SOURCES SOUGHT
R -- Collaboration Web Tool Service
- Notice Date
- 8/3/2016
- Notice Type
- Sources Sought
- NAICS
- 519130
— Internet Publishing and Broadcasting and Web Search Portals
- Contracting Office
- Department of Health and Human Services, Centers for Medicare & Medicaid Services, Office of Acquisition and Grants Management, 7500 Security Blvd., C2-21-15, Baltimore, Maryland, 21244-1850
- ZIP Code
- 21244-1850
- Solicitation Number
- 175027
- Point of Contact
- Kelley Williams-Vollmer, Phone: 4107868177
- E-Mail Address
-
kelley.williams-vollmer@cms.hhs.gov
(kelley.williams-vollmer@cms.hhs.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS NOT A REQUEST FOR PROPOSAL (RFP) OR SOLICITATION AND NO SOLICITATION EXISTS AT THIS TIME. Purpose: This Sources Sought Notice is to obtain information regarding the availability and capability of contractors. This notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research is NOT a solicitation for proposals, proposal abstracts, or quotations. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. PLEASE NOTE THAT THIS IS NOT A REQUEST FOR PROPOSAL, NO SOLICITATION EXISTS AT THIS TIME. The QIO Program and its components are national in scope and scale. By law, the mission of the QIO Program is to improve the effectiveness, efficiency, economy and quality of services delivered to Medicare beneficiaries. The purpose of this procurement is: To obtain the services of a contractor who will acquire commercial software and hosting provided as (SaaS) to be used by contractors, stakeholders, beneficiaries, and the public for information and collaboration purposes to support the 11th Statement of Work (SOW) of the Centers for Medicare & Medicaid Services (CMS). This work includes: An understanding of and work with of the Quality Innovation Networks Quality Improvement Organizations (QIN-QIOs), the Quality Innovation Network - National Coordinating Center (QIN-NCC), the Beneficiary and Family Centered Care - Quality Improvement Organizations (BFCC-QIOs), the Beneficiary and Family Centered Care - National Coordinating Center (BFCC-NCC ), the Program Collaboration Center-Program/Project Management (PCC-PPM), the Program Collaboration Center-Integrated Communications (PPP-IC), and the Strategic Innovation Engine (SIE) contracts under the 11th Statement of Work (SOW). The Centers for Medicare & Medicaid Services (CMS) will use this website for collaboration, group, and communication technologies. Such technologies include library, storage, retrieval, search, education, and other functions under the rubric of "website portal," "knowledge management," and "social media." CMS will use these techniques to find, store, retrieve, and share papers, audio, video, slides, and other media within the QIO program and across provider groups including: hospitals, physicians and their offices, nursing homes, home health agencies, and hospice. CMS will also use these techniques to inform local healthcare stakeholders such as families, churches, community health centers, public health agencies, and others about quality improvement and value in healthcare. A. Assumptions a. The Contractor provides the website under a CMS service contract. The potential users of the website, other CMS contractors, healthcare providers, beneficiaries, and taxpayers, are the customers of the website. Website customers have three primary needs: i. Fast access to the website itself ii. Reliable access iii. Ease of access to items on the website b. The Contractor will provide software and/or licenses for software necessary to meet the contract specifications. c. The Contractor will not design, implement, or maintain any customized or proprietary software, applications, or other functionalities that impact the QIO 11th SOW Community without prior approval in writing from the COR. d. The Contractor will receive prior approval, in writing, from the COR before introducing any new Commercial-off-the-Shelf (COTS) products or proprietary utilities that impact the QIO 11th SOW Community. e. The Contractor shall ensure all applicable applications and tools function correctly under commonly used user agents and platforms, such as Internet Explorer, Navigator, Mozilla, Google Chrome, Opera, AOL, and Safari on Windows and Macintosh platforms. f. The Contractor shall provide (SaaS) to CMS that allows for proper processing and transfer of all data associated in support of the QIO 11th SOW Program. g. The Contractor shall minimize measurable degradation in Website performance due to increases in data or user volumes. This includes support of high volumes of concurrent users. This includes benchmarking of access and load times during regular business hours on a weekly basis. Additionally, users (customers) shall occasionally send bench marks to the contractor. h. Suggested Solutions: Yammer, Basecamp, Huddle, Groupsite, Wiggio and more... i. The contractor shall acquire licensing or subscription for "Software as a Service" (SaaS) solution for QIO collaboration. TASKS UNDER THE CONTRACT Task 1 Provide and maintain a contractor owned and operated website as a service. In alignment with Presidential Executive Order of May 9, 2013 (Making Open and Machine Readable the New Default for Government Information) this website shall make it possible for contractors working under the 11th SOW, other government associated healthcare contractors, healthcare providers and practitioners, CMS beneficiaries, and other taxpayers with an interest in improving healthcare quality to search through text, use and reuse materials, post and update materials, and provide flexibility in methods of presenting the data and materials to other end users who are all of those mentioned above. Task 1.1 Provide user functionality benefits. The contractor shall maintain an ongoing mechanism whereby users can request functionality. Such requests shall be discussed with CMS at the monthly reporting period. Task 1.1.1 The contractor shall acquire commercial software licensing or subscription and shall provide