This includes any disruptions of Womack Army Medical Center, Medical Readiness Command, Ambulance Service telephone lines, Womack Army Medical Center, Medical Readiness Command, Ambulance Service ISP connections to the Internet and any electronic delivery systems that constitute the “Internet backbone.”

7.2.2.3.2.10. Anything beyond Vendor's reasonable control. This includes, but is not limited to, any acts of God, widespread power outages or telecommunication disruptions, and/or the illegal activity of virus writers and/or “hackers” who deliberately produce material/actions that disrupt the connectivity between Womack Army Medical Center, Medical Readiness Command, Ambulance Service and Vendor, including a denial of service attack.

7.2.2.3.2.11. Any planned downtime or maintenance communicated by Vendor to Womack Army Medical Center, Medical Readiness Command, Ambulance Service. Communication may include notices on Vendor's web site.

8. Service Level Commitment

8.1. Availability Commitment - Definition and Calculation. Internet based computer patient charting system shall be available for Womack Army Medical Center, Medical Readiness Command, Ambulance Service Usage 98% of the time during any one calendar month. “Available for Womack Army Medical Center, Medical Readiness Command, Ambulance Service Usage” means that internet-based computer patient charting system is functioning and is not subject to “Downtime.” “Downtime” equals the time during which internet-based computer patient charting system is functioning with a Critical Problem or not functioning due to a Critical Problem.

Downtime will commence when Womack Army Medical Center, Medical Readiness Command, Ambulance Service notifies Vendor that internet-based computer patient charting system is unavailable for use as a result of a Critical Problem. Downtime will end as soon as the Critical Problem is cured, and internet-based computer patient charting system is available for use without a Critical Problem. Vendor will maintain, and provide upon request to Womack Army Medical Center, Medical Readiness Command, Ambulance Service, Service Level log documenting Service Level performance including all data required to calculate Availability.

8.2. Availability Commitment - Performance and Remedy. In the event that Vendor does not meet its Availability Commitment during any calendar month during the Term, Womack Army Medical Center, Medical Readiness Command, Ambulance Service next monthly invoice shall be reduced by 10% plus an additional 1% for each 1% increment below the Availability Commitment.

8.3. Reliability Commitment - Definition and Calculation. Reliability is defined as the number of consecutive calendar months during the Term of the contract when internet-based computer patient charting system Availability Commitment is not met. Vendor will maintain, and provide upon request to Womack Army Medical Center, Medical Readiness Command, Ambulance Service, a Service Level log documenting Service Level performance including all data required to calculate Reliability.

8.4. Reliability Commitment - Performance and Remedy. In the event that internet-based computer patient charting system does not meet its Reliability Commitment during the Term, the following remedies will be available to Womack Army Medical Center, Medical Readiness Command, Ambulance Service, and enforceable at the Womack Army Medical Center, Medical Readiness Command, Ambulance Service, discretion:

8.4.1. Internet based computer patient charting system does not meet Availability Commitment (regardless of by what %) for two (2) consecutive months: 25% reduction (above Availability remedy) in next monthly invoice.

8.4.2. Internet based computer patient charting system does not meet Availability Commitment (regardless of by what %) for three (3) consecutive months: 40% reduction (above Availability remedy) in next monthly invoice.

8.4.3. Internet based computer patient charting system does not meet Availability Commitment (regardless of by what %) for four (4) consecutive months: Vendor is in default of Performance Work Statement and Womack Army Medical Center, Medical Readiness Command, Ambulance Service may exercise any available remedy for Early Termination at its sole discretion or may take a 50% reduction (above Availability remedy) in next monthly invoice. All remedies provided to Womack Army Medical Center, Medical Readiness Command, Ambulance Service are in the form of liquidated damages against Vendor. As noted elsewhere in this Performance Work Statement, Vendor has offered liquidated damages as the sole recourse for the Womack Army Medical Center, Medical Readiness Command, Ambulance Service in the event of performance problems with or non-performance of internet-based computer patient charting system. All other Womack Army Medical Center, Medical Readiness Command, Ambulance Service may pursue are limited as noted elsewhere in Performance Work Statement

9. ANTI-TERRORISM/OPERATIONS SECURITY

Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors’ employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office.

Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

For contractors requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05.

The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more.

At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

For contractors that do not require CAC but require access to a DoD facility or installation.

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190- 13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.