W9124J24Q0004 EDUC Questions.Answers.pdf

RFQ W9124J-24-Q-0004 Questions

1. The description on Sam.gov refers to "contract service providers performing the services". To whom or what entity or entities does this refer? What services are they currently providing?

Answer: The entity is the US Army Graduate Program in Anesthesia Nursing (USAGPAN) Faculty, Staff, and Students. Services currently provided include the following online capabilities regardless of user location:

a. Student case entry and tracking. In accordance with the Council on Accreditation of Nurse Anesthesia Educational Programs (COA), students are required to acquire a requisite number of anesthesia cases (650) and hours (2000). Students are also required to get certain types of cases (Geriatric, Obstetric, Pediatric, Trauma, etc.). They must have a means of recording their cases electronically for their recordkeeping as part of their transcripts and for the instructor to review.

b. Care plans

c. Program evaluations (Faculty, Student, Program)

d. Student transcripts to be submitted to the National Board of Certification and Recertification of Nurse Anesthetists (NBCRNA). Current vendor (4 D Software Medatrax) is recognized by the NBCRNA to allow data from student transcripts to be uploaded into their website as part of the application for the National Certification Exam.

e. Student routine and threshold counseling records – In accordance with COA and TRADOC standards, students are to be counseled on a routine basis. The USAGPAN faculty counsel students on a monthly basis. Should a student require additional counseling or have an event that occurs other than at the time of routine counseling, they require a record of the counseling through use of the threshold counseling form.

f. Grading package for grade entry of over 80 graded events to include calculation of course average, GPA, and letter grade calculation for submission to the affiliate university. Grade package also includes the ability to generate exam failure notices that are linked to faculty and student counseling notification.

2. Could you provide an overview of the current web-based system used by USAGPAN?

Answer: 4 D Software Medatrax is the vendor providing the current web-based system.

4 D Software Medatrax provides all functionalities necessary to meet current electronic documentation requirements that include Student, Instructor, Course, and Program Evaluation tools, Case Tracking tools, Care Plans, Grades, Routine/Exam Failure/ Probation Counseling, Student Transcripts, Canvas or other affiliate online course integration, Student Credentialing data monitoring, and Student Demographic Data. 4 D Software Medatrax provides USAGPAN the ability to generate a variety of reports as needed on students, faculty, and the USAGPAN program IAW COA requirements for program effectiveness evaluation and program record keeping for accreditation. 4 D Software Medatrax provides ready access to real-time and historic data necessary for queries/reports for the Program Director at Phase 1 or any of the geographically distant Phase 2 sites.

3. Are you seeking enhancements to the existing system, or are you looking for a completely new solution?

Answer: We require all the existing capabilities provided by 4 D Software Medatrax. As an additional capability, it would be beneficial if we were able to access the web-based services via mobile application while in the OR.

4. Is there an existing software license that you are considering renewing, or are you open to exploring new software solutions?

Answer: We do not hold any software license for access to this web-based platform.

5. If considering a renewal, what are the current limitations or challenges with the existing license that you would like addressed?

Answer: The only challenge we would like addressed is access to the web-based services via mobile application that can record clinical evaluations while in the OR (limited internet access).

6. What has been the user feedback on the current system (or process) in terms of usability and accessibility?

Answer: The user feedback on 4 D Software Medatrax has been that users are satisfied with the overall performance and access. Medatrax meets the many program requirements and is responsive to requests for assistance regardless of location. There are over 1,025 registered USAGPAN users on four levels of access (Master Administrator, Administrator, Instructor, Student).

7. Are there any specific user experience improvements or accessibility features that you are looking for in the new system?

Answer: Access to the web-based services via mobile application that can record clinical evaluations while in the OR (limited internet access) would be beneficial.

8. Are there any specific security challenges or concerns with the current system that need to be addressed?

Answer: There are no security challenges or concerns with the current system. Each access is password protected.

9. We have a software platform that supports clients with similar needs to this project, however, it is not currently used in the healthcare industry. We are wondering about the need for experience in supporting higher education nursing anesthesia program requirements.

Would bids from vendors without that experience be considered?

Answer: The US Army Graduate Program in Anesthesia Nursing is accredited by the Council on Accreditation of Nurse Anesthesia Educational Programs (COA) specifically for the education of nurse anesthetists. As such, the program must meet specific documentation requirements for nurse anesthesia students. The program must be able to generate case record transcripts recognized by the COA in order for students to qualify to take the National Certification Exam and be credentialed as nurse anesthesia providers.

10. Also, is there any flexibility on the delivery of a fully functional system within two months of contract award?

Answer: The next cohort of students arrives 3 June 2024 and functionalities such as student demographics, student rosters, and course listing/grades templates must be in place prior to their arrival.

11. Are you seeking a web‐based application to be built from the ground up to meet these requirements, or are you looking for an already active web‐based application?

Answer: If the active web-based application meets all of the USAGPAN requirements as stipulated in the Performance Work Statement, we would entertain the use of an already active web-based application. If not, the USAGPAN would require that it be built from the ground up.