DOCUMENT
R -- HDI 12-8 - PERRY - Attachment
- Notice Date
- 5/27/2011
- Notice Type
- Attachment
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Veterans Affairs;Program Contract Activity Central;4141 Rockside Rd, Suite 110;Seven Hills OH 44131
- ZIP Code
- 44131
- Solicitation Number
- VA70111RI0314
- Response Due
- 6/6/2011
- Archive Date
- 8/5/2011
- Point of Contact
- Stefanie R Perry
- E-Mail Address
-
6-3030
- Small Business Set-Aside
- N/A
- Description
- Health Information Access (HIA) and Privacy Management Professional and Technical Services Request for Information VA-701-11-RI- 0314 I. Introduction: This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses will not be considered as proposals, nor will any award be incurred by interested parties in responding to this sources sought announcement. The Veterans Health Administration (VHA) is seeking interested sources (contractors) for a near-future solicitation and procurement for Health Information Access and Privacy Management Professional and Technical Services. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. II. Background: HIA is responsible for ensuring that health information is managed in accordance with VA policy and Federal law, including the Privacy Act of 1974, http://www.justice.gov/opcl/privstat.htm and the Health Insurance Portability and Accountability Act (HIPAA) http://www.hhs.gov/ocr/privacy/. Health Data Informatics/Health Information Assurance (HDI/HIA), hereafter HIA, manages the development and implementation of policy, regulation, and training; the evaluation and monitoring of privacy and records management programs within VHA facilities; the coordination of responses to Freedom of Information Act (FOIA) requests; trending, and reporting on privacy performance. HIA responds to multiple requests for access to many of VHA's health information systems, including Electronic Health Records (EHRs), national databases, and extracted datasets. The goal of HIA is to provide those who serve veterans, proper access to the informational resources they need, while always maintaining the privacy and security of veterans' health information. For most users, access to VHA health information is coordinated by VA medical centers and other local VHA sites. VHA sites are authorized to grant access to VHA EHRs and local health information resources based on an individual's official duties. However, VHA sites may only support local access requests and may not grant local user's unlimited and/or national access to EHRs, except in emergency situations. For some users, broader access may be required on a temporary or long-term basis which is provided by HIA. HIA manages all health information requests and supports the reporting of VHA health information access, Data Use Agreements, and related Freedom of Information Act requests. http://www2.va.gov/directory/guide/division_flsh.asp?dnum=1 The purpose of this contract is to secure professional and technical services for, in the Office of Health Information, Veterans Health Administration (VHA). HIA manages privacy activities and initiatives throughout VHA to protect the confidentiality of veterans' information. HIA manages the development and implementation of policy, regulation, and training; the evaluation and monitoring of privacy and records management programs within VHA facilities; the coordination of responses to Freedom of Information Act (FOIA) requests; trending, and reporting on privacy compliance. III. Requirements: The Contractor shall provide all labor, supervision and other resources required to deliver professional and technical services, to the HIA Program Office. These services include health information access project management, communication services, project planning, audits and evaluations; studies, technical support, and reporting relating to the HIA program initiatives; policy and regulatory analysis and review. Task 1: HIA Business Case Analysis, Process and Documentation: The Contractor shall research, document, and develop business requirements documents for HIA business and technical information technology requirements and data stewardship. The Contractor shall conduct requirements gathering and documentation for readily accessible information which is a continually increasing, and an expansion of individuals generating information new or changed content, establishing an ontology or other organization schemes, soliciting content from content experts, soliciting stakeholders, and managing of the information, as well as documentation of business rules for VHA EHR software and/or business processes for HIA Program issues. Documentation will be in many formats, such as standard operating procedures, VA and Federal directives and/or handbooks, flow diagrams, use cases, project plans, schedules, memoranda, briefings, and presentations. Deliverables for Task 1: Deliverable 1.1: The Contractor shall provide a business process report in support of HIA business processes; HIA-VA forms, standardized tracking and patient access audit methodologies for implementation by the VA. Deliverable 1.2: The Contractor shall evaluate new tracking, reporting, and management tools to support HIA functions; make recommendations for enhancement and/or implementation; and support implementation of new tools and related