SOURCES SOUGHT
D -- Software Maintenance
- Notice Date
- 6/11/2010
- Notice Type
- Sources Sought
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Clinical Center/Office of Purchasing & Contracts, 6707 Democracy Blvd, Suite 106, MSC 5480, Bethesda, Maryland, 20892-5480
- ZIP Code
- 20892-5480
- Solicitation Number
- nihcl2010066
- Point of Contact
- Lynda Johnson, Phone: 301-594-3111
- E-Mail Address
-
lynda_johnson@nih.gov
(lynda_johnson@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- The National Institutes of Health, Clinical Center is conducting a market survey/sources sought to help determine the availability and technical capability of qualified small businesses, veteran-owned small businesses, service disabled veteran-owned small businesses and/or HUBZONE small business capable of serving the needs mentioned below. This market survey/sources sought announcement is not a request for proposals and the Government is not committed to award a contract pursuant to this announcement. The information from this market research is for planning purposes only and will assist the Government in planning its acquisition strategy. This is strictly market research and the Government will not entertain questions concerning this market research. The Government will not pay for any costs incurred in the preparation of information for responding to this market survey. The Clinical Center at the National Institutes of Health has a requirement to create a multiyear task order delivery contract vehicle to procure annual maintenance, remote monitoring services, purchase additional application modules, obtain implementation fees for additional modules, and to replace the system hardware when it reaches end of life. The applicable North American Industrial Classification System (NAICS) code is 541511. The Clinical Research Information System (CRIS) is the Clinical Research Center's patient care information system along with the related ancillary systems that support clinical care and the collection of research data for the intramural clinical research programs of the National Institutes of Health (NIH). The Clinical Research Information System provides integrated management of the NIH Clinical Center's patient care, research, and resource utilization data. The main component of the CRIS is the electronic medical record which is the Sunrise Clinical Manager (SCM) application. Other components integrated with SCM include the Sunrise Pharmacy, Sunrise Secure Health Messaging and Security Services. Other systems interfaced with SCM include, but not limited to, laboratory suite, radiology, nutrition, scheduling, respiratory therapy, cardiology, surgery as well as patient monitoring and anesthesia devices. CRIS provides provider order entry, result retrieval, and clinical documentation functions for all NIH inpatient and outpatient visits. Background The National Institutes of Health (NIH) is the nation's foremost federally funded biomedical research institution. NIH is comprised of twenty-seven Institutes, Centers and Divisions and is an agency of the U.S, Department of Health and Human Services (DHHS). The Clinical Center (CC) includes the Mark O. Hatfield Clinical Research Center (CRC) which is the on-site hospital for the NIH campus, providing full support for clinical research in inpatient and outpatient settings. The CRC facility is comprised of clinical, laboratory, and administrative space with 242 inpatient beds and 90 day-hospital stations. The Department of Clinical Research Informatics (DCRI) manages and operates the Clinical Research Information System (CRIS). DCRI provide services such as application administration, database administration, interface management, hardware administration for servers and desktops along with training, configuration management and project management. DCRI implemented the Sunrise Clinical Manager in 2004 and have since successfully completed a number of upgrades, implementation of new components along with multiple integration projects. Objectives and Scope of Work The objectives of this SOW is to create a multiyear task order delivery contract vehicle to procure annual maintenance, remote monitoring services, purchase additional application modules, obtain implementation fees for the additional modules, and to replace the system hardware when it reaches end of life. Annual Maintenance The vendor shall provide hardware and software maintenance costs on the modules the Clinical Center currently owns as well as any additional items purchased through the life of the contract. Current licensed modules include: • Sunrise Acute Care and its components • Sunrise Medication Management • Surgery Information System (POIS) • ICU Devices • ESS Remote Monitoring Services The National Institutes of Health Clinical Center's requirement is for the Contractor to provide the below Remote Monitoring Services for NIH identified key servers. • Tracking host CPU and memory utilization • Collecting statistics on key application tables • Monitoring system and application event logs • Monitoring automatic services on a host server and automatically restarting services that have stopped • Monitoring inbound and outbound interfaces • Monitoring Workflow module processes • Checking for suspended clients • Monitoring outbound order queues • Monitoring Order generation queues • Detecting failed/stuck reports on the application server • Monitoring print servers • Monitoring MSMQ • Measuring state of the network between