General Services Administration, Information Technology Services, Fast Program (7TF), 819 Taylor St., Rm. 11A30, Fort Worth, TX 76102-6105

D -- WORK MEASUREMENT MODEL SOL 7TF-98-0007 DUE 012398 POC Patricia G. Renfro, Contracting Officer, (817) 978-0039; Robert Richter, Technical Point of Contact, (301)295-3242 17(i). This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, the test program in FAR Subpart 13.6, and FAR Part 15, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued!! 17(ii). Solicitation Number 7TF-98-0007 Request for Proposal!! 17(iii). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-02!! 17(iv). This is a full and open procurement under SIC 7373 Computer Integrated Systems Design!! 17(v). Description: There are several contract line items, which are not optional: ITEMS LISTED 17(vi). Description: The purpose of this Request for Proposal is to acquire the following work measurement model for Outpatient Orthopedic Clinic Modeling and Micro Simulation Project. 1.1 Background: The mission of the Program Analysis Directorate of the Naval Medical Information Management Center (NAVMEDINFOMGMTCEN) includes pro-actively providing information services and information systems that provide health care and other related data in support of current, evolving and future Managed Care, TriCare, and Lead Agent initiatives in the MHSS as directed by the Office of the Assistant Secretary of Defense (Health Affairs) and driven by customer requirements. In support of this mission, the Program Analysis Directorate conducts medical modeling and simulation software evaluations. The documentation of work measurement enables clinic managers to improve patient care and reduce costs through the definition of benchmark work standards and subsequent process improvement plan. A complete picture of work processes and flows at all points of human participation in the clinic gives the clinic manager a snapshot of exactly what each health care provider does throughout the day in the clinic. Each task for every worker will be capturedby a wand reading a bar coded task from a sheet of bar coded tasks and the wand and associated software will provide automated time-marked scanning. The focus is to capture procedures and activities in detail as they take place. Each work performer will make a trail in which a gap or anomaly is easily distinguished. The scanning procedure should take less than ten seconds and the wand should fit in a shirt pocket. Every procedure or activity that is predictable may result in a bell curve, with outliers identifiable by person, skill, location, date, time spent, and time of day. Investigation will identify what arises from local conditions, or other reason such as training needs, or when there is a "best practice". The selection of a self recording task tool is more effective than other methods. The usual methods of work measurement suffer from a variety of deficiencies: High level, system standards obtained by these methods ignore detail and have a central tendency, consequently local users frequently find them irrelevant. Use of observers directly affects the performance of the work observed; other methods have these and other serious intervening effects. The use of a PC resident software system which daily, at the end of the work shift automatically collects data from each employee's bar code reading wand provides a seamless and efficient method of data collection. The data will be analyzed by the contractor who will recognize and delete anomalies in the raw data. The work measurement system will identify the work processes of the NNMC orthopedic clinic's health care providers (physicians, interns, residents, medical students, physician assistants, nurses, orthopedic technicians (corpsmen). In this scenario, work measurement analysis provides the greatest benefit in the evaluation of a clinic's productivity under proposed changes in type and quantity of health care providers and their processes of health care delivery. 1.2 Description: The contractor shall develop a prototype work measurement model of the NNMC Orthopedic clinic designed to introduce work measurement technology to NNMC staff. The work measurement project is for a military orthopedic outpatient clinic where the clinic management will utilize a COTS work measurement application. 1.2.1 Task 1 -- Modeling and Work Measurement Application: The contractor shall acquire and install, in the NNMC orthopedic clinic, a work measurement package for 2 weeks in quarter 2 and 2 weeks in quarter 3 of FY 98 to capture the work processes of the clinic staff. 1.2.2 Task 2 -- Model the NNMC Orthopedic Clinic: The contractor shall model the patient flow and activities associated with the patient flow of the NNMC Orthopedic clinic (OC) through the capture of the work processes of the clinic's staff. The NNMC's Orthopedic Outpatient Clinic has about 32 staff members, including nine staff physicians, and fifteen residents. The residents, interns and medical school students are also defined as GME students. 