from its go live date and continue to provide with 99.99% reliability for the user, the functionality below • Ease of use for the end user, fast log in and access each episode of use • Use current email system of CMS and QIOs (MS Outlook) • Relatively flat structure of content - items available in two or three clicks. • Single User Interface, eases end user acceptance • Single Document Construct that is, the same meta data for all documents permitting ease of search and standardization (see below) • Rapid search capability across internal documents • Fast up and down load, no timeouts during peak hours • Available to CMS, HHS, CMS contractors, providers, practitioners, and the public at large depending upon their particular set of permissions • Access to quality resources (i.e. links to recommended readings for QI professionals, maybe highlight a white paper monthly)-essentially a resources for the users. Task 1.2 Training Provide training information and presentation materials, as requested and needed. The Contractor shall provide technical assistance, support and communicate the functions and services that can be utilized within the Collaboration Website to CMS and the respective users from the QIO community. The Contractor shall provide training to CMS, designated leadership, respective users from the QIO community regarding utilizing the functions of the Collaboration Website. The contractor shall develop processes for virtual training. The Contractor shall manage the Collaboration Website requests from the user community, provide technical assistance and support services. These services include requests made to the Websitemaster, Virtual Office Administrators and the Help Desk Tier 1, 2, and 3 functionalities. Task 2 Contractor Provided Service Functions • Non-proprietary, Commercial Off the Shelf (COTS) or open source based software • Standard naming conventions for documents arrived at by working with the PCC(s) and NCC(s) • Ability to link with source data • Ability to link with other Government sponsored websites; CDC for Maps, NCHS for data, Census for data, National Library of Medicine (NLM) for documents • System focus is on load, storage, search, library, and access functions; the system focus is not on analysis of users, documents, etc. This is not a management dashboard. • Available to CMS, HHS, CMS contractors, providers, practitioners, and the public at large depending upon their particular set of permissions Task 2.1 Functions necessary for the acquired SaaS solution.. All functions must currently exist in the offerors service. User Account a) Access all relevant information with one login. b) Update contact information, including email, and automatically update throughout the system. c) Access to sub-groups; i.e., some groups can be seen only after the main group is joined. Listservs d) All listservs on the website be accessed from within the without going to a different website. e) Subscribing to listserv is simple; i.e., click on a checkbox. f) Listservs subscriptions are not only automatic (does not require administrative approval), but also can be restricted requiring administrative approval. g) Messages sent to the listserv are moderated via outlook/email without the need to login into the listserv management. Content h) Document loaded by users into one folder should be accessible from one or more other folders. i) The system uses taxonomies/categories. j) Bulk uploads are functional; e.g. 50 documents pertaining to an event can be uploaded in one folder together, without zipping them up, or uploading them one by one, thus allowing the users to download each one separately as needed. k) The document owner or group members are able to be notified when a document is uploaded or edited. l) Group folders can be made restricted, so that only certain users have access to the same, e.g. a management folder (and its contents) accessible only to certain users from the management team. This should be self-managed by the Group Administrators. m) The website is able to tag documents and feed that information into a tag cloud and/or other search tools. Calendar n) Reminders are set by users to remind him/her of an event, one day before, one hour before, 10 minutes before, etc., as in Microsoft Outlook. o) Items from the portal calendar can be imported into Outlook calendar. Discussions, forums, topics p) Users should be able to start a new discussion, or forum, or topic. q) Members of that discussion group should be notified if a new thread is posted. Video and audio library: r) Video and audio meeting are posted on the website. s) Video and audio are streamed from the portal. Blog t) The website allows Blogs. Resources across groups u) Users are able to view across a number of groups from a single dashboard without having to go into each group. Restricted and public display of information: v) There is a public page available to each group, where non registered users can view items tagged as both private and public; this eliminates dual posting, i.e. having to post information twice. Search: w) Search looks at both the public pages and private group pages; results can be set for private only or for all. x) Search looks at both the Meta data and the full text of the documents. y) There is a Tag Cloud linked to the search/documents (for the ease of looking up information). z) There is a decision tree or other mechanism where the users are guided to find the information useful to them. Task 2.2 Software licenses The Contractor shall financially support and manage the licenses required for the Website and its functions as part of the service provided to CMS. The contractor shall host/ maintain/ redistribute/ or expand any software necessary to support the Help Desk function. Task 3 Authoring Functions Benefits • All website content shall be under the control of the Quality Improvement Group (QIG) of CMS and such contractors as they shall name as content administrators; for example the NCC(s) and/or PCC(s) • Toolkit, standard toolkits available for