R617--Data Abstraction and Data Entry Services

This is a request for information/sources sought notice in order to identify sources that have the resources and capabilities to provide data abstraction and data entry services for the Veterans Health Administration Office of Patient Care Services Health Outcomes Military Exposures (HOME). Description of Work In collaboration with U.S. Army Public Health Center (APHC), HOME will receive the health and deployment records of all (approximately 4,500 or more) deceased military working dogs (MWDs) from the Department of Defense's Military Working Dog Veterinary Service (DODMWDVS). The DODMWDVS will provide information from the MWD records, to include, but not limited to, clinical encounters, demographics, military service information, laboratory and pathology results, Permanent Change of Station/Temporary Duty (PCS/TDY) and deployment information for each MWD selected. These records may exist in both electronic and hardcopy, paper form. The Contractor will abstract specific data from the military working dog records that are already in PDF format first and input it into the database. Then, the Contractor will scan paper records to create electronic (PDF) copies of them, abstract the data from those records, and input the required data into the database as well. These abstracted data will be: 1) pre-populated database records used to populate fields with missing data and to conduct data quality assurance/quality control on all pre-populated field values in the database and 2) new database records that the Contractor will create by inputting the required data for MWDs that are not part of the pre-populated dataset in the database. The Contractor will ensure the integrity of all abstracted data and new or updated database entries (QA/QC) weekly and provide monthly (or more frequently upon request by the Government) samples of abstracted and entered data with their corresponding electronic files to the HOME/APHC for review of accuracy and validation. The APHC will provide the database for use by the Contractor, as well as equipment, a workstation when onsite, onsite/virtual support for the contract team, and subject matter expert consultation. The Contractor shall provide the personnel and management necessary to support the transfer of data from the DODMWDVS to APHC via HOME (who has an active research protocol with DODMWDVS), and subsequent abstraction and management through the use of a Microsoft Access database and/or SQL Server database. Work will be performed virtually for the foreseeable future due to onsite working policies related to COVID-19; Onsite onboarding/training/work will be conducted at US Army Public Health Center, One Health Division, Veterinary Services and Public Health Sanitation Directorate, Gunpowder, MD. Contract staff are responsible for their own internet connections for work that is performed virtually. HOME will oversee all aspects of the contract and will receive an export of the final database upon completion of the services. Period of performance will be 1 year. Technical Requirements Contractor will provide two Subject Matter Expert IIs (one SME II will also serve as Project Manager) with a Doctor of Veterinary Medicine or a Veterinary Medical Doctor s degree from a college or university accredited or recognized by the American Veterinary Medical Association and five years of post-doctoral experience in Veterinary Medicine, three years of which must have been in a Veterinary laboratory or research setting (candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in a veterinary preventive medicine classification or veterinary preventive medicine specialty codes in the veterinary medical science field of work on a year-for-year basis for the required experience and education). These individuals should be able to interpret and transcribe veterinary medical records (handwritten or typed) by veterinary medical practitioners pertaining to patients assessments, diagnostics, therapy, and other medical reports and must be familiar with standard concepts, practices, and procedures within the veterinary medical field, be able to perform a variety of tasks and utilize limited experience and independent judgement to accomplish goals. These individuals must have extensive experience in reading and interpreting veterinary medical records and be able to select key medical events and deployments in a Military Working Dog s life. Successful candidates will have previous experience managing Military Working Dog medical care. The SME II that will serve as project manager must have demonstrated experience in project management as well. Contractor will also provide two Medical Transcriptionists with high school diplomas or equivalent, coursework in medical terminology and a minimum of five years of veterinary medicine work experience (a bachelor s degree in a relevant field and related work experience is preferred). These individuals should be able to transcribe medical records pertaining to animal health assessments, diagnostics, therapy and other medical reports and must be familiar with standard concepts, practices and procedures within the veterinary medical field, be able to perform a variety of tasks and utilize experience and independent judgement to accomplish goals. Previous experience with Military Working Dog records is preferred. Contractor will have to complete certain security training and badging requirements specified by APHC in order to get access to APHC s facility and its information and information systems. Interested & Capable Responses NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide the data abstraction and data entry services. Please respond with your: 1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email address). 2. GSA contract number, if your company has one, that includes the labor CLINs necessary for the performance of the work specified above. 3. Capability statement and summary of relevant experience performing these types of services for VHA or other entities. 4. Ballpark cost estimate what VHA could expect to pay your company to perform the work described above. Responses must be submitted by 11:00 AM (EST) November 3, 2021. Responses to the information requested above may be submitted via email to contact@example.gov. This request for information/sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.