Inactive

Indian Health Service (IHS), Phoenix Area Office is conducting this Sources Sought to identify contractors who could provide: Service and support for Policy Management throughout the Phoenix Area Offi... Indian Health Service (IHS), Phoenix Area Office is conducting this Sources Sought to identify contractors who could provide: Service and support for Policy Management throughout the Phoenix Area Office for the Phoenix Indian Medical Center, White River Service Unit, Hopi Health Care Center, Fort Yuma Indian Hospital, Colorado River Service Unit, Fort Duchesne and Elko -Southern Bands Dental Office Service Units. This will be for Indian Health Services at the various service locations for a base year and (4) one (1) year periods. Currently policy management processes within the PAIHS vary by facility, and includes a patchwork of paper documents and electronic management processes. PAIHS facilities are charged with assuring compliance with healthcare regulatory and accreditation requirements, as well as requirements unique to federal agencies and the Indian Health Service; however, sharing of policies and related documents amongst facilities is not easily supported by current systems and processes, often resulting in duplication of efforts in the respective facilities of the PAIHS. The requirement is to have an electronic healthcare Policy Management System for the various health facilities in the PAIHS to align policy management processes, to provide the capability to increase standardization of policies, where appropriate, across facilities within the Phoenix Area, and to support facility compliance with regulatory and accreditation requirements. The services will be provided under the Statutory Authority as implemented by Public Law 103-332; 10 USC.2304 and 41 USC.253, FAR 37 – Service Contracting and (for Medical Positions – FAR Part 37.4 – Non-personal Health Care Services); HHSAR Part 337. The primary purpose of this contract is to provide an electronic solution for the management of official policies and procedures for nine (9) healthcare facilities, inclusive of acute care hospitals, Critical Access Hospitals (CAH), ambulatory health care centers, and Youth Residential Treatment facilities (YRTCs), within the Phoenix Area Indian Health Service. The Contractor shall provide an electronic Policy Management System which support all aspects of the document life cycle and policy management in a healthcare setting. The electronic Policy Management Program shall enable the following: User friendly interface to create, update, index, maintain, publish/distribute, and store policies in a standardized format, as established by each facility. Concurrent access by an unlimited number of users Capability for document search functions, such as keys word or phrase search Version preservation and archiving of policies Automated creation/revision, approval and review process which supports Creation of approval workflows by department or policy/document Collaborative authoring and editing functions Time-sensitive assignment of policies for task completion, such as review, revision, acknowledgement, approval, etc. Tracking and filtering of policies with regards to the following: Status of review/completion. Policies assigned to a specific supervisor, department, or program. Addition of new employees, editing employee accounts, enroll employees in courses. Oversight for managers through a dashboard that contains various reports (policies pending signature, number of days pending for signature, policies nearing expiration, staff assignment accountability, etc.). Access to reports for designated administrators and/or managers Access to a Policy & Procedure reference library which includes samples, templates and customizable forms from healthcare facilities of similar type and function The contractor must provide the Phoenix Area health facilities with information, including notification of updates or changes, to assist them in maintaining continuous compliance with the requirements of their respective accreditation and regulatory bodies, including CMS Conditions of Participation (CoP), The Joint Commission (TJC), CMS, NIAHO, CDC, OSHA, HIPAA, NCQA, AAAHC, DHHS, FDA and other applicable regulatory bodies. Initial uploading/importing and conversion of current policies and procedures in preferred format Unlimited training for staff, end users and administrators throughout the contract. The Contractor will assign the Phoenix Area IHS an account representative who will serve as the primary point of contact for the contract The Contractor provide a consultant with extensive experience and a high degree of knowledge of the Joint Commission and AAAHC accreditation standards and CMS Conditions of Participation (CoPs) applicable to hospitals and ambulatory care clinics Contractor/Vendor must be FED Ramp Approved. OPTION: Pricing for onsite implementation and the availability of training module (or training provided) for employees to access to become familiar with website/software. Under NAICS code 511210: Software Publishers: This industry comprises establishments primarily engaged in computer software publishing or publishing and reproduction. Establishments in this industry carry out operations necessary for producing and distributing computer software, such as designing, providing documentation, assisting in installation, and providing support services to software purchasers. These establishments may design, develop, and publish, or publish only. These establishments may publish and distribute software remotely through subscriptions and downloads. This is not a Request for Proposal (RFP). Indian Health Service is utilizing this tool as part of market research. Your responses will assist IHS in the development of its possible RFQ/RFP and in determining whether any type of small business set-aside is possible for this procurement or whether full and open competitive procedures should be utilized. Please respond identifying all of your socio-economic status in accordance with SBA size standard. Reference: Final Rule on Buy Indian Act. 100% Set aside for ISBEE (Indian Small Business Economic Enterprise) Vendor/Contractor – Must provide proof of Native American owned company to qualify for this Sources Sought. Vendor/Contractor – Must be able to accept payments via IPP (Invoice Processing Platform) – The contractor may submit a request for an exception. See below for IPP, IPP helpdesk information and applicable Health and Human Services addendum clause. INVOICING PROCESSING PLATFORM (IPP) In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum “Improving Government Efficiency and Saving Taxpayer Dollars through Electronic Invoicing” directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests” IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register- however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. The IPP website address is: https://www.ipp.gov If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov Note: Should an Offeror feel that use of the IPP would be unduly burdensome, the response to this solicitation should include an explanation of this position for a determination by the contracting officer. HHSAR 352.232-71 Electronic Submission of Invoice Payment Requests (Feb 2022) will apply when this requirement is solicited and awarded. As stated: Definitions. As used in this clause— Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract. Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. (END OF CLAUSE) The subcontracting limitations are outlined in FAR 52.219-3, 52.219-14, 52.219-27, 52.219-29, and/or 52.219-30, as appropriate. Please send your response to Michele Lodge at Michele.Lodge@ihs.gov, subject title “Policy Management Sources Sought” under SS-23-PHX-012 no later than 10:00 AM (Eastern Time) on 17 April 2023.