Digitizing, Conversion, and Management of Service Treatment Records in support of the Department of the Navy Bureau of Medicine and Surgery

Amendment 0005 issued 10/30/2015 is hereby posted to NECO to address offeror questions that were received after the established cut-off date. The time and date for receipt of offers remains unchanged at 3:00pm (local time/Phila, PA) on 03 November 2015.

Amendment 0004 dated 10/27/2015 is hereby issued to ADD Attachment 0009 entitled Navy Separation Data by Month and to amend RFP FAR provisions 52.212-1 and 52.212-2. The time and date for receipt of proposals remains unchanged at 3:00pm on 03 November 2015 (local time/Phila, PA).

Amendment 0003 dated 10/23/2015 has been issued and posted to NECO to respond to all remaining offeror questions submitted in response to RFP N00189-15-R-Z051. The time and date for receipt of proposals is hereby extended to 3:00PM (local time/Philadelphia, PA) on 03 November 2015.

Amendment 0002 dated 10/14/2015 is being posted to NECO to respond to offeror questions received in response to RFP N00189-15-R-Z051. A subsequent amendment is being drafted and will be posted upon completion and after receipt of all remaining offeror questions received after the established 10/15/2015 cut-off date.

Amendment 0001 is being issued to respond to offeror questions received in response to RFP N00189-15-R-Z051. A cut-off date has likewise been established for the receipt of all remaining offeror RFP questions. This cut off date for questions is no later than 10:00am (local time/Phila, PA) on 15 October 2015. The RFP closing date remains unchanged at 30 October 2015.

Amendment 0001 is being issued to respond to offeror questions received in response to RFP N00189-15-R-Z051. A cut-off date has likewise been established for the receipt of all remaining offeror RFP questions. This cut off date for questions is no later than 10:00am (local time/Phila, PA) on 15 October 2015. The RFP closing date remains unchanged at 30 October 2015.

Notice is hereby provided that pre-solicitation synopsis notice dated 06/30/2015 for Solicitation N00189-15-R-Z051 is hereby updated and replaced as detailed below. The anticipated release date of Solicitation N00189-15-R-Z051 is on or before 10/01/2015. Upon its release the solicitation will be posted electronically to the Navy Electronic Commerce Online (NECO) website at https://www.neco.navy.mil.



The NAVSUP Fleet Logistics Center (NFLC) Norfolk Contracting Department, Philadelphia Office intends to competitively procure on a 100% Small Business Set Aside Basis the digitization and conversion of all Navy Members’ Service Treatment Records (STRs), both Medical and Dental, and the management and delivery of the scanned STRs to the U.S.

Department of Veterans Affairs (VA) through the automated Healthcare Artifact and Information Management Solution (HAIMS) repository system in support of the Department of the Navy Bureau of Medicine and Surgery (BUMED). BUMED estimates the workload at 50,000 STRs annually which equates to approximately 12 million digitized images per year. The required services shall be performed at a contractor operated facility located within 30 miles of the BUMED Project Management Office (PMO), BUMED Detachment, 4300 Good Fellow Blvd, Bldg 103, St. Louis, MO 63120, hereafter referred to as the central cell conversion center.



The contractor shall provide conversion services of paper STRs (Medical, Dental, ALHTA Web Print (AWP), and DD-2963 processing) and loose medical documentation; document preparation to include validation of scanning, indexing, reassembly of folders, and confirmation of delivery of images in a searchable electronic format to the HAIMS repository system; and programmatic support services.

The contractor shall furnish the requisite technology and associated scanning equipment, hardware and software infrastructure, tools, materials, staff, and other services as necessary for the performance and management of conversion services of paper STR’s to electronic images. The contractor shall convert the paper based STRs to electronic images at 300 dots per inch (dpi) in a Portable Document Format (PDF). The contractor shall deliver data that is 99.5% accurate, complete, and comprehensive to include 100% image of all usable documents. The contractor shall transfer the scanned information into the HAIMS system via a government approved and provided Information Technology (IT) Network connection.

The Government approved and provided IT network, exclusive of scanning equipment, will be furnished by the Government until such time as a Business to Business (B2B) connection into Military Health System (MHS) is approved and established. The contractor will have one year from date of award to obtain approval and establish the necessary Business to Business (B2B) connection to the MHS.



