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FBO DAILY ISSUE OF APRIL 10, 2011 FBO #3424
DOCUMENT

99 -- CHIO 11-11 - PHR DEPLOYMENT - Attachment

Notice Date

4/8/2011
 

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

VA70111RI0151
 

Response Due

4/20/2011
 

Archive Date

6/19/2011
 

Point of Contact

Stefanie Perry
 

Small Business Set-Aside

N/A
 

Description

CHIO 11-11 My HealtheVet Personal Health Record (PHR) Deployment Request for Information VA-701-11-RI- 0150 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 My HealtheVet Personal Health Record (PHR) deployment services. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. II. Background: a. My HealtheVet (see http://www.myhealth.va.gov/) is a web-based application that creates an online environment where Veterans, family, and clinicians may come together to optimize Veterans' health care. Web technology, combined with essential health record information, and enhanced by online health resources, enable and encourage patient/clinician collaboration. My HealtheVet is the Department of Veterans Affairs (VA) primary automated eHealth support tool. b. My HealtheVet debuted on Veterans Day 2003 and continues to incrementally release functionality to include: "Online prescription refills "Health education information "Self-assessment tools "Health journals and eLogs "Veteran specific conditions "Seasonal health reminders "Health calendar "Wellness Reminders "View VA Appointments "Allergies and Adverse Reactions "Chemistry/Hematology Lab Tests and Results "Blue Button "Patient Education Management System "One stop Benefits/Services "Secure Messaging "Delegation (future) "My Recovery Plan ® "Veteran Online Application "Copies of Key Portions of the VistA* Electronic Health Record "Health Assessment (in progress) "Veterans Virtual Health Library (in progress) "Download Data to desktop or data device *The Veterans Health Information Systems and Technology Architecture (VistA) is an enterprise-wide information system built around an electronic health record, used throughout the VA medical system, known as the Veterans Health Administration (VHA). c. The implications of My HealtheVet are far-reaching. Clinicians will be able to communicate and collaborate with Veterans much more easily. The new online environment will map closely to existing clinical business practices, while extending the way care is delivered and managed. As Veterans build up their lifelong health records, they will be able to choose to share all or part of the information in their account with their families, advocates, and their health care providers, inside and outside VA. Veterans and their delegates will have access to health information, views of their VHA medical records and self-entered personal health information, electronic services such as internet prescription refill, and tools and resources to record health history and track aspects of their health over time. My HealtheVet has the potential to dramatically improve the quality of care available to Veterans. d. VA has a rich history of using information technology in the delivery of world-class health care to Veterans. VA's Electronic Health Record, (the Computerized Patient Record System (CPRS)) is well known throughout the health care community as perhaps the best of its genre. CPRS is the primary automated support tool for VA caregivers. f. My HealtheVet is the official Personal Health Record (PHR) of the Department of Veterans Affairs. The following is a schematic representing how VA envisions IT affecting health care: g. For My HealtheVet to succeed in its goals, it is critical that clinicians throughout VA understand My HealtheVet - how it works and its advantages and potential for positive impact on Veteran health. Therefore, VHA must develop educational materials and present them in a manner that will inform and encourage clinicians on how to best incorporate My HealtheVet into their practices and daily routines. h. In turn, the clinicians must encourage Veterans to begin or continue using their personal health record, assist them with knowing how to work effectively with a personal health record, and communicate or demonstrate how recording and using their health information will increase their chances for a favorable health outcome, as well as increase the convenience factor. i. VHA has done a significant amount of investigation with Veteran stakeholders as well as clinicians. This has helped the My HealtheVet Program Office (known as the Veterans and Consumer Informatics Office, or V/CHIO) to formulate some stakeholder needs / expectations. 