uploads, downloads, content development, etc. • Compliant Authoring tools available to help users uploading content to match the website specifications, multiple vendor support; Microsoft, Adobe, Visio, ESRI, etc. • Training and Implementation Guidance shall be available and easy to access for all users; for example, how to structure documents, storyboards, audio, and video for use on the website, proper path for storage, etc. • Online and telephone help desk support from 8 AM eastern to 9 PM Eastern (6 PM Pacific) with less than five minute wait time during these hours. Task 4 Cost Benefits to Government for Acquiring SaaS Solution. • Reduced creation costs, due to data re-use • Lower document distribution costs, multiple methods of delivery available • Lower footprint costs, e.g. warehousing, multiple methods of delivery available • Wider access and more efficient retrieval of the documentation by the end user, multiple methods of delivery available • Easy filtering of information e.g. Search and retrieval by applicability, through use of metadata and content in searching • Increased operational readiness, through more focused maintenance • Increase in data integrity and the generation of better quality documents, through data integration and data module concept Task 5 Service Capabilities At the direction of CMS and its 11th SOW contractors, using the advice and consultation of the contractor, and using such data and content as are on the public Collaboration website, the contractor shall provide CMS and its identified contractors with a service for their reviewing and testing, functions, services, innovations, such as the below. • A knowledge management service • Interoperability at data level, through use of schemas etc. • Meta Data, consistently applied across the suite of information allowing ease of search, repurposing, and modules • Data Dictionary, standardization of naming conventions • Ease of data exchange, smaller, sgml/xml based files structures • Permits the addition of extra documentation features such as Link mechanisms etc., enabling better end user experience • International standard ISO 8879 • Delimits objects of information, rather than the traditional paper bound constraints; enables more focused data • Modular data, documents and other content allowing repurposing and reuse • Highly defined document structures • Advanced data storage and transfer mechanisms TASK 6. ADMINISTRATION & REPORTING FORMAT Task 6.1: Initial Meeting The Offeror shall attend a one day meeting in Baltimore, Maryland within two weeks of the date of award or contract modification to discuss the proposed work. Task 6.1.1 After the initial meeting, the Contractor shall prepare a project plan, schedule and budget delivered within 30 days of the initial meeting. The project plan shall describe the technical approach, resources, time line, and due dates for deliverables. The Contractor shall develop a project schedule. The contractor shall deliver a project organizational chart of the project as a part of the Project Plan. The project schedule shall reflect current priorities and shall be updated to reflect new initiatives and legislative changes as they occur. This work plan, schedule, and budget shall be delivered within 30 days of initial meeting. Task 6.2: Monthly conference calls The Offeror shall participate in monthly conference calls with the Contracting Officer Representative (COR) and other CMS staff. These calls shall be used as a mechanism for discussing and managing administrative and technical issues as they arise. The contractor shall submit an electronic version of the agenda two (2) business days prior to initiating the call. A concise written summary of the conference calls shall be submitted electronically by the contractor five (5) business days after the call. Task 6.3: Monthly Progress Reports The Offeror shall submit monthly electronic progress reports (not hard copies) outlining work accomplished during the previous month. Such reports shall provide a succinct summary of the following items in the order given below. 1. Contract work and administrative activities during the month (problems encountered and possible delays in deliverables, etc.); 2. Work and administrative activities planned for the forthcoming month; 3. Contractor expectations of the COR and other CMS staff during the forthcoming month (e.g. review of deliverables submitted, delivery of data or other items); 4. A brief discussion of substantive issues to date, if any; 5. Problems anticipated with options for problem solution; 6. Problem resolution; and 7. Any other issues. 8. Appendices shall be used for: a. Use trends, hits, average time on, repeat visits, rebounds, etc. b. Complex subjects such as description of IT and/knowledge management issues. Task 6.4 Report Format Written papers are the basic way that the contractor represents findings and ideas to the government and public. CMS expects that the contractor(s) will allocate the appropriate time and energy to producing finished reports. Contractors and their subcontractors shall do the difficult work of abstracting, honing, and conceptualizing the data and findings and provide summary findings and conclusions for CMS that consider and account for the work described. Complex methods, calculations, and data supporting the findings and summary shall be shown in appendices. CMS needs such finished work to quickly report up the chain of command not only within HHS but also to the executive administration. For short reports CMS considers the National Center for Health Statistics (NCHS) "Data Brief" styles to be excellent with key findings summarized and clearly illustrated. All contractor, subcontractor, consultant, and other reports and papers shall be formatted in Times New Roman 12 point and follow the guidelines set forth by the International Committee of Medical Journal Editors http://www.icmje.org/recommendations/ Prior to sending any contractor, subcontractor, consultant, or other report to CMS, said reports shall be