Electronic Health Records Enterprise Software License and Support

Sources Sought Notification: This sources sought notification is issued for information and planning purposes only. This announcement is not a Request for Proposal (RFP) and does not commit the Government to solicit or award a contract now or in the future. No solicitation is available at this time. The purpose of this notice is to conduct market research and to invite potential sources to submit detailed capability statements for the work described in this announcement. Background: The Department of Homeland Security (DHS) Immigration and Customs Enforcement (ICE) Office of Enforcement and Removal Operations (ERO) enforces the nation's immigration laws in a fair and effective manner. ERO identifies and apprehends removable aliens, detains these individuals when necessary and removes illegal aliens from the United States. In fulfilling this mission, ERO is concerned with the wellbeing of the thousands of undocumented immigrants who are processed through its detention facilities each year. ICE Health Service Corps (IHSC) serves as the health authority for ICE / ERO on all matters related to detainee healthcare. ICE / ERO / IHSC healthcare includes several distinct activities and services required by DHS to support the enforcement of immigration law and maintain national security. ICE acquired the eHR system to increase operational efficiency, enhance reporting capabilities, and improve the quality of detainee health care. The eHR system is used by the U.S. Public Health Service officers and contract medical professionals that comprise the IHSC. Program management and execution for the eHR system is led by the ICE Office of the Chief Information Officer (OCIO).The ICE / OCIO eHR Program Office ensures the operation and maintenance of the eHR system.The eHR system is comprised of eClinicalWorks (eCW), Kalos CIPSTM Correctional Pharmacy Software, Open Dental Software (for charting), and Schick Dental (for imaging). The eCW system is a certified eHR product that has been through rigorous independent testing by the Office of the National Coordinator for Health Information Technology (ONC-HIT), which requires the vendor to maintain certified functionality during system integration through continuous testing. The eHR system is also consists of interfaces to internal, external, and archival data sources. Requirement: The eHR Enterprise License & Support procurement is to maintain annual support for the eClinicalWorks (eCW) product suite. This overall scope consists of the following: 1. eCW Enterprise License for 350 providers and 900 users 2. eCW Tier 3 Support 3. eCW Upgrades & Enhancements 4. eCW Patient Portal (1) eCW Enterprise Software License: The Contractor shall provide an Enterprise License for eCW maintenance support. Up to 350 users shall be considered "provider" licenses, as defined by the ability for an end-user to write a prescription or issue a medication. "Provider" roles include Doctor of Medicine (MD, DO), Physician Assistant (PA), Nurse Practitioner (NP), Pharmacist, Psychiatrist, and Dentist (DDS, DMD). Registered Nurse (RN) roles shall also be considered part of the "provider" license count due their ability to issue over the counter medications. The Contractor shall provide 400 "non-provider" licenses that support "locking note" functionality. This includes Psychologist, Licensed Vocational Nurse (LVN), Licensed Practical Nurse (LPN), Licensed Clinical Social Worker (LCSW), and Dental Hygienist. The Contractor shall provide 250 "support" licenses will be used for accessing the eCW system. This includes Health Service Administrator (HSA), Certified Nurse Assistant, Pharmacy Technician, Medical Records Technician (MRT), Epidemiology, Registered Health Information Administrator, Health Informaticist, System Administrator / Analyst, and Management. (2) eCW Tier 3 Support The Contractor shall provide Tier 3 on-site support at ICE Headquarters: 500 12th Street, SW Washington, DC, 20536 Contractor Tier 3 on-site support shall include eCW Subject Matter Expertise (SME), including familiarity with the configuration of correctional process flows in eCW, system administration of eCW, and development of Enterprise Business Object (EBO) reports. Support shall also include assisting ICE Government and technical support contract employees with the operations and maintenance (O&M) of eCW. On-site support resources shall have access to eCW technical staff on an as-needed basis. (3) eCW Upgrades & Enhancements Following the release of a major version of eCW (e.g. v11, v12, v13, etc.), the Contractor shall provide an upgrade within one-hundred and eighty (180) days after the product is released for General Availability (GA). The Contractor shall maintain all existing legacy data and configurations through the upgrade process and allow thirty (30) days for User Acceptance Testing (UAT) within a test environment while replicating production settings, data, and integration (e.g. Correctional Institutional Pharmacy Systems (CIPSTM), Enforcement Integrated Database (EID), and LabCorp). (4) eCW Patient Portal To facilitate compliance with ICE Performance Based National Detention Standards (PBNDS), ICE requires that each detainee leaving custody may gain access to their medical record through a patient portal. The patient portal shall be accessible via the Internet with a standard supported web browser (e.g. Chrome, Internet Explorer, Firefox, Safari). The NAICS code for this requirement is 541512 with a size standard of $25 million dollars. The period of performance is the following: Base Period: September 13, 2014 - September 12, 2015 Option Period 1: September 13, 2015 - September 12, 2016 Option Period 2: September 13, 2016 - September 12, 2017 Option Period 3: September 13, 2017 - September 12, 2018 Option Period 4: September 13, 2018 - September 12, 2019 Please be advised that all submissions become the property of the Government and will not be returned. Reponses to this notice are not offers and cannot be accepted by the Government for a binding contract. Vendors capable of providing eHR software license and support that meet the requirements above are requested to submit written capability statements identifying the software with the specifications, not to exceed 3 pages, via email to Christie Harris, Contracting Officer, at Christie.L.Harris@ice.dhs.gov no later than 10:30 AM ET on July 4, 2014. All capability statements received will be considered and evaluated solely for the purpose of determining if any vendor is capable of providing eHR enterprise software license and support. This is not a solicitation and no solicitation is available at this time. All capability information must be in writing and provide clear, concise documentation indicating bona fide capabilities to provide the software and services required. Capability statements shall be furnished at no cost or obligation to the Government. Verbal responses shall not be considered. All questions concerning this notice shall be sent to Ms. Christie L. Harris, Christie.L.Harris@ice.dhs.gov no later than 8:00 AM EDT on Tuesday, July 1, 2014.