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Electronic Health Record System

Solicitation Number: PSC0001
Agency: Department of Health and Human Services
Office: Program Support Center
Location: Division of Acquisition Management
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Sources Sought
Added: Nov 26, 2012 4:34 pm
This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice.

Federal Occupational Health (FOH) is the largest provider of occupational health and wellness services to the Federal government. Located within the U.S. Department of Health and Human Services (HHS), FOH's mission is to improve the health, safety, and productivity of our Federal employees. We strive to accomplish our mission by delivering comprehensive occupational health and wellness solutions to more than 360 Federal agencies, reaching more than 1.8 million Federal employees. FOH's Employee Assistance Program (EAP) and Work/Life services are available to Federal employees and their families stationed in over 100 countries around the globe. FOH also currently operates Occupational Health Centers, On-site Health and Wellness Centers, Wellness/Fitness Centers, Industrial Hygiene and Environmental Health Laboratories. In addition, we maintain an extensive network of occupational health providers, affiliate medical providers, a nationwide network of licensed mental health counselors, and environmental health professionals.

FOH is planning to adopt a customer - centric workflow using a web-based occupational health and safety system that includes an integrated electronic health record (EHR) to facilitate collection and management of health data in order to improve outcomes at both the individual and population levels. This EHR will also enable the tracking of employee's fitness for duty, maintain required physical qualifications, assess the effectiveness of integrated occupational health, wellness and other health promotion efforts, and advance standardization and collaboration between FOH divisions and their staff. The system will include a web-based patient portal for appointment scheduling, survey completion including a Health Risk Assessment (HRA) and will provide an employee access to their health record. Because FOH is a fee-for-service organization, the system will support the life-cycle of inter-agency service agreements and the fees associated with each service item.

Please Note:
The system must meet the standards and certification criteria adopted by the Secretary of HHS. Therefore, the system MUST be certified by one of the organizations selected by the HHS Office of the National Coordinator for Health Information Technology (ONC) as an Authorized Testing and Certification Body (ATCB) with a scope of authorization that includes "Complete EHR and EHR Modules". The complete list of current ONC-ATCBs can be found at

Purpose and Objectives:
FOH seeks information on available commercial products to support the implementation of a web-based enterprise level occupational health, safety and wellness solution to improve the delivery of FOH programs and preventive healthcare services. This system will provide a mechanism to track services including, but not limited to in-service physical examinations, preventive screenings, injury/illness investigations, medical and occupational health surveillance programs, employee counseling services, Law Enforcement Medical Programs, respirator equipment monitoring/fit testing, health risk assessment (HRA) data, and exposure monitoring to support FOH's clients. It will also be able to generate reports that utilize a variety of metrics to establish:
1. The cost effectiveness of these programs
2. Delineate where further targeted interventions/follow-up are indicated
3. Compare the results among various sites or between one or more agencies.

This system will also support the needs of FOH's Environment Health, Industrial Hygiene, and Employee Assistance Program (EAP). It will be able to support the business life-cycle of FOH services including the management of inter-agency service agreements, service catalog, work orders, fee for service billing and tracking as well as the fulfillment of the work orders issued for individual agencies. As the intention of the system is to be customer-centric, a web-based patient portal is a key component of the system.