1) Veterans want: "accurate, timely access to their health information "to take an active role in managing their own health "to make informed, educated health care decisions "to refill prescriptions and check appointments online "one stop shopping for benefits and services "to communicate with their healthcare provider electronically "to know VA cares 2) Clinicians want: "to support patient- tracked metrics "to decrease unnecessary clinic visits "to provide patients with objective, clinically sound health education "information sharing to support co-managed care (for example patient/provider and/or VA provider/non-VA provider) "wellness reminders "to utilize technology that will maximize time "a complete record "to work with engaged and informed patients to provide better patient care III. Requirements: The contractor shall execute a comprehensive solution to incorporate the My HealtheVet PHR into the daily delivery of health care and promote its use by Veterans, their advocates, and caregivers. The contractor shall assist the V/CHIO Program Office in preparing for the development and implementation of a national deployment of My HealtheVet services and features, and in facilitating stakeholder management meetings for the collection of business requirements for features/functionality to be added to the My HealtheVet PHR. The contractor shall manage the full range of PHR field testing activities, including the development and implementation of test protocols/plans, memoranda, scripts, analysis, and reports. The contractor will manage the full range of Secure Messaging adoption and integration activities to include all aspects of primary care, sub-specialty care, and non-clinical services, including training, support, meeting facilitation, meeting minutes/notes, and related materials and reports. The contractor shall provide onsite and remote presentations and support to VISN/VAMC staff and management, workgroups, and V/CHIO management (e.g., facilitate meetings/conference calls, provide meeting minutes/notes/reports, etc.). The contractor shall provide materials that comply with Section 508 regulations/policies, and practices. The contractor shall perform program management support services in the following areas: communications/outreach, staff and patient education, training, clinical adoption, implementation, stakeholder management, release and change management, portfolio management, performance measurement, and targeted briefings to groups of VA employees and stakeholders across VHA* and its partners (e.g., Veteran Services Organizations, DoD). Delivery mechanisms may include using a combination of electronic and printed material, site visits, and conference calls utilizing Live Meeting or comparable mediums. *VHA is organized into 21 Veterans Integrated Service Networks (VISNs) each with associated medical centers, outpatient clinics and Vet Centers. A map of VISNs is available at http://www.va.gov/directory/guide/division.asp?dnum=1. Specific Mandatory Tasks and Associated Deliverables: The contractor shall perform the tasks and complete the associated deliverable as follows by the scheduled dates within the overall period of performance. Task 1.0 - The Contractor shall perform activities necessary for the Clinical Adoption, National Deployment, Release Management, and Portfolio Management of the My HealtheVet PHR. Subtask(s) for Task 1: Subtask 1.1: The Contractor shall provide support through national rollout of Secure Messaging, Blue Button, My Recovery Plan, Health Risk Appraisal, Veterans Virtual Library, and the integration and adoption of business and clinical workflow processes, and national rollout of PHR services and features. Secure Messaging efforts will focus in the areas of Primary Care, Sub-specialty care, and non-clinical services. Contractor shall support the national rollout of Secure Messaging functionality through the facilitation and documentation of meetings with executive sponsors, clinical and business champions, and work groups (e.g., Blue Button meetings, retreats, PHR Workgroup, Secure Messaging Tactical Implementation Workgroup, etc.). The contractor shall develop employee and patient education and training materials, to include clinical and business champions and implementation teams. The contractor shall expand/update/ refine Secure Messaging Toolkit key steps manual to include aspects of primary care, sub-specialty care, and non-clinical services. Contractor shall research Clinical Adoption and Business and Clinical Workflow Processes by investigating successful PHR models related to anticipated features and functions, Home TeleHealth, and other clinical and operations areas within VHA to be identified by PM. The contractor shall adapt the appropriate business models and practices to support the My HealtheVet PHR Clinical Adoption effort, and develop Clinical Test Scripts, Lessons Learned Reports, and Clinical Test Outcome Reports to foster innovation and performance improvement in the adoption of the My HealtheVet PHR. The contractor shall manage all aspects of PHR and SM field testing efforts. Contractor shall support the national rollout of any MHV PHR services and features through the facilitation and documentation of meetings with executive sponsors, clinical and business champions, and work groups, including all aspects of field testing. The contractor shall develop/refine/update program and project work plans. The contractor shall expand/update/ refine a PHR services and features Toolkit key steps manual, to include all features available through My HealtheVet using existing and expanded delivery technologies. Deliverables for Subtask 1.1: 1.1.1 - Secure Messaging Meeting Documentation Report, including status of the national rollout and the integration and adoption of business and clinical workflow processes. 