Request for Information (RFI): Defense Health Agency (DHA) Preorder Contract Management Tool

Request for Information (RFI) TITLE: Defense Health Agency (DHA) Request for Information (RFI) for a Preorder Contract Management Tool INTRODUCTION: The DHA oversees the development of various contract vehicles and platforms designed to streamline and standardize procurements for the Army, Air Force and Navy and DHA medical acquisition workforce. These procurements bring together several ordering activities across the Military Departments (MILDEPs) and DHA, each of which managed one (or more) of their own separate strategic contract vehicles. The various ordering activities have their own business and ordering processes, which requires the resulting DHA contract platform multiple award contracts (MACs) to be flexible enough to allow the MILDEPs to follow their existing policies and procedures. That flexibility requires a comprehensive preorder contract management tool capable of allowing the MILDEPs to create a variety of procurement solicitation products (i.e., Task Order Proposal Requests and instructions) and communicate those products to the appropriate DHA strategic MAC contractor without sacrificing functionality. The preorder contract management tool will not be used to write the actual Task Orders from the DHA MACs, but only managing the communication of the procurement products and data. DHA MACs will host a variety of service contract vehicles that cover multiple market segments such as physicians, nurses, dental and ancillary services. Therefore the preorder contract management tool must have the capability to house a variety of complex contract types and distribute the procurement data appropriately. AUTHORITY: The DHA Contracting Operations Division - San Antonio (COD-SA) is issuing this notice for the purpose of Market Research as required by the Federal Acquisition Regulation (FAR) 15.201 and FAR 10.002. DESCRIPTION AND OBJECTIVES: The preorder contract management tool must do more than manage and organize documents. The centralized web-based preorder contract management tool must be capable of facilitating the requisition of services from 75 + MILDEP ordering activities. The preorder contract management tool will be required to standardize the way the contract holders receive task order proposal requests (TOPR) from the multiple ordering activities. The preorder contract management tool must be tailorable while meeting the following objectives: 1) Licensing: Ability to be used across multiple organizations in the Department of Defense (DoD). Multiple licenses manageable by DHA rather than each ordering activity during the renewal process. 2) Number of Contracts: Allow for the management of data communicated to several, separate contract holders under multiple contract platforms. 3) ID/IQ Environment: Ability to handle more than 1,500 preorders annually on multi-year contracts. 4) Preorder Tracking: - Task Order Proposal Request (TOPR) Generation: Capability of generating TOPRs, which are sent to the appropriate contractors by registered Contracting Officers. Each TOPR will have both mandatory areas and ordering activity unique areas. TOPRs will have a multitude of data that must be managed such as, location, performance requirements, and dates of performance. TOPRs are the primary product required by the preorder contract management tool and must be developed in a manner that standardizes the communication process but allows for unique data entry that is tailorable at the Task Order level. - TOPR Lifecycle Tracking: Capability of tracking TOPR from initiation to closeout. 5) Organized Work: View documents in the preorder process by individuals needing access to them. Work is configurable by location 6) Notifications: Ability to track specific preorders and setup email alerts 7) Approval Process: Includes a sign-off or approval features at key milestones in the preorder process 8) Meta-Data Feature: Ability to monitor: - When preorders are complete - TOPR submittal percentage, by Contractor 9) Library of Standard Requirements: Capability of maintaining a library of standard and user-generated requirements 10) Training: Includes initial and periodic training as needed 11) Customer Focused: - Allows preorder requirements that are tailorable to meet the needs of various customers - Be easy to understand and use - Be flexible to meet changing user needs, with built-in expansion capability for future components - Prevent duplication or orders - Allow views of similar requirements to potentially consolidate orders OTHER IMPORTANT CONSIDERATIONS: - Initial training must be conducted within 30 days of award for multiple users at various locations within the United States. - Periodic training must be made available (in any manner) within 30 days of request. REQUEST FOR INFORMATION RESPONSE INSTRUCTIONS: The intent of this RFI is to conduct Market Research in accordance with FAR 10.002 and FAR 15.201. It is for informational purposes only. This RFI shall not be construed as a formal solicitation or an obligation on the part of the Government to acquire any supply or service. It does not guarantee a solicitation will be issued. Costs associated with any submission shall not be reimbursed by the Government. If your company is interested in providing information about its preorder contract management tool, please complete the RFI survey questions at the following link: https://www.surveymonkey.com/r/OrderManagementTool The Government will only review responses captured through this survey link. Completing this survey will allow DHA COD-SA to collect the name, phone number, and e-mail address of a company representative that the Government may or may not contact for additional information. Responses to this RFI are due by 4:00 PM CDT on JUNE 20, 2017. Please note that individual capability briefs will not be accepted. CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. Industry responses will be shared with DHA staff for the purpose of market research. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). CONTACT INFORMATION: Following are the POCs for this RFI: Jennifer N. Felt, DHA Contracting Specialist, jennifer.n.felt2.civ@mail.mil Raul J. Garcia, DHA Contracting Officer, raul.j.garcia4.civ@mail.mil