R799 - BUMED Service Treatment Records Processing

THIS IS A SOURCES SOUGHT NOTICE ONLY. This Sources Sought notice is issued solely for information and planning purposes, it does not constitute a Request for Proposal (RFP) or Request for Quote (RFQ) or a promise to issue an RFP or RFQ in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the Navy is not at this time seeking proposals and will not accept unsolicited proposals. Respondees are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this notice; all costs associated with responding to this RFI will be solely at the interested partys expense.

Not responding to this notice does not preclude participation in any future RFP/RFQ, if any is issued. If a solicitation is released, it will be released on NECO at www.neco.navy.mil. It is the responsibility of the potential quoters to monitor the site for additional information pertaining to this requirement.

This is a sources sought notice to determine the availability of potential small business sources capable of providing provide service treatment record scanning and digitization services in St. Louis, MO. The contractor will be responsible for providing conversion, and programmatic Support Services for the Department of the Navy Bureau of Medicine and Surgery (BUMED) in support of an estimated maximum total of 50,000 Service Treatment Records annually or 12,000,000 deliverable scanned STR images per year.

Under the instant requirement, the contractor will provide technical and administrative services to receive and process incoming Service Treatment Records (STRs) for members who have separated or retired from Active Duty, and separating members with a remaining Inactive Service Obligation. This includes scanning and uploading all received records and all loose flowing documents. The contractor is required to have a secure database structure and ensure technical implementation to handle the volume of the records, and that all software and technical support complies with applicable regulations and requirements. This includes creating a secure database structure to facilitate reporting of scanning utilization volume by UIC compliant with DoD guidance, instructions, and directives that are aligned with the directives of paragraph 3.

The provision of the required services will result in access to PII/PHI. The contractor must ensure the AWP report and STR are digitized and uploaded in accordance with AWP User Guide and DoD HAIMS INTERIM GUDIANCE STR, document dated 07/24/2013. The contractor must have a facility within 30 miles of the BUMED Project Management Office in St. Louis, MO that is National Archives and Records Administrative (NARA) compliant. In addition, the contractor must have an Authorization to Operation and an established Interconnection Security Agreement (ISA) between DHA Information Operations (J-6) and U. S. Navy BUMED concerning HAIMS and Navy Publishing.

A one year, firm fixed price contract is anticipated.

No option years will be included in the resultant contract. The North American Industrial Classification System (NAICS) code for this acquisition is 561410. Currently such services are being provided under purchase order number N0018921PZ118 with Anacomp, Inc. Offerors possessing the requisite skills, resources and capabilities necessary, including the location and technological requirements, to perform the stated requirement are invited to respond to this source sought notice via the submission of an executive summary, no more than five (5) pages in length. Responses must use twelve point Times New Roman font. The submission should include the following information: 1) company name, address, and point of contact with corresponding phone number and e-mail address 2) DUNS number, business size and classification 3) relevant corporate experience information.

Relevant experience information is defined as experience (within the past five years) that is of the same or similar services to that which is described herein and a technical description of ability to meet the requirement (2 references). The corporate experience should include the applicable contract number, total number of FTE, contract period of performance, a brief description of the services provided AND the relevancy of the services to the proposed requirement. A customer point of contact with corresponding telephone number and e-mail address should also be included.

A brief description of the capability and resources, including ability to meet the location and technological requirements, should accompany the references and address technical competencies and organizational experience relative to the key task areas.

Standard brochures and/or paraphrasing of the Source Sought Notice will not be considered sufficient to demonstrate the capabilities of an interested party.

All submissions are required to be submitted via e-mail to helen.m.tyson.civ@us.navy.mil no later than 10:00 am (local time/Philadelphia, PA) on 17 December 2021. Please direct any questions concerning this Sources Sought Notice to Helen Tyson at helen.m.tyson.civ@us.navy.mil.

THIS IS A SOURCES SOUGHT NOTICE ONLY to identify potential sources capable of providing service treatment records digitalization services to the Bureau of Medicine and Surgery (BUMED) Program Management Office in St. Louis, MO. The information provided in this notice is subject to change and is not binding on the Government.

The Navy has not made a commitment to procure any of the items discussed, and release of this notice 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.