1.1.2 - Expanded/updated/refined Secure Messaging Training Manual to address aspects of primary care, sub-specialty care and non-clinical services. 1.1.3 - Expanded/updated/refined Secure Messaging Toolkit Key Steps Manual to address aspects of primary care, sub-specialty care and non-clinical services. 1.1.4 - Business Model Investigation and Adaptation Report 1.1.5 - Veteran tester plans for all PHR Services and Features 1.1.6 - Lessons Learned Reports 1.1.7 - Test Outcome Reports 1.1.8 - PHR Services and Features Meeting Documentation Report 1.1.9 - PHR Services and Features Training Manual 1.1.10 - PHR Services and Features Toolkit Key Steps Manual 1.1.11 - PHR and Secure Messaging Meeting Minutes/Notes 1.1.12 - Field testing protocols/plans, scripts analyses, success criteria and reports. Subtask 1.2: The Contractor shall provide updated National Strategy and Deployment Plans for the My HealtheVet PHR and Secure Messaging to address all upcoming features and functionalities, to include clinical and business adoption of the features and functionalities slated for release in 2012 and beyond. The plan shall address the current state of the My HealtheVet PHR and include the vision, mission, goals, objectives, and future of the My HealtheVet PHR. The plan shall provide a MHV strategic roadmap on how the deployed, planned, and future features of the My HealtheVet PHR may be used by Veterans, clinicians, and stakeholders to foster a collaborative working relationship between patient and the health care team and integrate into the key core VA strategic initiatives to include, but not limited to Health Informatics Technology (T16), T13, Veterans Lifetime Electronic Health Record, National Health Information Network. The contractor shall assist in the execution of the National Deployment Plan. Deliverable for Subtask 1.2: 1.2.1 - PHR and Secure Messaging National Strategy and Deployment Plans 1.2.2 - National Deployment Status Reports and Supporting Documentation Subtask 1.3: The Contractor shall identify, plan, manage, facilitate, and communicate information and data related to releases of upcoming, new and/or enhanced My HealtheVet functionality. The contractor shall support VHA business requirements lead through the development of new business requirements and review of existing requirements for upcoming My HealtheVet functionality improvements and enhancements. Contractor shall prepare integrated project plans for all My HealtheVet PHR extract releases and facilitate planning input by V/CHIO staff and supporting personnel, including all aspects of field testing of new features. Contractor shall create and deliver work breakdown structures (WBS), work plans, and project plans in MS Project. Contractor shall create portfolio and project level dashboards for releases managed by V/CHIO. Contractor shall establish an internal communications plan to develop regular updates on project related information with inputs from Product Development (PD) Project Management Offices (PMOs), VA and VA/DoD requirements work groups, VHA executives, and other sources as determined by PM. Contractor shall provide updates to the audience of V/CHIO staff and supporting personnel and PD PMOs. Contractor shall facilitate project management for all My HealtheVet PHR releases, including Secure Messaging, through the research and documentation of Best Practices for all releases. Contractor shall facilitate dashboard reporting, issue tracking, and resolution. Contractor shall lead/support all aspects of PHR and SM field testing and implementation of all releases by addressing change management issues across facilities. Contractor shall facilitate table top exercises or other issue resolution techniques for facilities with significant process issues. Contractor shall provide workgroup agendas, notes, charter, vision document and presentation materials. Contractor shall prepare and deliver feature/functionality business case analysis for documented high-level business requirements. Deliverables for Subtask 1.3: 1.3.1 - My HealtheVet PHR Integrated Work Breakdown Structures 1.3.2 - My HealtheVet PHR Integrated Work Plans 1.3.3 - My HealtheVet PHR Integrated Project Plans 1.3.4 - Internal Communications Plan 1.3.5 - Release Best Practices Report 1.3.6 - Change Management Table Top Exercise 1.3.7 - Feature/Functionality business case analysis report 1.3.8 - MHV Deployment Plan Subtask 1.4: The Contractor shall provide portfolio management support in the oversight and strategic direction of the overall My HealtheVet program, with respect to upcoming and future services and features. Contractor shall continue to create and deliver mapping of key V/CHIO processes and roles and responsibilities. Mapping shall include Governance processes and include all process descriptions as outlined in the My HealtheVet Program Governance Plan and in the V/CHIO Standard Operating Procedures, and program management office processes to include lessons learned. Contractor shall develop and deliver processes and defined interaction points in support of integrated project management with