processes and policies. Deliverable 1.3: The Contractor shall provide a written Data Use Agreement report that demonstrates the previous month's activity. Deliverable 1.4: The Contractor shall provide implementation support to HIA for national rollouts of new or revised HIA access processes. Task 2: HIA Health Record Privacy & Security / User Access Management: The Contractor shall manage regional (Veteran Integrated Service Networks - VISNs) and national access to VHA health information resources for clinicians, researchers, peer reviewers, legal reviewers, Veteran Service Organizations (VSO, e.g., Veterans of Foreign War, Paralyzed Veterans of America, etc.), partner agencies, and other authorized users seeking access to multiple VA medical center systems or VHA national databases. The Contractor shall provide access administration support to multiple internal and external user groups as well as individual new users up to 3,600 per year. The contractor shall coordinate VA agreement documents such as, DUAs and Memo of Understanding (MOUs) between VHA data owners and data users, for users who require specific data sets, as opposed to access to the entire EHR, up to 120 per year. Deliverables for Task 2: Deliverable 2.1: The Contractor shall maintain daily the HIA User Access Management Report to include statistics of user demographics (VHA clinicians, researchers, administrative users, VSOs, and other authorized users) and frequently of requests seeking special access to VA health information resources. Deliverable 2.2: The Contractor shall maintain the Data Use Agreement Registry and ensure daily that DUAs are developed and executed between VHA data owners and data users. Deliverable 2.3: The Contractor shall provide first-tier and second-tier help desk support for Compensation and Pension Records Interchange (CAPRI) and Veterans Health Information Systems and Technology Architecture (VistAWeb) web users managed by HIA; log help-desk tickets into tracking system; and respond to approximately 300 email and phone inquiries per month. Task 3: HIA Strategic Communications / Facilitation and Communications Support: The contractor shall provide meeting facilitation support services and related communication support services for the HIA Program including the Data Access Board. This shall include but not be limited to: facilitation of regular meetings/conference calls and drafting agendas, meeting minutes and follow-up action items list; problem solving techniques; defining and refining the agenda; debriefing and overall meeting planning; resolving disputes, disagreements, and divergent views; logistical meeting/conference support when performing technical facilitation; convening and leading large and small group briefings and discussions; providing a draft for the permanent record; recording discussion content and enabling focused decision-making; and preparing draft and final reports for dissemination. Deliverables for Task 3: Deliverable 3.1: The Contractor shall plan, organize, and facilitate meetings in support of the HIA Program. Plan, organize, and facilitate meetings for the Data Access Board to be coordinated by HIA. Provide support for tasks such as scheduling meetings, taking meeting minutes, and distributing minutes. Deliverable 3.2: Develop and maintain communications materials in support of the HIA Program, including brochures, fact sheets, and web-based and SharePoint documentation. Task 4: Privacy & FOIA Support: The contractor shall conduct initial processing requirements on all FOIA requests received by the VHA FOIA Office, to include logging the request into FOIAXpress, assigning requests to FOIA staff, preparing drafts of formal correspondence, seeking clarification on FOIA requests and drafting acknowledgement letters on all requests. The contractor shall process all requests that require routing/referral to other VHA or VA component offices. The contractor shall follow the VA established process for tracking all VHA field and central office sensitive FOIA requests. The contractor shall conduct records searches and draft correspondence on all Privacy Act requests received by the VHA FOIA Office. The contractor shall maintain the database of VHA field FOIA Officers by updating the entries as required. The contractor shall follow established VA processes for conducting audits of FOIAXpress usage among VHA field components. The Contractor shall archive and disposition FOIA requests files through established VA procedures. Deliverables for Task 4: Deliverable 4.1: The Contractor shall provide timely and formal responses to all FOIA requests assigned for processing. Deliverable 4.2: The Contractor shall conduct established initial processing requirements on all FOIA requests received by the VHA FOIA Office. The initial processing requirements includes logging the request into the electronic FOIA tracking system (FOIAXpress), assigning the requests to FOIA staff through established assignment protocols, drafting formal correspondence seeking clarification on FOIA requests, drafting formal correspondence involving issues of fee waivers and expedited processing and drafting formal acknowledgement letters. Deliverable 4.3: The Contractor shall process all requests that require routing/referral to other VHA or VA component offices. The referral