The required programmatic support services include technical support for identification, tracking, implementing, uploading into HAIMS, analyzing, and reevaluating comprehensive compliance initiatives for the STR process. In support of these compliance initiatives, the Contractor shall analyze and provide metrics on a weekly basis on such data as: the total number of unique SSN’s received and uploaded into HAIMS, which are greater, and less than 45 days; average number of days from receipt to upload into HAIMS; and break down by active duty, reservist, echelon II commands, UIC’s, and parent command.

The Contractor shall analyze the data and provide delinquency rates by Echelon II commands and individual UIC’s/parent command to the NMRA PMO/COR. The metrics developed by the contractor shall be utilized for the purposes of assisting BUMED with developing presentations for instructions, executive conference, and meeting facilitation; training; and document publication/distribution as it pertains to the Navy’s metrics in meeting the Secretary of Defense Compliance initiatives for the STR process. The contractor is not responsible for conducting the presentations, meeting, training, etc., solely for assisting with its developments.



The contractor shall support short-term projects and produce a minimum of two (2) standard reports each week for the purposes of improving STR timeliness, tracking, and processing that must be completed with a product such as definitive reports or presentations as an output.

The contractor shall develop these projects based off the needs of the Government such as: how many STRs are shipped from a particular MTF for a particular time; how long does it take an STR on average to be shipped from a particular MTF; and what particular type of STRs are being shipped from an MTF during a particular timeframe. The contractor shall have additional reporting requirements as implementation compliance process matures. The reporting requirements shall be focused on STR processing to include timeliness, monitoring of STRs processed and upload timeframes into HAIMS. This shall include ADHOC reports that are uncharacteristic in type because of the timeliness requested by senior leadership.

Contractor can expect a minimum of 10 or less ADHOC report requests during a month, which can include: STRs NOT manifested but received; or SSNs mistyped on the manifest; total number of STRs received for unique SSNs; percentage uploaded within 45 business days; and average number of days to upload into HAIMS. The Contractor shall respond to ad hoc report requests as required. The Contractor shall also develop training/lesson plans for end users located at MTF/ Dental Treatment Facility (DTF) for packing and shipping records, and shall host 4-5 Defense online Collaboration Services (DCS) training sessions per year, scheduled via NMRA PMO/COR.



The proposed contract action is for services for which the Government intends to solicit and negotiate competitively on a 100% Small Business Set Aside (SBSA), best value basis.

The placement of a single Firm Fixed Priced (FFP) contract is anticipated encompassing a Base Period or Performance commencing on or around 01 March 2016 through 28 February 2017, plus four one-year option provisions to extend the term of the contract through 28 February 2021, if all options are exercised. The Government is using the policies contained in Part 12, Acquisition of Commercial Items, in its solicitation for the described services. Interested vendors will be requested to submit both non-price and price proposals. The evaluation for contract award will consider the non-price proposal more important than the price proposal. The solicitation is anticipated to be issued to the Navy Electronic Commerce Online (NECO) website at https://www.neco.navy.mil under Solicitation N00189-15-R-Z051.

The applicable NAICS code is 561410 with a small business size standard of $15 million. Prospective offerors must possess an active registration in the System For Award Management (SAM) database at www.sam.gov to be considered for award. Please direct any questions to Mary Mezzatesta at mary.mezzatesta@navy.mil.

The NAVSUP Fleet Logistics Center (NFLC) Norfolk Contracting Department, Philadelphia Office intends to competitively procure the digitizing and conversion of all Navy and Marine Corps Members’ Service Treatment Records (STRs), both Medical and Dental, and the management and delivery of the scanned STRs to the U.S. Department of Veterans Affairs (VA) through the automated Healthcare Artifact and Information Management Solution (HAIMS) repository system in support of the Department of the Navy Bureau of Medicine and Surgery (BUMED). BUMED estimates the workload at 12,000 STRs per month which equates to 2.5 million digitized images per month. The required services shall be performed at a contractor owned and operated facility located within 30 miles of the BUMED Project Management Office (PMO), BUMED Detachment, 4300 Good Fellow Blvd, Bldg 103, St.

Louis, MO 63120, hereafter referred to as the central cell conversion center.



The contractor shall provide conversion services of paper STRs (Medical, Dental, ALHTA Web Print (AWP), and DD-2963 processing) and loose medical documentation; document preparation to include validation of scanning, indexing, reassembly of folders, and confirmation of delivery of images in a searchable electronic format to the HAIMS repository system; and programmatic support services.



