Request for Information - Healthcare Facilities Accreditation Services

1.0 Description 1.1 The Medical Affairs, Clinical Support Division, Clinical Quality Management Branch, Accreditation and Compliance Program of the Defense Health Agency (DHA) has a requirement to provide healthcare accreditation services and Patient-Centered Care Medical Home Certification for Department of Defense (DOD) military treatment facilities (MTFs) located world-wide to maintain accreditation standards compliance and survey readiness. The healthcare provided at DOD MTFs require accreditation services for hospitals, ambulatory clinics, dental clinics, behavior health care inpatient units and ambulatory clinics, ambulatory surgical centers, and home health care. 1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the DHA is not at this time seeking proposals and will not accept unsolicited proposals. Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the respondent's expense. Not responding to this RFI does not preclude participation in any future RFP, if one is issued. If a solicitation is released, it will be synopsized on the SAM.gov website or solicited through other government points of entry such as GSA eBuy for PSS Schedules, through the 8(a) program, OASIS, etc. It is the responsibility of the potential offerors to monitor all sites for additional information pertaining to this requirement. The results of this market research may contribute to determining the method of procurement. 2.0 Background This requirement for accreditation is mandated by Department of Defense Instruction (DoDI) 6025.13, Medical Quality Assurance (MQA) and Clinical Quality Management in the Military Health System (MHS) and the Defense Health Agency (DHA) Procedural Manual (PM) 6025.13, Clinical Quality Management in the Military Health System, volumes 1-7. The directives require MHS MTFs to maintain accreditation by an external nationally recognized accreditation organization (AO). The Clinical Quality Management (CQM) Accreditation and Compliance Program provides oversight for accreditation of DHA MTFs and focuses on a comprehensive, systematic process of review across the MHS, which allows MTFs to demonstrate their ability to meet DoD policy mandates, regulatory requirements, and healthcare standards. The current volume and accreditation program types from across the DHA include: 46 hospitals, 87 free-standing ambulatory clinics, one home health program and 45 behavioral health. Hospital surveys include ambulatory clinics and behavioral health clinics. Dental clinics are included in hospital and free-standing ambulatory clinic surveys when included in the services provided at the MTF. 3.0 Requested Capabilities 3.1. DHA has a requirement to provide healthcare facility accreditation services for hospitals, ambulatory clinics, dental clinics, behavior health care inpatient units and ambulatory clinics, ambulatory surgical centers, and home health care with established nationally recognized standards, survey process and reporting capabilities. Respondents should describe your capability and experience to meet the following requirements: 3.2. Capability Needs: 3.2.1. Capability to maintain accreditation organization status by the Centers for Medicare and Medicaid Services (CMS) for applicable programs (hospital, ambulatory surgical, and home health). 3.2.2. Capability to utilize and meet evidence-based, nationally recognized healthcare standards for accreditation. 3.2.2.1 Capability to develop and maintain a single set of accreditation program standards based on input from health care professionals, providers, subject matter experts, consumers, and government agencies (including the Centers for Medicare & Medicaid Services). They are informed by scientific literature and expert consensus. 3.2.2.2 Capability to obtain and maintain consistent standards across accreditation programs (hospitals, ambulatory clinics, behavior health care inpatient units and ambulatory clinics, dental clinics, ambulatory surgical centers, and home health care) for survey requirements applicable to multiple accreditation programs such as medical staff, governing body, quality assessment/improvement, medical records, infection control, patient rights, and physical environment where applicable. 3.2.2.3 Capability to develop and maintain current comprehensive standards focused on patient safety trends in the healthcare industry and positive effect on healthcare outcomes appropriate for DHA accredited health care organizations. 3.2.3 Capability to conduct on-site accreditation surveys to assess standards compliance and determine accreditation status. 3.2.3.1 Accreditations surveys are conducted minimally on a triennial basis with the ability to conduct additional focused surveys for specific areas of concerns as indicated. 3.2.3.2 Capability to staff on-site accreditation surveys to include the appropriate number and type of surveyors, as determined by the program type, facility volume, and healthcare services offered. 3.2.4 Capability to provide training to support continuous standards compliance and survey readiness onsite at contractor's location, designated locations or by virtual platforms accessible by DoD issued computers. 3.2.4.1 The training shall include updates on the new and emerging standards and survey process with noted trends from DoD and civilian accreditation surveys. 3.2.4.2 The training shall be conducted by qualified instructors with audio/visual equipment and training materials necessary to conduct the training. 3.2.5 Capability to provide DHA, Markets, and MTFs with a secure, role-based organization-specific portal with a bi-directional real-time communication capability for accreditation information. The portal shall serve as the electronic access point for communications, accreditation application requirements, survey schedule notification, survey reports, award letters, accreditation program changes, submission of questions for standards clarification, accreditation resources, and performance improvement services used in the accreditation process. 3.2.6 Capability to provide an electronic computer-based tool with mobile documentation capability to document findings and observations in real-time, analyze all accreditation standards or focused standards compliance results, streamline reporting based on real-time data, and support survey readiness. 3.2.6.1 Please describe the tool's ability to simulate the actual survey process, identify strengths and weaknesses in an organization's operation, support staff with policy reviews, practice assessments, feedback on performance standards compliance, and evaluation of survey readiness. 3.2.6.2 Please describe the tool's ability to support the staff with identification and prioritization of potential risk related to patient safety and quality of care, findings categorization, continuous improvement opportunities, aids in communicates finding across all settings, and supports the compliance of non-compliant standards 3.2.6.3 Please describe the tool's ability to support development and monitoring of targeted action plans that outlines specific steps to correct identified deficiencies, create linkages between identified issues and corresponding action plans, and set milestones for each action item facilitating better monitoring and closure. 3.2.6.4 Please describe the tool's ability to support system level (MTF, Market and Defense Health Agency) comprehensive report development of assessment activities that include strengths, weaknesses, and opportunities for improvement. 3.2.6.5 Please describe ability to connect with DoD IT Systems (Any IT requirements). 3.2.7 Capability of adding 139 un-accredited Dental Treatment Facilities (DTFs) to the scope of DoD surveys. 4.0 Responses 4.1 Interested parties are requested to respond to this RFI with a Response to include two Sections. Section One (1) - In Accordance With (IAW) RFI Section 4.3 - Administrative Information, and Section Two (2) - IAW RFI Section 3.0 - Requested Capabilities. Section Two (2) Requested Capabilities is limited to 10 pages. The vendor's responses to the questions in Section 4.3 in Section One (1) do not include a page limit. In addition, if significant subcontracting or teaming is anticipated to deliver technical capability, organizations should address the administrative and management approach for such arrangements in Section One (1). 4.2 Responses should be submitted in Adobe Acrobat compatible format and are due no later than April 26, 2025, 4:00 PM EST. Responses shall be submitted via e-mail to Mary Anne Young at mary.a.young138.ctr@health.mil and Vicki L. Whiteman at vicki.l.whiteman.civ@health.mil. Please use the following title in your email subject line Healthcare Facility Accreditation Services. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned. RFI submissions submitted after the due date of April 26, 2025, 4:00 PM EST will not be assessed. 4.3. Section One (1) of the Capability Statement shall provide administrative information, and shall include the following as a minimum: 4.3.1. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact. 4.3.2 In order for the Government to assess the market capability of your company or organization as to the administration of one or more aspects of the Healthcare Facility Accreditation Services contract, please provide the following information: Please provide the following company information: a. Company Name; b. DUNS; c. CAGE CODE; d. Applicable NAICS Codes; e. All Applicable Contract Numbers - i.e., GWACS, GSA OASIS, GSA Professional Services, etc.; f. Applicable GSA SINs [to include description of SIN product/service classification/description]; g. Business size status and time of last certification; and h. Contracting vehicles that would be available to the Government for the procurement of the service. [I.e., GSA PSS, GSA OASIS, NASA SEWP, etc.] (This information is for market research only and does not preclude your company from responding to this notice.) 4.3.3. Questions to Respondents - Provide answers to the following questions, include assumptions or other conditions. a. Does the business concern assess that it has past performance adequate to compete for this requirement? b. Given a complete solicitation, what would be the minimum time the business concern would reasonably require to prepare a quote or proposal for a competition? c. What is the minimum period of performance (not to exceed 60 months) for which the business concern would consider submitting a competitive quote or proposal for? d. Considering answers to the previous questions and the Agency's intent to release a competitive solicitation, would the business concern likely respond to a solicitation for competitive quotes or proposals? 4.3.4. In response to this RFI, please answer the following questions based on DFARS Clause 252.204-7008 and 252.204-7012. a. Is your company currently compliant with the requirements for information systems in the DFARS provision 252.204-7012? b. If your company is not currently compliant, and your company was interested in submitting a quotation or proposal under any future resulting solicitation, could your company become compliant with DFARS 252.204-7012 by the time of submission of a quotation or proposal? c. Is your company and associated company employees working Cybersecurity (Information Assurance (IA))/Cyberspace functions compliant with DoD training requirements in Department of Defense Directive (DoDD) 8140.01 provided at https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodd/814001p.PDF?ver=si7QmZONMCW2tStUt4ws3Q%3d%3d , and DoD 8140.03, as provided at: https://dodcio.defense.gov/Portals/0/Documents/Library/DoDM-8140-03.pdf . d. If your company is not currently, compliant and your company was interested in submitting a quotation or proposal under any future resulting competition, could your company become compliant with DoDD 8140.01 and DoDD 8140.03, by the time of submission of a quotation or proposal? 5.0 Summary THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide Healthcare Facility Accreditation Services. The information provided in the RFI is subject to change and is not binding on the Government. The DHA has not made a commitment to procure any of the services discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Questions submitted regarding this RFI will not be accepted or acknowledged nor responded to.