tested by the author for printed paper readability by printing and reviewing text, graphics, tables, maps, etc.; for example check margins, ensure that all words and numbers are easy to read, etc. Task 7: COLLABORATION AND INTERACTION WITH THE PROGRAM COLLABORATION CENTERS (PCC-PPM AND PCC-IC) AND NATIONAL COORDINATING CENTERS (BFCC-NCC AND QIN-NCC) Task 7.1 The contractor shall work closely with the National Coordinating Center(s) (BFCC NCC and QIN NCC) and the Program Coordinating Center(s) (PCC-PPM and PCC-IC) in order to carry out the functions of the contract and to support the 11th SOW. Task 7.2 The contractor, with guidance from CMS, shall communicate directly with all other contractors involved in the 11th SOW. Task 8. HCQIS IT Hardware/Software Procurement Unless otherwise directed by CMS, the contractor shall adhere to the most current version of the policies and procedures outlined and posted on any of the CMS or HealthCare Quality Information Systems (HCQIS) websites (e.g. QIONET, QualityNet). These include, but are not limited to, the QualityNet System Security Policy and the QualityNet Incident Response Procedures. Please note that name changes can/will occur so specifics can be provided upon contract award. The contractor shall comply with all present and future statutes as well as federal, Department of Health and Human Services (DHHS), and CMS regulations and program instructions relating to providing a secure computer operations environment. Additional policies, procedures, updates in documents may be released, requiring the contractor to comply. No funds from this contract shall be used for data collection activities not specified in this contract without prior approval from the CMS Contractor Officer Representative (COR) and in accordance with other CMS administrative guidance. The contractor shall maintain all necessary documentation as identified by CMS Task 8.1 Transition of equipment The contractor is responsible for adhering to the CMS HHS-565 and HHS-22 processes (including any associated deliverables) which focuses on asset management and transition of equipment (transfers, disposals, donations, etc.). Task 9 Key Personnel Director Shall be a senior executive with experience in organizing and directing information technology project dealing with healthcare and healthcare systems; especially desirable is experience with and deep and rich knowledge of the CMS QIO program. Administrator The project administrator shall have a broad background and experience in the management and administration of large and complex projects and experience with government contract management, budgeting, and cost accounting. Desirable is experience with large CMS projects and the QIO program. System Administrator The DB manager shall have extensive knowledge and experience with website s, knowledge management issues, data and content management on website s, their reliable transfer among systems, and close working relationship with other contractors and end users to facilitate ease of use and friendliness of the contractor owned website. Especially desirable is a background and experience with the government security, confidentiality, privacy, and 508 requirements necessary to confidently work with CMS and other government data systems, especially the QIO systems. Knowledge Manager The KM has a strong background in library and knowledge management functions. They are conversant with and expert in technology such as: • Technology and systems related to knowledge management • Interoperability at data level, through use of schemas etc. • Meta Data, consistently applied across the suite of information allowing ease of search, repurposing, and modules • Data Dictionary, standardization of naming conventions • Ease of data exchange, smaller, sgml/xml based files structures • Permits the addition of extra documentation features such as Link mechanisms etc., enabling better end user experience • International standard ISO 8879 • Delimits objects of information, rather than the traditional paper bound constraints; enables more focused data • Modular data, documents and other content allowing repurposing and reuse • Highly defined document structures • New advanced data storage and transfer mechanisms INSTRUCTIONS FOR RESPONDING Responses shall be submitted in the form of a Capability and address all of the following: 1. Requirements: Demonstrate capability, experience, and ability to provide all of the requirements in the order outlined above. Ensure that the same information is provided for any other parties included in the response; i.e., teaming arrangements, subcontractors, consultants, etc. 2. Government Contract Experience: Note any previous Government contract experience, including experience managing work on Cost Plus Fixed Fee contracts. PERIOD OF PERFORMANCE 12 month base year, plus 2 one year options, upon contract award. 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 5 pages. b. The capability statement must identify the responder's business type and size. c. The capability statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s). d. All capability statements must be submitted electronically no later than 2:00 pm EST on August 17, 2016 to Kelley.Williams-Vollmer@cms.hhs.gov. All capability statements can be submitted via e-mail to the point of contact listed. Responses shall be no more than 5 pages. THIS NOTICE IS NOT A REQUEST FOR PROPOSALS. 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). A determination by the Government on how to proceed with the acquisition is within the discretion of the Government. If capability statements are received from at least two responsible businesses by the response date or if the Government determines that small business concerns are capable of performing this requirement based upon an evaluation of the capability statements submitted, the Government may set aside this procurement to small business concerns. NO TELEPHONE REQUESTS WILL BE ACCEPTED.
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