process includes drafting formal correspondence to the FOIA requestor notifying the requestor of the referral, drafting formal correspondence to the receiving VA/VHA component and transferring the request to the VA/VHA component in the electronic FOIA tracking system (FOIAXpress). Deliverable 4.4: The Contractor shall follow established processes for tracking all VHA field and central office sensitive FOIA requests. Deliverable 4.5: The Contractor shall conduct records searches, using established VA processes and draft formal correspondence on all Privacy Act requests received by the VHA FOIA Office. If through the records search, there is a determination that the requests should be referred to another VA/VHA component, the contractor shall draft formal correspondence to the requestor advising of the referral and make the appropriate referral in the electronic FOIA tracking system. Deliverable 4.6: The Contractor shall maintain the database of VHA field FOIA Officers by updating the entries as required. Deliverable 4.7: The Contractor shall follow established VA processes for conducting audits of FOIAXpress usage among VHA field components. The Contractor shall maintain supporting files and documentation of the audits conducted and provide the results of such audits in a formal report to the Director, VHA FOIA Office. Deliverable 4.8: The Contractor shall archive and disposition VHA FOIA records in accordance with established VA procedures and in accordance with the Federal Records Act. Documentation of archiving federal records shall be provided to the Director, VHA FOIA Office. Task 5: Business Associate Agreement (BAA) Support: The Contractor shall provide administrative support to the VHA Business Associate Program Manager. The Contractor shall respond to email and telephone inquiries regarding the status of Business Associate Agreements, forward agreements to the Health Data Information Director for signature, scan completed agreements and archive. HIA currently has 400 active BAAs in the database. Deliverable for Task 5: Deliverable 5.1: The Contractor shall provide administrative support to the VHA Business Associate Program Manager; respond to email and telephone inquiries regarding the status of Business Associate Agreements; forward agreements to the Health Data Information Director for signature, scan completed agreements and archive agreements. IV. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response of no more than 10 pages in length, single spaced, 12 point font minimum. The Government will not review any other data, attachments that are in excess to the 10 pages. Companies should provide clear and unambiguous evidence to substantiate their capability to fulfill these requirements. Interested parties shall furnish the following information: 1.Company name and address 2.Company point of contact name, telephone number and email addres 3.Company business size and status (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Women-Owned Small Business, etc.), the number of years in business, affiliate information: parent company, joint venture partners, potential teaming partners 4.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant SINS 5.Capabilities/Qualifications: A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement. Description of the capabilities/qualifications/skills your company possesses to perform services described in the scope of work. 6.Past Experience: Brief summary of the company history relative to similar requirements. Offer may provide the following information on a maximum of three similar projects for which the responder was a prime or subcontractor. a.The name, address, and value of each project b.The Prime Contract Type, Firm Fixed-Price, or Time and Material c.The name, telephone and address of the owner of each project d.A brief description of each project and why it is relevant to this requirement. Include difficulties and successes e.Your company's role and services provided for each project. f.Did you perform the work on-site? Can it be provided off-site? g.What kinds of performance incentives are used? h.What kinds of performance assessment methods are commonly used? i.What are the common qualifications of the people who are providing these services? It is requested that the above information be provided no later than June 6, 2011 at 1:00PM EST. Responses should be emailed to Stefanie Perry at Stefanie.Perry@va.gov. All Email Correspondence for this project must reference the RFI Number, Project Identifier and Project Title in the subject line of the email. Example: RFI VA-701-11-RI-0120, CHIO 11-56, EHT Communication Services DISCLAIMER This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70111RI0314/listing.html)
- Document(s)
- Attachment
- File Name: VA-701-11-RI-0314 VA-701-11-RI-0314.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=204931&FileName=VA-701-11-RI-0314-000.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=204931&FileName=VA-701-11-RI-0314-000.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: VA-701-11-RI-0314 VA-701-11-RI-0314.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=204931&FileName=VA-701-11-RI-0314-000.docx)
- Record
- SN02458936-W 20110529/110527234108-2ffed02ed61fd8bcddfd65a959a06b94 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |