SOLICITATION NOTICE
D -- Tier 2.5 Trouble Ticket and Data Reconciliation Support - Tier 2.5 Limited Sources Justification
- Notice Date
- 5/15/2018
- Notice Type
- Fair Opportunity / Limited Sources Justification
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- General Services Administration, Federal Acquisition Service (FAS), Acquisition Operations Division (3QZA), 20 North 8th Street, The Strawbridges Building, Philadelphia, Pennsylvania, 19107, United States
- ZIP Code
- 19107
- Solicitation Number
- ID03160001
- Archive Date
- 6/14/2018
- Point of Contact
- Katrina Lloyd, Phone: 2154464898
- E-Mail Address
-
katrina.lloyd@gsa.gov
(katrina.lloyd@gsa.gov)
- Small Business Set-Aside
- N/A
- Award Number
- GS-35F-0478J-00
- Award Date
- 3/29/2016
- Description
- Tier 2.5 Limited Sources Justification LIMITED-SOURCES JUSTIFICATION FOR Defense Health Agency (DHA) Tier 2.5 Trouble Ticket and Data Reconciliation Support Anatomic Pathology Laboratory Information System (APLIS) Modification 05 Note: This document is prepared in accordance with the requirements of FAR 8.405-6(c). The acquisition is conducted under the authority of the Multiple Award Schedule Program. •1. Identification of Requiring Activity and Contracting Activity: The requiring activity is the Defense Health Agency (DHA), Falls Church, VA 22042. The contracting activity is the GSA Federal Acquisition Service (FAS), Mid-Atlantic Region. This document is hereby identified as a Limited-Sources Justification. •2. Nature and/or Description of Action Being Approved: The action being approved is a restriction of fair consideration to all GSA Schedule awardees under the GSA IT 70 Schedule, SIN 132-51 "Information Technology Services" and sub category "IT Systems Analysis Services". A modification to task order GSQ0316DS0025 under the TMCI - The Mcvey Company, Inc.'s (TMCI) GSA IT 70 Schedule contract GS-35F-0478J is required to provide additional data reconciliation support under optional CLIN 2003 Data Quality Support. This new work is a logical follow-on to Task Order (TO) GSQ0316DS0025, which was placed in accordance with the applicable Federal Supply Schedule ordering procedures. TO GSQ0316DS0025 was competitively awarded on 03/29/2016. This Limited-Sources Justification requests approval to reinforce the DHA Tier 2.5 Trouble Ticket and Data Reconciliation Support requirement with additional support for Anatomic Pathology Laboratory Information System (APLIS) Data Migration to ensure pathology records unable to be migrated are correctly associated to the correct Department of Defense (DoD) beneficiaries' health record for care coordination and treatment. •3. Description of Supplies/Services Required To Meet the Agency's Needs: TMCI was awarded this task order on March 29, 2016. The scope of this task order is to provide program-level Help Desk support to include evaluating, processing or resolving and tracking 100% of the Trouble Tickets identified for the MHS Tier 2.5 Help Desk. This includes program management, detailed trend analysis and reporting on the state and performance of the DHCS and resolution functions. This task order modification will provide additional support for DHA Tier 2.5 Trouble Ticket and Data Error Reconciliation Support for APLIS Data Migration in order to analyze, identify, and remediate errant identity, multiple, and crossed records discovered in CoPath Plus for the remainder of the current Option Year 2 performance period, from 12 April 2018 through 09 April 2019. This action provides in scope support for an analysis of patient record data on CoPathPlus, the AHLTA Clinical Data Repository (CDR), Composite Healthcare System (CHCS) hosts, and the Defense Enrollment Eligibility Reporting System (DEERS) for applicable Defense Medical Information System (DMIS) Identifiers (IDs). The analysis of data records will identify patient identity errors, errant patient DoD identification numbers, errant patient records, multiple patient records, and potential patient unmerges. The results of the analysis will be used to coordinate and remediate the identified errant patient data errors in the correct sequence across systems (e.g. DEERS, CHCS, AHLTA CDR, CoPathPlus) in partnership with the Defense Manpower Data Center (DMDC) for fixes in DEERS and Cerner for fixes in CoPathPlus. The contractor will develop a repeatable process for error identification and steps necessary for error resolution. The process documentation and any automated software tool will be turned over and become property of the Government. •4. Identification of Statutory Authority and Justification/Rationale for Limiting Sources Demonstrating the Contractor's Unique Qualifications to Provide the Required Supply/Service: The authority for this action is FAR 8.405-6(a)(1)(i))(C) - In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order was not previously issued under sole-source or limited-sources procedures. As part of the DoD initiatives to reduce IT costs through data consolidation and implementing enterprise solutions, DHA awarded the Genesis enterprise contract to replace the Armed Forces health records with a new consolidated and enterprise solution. DHA uses the current version of APLIS as the patient data record system for all service member's pathological data. In preparation for implementing the data consolidation and enterprise solution requirements, DHA planned for and funded the APLIS data migration requirement in 2016 from the existing CoPathM platform to the new CoPathPlus platform. CoPathPlus is a very advanced Laboratory Information System (LIS) that is used by DHA to enter, store and retrieve patient record data for military service members. CHCS, AHLTA and DEERS are other DoD systems that use the same patient record data for separate applications and for cross referencing and data identification. An example of this would be how DEERs is used to verify the service member and their family members for eligibility for DoD Identification Card issuance. DHA executed the data migration effort and discovered during quality control reviews of the data migration, there were patient records that did not successfully migrate. Upon further analysis, the complexity of the data records was underestimated by DHA. DHA found that there were patient data records corrupt due to a variety of unforeseen data errors. There were records with physical data corruption that left these records unreadable; duplicate patient records due to multiple data entries executed at different medical facilities during the service members medical treatment; patient records with incomplete and conflicting data; data from multiple records that were merged into single record and need to be segregated as single records. All systems must be in synch in order for the CoPathM data to be updated with the precise patient information and successfully migrate into the new CoPathPlus database. Competing this requirement would not be in the interest of economy and efficiency. Specifically, if this requirement were competed, the Government would incur a significant investment in the time and effort it would take to develop an entirely new set of solicitation documentation, issue an RFQ, review and analyze quotes, prepare award documentation and make the award. In addition, competing this requirement could take months and the CoPathM system cannot be decommissioned until these errors are resolved causing additional sustainment costs to keep operational. Without this service, patient records will either be incomplete or nonexistent in the new system. The patient records in error will not associate with the full patient file and become orphan records in the system. This is a significant patient safety risk as these orphan records will not likely be viewed by clinicians causing delay in care/treatment, missed diagnoses and/or repeat studies. Furthermore, facility laboratory accreditations are placed at risk by not meeting record retention regulations stipulated by the College of American Pathologists (CAP) which is required to maintain the ability to bill for services and maintain participation with Medicare and Medicaid. TMCI has provided acceptable support for this task order since April 2016 (no negative feedback has been received thus far from DHA). Retaining this contractor will fulfill the Government's requirement to support the APLIS requirement for the remainder of the current Option Year 2 performance period. As such, in the interest of economy and efficiency, issuing a modification for this additional APLIS requirement is the proper and logical action for the Government. The reasons above prove that competing this work will have a critical impact on DHA's mission in the deployment of the APLIS to the health systems throughout the DOD. •5. Determination by the Ordering Activity Contracting Officer that the Order Represents the Best Value Consistent with FAR 8.404(d): The assigned GSA ITM will complete a technical evaluation on the contractor's technical submission. The assigned GSA Contracting Officer will complete the price evaluation. The GSA ITM will perform a technical evaluation to ensure that the labor mix and number of hours quoted by the contractor are acceptable and commensurate with the work requirement of this task as well as ensuring that the contractor has adequately responded to all technical requirements. The GSA Contracting Officer will conduct a price analysis of the contractor's submitted prices for all labor ensuring that there are no math errors or pricing caveats. Quoted labor rates will also be checked to ensure that they do not exceed the contractor's current GSA Schedule contract. In addition, the Contracting Officer will check historical pricing on the previous similar task orders and the current task order in comparison to the contractor's quoted price. In accordance with FAR Subpart 8.4, GSA has already determined the prices to be fair and reasonable at time of award of this task order since they are derived from and reflect the actual prices in the GSA Schedule and since the rates were also derived from a competitively awarded task order. The Contracting Officer has determined that these combined efforts will result in the greatest overall benefit to the Government in response to the requirement, attaining the best value, and fair and reasonable prices. •6. Description of Market Research: Market Research was conducted in accordance with FAR 10. A review of the technical scope of TMCI's GSA IT 70 Schedule contract showed that the contractor offers the required services under its GSA Schedule contract number GS-35F-0478J. This research was conducted using GSA's Schedules E-library website and the contractor's web site. •7. Other Facts Supporting the Justification: None. •8. Actions the Agency May Take to Remove or Overcome Any Barriers that Led to the Restricted Consideration prior to Subsequent Acquisition For the Supplies or Services: If future expenditures and allowances are granted for continued support during the period of performance of this task, all efforts will be made by the Government to seek alternate sources of service for the support. However, it is important to note that many variables will play into this alternative source potential, such as changes in Government priorities within the current operations, and shifting needs.
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