PD and key stakeholders. Contractor shall develop and deploy tools for the V/CHIO PMO in the Project Management Body of Knowledge (PMBOK) key areas of Integration, Scope, Time, Cost, Quality, Human Resources, Communications, Risk, and Procurement Management. Contractor shall create and deliver a PMO toolkit which provides project metrics, dashboards, and issue tracking at project and portfolio levels, using Bar Code Resources as an example. The Contractor shall manage, facilitate, coordinate, and prepare documentation reports for no more than 3 major retreats/conferences. Contractor shall develop and deliver a V/CHIO Project Management Guide consistent with VA Project Management Guide, PMBOK, and Capability Maturity Model Integration (CMMI) Level 2 guidelines. Contractor shall provide support in stakeholder management through collaborations with Veterans and Veterans Service Organizations, other Federal Agencies, and VHA lines of business including Home TeleHealth, Finance Systems and Enterprise Systems Management (ESM). Deliverables for Subtask 1.4: 1.4.1 - Updated Map of Key V/CHIO Processes 1.4.2 - Updated V/CHIO Roles and Responsibilities Assessment 1.4.3 - Defined Interaction Points Processes Report 1.4.4 - V/CHIO PMO Tools Report 1.4.5 - PMO Toolkit Report 1.4.6 - V/CHIO Project Management Guide 1.4.7 - Collaboration Report 1.4.8 - Lessons Learned Execution Report and Plan 1.4.9 - Retreats and Conferences Plans and Materials Task 2.0 - The contractor shall support the achievement of appropriate saturation / awareness throughout the VA health care network by demonstration of the benefits and enhancements to the delivery of healthcare to Veterans and Consumers through utilization of the My HealtheVet PHR. The contractor shall demonstrate the effectiveness of developed plans. Subtask 2.1: The contractor shall develop an Integration Strategy and Execution Plan for Sustainment, as it pertains to My HealtheVet. Deliverables for Subtask 2.1: 2.1.1 - Veteran and Consumer Integration Strategy and Plan 2.1.2 - Execution Plan for Sustainment 2.1.3 - Product Effectiveness Plan Subtask 2.2: The contractor shall identify and manage Veteran wants and needs through Veteran focus groups. The contractor shall collect Veteran feedback prior to workgroup initiation as part of usability testing. The contractor shall prepare employee and patient test scripts, plans, and results documentation. Deliverables for Subtask 2.2: 2.2.1 - Veteran Testing Approach and Methodology Report 2.2.2 - Test Scripts 2.2.3 - Results Documentation Report Subtask 2.3: The contractor shall support VHA team leads with the development and deployment of communication/outreach, training and education and performance evaluation materials. Deliverables for Subtask 2.3: 2.3.1- Communication/Outreach, Training and Education Report 2.3.2 - Performance Evaluation Report Subtask 2.4: The contractor shall provide results from My HealtheVet initiatives, Industry, Field Testing and Veteran Focus Groups in a Lessons Learned report. The contractor shall provide research in anticipation of any planned functions/features for the My HealtheVet program. The contractor shall provide briefing and presentation materials with detailed presenter notes. The briefings shall be creative and in adherence to the Office of Informatics and Analytics (OIA). Deliverables for Subtask 2.4: 2.4.1 - Lessons Learned Report per project 2.4.2 - Research Report per project 2.4.3 - Briefing and Presentation Reports 2.4.4 - Best Practices Report Subtask 2.5: The contractor shall provide meeting management and facilitation for large group meetings. Activities shall include, but are not limited to, meeting preparation, material preparation, facilitation, and follow through of action items. In addition, the contractor shall initiate and manage Veteran Focus Groups to incorporate into the Systems Development Life Cycle (SDLC) and My HealtheVet simulation lab processes. Deliverables for Subtask 2.5: 2.5.1 - Meeting Management and Facilitation Report 2.5.2 - Veteran Focus Groups Incorporation Report 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 minimum information: 1.Company name and address 2.Company point of contact name, telephone number and email address 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 applicable to this requirement. 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 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. It is requested that the above information be provided no later than April 20, 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-0150, CHIO 11-11, PHR Deployment. 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/VA70111RI0151/listing.html)
 

Document(s)

Attachment
 

File Name: VA-701-11-RI-0151 VA-701-11-RI-0151.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=189405&FileName=VA-701-11-RI-0151-001.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=189405&FileName=VA-701-11-RI-0151-001.doc

 

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Record

SN02420564-W 20110410/110408234553-d454f08c25be785b606708fee3faf08a (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
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