1. The clinic is currently open Monday through Friday from 0800 to 1600 or until the last patient is discharged. The same hours currently hold for the weekend and holidays but the staff is reduced to one physician and one technician. The clinic has 13 subspecialties including foot, ankle, upper extremities, hand, spine, sports medicine, total joint, and pediatric area. Referrals are self-referral, NNMC inpatient, NNMC Emergency Room, NNMC Medical Acute Care Clinic and second opinions for other DOD health facilities. The contractor shall record the professional activities of about thirty two staff members of the NNMC Orthopedics Outpatient Clinic, including, but not limited to nine staff physicians, fifteen residents, one intern and two medical school students for two weeks, including nights and weekends to collect work content. The recording of GME activities pertaining to providing medical care or medical training or medical studies in other areas of NNMC shall also be captured. The contractor shall process data to: 1) Break the work down by position (skill), employee, work activity,GME, and by specialty clinic, 2) Identify activities by category as Direct Patient Care, Indirect Patient Care, Clinic Operations, and others as decided, 3) Identify and document the work processes so as to quantify important elements in the care delivery system (e.g., Enter patient data into CHCS or ADS, Remove cast, Take vital signs) and to tie activities to patient flows, 4) Track each patient by ID, age, sex, PATCAT, diagnosis code and procedure code via the provider's bar code wand, 5) The contractor shall process data into reports to identify statistical baselines, define benchmarks, plan process improvement, and improve staffing models,6) suggest processes that can be improved, 7) Provide the number of patients seen at the clinic, time of processes done to each patient, all by age, sex, PATCAT, primary orthopedic diagnoses and primary procedure, 8) provide an executive summary,9) present specific findings and recommendations to the project team, 10) At the end of the collection phase the contractor will preview the results with the team for their input into design of specific reports relating to operational issues. 1.3 Significant Milestones and Deliverables: In fulfillment of this SOW, the contractor shall deliver to NMIMC: 1) Monthly Status Reports, 2) Processing times for work steps in the patient flow, print and database 3) Room utilization,4) Provider productivity to include the number of patients seen and the patient's associated ICD9CM diagnostic and procedure code (CPT), 5) Trending for specific demographic and other identified data, 6) An analysis of the activities of the staff physicians and GME students including, but not limited to a) the staff physician's review of GME activities, b) joint consults, and c) other teaching activities jointly attended by both provider types, and attended by only GME students, 7) An analysis of the time spent in entering the patient's data into CHCS and ADS by clinic providers by clinic type 8) contractor will conduct a planning meeting with NNMC/NMIMC staff to design the detailed work measurement and bar coding process and the data collection effort. The topics of this meeting will include the selection of the Clinic's Project Manager from NNMC staff, setting the dates for the data collection from time periods to include 2 consecutive weeks in quarter 2 and two consecutive weeks in quarter 3 of FY 98. The contractor will also provide 9) Data collection methods and approaches, 10) Interview key members of the Clinic staff to understand the operation, organization, and management processes, 11) Conduct detailed walk-through of site to identify locations, data collection protocols, and review key operational issues to include: a) Map out the data collection process, b) Identify job positions and specific employees to scan, c) Identify patient flows, number of bar code readers, and methods, d) Define key elements to be tracked by participants, e) Define the start and end points f) Review and finalize data collection methodology with management, project team, and project manager, and g) Conduct an overview and training sessions for project participants about one week prior to start of the data collection date. Further the contractor shall provide 12) Review management goals, project approach, and impact on future decisions, 13) Acquaint participants with the technology and answer questions, 14) Schedule a training meeting for all participating employees on the day prior to or on the first day of data collection and as needed for each of the remaining weeks 15) Conduct the data collection: a) The contractor will distribute bar code scanners and individual bar code sets, with instructions, b) train participants and begin scanning on the specified date, c) The contractor will provide support on site to retrain, answer questions, and make on-the-spot corrections to activity and process definitions, d) The contractor will ensure that the data is retrieved daily from the wands and processed for quality e) The contractor will produce first-day reports and inspect them to retrain staff, identify error patterns, and evaluate whether correct data is being collected, f) The contractor will make corrections as needed, g) The contractor will conduct a brief follow-up meeting with participants on the second day of collection and provide each participant with a hard copy of their scans, h) The contractor will provide feedback to employees and answer additional questions, i) The contractor will retrain staff as needed, j) The contractor will inspect and verify data accuracy daily during the recording period, k) The contractor shall perform quality and accuracy checks to identify suspect and invalid data, And l) contractor shall produce an exception report. MILESTONE/DELIVERABLE RESPONSIBILITY PLANNED(DO = Delivery Order) Project Start,NMIMC; Signed DO + 2 weeks; Conduct planning meeting,Contractor, signed DO + 4 weeks; Conduct detailed walk-through of Contractor, Signed DO + 5 weeks; site to identify locations, data collection