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FBO DAILY ISSUE OF OCTOBER 09, 2002 FBO #0311
SOLICITATION NOTICE

D -- 7TF-02-0012 - CASE MANAGEMENT SOFTWARE AND SUPPORT

Notice Date

10/7/2002
 

Notice Type

Solicitation Notice
 

Contracting Office

General Services Administration, Federal Technology Service (FTS), FTS, 7T-2 Louisiana, 819 Taylor Street, Room 14A02, Fort Worth, TX, 76102
 

ZIP Code

76102
 

Solicitation Number

7TF-02-0012
 

Response Due

10/15/2002
 

Archive Date

10/29/2002
 

Point of Contact

Paulette Sepulvado, Contracting Officer, Phone (817) 978-0503, Fax (817) 978-0122, - Paulette Sepulvado, Contracting Officer, Phone (817) 978-0503, Fax (817) 978-0122,
 

E-Mail Address

paulette.sepulvado@gsa.gov, paulette.sepulvado@gsa.gov
 

Small Business Set-Aside

Total Small Business
 

Description

17(i). This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, the test program in FAR Subpart 13.5, and FAR Part 15, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued!! 17(ii). Solicitation Number 7TF-02-0012 Request for Proposal!! 17(iii). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-08!! 17(iv). This is a full and open procurement under NAICS 541511, Computer Software support services, custom!! 17(v). Statement of work is as follows: 17(vi). DESCRIPTION: Period of Performance: The period of performance is for One Year (1) from Date of Award by Contracting Officer. Scope: The contractor shall provide Case Management (CM) software and support, to include: The CM software tool(s); Project Management support;Development of interfaces with Military Health System (MHS) and other applications (includes analysis, technical assistance and documentation);Installation of the product in selected Navy Military Treatment Facilities (MTFs) and other administrative sites;Ongoing maintenance support and upgrades;Initial and ongoing training;Help desk technical support (Tier 3); and Documentation for operations, training and help (on-line and hard copy). Services will be provided at the Naval Medical Information Management Center (NMIMC) located in Bethesda, Maryland. Implementation, training and Support Services will also be provided at selected Naval Medical Treatment facilities (MTFs) worldwide. After extensive research of all available Case Management systems, the client determined that there were only three such Case Management systems that will be compatible with the existing systems at all 47 sites involved as well as satisfy all of the requirements listed below. The three systems that can satisfy all of these requirements are Canopy UM/CM, esphere and Midas +. Background: The Bureau of Medicine and Surgery (BUMED) requires software support for its CM program. The program will be implemented at 47 sites; site locations are shown in Attachment A. The tool will provide support for clinical and administrative documentation of CM activities, to include utilization review, assessments, treatment plans, ongoing reviews, discharge, references for ancillary services, estimated return on investment (ROI), and reporting on all phases of the CM process, including audit/security functions. Data included within the CM documentation includes patient demographics, provider/vendor/facility demographics, diagnosis, procedure and other clinical data, cost tables, and clinical guidelines. Detailed functional and technical requirements will be provided in consultation with BUMED and the functional users (case managers). High-level functional requirements for the CM tool are provided in Attachment B. NMIMC is tasked with project management support for the Case Management Software procurement and deployment. Contract Type: This contract is to be issued as a Firm, Fixed-Price contract. Specific Tasks: The contractor shall provide the following items/support/services: Task 1: Software Application: Provide CM software tool(s), to be used in support of the Navy Medical Case Management Program. The tool will enable case managers to document, track and report all CM activities. Specific features of the tool include, but may not be limited to: 1. Intake, assessment, treatment plan, continuing review, referral and discharge screens; 2. Tables, drop-downs and pick lists, as appropriate, with update functions; 3. Sort, filter, browse and search functions; 4. Visual cues for required fields, invalid entries, and save/delete prompts; 5. Banner screens with patient/provider information; 6. Ability to refer to other case management team members, providers, and vendors; 7. "Triggers" for identifying cases, based on diagnosis, procedure, cost, utilization or readmission criteria; 8. Audit function to track usage, monitor activities and assign cases; 9. Reporting function for both standard and ad hoc reporting (clinical and administrative); 10. Storage and archiving capabilities (multi-year) with longitudinal patient records; 11. Communication functions for sending/receiving info; 12. Import/Export capabilities; 13. Interface with MHS applications and others, as appropriate. Task 2: Project Management Support: Provide a single point of contact (POC) for Government use in communicating issues, concerns or problems. Although Government staff may coordinate with other vendor staff, the POC shall be responsible resolving issues and concerns relating to the software, implementation or operations. Additionally, the POC will: 1. Attend Configuration Control Board (CCB) Meetings upon the request of the Government; 2. Advise PM's of the technical, functional and scheduling issues regarding deployment efforts, upgrades and system functionality; 3. Provide input for presentations pertaining to Case Management; 4. Assist in setting up meetings or telephone conferences for monthly status or when requested by BUMED or NMIMC; 5. Coordinate Working Group meetings for the Case Management software application users. Task 3: Interfaces: Provide consultation and documents for interfaces with MHS and other systems, as needed. Consultation includes technical advice as to method of transfer, analysis of data elements needed, and frequency of update. Interfaces include, but may not be limited to: 1. CHCS/CHCS II; 2. ADM; 3. CPS II; 4. Integrated Clinical Database (ICDB); 5. Reference databases, such as ICD-9-CM, CPT-4, HCPCs, DRGs; 6. Provider and vendor databases (internal and external to the MHS); 7. Clinical guideline tools, such as Interqual; 8. Email. Task 4: Installation/Implementation: Install and implement use of tool in central and remote sites, as required. Provide on-site initial training, resolution of implementation issues, and follow-up communication/documentation to Government Project Manager. Implementation will initially be at 47 sites, as described in Attachment A. Task 5: Software Maintenance Support and Upgrades: Provide ongoing maintenance of the software, to include patches and scheduled version upgrades. Task 6: Training: Provide initial training for BUMED, NMIMC, in house trainers, and case managers and Provide follow-up/interim training with new releases. Task 7: Help Desk Support (Tier 3): Tier 3 support is defined as a request not resolved at Tier 2, and requiring manufacturer or vendor intervention for resolution. 1. Provide 24/7 help desk support for Tier level 3 development issues (System Change Requests-SCRs and System Incident Reports-SIRs); 2. Respond to originator and other Government representatives within a reasonable timeframe, to be mutually agreed upon by Government and Contractor; 3. Maintain documentation of all requests received, activities associated with the request, status, resolution, documentation, and plan for/results of implementation of the change. Task 7: Travel: The contractor may be required to travel outside the Washington, D.C. area. Other Direct Costs shall be provided to cover travel expenses per the Federal Travel Regulations. Local travel within the Washington, D.C. area will not be paid. Task 8: Documentation and Reporting: 1. Provide operations manual(s) for activities including interfaces, imports/exports, table maintenance (including annual updates for references), backup, security and other processes necessary for the day-to-day operation of the software; 2. Provide an on-line help function, accessible from any screen for use in navigation and general use of the tool, with print option; 3. Define metadata for data elements in the application, to include definition, source system (if not directly entered), date (if time-sensitive), and data type; 4. Technical and user reference materials to support training and ongoing maintenance functions (installation of upgrades, patches, etc.) 5. Trip reports, to be turned in to the COR and PM no later than 5 days after the return from the trip; 6. Provide documentation in hard and soft copies utilizing the latest version of MS Office products; 7. Produce periodic status reports during development, implementation and training, at the request of the Government; 8. All documentation pertaining to Security Accreditation. 