The contractor shall furnish the requisite technology and associated scanning equipment, hardware and software infrastructure, tools, materials, staff, and other services as necessary for the performance and management of conversion services of paper STR’s to electronic images.

The contractor shall convert the paper based STRs to electronic images at 300 dots per inch (dpi) in a Portable Document Format (PDF). The contractor shall deliver data that is 99.5% accurate, complete, and comprehensive to include 100% image of all usable documents. The contractor shall transfer the scanned information into the HAIMS system via a government approved and provided Information Technology (IT) Network connection. The Government approved and provided IT network, exclusive of scanning equipment, will be furnished by the Government until such time as a Business to Business (B2B) connection into Military Health System (MHS) is established by the contractor and approved by the Government.

The contractor will have one year from date of award to obtain approval and establish the necessary Business to Business (B2B) connection to the MHS.



The required programmatic support services include technical support for identification, tracking, implementing, uploading into HAIMS, analyzing, and reevaluating comprehensive compliance initiatives for the STR process. In support of these compliance initiatives, the Contractor shall analyze and provide metrics on a weekly basis on such data as: the total number of unique SSN’s received and uploaded into HAIMS, which are greater, and less than 45 days; average number of days from receipt to upload into HAIMS; and break down by active duty, reservist, echelon II commands, UIC’s, and parent command.

The Contractor shall analyze the data and provide delinquency rates by Echelon II commands and individual UIC’s/parent command to the NMRA PMO/COR. The metrics developed by the contractor shall be utilized for the purposes of assisting BUMED with developing presentations for instructions, executive conference, and meeting facilitation; training; and document publication/distribution as it pertains to the Navy’s metrics in meeting the Secretary of Defense Compliance initiatives for the STR process. The contractor is not responsible for conducting the presentations, meeting, training, etc., solely for assisting with its developments.



The contractor shall support short-term projects and produce a minimum of two (2) standard reports each week for the purposes of improving STR timeliness, tracking, and processing that must be completed with a product such as definitive reports or presentations as an output.

The contractor shall develop these projects based off the needs of the Government such as: how many STRs are shipped from a particular MTF for a particular time; how long does it take an STR on average to be shipped from a particular MTF; and what particular type of STRs are being shipped from an MTF during a particular timeframe. The contractor shall have additional reporting requirements as implementation compliance process matures. The reporting requirements shall be focused on STR processing to include timeliness, monitoring of STRs processed and upload timeframes into HAIMS. This shall include ADHOC reports that are uncharacteristic in type because of the timeliness requested by senior leadership.

Contractor can expect a minimum of 10 or less ADHOC report requests during a month, which can include: STRs NOT manifested but received; or SSNs mistyped on the manifest; total number of STRs received for unique SSNs; percentage uploaded within 45 business days; and average number of days to upload into HAIMS. The Contractor shall respond to ad hoc report requests as required. The Contractor shall also develop training/lesson plans for end users located at MTF/ Dental Treatment Facility (DTF) for packing and shipping records, and shall host 4-5 Defense online Collaboration Services (DCS) training sessions per year, scheduled via NMRA PMO/COR.



The proposed contract action is for services for which the Government intends to solicit and negotiate competitively on a 100% Small Business Set Aside (SBSA), best value basis.

The placement of a single Firm Fixed Priced (FFP) contract is anticipated encompassing a Base Period or Performance commencing on or around 01 January 2016 through 31 December 2016, plus four one-year option provisions to extend the term of the contract through 31 December 2020, if all options are exercised. The Government is using the policies contained in Part 12, Acquisition of Commercial Items, in its solicitation for the described services. Interested vendors will be requested to submit both non-price and price proposals. The evaluation for contract award will consider the non-price proposal more important than the price proposal. The solicitation is anticipated to be issued to the Navy Electronic Commerce Online (NECO) website at https://www.neco.navy.mil under Solicitation N00189-15-R-Z051.

The applicable NAICS code is 561410 with a small business size standard of $15 million. Prospective offerors must possess an active registration in the System For Award Management (SAM) database at www.sam.gov to be considered for award. Please direct any questions to Mary Mezzatesta at mary.mezzatesta@navy.mil.