hosts • Measuring traffic received and transmitted by the host system via its network interface • Measuring size and fragmentation of the SQL database • Reporting status of the production SQL jobs • Monitoring transaction log space • Measuring disk space usage of the disk partitions on the host servers • Measure statistics related to disk input/output utilization Server and SAN Hardware Technology Refresh The National Institutes of Health Clinical Center's requirement is for Contractor to provide the following when the current systems hardware has reached the end of useful life. • Hardware to refresh the current production environment • Hardware to refresh the current development (Test) environment • Hardware to refresh the current training environment • Hardware to refresh the current SAN Production and Development environment (if applicable) The specific requirements for the hardware will be provided via Statement of Work when it is necessary to replace the existing technology. In general the Clinical Center currently utilizes HP server technology including the HP ProLiant DL and BL models. The Clinical Center encourages the usage of VMware ESX virtual hosting when possible to reduce the Clinical Centers server's footprint and energy costs. The Clinical Center is standardized on EMC Storage solutions specifically the CX models. NIH has an enterprise agreement with Microsoft and therefore will not require Server, SQL, or any other Microsoft licenses as part of hardware orders. All hardware and software items quoted shall include a three (3) year onsite 24 x7 x 4 hour response time warranty. Upgrades and upgrade Implementations The National Institutes of Health Clinical Center's requirement is for the Contractor to provide the upgraded versions of the following components as they become available for general release: • Sunrise Clinical Manager • Sunrise Medication Management • Surgical Information System (POIS) • Sunrise Knowledge-based Medication Administration • Sunrise Critical Care • Sunrise Ambulatory Care • Sunrise Emergency Care • Sunrise Enterprise Registration • Sunrise Integration Module • Sunrise Secure Health Messaging Release • Sunrise Orders Reconciliation • Sunrise Vocabulary Manager • Prescription Writer • eLink The NIH would also request staff support for system configuration and implementation during the upgrade. Optional Contractor Components The NIH would like contractor to provide pricing for all optional components for Sunrise Acute Care including but not limited to the following. The pricing shall include software licensing, applicable hardware costs, annual maintenance, and implementation and training fees. • Sunrise Enterprise Facility Tracking Board • Sunrise Patient Portal • Sunrise Clinician Portal • Sunrise Mobile Technology • Sunrise Clinical Analytics • Sunrise Enterprise Registration • Sunrise Enterprise Scheduling • Sunrise Knowledge-Based Medication Administration General Hourly Based Services The NIH would like contractor to provide hourly pricing for additional fee for service work that may arise during the contract period. Examples include but are not limited to; additional hours for required for upgrades, implementations, services for fee based case resolution. Training The NIH would like Contractor to provide the option for training at an authorized SIS Training Center for classes related to but not limited to the current generally available SIS release, configuration, system's administration, new modules, and MLM. The NIH would like Contractor to provide the option for training provided on-site at the NIH Clinical Center for classes related to but not limited to the current generally available System or SIS release, configuration, system's administration, new modules, and MLM. The NIH would like Contractor to provide the option for training provided in outside of instructor lead education, such as online or DVD related to but not limited to the current generally available System or SIS release, configuration, system's administration, new modules, and MLM NIH Implementation Strategy Contractor shall have actual experience implementing the generally available Release for all current modules. NIH will implement in a development environment, as a rehearsal, and fully test prior to upgrading the production environment. All implementations shall occur in two phases. The first phase will include any technical preparations needed for the upgrade or new module plus the installation of any new hardware. The second phase will include the upgrade of all components. Contractor Responsibilities Contractor shall provide the following related services for the software provided, including, but not limited to: Project Planning and Management Contractor shall provide their Standard Implementation Project Plan and Schedule that outlines the tasks, timeframes, and resources required to implement the task order requirements in accordance with American National Standards Institute/Electronic Industries Alliance (ANSI/EIA) Standard 748-A, Earned Value Management Standards, May 1998. The project plan shall accurately reflect Contractor's labor and benchmark best practices for the implementation of the upgrade. Within 30 days of the receiving the Contractor's Standard Implementation Project Plan, NIH and Contractor will finalize the details such as specific tasks, dates and resources. NIH will provide project management, configuration, training and testing resources. Contractor shall perform all task order