Project Requirements:
The system will need to support a number of critical FOH requirements, including, but not limited to:
1. An occupational health and safety system with an integrated Electronic Health Record - Maintains and tracks medical information generated through a number of locations, programs, and services, including:
o FOH Occupational Health Centers and other outside medical facilities caring for FOH patients
o Occupational Medical Services including: 1.Pre-placement exams, 2. periodic medical exams, for duty exams, and 4. work related injury care
o Biometrics, lab and EKG data
o Medical Clearance for Law Enforcement and other Programs
o Medical Surveillance
o Medical Employability (requests for reasonable accommodation, family and medical leave act)
o Immunizations
o Health Education and Promotion participation and utilization
o Inventory management for Automated External Defibrillators (AED) spirometry, audiometry or other health equipment requiring periodic certification, calibration or testing
o Wellness/Fitness utilization data
o Health risk assessment (HRA) data
o Environmental, industrial hygiene, and health and safety consultations and services
o Employee Assistance Program (EAP) participation and utilization
o Referrals - within FOH and to outside providers
o Respirator medical clearance / training
o Encounters / utilization to support reporting and analysis
o Online appointment scheduling
o Automated Letter/report generation for medical opinions/recommendations
o Medical supply inventory/tracking
o Pharmaceutical supply inventory tracking
2. Patient Portal - the system MUST provide a web-based patient portal for an employee's access to their medical record and to administer surveys and support electronic communications for pre/post appointment tasks and appointment scheduling.
3. Reporting - the system should support a variety of reporting requirements and other metrics including: 1. internal reporting for FOH, 2.providing customers with customer reporting, 3. utilization data to support FOH billing, 5. and status of fulfillment of various requirements.
4. Data Management - in addition to the one-time transfer of existing data into the EHR system; there will need to be the ability to incorporate on-going electronic and secure data feeds into and out of the system (e.g. from lab and medical devices and to state immunization regsitries)
5. Information Access - provide FOH staff at over 350 locations the ability to enter data including follow-up information directly online; online entry of medical and health questionnaires by the employee prior to the exam/encounter appointment, and supporting on-line entry of health and wellness data
6. FOH organization - the system MUST be able to support the management of Federal agencies as customers and the related service agreements
7. Medical Device Integration - the ability to interface with medical devices to directly upload data into a patient EHR
8. Web Interface - provide a web-based portal for access to the system and information; including the ability to limit access, by user and / or class of user, to selected data fields and functionalities
9. Legal Compliance - the system should be meet applicable regulations for the storage, transmittal, and archiving of medical data
10. Reporting Compliance - the solution must support OSHA and all other compliance and reporting requirements
11. System Technical Requirements - the system MUST be able to be hosted on the vendor's servers or installed on US Government servers and be able to meet Office of the Chief Information Officer (OCIO) certification and accreditation Process requirements including ISO 27001 certification.
12. Security Requirements - the system MUST be ONC certified AND CCHIT certified. It must meet all Federal security regulations as defined by Federal Information Processing Standards (FIPS) and Federal Information Security Management Act (FISMA). The system should support single sign-on and should be able to support Personal Identification Verification (PIV) card integration. Refer to link provided above
13. NCQA - the system should be able to support National Committee for Quality Assurance (NCQA) guidelines for Wellness and Health Promotion (WHP).

Anticipated period of performance N/A

Other important considerations:
It MUST provide a web-based patient portal.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Interested small business firms are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Responses must directly demonstrate the company's capability, experience, and ability to marshal resources to effectively and efficiently perform the objectives described above.

Capability statement:
Interested parties should provide FOH with a white paper on their company's ability to perform. The following information is to be included in the white paper:

• information about their organizations: (a) staff expertise, including their availability, experience, and formal and other training; (b) current in-house capability and capacity to perform the work; (c) prior completed projects of similar nature; (d) corporate experience and management capability; and (e) examples of prior completed Government contracts, references, and other related information;
• respondents' DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUB Zone, etc.) pursuant to the applicable NAICS code;
• technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses
• Federal Supply Schedule information (if applicable)
Responses shall be delivered, via email, in Microsoft Word format and must be received by 4PM EST December 14, 2012

Page limitation of responses: Twenty (20)

Responses shall be addressed to:

Michael T. Fischer
Contract Specialist
Program Support Center
Department of Health and Human Services
Office: (301) 443-0728


12501 Ardennes Avenue
Suite 400
Rockville, Maryland 20857
United States
Michael T. Fischer,
Contract Specialist
Phone: 3014430728