9. All documentation produced becomes property of the Government. V. Period/Place of Performance: Period of Performance: The period of performance for this order is from the date of award for a period of one (1) year thereafter hereto referred to us as the Base Period. This order includes a two-year option period that may be unilaterally exercised by the Government. Each option period is not to exceed one (1) year in duration. All terms and conditions applicable to the base period shall extend to the opinions unless otherwise agreed upon. Place of Performance: Work shall be performed at the Naval Medical Information Management Center located in Bethesda, Maryland; the Bureau of Medicine and Surgery, located in Washington DC; and in other designated sites as determined by the Government. VI. Security Requirements: No Security clearances are required for this effort. The Contractor shall protect and preserve from disclosure all procurement information associated with this contract. The Contractor shall execute a signed non-disclosure statement provided as GFI. In the performance of this work, the Contractor may require the use of and be granted access to government automated information systems. Federal civilian, military, consultants, and contractor personnel with access to, or with responsibilities for Sensitive But Unclassified system development, or management of unclassified Automated Information Systems (AISs), are required by DoD 5200.2-R to be assigned sensitivity designations of ADP-I, ADP-II, or ADP-III and be investigated to the degree specified for each level. If this work requires access to a Government AIS, the Contractor must complete a successful adjudication of an investigation into his background. The Contractor shall adhere to all security policies of NMIMC and the Navy. The Contractor shall incorporate security features into the software which meet all the Navy systems requirements, including database backup, audit, login, read/write restrictions and HIPAA privacy and security features. The Computer Security Act of 1987 requires Federal agencies to identify each of their automated information systems (AIS) and to certify and accredit each AIS in accordance with DoD Information Technology Security Certification and Accreditation Process (DITSCAP). Certification and Accreditation procedures are governed by Department of Defense Instruction 5200.40, November 30, 1999 - DoD Information Technology Security Certification and Accreditation Process (DITSCAP) and DoDD 5200.28 - Security Requirements for Automated Information Systems (AISs). DoDD 5200.28 requires systems to be re-certified every three years or after major changes to a system have occurred. If a System Security Authorization and Agreement (SSAA) is specified as a deliverable, it shall be prepared using the SSAA Outline in Enclosure 6 to Department of Defense Instruction 5200.40. The Contractor shall either meet the above mentioned criteria or provide evidence that their product has been certified with National Institute of Standards and Technology (NIST) and has met the Common Criteria for Information Technology Security Evaluation (CCITSE), International Standard ISO/IEC 15408:1999. The Contractor shall support as directed, and within the scope of the contract, required security changes and updates recommended by the Government security review team. VII. Government Furnished Equipment. Government furnished resources and facilities: The Government shall make available all required hardware and software, to include PCs, operating system(s), networking materials, and other components as needed. In addition, the Government shall make available to the Contractor access to network and hardware resources including Government POCs for emergency support. VIII. Government Task Managers: The Government Task Managers for this effort shall be the Project Managers, Bureau of Medicine and Surgery and Naval Medical Information Management Center. BUMED/CAPT A. De Savorgnani/Bureau of Medicine and Surgery/MED-32/2300 E St./Washington, D.C.20372/(202) 762-1651(voice)/(202)762-3033 (fax)/Email: aadesavorgnani@us.med.navy.mil /and Linda A. Brown/Bureau of Medicine and Surgery/MED-32/2300 E St./Washington, D.C.20372/(202)762-3137(voice)/(202)763-3033fax)/Email: labrown@us.med.navy.mil. NMIMC/Ms. Odette Therrien,PMP/Project Manager (PM)/Naval Medical Information Management Center/Building 27, Code 42/8901 Wisconsin Avenue Bethesda, MD 20889/(301) 319-1124 (voice)/(301) 295-0042 (fax)/Email: ortherrien@us.med.navy.mil Mr. Chris Eubanks/Contracting Officer's Representative (COR)/Naval Medical Information Management Center/Building 27, Code 42/8901 Wisconsin Avenue/Bethesda, MD 20889/(301) 319-1101 (voice)/(301) 295-0042 (fax)/Email: cteubanks@us.med.navy.mil IX Assumptions: The following section details the assumptions that were made for this Statement of Work. Any change in these assumptions shall have a direct result of a change in the project scope and must be immediately addressed: 1. Cost, Scope and Schedule Control: The Contractor shall make a sincere effort to define and manage scope as accurately as possible. However, there may occur unforeseen aspects of a project, which