Trouble Ticket Resolution Services

CHCS DATA QUALITY AND ANALYSIS SUPPORT/DHIMS TIER III TROUBLE TICKET RESOLUTION CAPABILITY MANAGEMENT SERVICES JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION I.Contracting Organization Headquarters, Air Force Medical Service, Office of the Surgeon General (SG), Medical Modernization Division, Falls Church, VA 22041. II.Description of Action Establish a follow-on twelve (12) month contract for CHCS Data Quality and Analysis support/DHIMS Tier III trouble ticket resolution capability management services, through a Fixed Price vehicle. The period of performance for the effort will be 28 Sep 2009 through 27 Sep 2010. The current under purchase order: due to expire 27 Sep 09. The anticipated funding for the aforementioned period of performance is $. III.Description of Supplies/Services Provide services to identify, analyze, recommend, develop and implement enterprise technical solutions that will reduce and/or eliminate current duplicate patient registration and configuration control processes. The following is provided as identification of the general category of services required and is not intended to be all inclusive. a)Correct internal/external Provider Files errors to include: provider specialty codes, missing Drug Enforcement Agency (DEA)/licenses number/social security number (SSN), inconsistent naming conventions, non-standard provider types and ensure user/provider accounts are properly terminated. b)Consolidate and correct Patient Files. Actions may require, but are not limited to, records to records that eliminate duplicate records and provide accuracy of records to pseudo social security numbers and the seven required data elements of patient demographics (sponsor name, family member prefix (FMP), patient/sponsor SSN, patient category, date of birth (DOB) and sex). c)Correct "Hospital Location Files" and site definable Medical Expense and Performance Reporting System (MEPRS) table d)Identify, verify and validate incomplete telephone Consults, and un-reviewed new laboratory and radiology results e)Attend conferences, meetings and conference calls where technical AHLTA/CHCS issues will be discussed that impact the objective of this tasking and or when requested by the customer and approved by the COTR. f)Perform site/MAJCOM/field operating agency (FOA) visits as needed, to provide on-site technical assistance. g)Document and implement approved AHLTA/CHCS data and systems restrictions for the MTF for standardization and to prevent users from inputting erroneous and non-standard data. h)Correct/merge duplicate patient records. i)Correct incomplete patient registration issues. j)Monitor and document changes in patient identity or sponsorship which impact medical records tracking. k)Correct National Enrollment Database (NED) Primary Care Information Transfer (PIT) discrepancies. Implement sustainable tool capabilities. Design, develop, document, and integrate Web-enabled software tools needed to effectively support the data analysis, configuration control and reporting requirements to support the HQ AF/SG and DHIMS. Services include, but are not limited to, the following: a)Support, test and analyze data quality and web-enabled/Ad-hoc software tools, metrics and reporting capabilities. b)Perform software engineering tasks, such as: process definition; requirements management (project planning, quality assurance, project tracking and oversight, organizational process focus); software metrics; software process assessments; software capability evaluations; software project management; software reengineering; software reuse; software configuration management. c)Maintain and document SW development and operating environment, configuration management plans. This shall include but not be limited to control of software releases, program changes, investigating program problems, reviewing and evaluating system change requests for complexity and size, preparing hour estimates for change requests, and providing technical reach back support. d)Conduct periodic performance measurement and evaluation activities that may lead to recommending reengineering existing applications to improve productivity, changing functional and technical requirements, etc. The Contractor may be required to document requirements of existing systems that were not previously documented or need updating; e)Develop and integrate automated data collection routines and reporting required to catch/correct multiple identity patients. f)Provide AHLTA/CHCS Ad-hoc assistance in designing reports used by MTFs to assist with daily/monthly data pulls. IV.Authority 10 U.S.C. 2304(d)(1)(B) - Only one responsible source, as implemented by FAR 6.302-1(a)(2)(iii)(A). V.Applicability of Authority In accordance with FAR 6.302-1(a)(2)(iii)(A): "For DoD, NASA, and the Coast Guard, services may be deemed to be available only from the original source in the case of follow-on contracts for the continued provision of highly specialized services when it is likely that award to any other source would result in - (A) Substantial duplication of cost to the Government that is not expected to be recovered through competition. CHCS Data Quality and Analysis support/DHIMS Tier III trouble ticket resolution capability management services has been performed by Smartronix on past contracts processed by Headquarters, Air Mobility Command, Office of the Command Surgeon and under the current purchase order due to expire 27 Sep 2009. Should this requirement be competed and awarded to a new vendor the current infrastructure and program analysis, ad hocs and integrated clinical database could not be utilized. The contractor would need to establish an MHS-Wide Data Quality (DQ) Technical and Functional Configuration Control Board (CCB). In conjunction with CCB, the contractor would not have to setup a new working group to address the various intra-related system aspects of Defense Enrollment Eligibility Reporting System (DEERS), Uniform Business Office (UBO), medical records, billing, enrollment, labs and patient safety to better document and support enterprise solutions and policies in order to meet the level of performance and service currently being received. The duplication of cost for infrastructure, testing and execution without service is approximately $. This estimate is based on market research and proposals received on the current order in Sep 2008. Smartronix has all infrastructure currently in place and paid by the Government under previous and current orders. Based on previous experience, it is estimated that the analysis, research, recommendations and execution consistent with AFMS policies regarding patient registration, business process, and configuration controls would take approximately two to four months to achieve Smartronix's current level of productivity, which is time the government does not have at this time. This event requires months of specialized preparation and will be severely jeopardized if a new vendor takes. Smartronix has developed a business relationship with the Office of the Surgeon General and is familiar with the various missions over the past five (5) years. During that time, the company provided all materials to the initial installation and displayed their capability of providing continuous service to meeting the existing requirement. VI.Efforts to Obtain Competition CHCS Data Quality and Analysis support/DHIMS Tier III trouble ticket resolution capability management services was initially solicited in September 2008 for the current purchase order. Acquisition strategy was for twelve (12) months of service. VII.Fair and Reasonable Costs The anticipated cost will be considered fair and reasonable by the contracting officer based on commercial pricing, prior history, and IGE. VIII.Market Research We relied on Market Research conducted on the current order in September 2008, since the market itself hasn't changed. IX.Other Facts Follow-On Contract: Award to a company other than Smartronix would result in a substantial disruption of all CHCS Data Quality and Analysis support/DHIMS Tier III trouble ticket resolution capability management services required for the Office of the Air Force Surgeon General and significantly jeapordize patient safety. The ability of another contractor to provide services comparable to Smartronix on 28 September 2009 is doubtful, and, even if such a vendor was identified, the transition period could take up to four (4) months. Such a lengthy transition period would be detrimental to not only the Office of the Surgeon and its patients, but the Air Force as a whole. X.Contracting Officer's Certification Contracting Officer's determination and certification: I certify that the data and information forming the basis for this justification are accurate and complete to the best of my knowledge and belief. I determine that the order represents the best value to the Government. XI.Technical/Requirements Personnel's Certification As evidenced by their signatures on the Justification Review Document, the technical and/or requirements personnel have certified that any supporting data contained herein, which is their responsibility is both accurate and complete.