and contract management activities related to the Contractor resources. Contractor shall provide the following level of effort for planning and project management for the duration as defined in Detailed Implementation Plan; NIH estimates a six to nine month implementation for both phases of the project. Training Contractor shall provide technical training, as defined in the Detailed Implementation Plan, and agreed upon by Contractor and NIH. Configuration Support Contractor shall provide advice and guidance to NIH for both phases of this project. Interfaces NIH will be responsible for required modifications to the interfaces in the testing and production environments. Activation Support Contractor shall provide activation support for phase 2. This will include a rehearsal of the upgrade as well as the actual upgrade of production. Contractor shall provide on and off-site support personnel to bring the system live and to address system malfunctions as deemed appropriate by the Contract to implement the system in the production system environment of NIH per the Detailed Implementation Plan, as agreed upon by both Contractor and NIH. Contractor shall participate in the review and finalization of the Detailed Activation Checklists (rehearsal and activation). Additional Support Services Additional support services may be necessary throughout the life of this contract. The specific terms and conditions, including pricing, shall be addressed in the individual task/delivery orders. Applicable Government Publications and Forms Contractor is required to comply with the legislative, regulatory, guidelines, policies, standards, and procedures specified in this section. Part II - Requirements Functional Requirements Applications / Components The current functionality of the implemented components will not be negatively impacted by the upgrade to release 5.5. The end users will not lose functionality after the upgrade to release 5.5 Contractor shall have actual experience deploying the applications/components included in this SOW, in a production system operational at a client site for at least 6 months. These applications/components must be available in a general release; deployed on the same hardware platform; share the same industry standard ODBC and SQL3 compliant database system; and use the same tools for development, maintenance, and ongoing support. • Clinical data and results review, including a clinical data repository • Order management, including provider order entry • Clinical decision support, synchronous and asynchronous • Basic clinical research protocol support • Basic clinical documentation Technical Requirements The following requirements shall be provided to upgrade the clinical infrastructure: Infrastructure Contractor shall provide a system release that is compatible with the networking and technology capabilities available in the Clinical Center. Security and Confidentiality The current methods of access shall not be impacted by the upgrade. These include biometric or token-based access, ESS, and NIH Active Directory, and different access procedures for workstations located inside and outside the NIH intranet. The upgrade will not impact the logging of access attempts, both successful and unsuccessful or the automatic management of access (e.g., automatic log off, automatic disabling of user access after failed login attempts, etc.). Contractor shall provide documentation of their data model to NIH, and provide additional documentation of changes with each update of the data model. Interfaces Contractor shall provide support for the analysis of the current real-time HL7 inbound and outbound interfaces as well as any necessary updates required by this system upgrade. Software Releases/Enhancements during Implementation Contractor shall maintain the system during the implementation period with software defect corrections, software enhancements, or releases. Contractor shall provide notice at least 2 working days prior, and notice on the installation day, of all proposed software defect corrections, software enhancements, or releases to system to Project Officer and DCRI Project Manager with appropriate release notes and updated documentation. Contractor shall provide a test plan for the new release/enhancement, patch or fix. Contractor shall provide the capability to allow Government to selectively implement fixes and patches to software defects; subsequent maintenance and support shall not be contingent on acceptance of a particular release, fix or patch. System Documentation Contractor shall provide the following system documentation, at a minimum: • Configuration management • Downtime recovery • General operating instructions • Operating procedures • Console messages • Security management • Application functional for all components • End user documentation for all components • Interface specifications and development documentation • Test plans • Backup and recovery procedures and documentation Contractor shall provide NIH with on-line access to all documentation. General Maintenance Requirements Contractor shall provide maintenance for the system as specified in this contract. Maintenance shall begin upon the installation date, acceptance date, or the date the warranty expires, whichever is later. Contractor shall provide Service Level Agreements (SLAs) to meet the maintenance terms and conditions. The SLAs shall address, but are not limited to the following elements: Service policies and procedures including security, Hardware and Software support, on call/on-site service priorities, thresholds, response time, resolution/fix time, reporting and escalation procedures. Contractor shall propose service level metrics for each SLA and provide a monthly report of the service-level metrics for measures of the service performance of the previous month. Contractor shall grant, in accordance with the terms and conditions contained in this contract, a non-exclusive, irrevocable and perpetual license to use the Software. This includes custom software products, e.g., interfaces, developed by Eclipsys; custom software products will remain the intellectual property of Eclipsys, but will be perpetually licensed to NIH under the same terms as the generally released software products. Responsibilities of Contractor Contractor shall provide maintenance, including all necessary maintenance labor, repair parts, maintenance supplies, tools/utilities, test equipment, transportation, hardware, software, documentation and other related supplies and services as may be required to keep the system in good operating condition at the availability level of at least 99.5%. Contractor shall provide maintenance on all software listed as well as all supporting features set forth that are proposed and accepted by the Government. The software to be maintained includes all of the Application Software delivered during the duration of this contract and other software that enhances the application operation. Eclipsys shall fully support such software, including any Contractor-sponsored modification or revisions thereof, at no additional cost, unless specified, for the duration of this contract, including the exercise of options. Contractor shall provide maintenance on all Hardware and Software that is supplied under this contract. Contractor shall fully support such Hardware and Software including any needed Contractor-sponsored modification or revisions thereof, at no additional cost, unless specified, for the duration of this contract, including the exercise of options. All services under this contract shall be performed by fully trained and technically experienced personnel providing the required services in accordance with the best commercial practices without unreasonable delays or interference with Government functions. Use of trainee personnel for maintenance services on this contract shall not be allowed, except when accompanied and supervised by trained, experienced personnel capable of satisfying the support requirements of this contract. Contractor personnel, assigned to provide on-site support under this contract, shall be fully capable technicians possessing the technical skills necessary to monitor, control, and perform the requirements of the statement of work. If Original Equipment Manufacturer (OEM) warranties require OEM certification of maintenance personnel, Contractor shall supply personnel who are so certified. Maintenance shall include any repairs to failures resulting from ordinary use during useful life. The Government assumes the useful life will not be less than 3 years. Maintenance shall not include repairs for damage resulting from Government accident; transportation by Government between Government sites; Government negligence; Government misuse; failure of electrical power, or air-conditioning or humidity controls; or other causes that are not the result of ordinary and/or reasonable use. While Contractor's personnel are at the Government facility, Contractor is responsible for compliance with all laws, rules and regulations governing conduct with respect to privacy, health and safety not only as they relate to its employees and agents. Only new standard parts or parts equivalent to new in performance that meet the OEM specifications when used in the equipment shall be used to effect repairs. If a part is not new, it shall be identified to the Government as warranted as new. Maintenance parts shall be furnished on an exchange basis. The new parts become the property of the Government and replaced parts shall become the property of Contractor. In no case shall Contractor use any replacement parts in repairing equipment that would result in the OEM refusing to support the equipment. A warranty shall be provided for all replacement parts. Parts shall not be swapped or exchanged between hardware components without prior approval from the Contracting Officer or his/her designee. There shall be no additional charge for replacement parts unless such parts are necessary due to the fault or negligence of the Government or its agents as determined by the Government. Contractor shall acquire and install all Engineering Change Orders (ECOs) prescribed by the OEM and approved by the Government within 60 days after approval of the ECO by the Contracting Officer. Contractor shall ensure all equipment maintained under the contract remains at the current ECO level as designated by the OEM. Contractor-provided OEM sponsored alterations to the equipment, including ECOs, shall be made only with prior approval from the Contracting Officer or his/her designee. ECO installation and OEM technical support shall be provided at no additional cost to the Government. Maintenance service shall not include electrical work external to the equipment, the furnishing of consumable or operating supplies other than maintenance supplies, and adding or removing accessories, attachments, or other devices placed by the Government. Changes to maintenance resulting from