Dept. of Veterans Affairs Medical Center, 10000 Brecksville Road, Brecksville, OH 44141

D -- MANAGEMENT INFORMATION SYSTEM (MIS) SOL RFQ 541-117-98 DUE 021398 POC Danny O. Freeman, Contracting Officer, (440) 838-6091 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation 541-85-98 is issued as a Request For Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-02. This is a competitive procurement under the Standard Industrial Classification (SIC) Code 7379 and Small Business Size Standard of $18.0 Million per annum. This is a 100% Small Business Set-Aside. The VA Medical Center, Cleveland, Ohio, intends to solicit for the services of development of a Management Information System (MIS), for the Network Mental Health Service Line. The Contractor shall be required to develop the first element of a management information system for the Network Mental Health Service Line. Contractor shall meet the following requirements: Contractor shall create a micro-based data base, using a standard relational database such as MS-Access, or SQL which shall permit the tracking and reporting of information for each mental health provider in VISN 10. The initial applications from such a relational data base shall be capable of production of provider report cards, and have relative performance on measures of : A. Productivity; B. Access; C. Quality; and D. Customer Satisfaction. The data base shall include the following data tables: A. Provider profiling data; B. Outpatient encounter data; C. Inpatient workload data; D. Patient satisfaction questionnaire data; E. Medicare weights and rates for procedures and inpatient DRG's. Each table shall provide, as a minimum, the following data: Table A: Provider Profiling Data -- This table shall include entries for each mental health service line provider in VISN 10, which shall include the following for each provider: 1. Social Security Number (or any other unique identifier in the VA centralized computer, like provider number); 2. Job category (selected from a menu of finite choices (e.g. psychiatrist, clinical nurse specialist); 3. Site/facility; 4. Percent of time in each "program" (selected from a menu of programs available at the site, or each program possible could be a separate variable with percentage of time for this provider placed into it); 5. Salary. Data shall be capable of entry into this table and updating using a form designed for key entry. Table B: Outpatient Encounter Data -- This table shall also be keyed to the providers, and shall be interactive with tables A, C, and D. Data elements shall include the following items extracted from each outpatient encounter form submitted by the provider: 1. Number of each type of encounter for the provider for a set period of time (e.g. a quarter); 2. Unduplicated number of uniques seen by the provider for outpatient care for the set period of time; 3. Number of visits seen by the provider for a set period of time; 4. Number of patients with each of a set number of diagnoses for the period of time. Data shall be obtainable from the VA centralized computer system. The data shall be capable of transfer over to the relational data base, and then consolidated in the relational data base. Table C: Inpatient workload data -- This table shall also be keyed to provider, and shall be interactive with tables A, B, and D. Data elements shall include the following items extracted from the centralized VA computer. 1. Number of each type of DRG by provider for a set period of time; 2. Number of days of care for the discharges comprising the DRG's above. Data, as in table B shall be capable of transfer over to the relational data base in unprocessed form. Table D: Patient Satisfaction Questionnaire Data -- This table shall also be keyed to provider, and shall be interactive with tables A, B, and C. Data elements shall include the following items extracted from individual patient satisfaction questionnaires administered to patients. 1. Response score for each form for each question Subscale score for Communication; 2. Subscale score for Access; 3. Subscale score for Perceived Quality Subscale score for Subjective Rating of Improvement. A single page questionnaire form would be scanned to retrieve the score for each item. A separate task force is working on extracting items for the questionnaire from other national questionnaires. These item scores would be read into the database. These scores would then be compressed into subscale scores in the relational database. Table E: Medicare weights and rates for procedures and inpatient DRG's -- This table shall include a data variable for outpatient procedures that overlapped with Table B and for inpatient DRG's that overlapped with Table C, so that it could be used with those tables. An ASCI file is available with the weight and rate data for all codes. A relatively small subset (about 25 outpatient codes and 15 inpatient DRG'S) would need to be transferred over to the table. This could be done electronically or manually with a form designed for key entry. Once the tables are created macros shall be created to produce a number of reports including: a. For the set time period, the sum of the product of outpatient procedures times rate, times the percentage of time of the provider spent in the program, for each provider. (this would provide a dollar value to the work produced by the provider, weighted for the time they spend in the program); b. For the set time period, the sum of the product of outpatient procedures times weight, times, the percentage of time of the provider spent in the program for each provider. (this would provide a weighted value to the work produced by the provider, weighted for the time they spend in the program); c. For the set time period, the sum of the product of outpatient uniques, times the percentage of time of the provider spent in the program for each provider. c. For the set time period, the sum of the product of outpatient visits, times the percentage of time of the provider spent in the program for each provider. d. The VISN, Site and Program average for each of the above reports (used to benchmark individual providers and compare sites and programs across the VISN). Reports shall provide valuable outpatient productivity data for each provider, and serve as the core of the outpatient productivity portion of the report card. Generating these reports shall be the top priority for the project. These reports require tables A, B and E. Initial development efforts shall therefore be directed at the development of these tables. The second priority shall be development of macros to produce a report for each provider on the four subscales of the patient satisfaction data (Table D.), again including averages for each of the subscales for Site, Program and VISN. The third priority shall be to complete the productivity section by adding the inpatient data. This would include macros to produce the following reports: a. For the set time period, the sum of the product of inpatient DRG's times rate, times the percentage of time of the provider spent in the program for each provider; and b. The VISN, Site and Program average for the above report. Work shall include development of a format for individual provider reports so they provide a graphic portrayal of the provider against the averages for productivity and patient satisfaction. Future tasks shall include developing more quality and access reports, and using other data elements to enhance the reports. The micro-data base must be capable of being exported to each of the five Network facilities and shall be capable of integrating the data from all five facilities. The provisions at FAR 52.212-1, Instructions to Offerors-Commercial items applies to this acquisition with the following changes, items (e) and (h) of the standard clause are deleted. Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial items, with their offer. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses: 52.203-6, 52.203-10, 52.219-8, 52.219-14, 52.222-26, 52.222-35, 52.222-36, 52.222-37, and 52.225-3. The following standard FAR and VAAR clauses are incorporated and apply to this acquisition: 52.215-18, 52.217-8, 52.232-19 (which provides that funds are not authorized past September 30 of any fiscal year, unless written authorization is received from the Contracting Officer), VAAR 852.219-70 and VAAR 852.270-1. Interested offerors may submit their proposals along with a completed copy of the provision at 52.212-3 Offeror Representations and Certifications-Commercial Items, on or before 4:30 p.m., February 13, 1998. Offeror's may request a copy of the provision at 52.212-3 in writing at the number below. Quotations may be provided to the Contracting Officer at the address above or by Fax at (440) 838-6052. (0028)

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