protocols, review key operational issues,Map out data collection process, Contractor,Signed DO + 6 weeks, Conduct an overview and training, Contractor, To be determined but no later session for project participants about than 9 weeks after signed DO; one week prior to start of data collection, (Date of collection, day 1=DC) Training meeting for participating staff,Contractor; DC, day 1 or DC 1 day prior; Data collection, NNMC Staff, DC day 1 through day 14; Produce first day report of data collection, Contractor; DC day 1, Conduct brief follow-up meeting with Contractor; DC day 2 participants and provide each participant with a hard copy of their scans, Inspect and verify data accuracy and Contractor; Each day of each 2 week period produce an exception report in period in Q3 and Q4 of FY98; Produce a flat file of the data collected, Contractor, One week after the final data, collection, Produce an executive summary and specific, Contractor; one month after final week, findings and recommendations, Monthly Project Status Reports, Contractor; 1st working day after the 25th day of each month. The above schedule is based on the best information available at this time. As better information ecomes available or should unforeseen circumstances arise, it may be necessary to modify this schedule. The contractor assumes the responsibility of formally notifying NMIMC as soon as it becomes likely that a scheduled date will slip by more than seven calendar days. 1.4 Period of Performance for this firm fixed price effort is one year after award. Selection Factors: Contractor selection factors include: Prior experience in creating hospital clinic work measurements as they take place using bar code wands.(40%) Prior experience in creating clinic work measurements with bar code wands with menu driven software to download observations from bar code wands and produce reports.(40%) Prior experience in creating work measurement reports for inpatient or outpatient hospital clinics.(20%) 1.6 The place of performance for this Firm Fixed Price effort is: The contractor's place of businessand The National Naval Medical Center, Bethesda, MD. And Naval Medical Information Management Center National Naval Medical Center 8901 Wisconsin Ave. Bldg 27 Bethesda, MD 20889-5605. 1.6 Security: No access to classified information is required by the contractor. Patient ID numbers shall be coded and the codes kept by NMIMC for comparison to ADS ID numbers. 17(vii). Date of delivery is no later than one year after award; Place of Delivery and Acceptance is: Mr. Frank Becker, Infrastructure Integration and Planning Department, Naval Medical Information Mnagement Center, Building 27, code 32, Bethesda, MD 20889 (310) 295-0819!! 17(viii). Solicitation provision at FAR 52.212-1, Instructions to Offerors -- Commercial Items (OCT 1995) is hereby incorporated by reference.!! 17(ix). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous, representing the best value to the Government price and other factors considered. The following factors shall be used to evaluate offers: Evaluation will be based on (1) Technical (a) Technical capability of the item offered to meet the Government requirement (b) Past Performance (see below) and (c) Delivery Terms -- ability to meet required delivery schedule and (2) Price. Factors are listed in their relative order of importance. Past performance will be evaluated as follows: Evaluation of past performance shall be based on information provided by the offeror (see below) and any other information the Government may obtain by following up on the information provided by the offeror and/or through other sources (i.e., offeror's performance on previously awarded FAST delivery orders/contracts and/or contracts with other Government entities). The offeror must identify two Federal, state, or local government and private contracts or delivery/task orders for which the offeror has performed work similar to the statement of work in this solicitation. References should include the most recent contracts completed within the last two years. The offeror shall provide a point of contact, current telephone number and fax number for each contract. This list is due by the date established for receipt of proposals. 17(x). Offeror's are reminded to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer.!! 17(xi). Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (AUG 1996), is hereby incorporated by reference.!! 17(xii). Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (AUG 1996), is hereby incorporated by reference. The following paragraphs apply to this solicitation and any resultant contract(b)(2)52.203-10, (b)(3)52.219-8,(b)(6)52.222-26,(b)(7)52.222-35,(b)(8)52.222-36,(b)(9)5 2.222-37,(b)(15)52.225-21.!! 17(xiii). Additional Contract Terms and Conditions applicable to this procurement are: (i)N/A (ii) Type of Contract: A firm fixed-price definite quantity, definite delivery contract will be awarded. (iii) Period of Performance: Delivery no later than 30 days after receipt of order. Period of Performance is one year from date of award!! 17(xiv). The Defense priorities and Allocations Systems (DPAS) assigned rating for this procurement is unrated.!! 17(xv). N/A!! 17(xvi). Signed and dated offers one original must be submitted to GSA, FAST, 7TF, 819 Taylor Street, Room 11A30, Fort Worth, TX 76102-6105, Attn: Patricia G. Renfro, Contracting Officer at or before 4:00 p.m. central time, January 23, 1998.!! 17(xvii). Contact Patricia G. Renfro at 817/978-0039.!! (0016)

Loren Data Corp. http://www.ld.com (SYN# 0021 19980121\D-0003.SOL)