Government alterations to Contractor-supplied Hardware or Software shall be the subject of mutual agreement. Any failure to agree shall be resolved pursuant to the Disputes Clause. Contractor-sponsored alterations or attachments to Hardware or Software shall be made only with the consent of the Contracting Officer. Maintenance Facilities for Contractor The Government will provide adequate storage space for spare parts and adequate working space, including heat, light, ventilation, electric current and outlets, and telephones for the use of maintenance personnel. These facilities shall be within reasonable distance of the equipment to be serviced and shall be provided at no charge to Contractor. On Call/On Site Maintenance The commencement date shall be upon Delivery Acceptance. The Principal Period of Maintenance (PPM) shall be Monday through Friday 6AM to 6PM excluding holidays. The Government reserves the right to change the PPM upon 60 days written notice. Any changes in the cost due to the change in the PPM shall be subject to mutual agreement. In addition to the maintenance service during the stated PPM (or extensions thereof) on-call maintenance shall be provided outside the PPM. Contractor shall provide a contact number for placing on-call requests on a 24-hour, 7 days/week, 365-days/year basis, including holidays, for receipt of management and first line support of system problems regardless of cause. Contractor shall make arrangements to enable its maintenance representative to receive such notification. All calls to Contractor point of contact shall be logged on a Problem Log and categorized, at a minimum, as follows: 1. Questions 2. Future enhancement/update request 3. Production System Problem with a manual workaround 4. Production System Problem with system degraded, i.e., Government agrees major portions of system are usable and mission workload can continue 5. Production System Problem with system 6. The Problem Log shall be accessible by the Government electronically and be searchable by type of problem to find information about problem, problem status and resolution. Contractor shall respond by phone with an appropriate technically qualified person within one (1) hour of the Government's request for service. Software related problems not resulting in Production System Problem, shall be responded to by Contractor within four (4) hours. Should the Government require maintenance service for such problems outside the designated PPM or on site, Contractor shall respond with an appropriately qualified representative within twenty-four (24) hours. Contractor shall provide all fixes and patches to the Production System Problem occasioned by the maintenance call within forty-eight (48) hours of the maintenance call. • Seamlessly integrates with Contractor Sunrise Acute Care, Sunrise Medication Management Responses will evaluated by the following criteria: Qualifications/Experience and Management The staff proposed shall have demonstrated knowledge and substantial experience in working with Federal agencies and adhering to Federal regulations. The staff shall have demonstrated and substantial experience providing relevant types IT support services in a healthcare environment. Staff qualifications in the proposal indicate that key staff has considerable length of experience in successfully overseeing and conducting tasks and activities with the types of organizations involved in the project. The skill levels of staff proposed are adequate for the range of tasks/services required. The methods proposed for monitoring performance of staff and progress shall be adequate for a project of the scope as proposed. Technical Approach The proposal for meeting the requirements of the contract must demonstrate methods and approaches that are most appropriate and feasible for the tasks/support services contemplated. The proposed approach must fully address all requirements outlined in the statement of work and provide detailed descriptions of how each of the tasks shall be accomplished. The proposal demonstrates a clear understanding of the time requirements and need for quick turnaround of required tasks. The proposal demonstrates innovative approaches for conducting all necessary activities for accomplishing the goals of the Clinical Center in regards to this project. Other Considerations: All responsible sources may submit a capability statement which will be considered by the NIH. This Sources Sought Notice is not a Request for Proposals (RFP), nor is an RFP available. Interested firms responding to this Sources Sought Notice must adhere to the following: (a) Provide a capability statement demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 20 pages. (b) The capability statement must identify the responder's: small business type and size; DUNS number; NAICS code; and technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. (c) All capability statements must be submitted electronically no later than 3:00pm eastern standard time on June 21, 2010 to Lynda Johnson, Contract Specialist, ljohnson@cc.nih.gov. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).Any organization interested in responding to this sources sought notice must provide a statement of capabilities by e-mail and include your organizations business size by 3:00pm EST on June 21, 2010. Information may be requested from Lynda Johnson, Contract Specialist. NO TELEPHONE REQUESTS WILL BE ACCEPTED.
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