cause actual levels of effort or expenses to exceed the estimate. If, at any time during the project, the Contractor becomes aware that a task or group of tasks shall require more effort than originally estimated, or that expense shall exceed the original estimate, those items shall immediately be directed to the appropriate Project Manager and Contracting Officer's Representative. The Contractor shall not undertake the work nor incur the additional expenses, which would exceed the original estimate until authorized to do so, in writing, via modification to the delivery order, by the Contracting Officer, as described in the Change Control Procedure below. Statement of Work Change Control Procedure: Either party may request changes to the Statement of Work at any time. Since a change could affect the price, schedule or other terms of this Statement of Work, both the Contractor and NMIMC must approve each change before submitting, to the GSA Contracting Officer, requests for amendments to the Statement of Work. All Project Change Requests (PCRs) shall be submitted in writing and approved by the NMIMC and BUMED Project Managers (PMs) before submittal to GSA. The PM(s) shall describe the change and include whatever rationale and/or estimated effect the change shall have on the Statement of Work. Once approved and funded, the GSA Contracting Officer shall authorize PCRs via official contract modifications. This procedure shall be used by NMIMC, GSA and the Contractor to control changes to any previously approved deliverables. X. Evaluation Criteria: The Government will make an award to the offeror whose proposal represents the best value to the Government based on the requirements specified in this Statement of Work. The following factors will be evaluated. 1. Relevant Experience(see below); 2. Past Performance, and 3. Technical Approach. Relevant Experience, Past Performance and Technical Approach are all more important than Price. As proposals become more equal in these factors, the total cost becomes more important. Required Relevant Experience/Past Performance Documentation: The offeror shall provide a narrative of three projects for identical or similar task as required by this SOW. The past experience must have been acquired in the past three (3) years. For the Past Performance documentation, ensure that each narrative shall include the name, area code and phone number, mailing and E:mail address of the person who can verify your past experience. Note: Limit each narrative to one (1) page double-spaced. The Past Experience factor will be evaluated based on the offeror's relevant past experience compared to the requirements specified in the above SOW. An offeror who has successfully performed the identical task as required in the above SOW would receive a higher rating than an offeror who has successfully performed a similar task. Offorers unable to fully demonstrate they have successfully completed a similar project to this SOW in the past three(3) years, will not be considered technically acceptable and will not be considered for award. The Government may supplement the information you provide with any other information it may obtain from any other source including its own experience with your firm (or Subcontractor or Teaming Partner), and information concerning performance from any other reliable source. Technical Approach: Describe your knowledge and understanding of the requirement(s) as outlined in the SOW, The technical approach must identify the methodology and analytical techniques you shall use to fulfill the technical requirements. The technical approach should clearly describe the following: An overview of your methodology guiding your performance of the technical requirements identified in the SOW, and a general description of how your technical approach will be applied to accomplishing the requirements. The logical sequence of tasks that you will perform to accomplish the requirements. Identify and describe the specific techniques and steps that will be applied during the accomplishment of all tasks of this project. The deliverables to be produced in response to the requirements. Describe your qualifications and corporate capabilities specifically related to perform the work required in the SOW. XI. Notice to Offerors - If offering any other Case Management System other than Canopy UM/CM, esphere and Midas +, the vendor must complete a questionaire regarding the Case Management system proposed. Please email the Contracting Officer for this document. This document must be completed and returned as part of the proposal package in order for the proposal to receive consideration. Failure to complete the information may result in the proposal not being considered for award. XI. Invoicing (recurring services): Billing can be accomplished on a monthly basis - periodic payments are allowed. Invoicing instructions will be described on the award document. XII. Limitation of Funds: The Contractor shall notify the Contracting Officer and the Client Representative, in writing, whenever it has reason to believe that the costs it expects to incur under this delivery order in the next sixty (60) days, when to all costs previously incurred, will exceed 75% of the total amount so far allotted to the delivery order by the Government. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the delivery order. The Government is not obligated to reimburse the Contractor for costs incurred in excess of the total amount awarded on this delivery order by the Government; and the Contractor is not obligated to continue performance under this delivery order or otherwise incur costs in excess of the total amount awarded under this delivery order. "CONTRACTOR MUST SUBMIT CLIENT ACCEPTANCE FOR RECEIPT OF GOODS OR SERVICE WITH INVOICE. FAILURE TO DO SO WILL RESULT IN AUTOMATIC INVOICE REJECTION." XIII. Section 508 compliance: Please indicate if your product is compliant with Section 508. 17(vii). Period of Performance of this task is one year from award date. Place of Delivery and Acceptance is listed below. FOB Destination!! Naval Medical Information Management Center, 8901 Wisconsin Avenue, Bldg 27, Bethesda, MD 10889-5605. Technical POC is Odette Therrien, PMP. 17(viii). Solicitation provision at FAR 52.212-1, Instructions to Offerors--Commercial Items (OCT 2000) is hereby incorporated by reference.!! 17(ix). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous, representing the best value to the Government price and other factors considered. See section above regarding evaluation criteria. 17(x). Offerors are reminded to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications--Commercial Items (APR 2002), with its offer.!! 17(xi). Clause 52.212-4, Contract Terms and Conditions--Commercial Items (APR 1998), is hereby incorporated by reference.!! 17(xii). Clause 52.212-4, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (DEC 2001), is hereby incorporated by reference. The following paragraphs apply to this solicitation and any resultant contract (b)(5)52.219-8,(b)(6)52.219-9, (B)(11) 52.222-21,(b)(12)52.222-26,(b)(13)52.222-35,(b)(14)52.222-36,(b)(15)52.222-37, (b)(25) 552.232-34. Clause GSAM 552.212-71, Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items (JUL 2000) is hereby incorporated by reference. The following clauses apply to this solicitation and any resultant contract: 552.203-71, 552.215-70, 552.228-70, 552.232-23, 552.232-73, 552.232-78. The following clauses are incorporated by reference: 52.216-18 Ordering, 52.216-22, Indefinite Quantity (OCT 1995), 52.217-2 Cancellation Under Multi-year Contracts (OCT 1997); 52.217-5, Evaluation of Options (July 1990), 52.217-9, Option to Extend the Term of the Contract (MAR 2000),!! 17(xiii). Additional Contract Terms and Conditions applicable to this procurement are: (i) N/A (ii) Type of Contract: A firm fixed-price definite quantity, definite delivery contract will be awarded. (iii) Period of Performance: One year from date of award. Vendors must price basic year and both option years. 17(xiv). The Defense priorities and Allocations Systems (DPAS) assigned rating for this procurement is unrated.!! 17(xv). N/A!! 17(xvi). Signed and dated offers one original and one copy must be submitted to GSA, 7T-1, 819 Taylor Street, Room 14A02, Fort Worth, TX 76102-6105, Attn: Paulette Sepulvado, Contracting Officer at or before 5:00p.m.(CST), October 15, 2002. TELEFAXED PROPOSALS WILL BE ACCEPTED. FAX NUMBER IS 817-978-0122. Electronic offers will be accepted, email to paulette.sepulvado@gsa.gov. If faxed or electonic offer is submitted, you do not have to submit an original and one copy hardcopy offer!! Note: The successful vendor will be instructed to and must register in our Information Techology Solutions Shop webiste (it-soluctions.gsa.gov) prior to award. Questions regarding this procurement must be received, in writing, via email to the Contracting Officer, no later than Wednesday, October 9th, 5:00pm central time. The questions and answers will then be posted. 17(xvii). Contact Paulette Sepulvado at 817/978-0503.!!
 

Web Link

Link to FedBizOpps document.
(http://www.eps.gov/spg/GSA/FTS/7TRT2/7TF-02-0012/listing.html)
 

Place of Performance

Address: NMIMC 8901 WISCONSIN AVE BETHESDA, MD PLUS 47 SITES

Zip Code: 20889

Country: UNITED STATES
 

Record

SN00184237-F 20021009/021007222707 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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