Web-Based Environmental Health Reporting System

Purpose This is a Request for Information (RFI) ( SOURCES SOUGHT ) as outlined in FAR 15.201(c)(3). The purpose of this RFI is to accomplish market research regarding a Web-based Environmental Health Reporting System for the Indian Health Service (IHS). The anticipated system will be a commercial-off-the-shelf (COTS) database driven, web-based environmental health inspection and management system in support of the IHS nationwide environmental health program. Market Research is being performed pursuant to Federal Acquisition Regulation (FAR) Part 10 to identify businesses capable of performing the functions described herein. The Government is requesting information regarding the availability of Small and Large Business firms who meet the capability requirements identified in this notice. Firms are requested to reply to this announcement with a response to the specialized qualifications below. Based upon the responses received from small businesses, consideration will be given to determine if this acquisition can be set-aside for small business competition. The type of work to be performed is described below in the Performance Work Statement (PWS). The applicable North American Industry Classification System (NAICS) code is 511210, Software Publishers, with a size standard of $38.5 million. The resultant contract is anticipated to be awarded for a period of five years which will include a base period of one year plus four optional one-year periods. The incumbent contract is HHSI236201700001C, with Custom Data Processing, Inc.. The incumbent contract is currently in option year 4 and set to expire on November 6, 2021. This notice is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP) or a commitment on the part of the government to conduct a solicitation for the stated services in the future. Responders are advised that the government will not pay for information submitted in response to this sources sought, nor will it compensate responders for any costs incurred in the development/furnishing of a response. Please note that a decision not to submit a response will not preclude a vendor from participating in any future solicitation. RESPONSES - SUBMITTAL Responses must be limited to ten (10) letter-size pages or less, in Microsoft Word or Portable Document format (PDF). Include the following: 1. Cover letter/sheet that includes: a. Your firm's Data Universal Numbering System (DUNS) number, b. CAGE code (if applicable), c. Company point of contact (POC) and d. Socioeconomic status under the NAICS code listed above (i.e., 8(a), SDB, SDVOSB, Native American Owned, etc.), and any other relevant/appropriate data. 2. General Business Information : Provide general information about your business, to include any relevant information to the instant requirement. 3. Questions to Address : Please provide a direct response to each of the following questions: a) Demonstrate you can provide an environmental health COTS; must show evidence of technical experience or competency in the fields of environmental & public health. Examples: COTS can document, track, report, and manage environmental health work and establishments; ability to adopt IHS establishment codes; ability to provide users electronic inspection data collection capability in the field on mobile devices and in the office using a web browser-based version; poses electronic inspection checklists of various establishment types; contractor has the capacity to provide a data transfer protocol which will allow web services to connect to external database products or commercial databases. b) Please note that the performances under this contract shall meet the Federal IT/Security/Accessibility requirements. As such, please respond to the following: Is your environmental health COTS FedRAMP authorized (i.e. certified)? If not, is your system FedRAMP compliant (i.e. meet FedRAMP requirements but not certified). Is your environmental health COTS able to be hosted on IHS servers? Restrictions on Response Questions regarding this RFI shall be emailed to Andy Hart, Contracting Officer at [email protected] . Telephone solicitations and questions will not be entertained. This sources sought is for informational and planning purposes ONLY and is not to be construed as a commitment by the Government nor will the Government pay for any information solicited. Since this is a sources sought announcement, no evaluation letters and/or results will be issued to the respondents. How to Respond Please submit your response no later than April 29, 2021 at 2:00PM Pacific Time to [email protected] . Please enter "IHS WebEHRS Sources Sought Response" into the email subject field. Performance Work Statement This is a request for a commercial-off-the-shelf (COTS) database driven, web-based environmental health inspection and management system that will support a nationwide environmental health program. The system will be modified as described in section 2, below. The system will be utilized at the national, regional, and field levels by approximately 250 environmental health specialists. The contractor must have technical experience or competency in the fields of environmental and public health. The COTS System shall: Document establishment and operator information where environmental health services are provided by IHS. Users can add or modify establishment information. Managers can verify and approve changes. Allow users to document, track and report on 1) work including inspections and other activities related to establishments and 2) work that may not be related to establishments such as referrals, complaints, investigations, projects, and training. Allow users to attach pictures, PDFs, spreadsheets and other common electronic files to any work record. Allow users to email completed reports, with selected electronic attachments (photos spreadsheets, etc.), directly from the system. Referrals, complaints, investigations, and projects should permit multiple related activities to be entered under a single overarching RCIP referral, complaint, investigation, or project. System should allow users to associate individual activities with an establishment of their choosing. Provide electronic inspection data collection capability to be used by environmental health inspectors both in the field on mobile devices and in the office using a web browser-based version. The mobile version can be run while not connected to the internet and brings all browser-based features to mobile devices for real-time use in the field. Electronic inspection forms/checklists will provide access to applicable code and regulatory references related to specific violations such that they can be integrated into the inspection report. Electronic inspection forms/checklists, referrals, complaints, investigations, projects activities available on the web browser-based version will also be available on the mobile version. The inspection form/checklist format, regardless of subject material, will emulate the form, function, and layout of the FDA Food Code checklist. An example of this checklist can be seen in Annex 7, Form 3a of the FDA 2017 Food Code. Electronic inspection forms/checklists can be printed from both the web and mobile versions. Print format will follow the same layout described in Annex 7, Form 3a of the FDA 2013 Food Code. Provide user permission levels based on user roles and geographic locations. User administration interface for use by IHS mangers to add/edit users or user permissions. Table update/edit interface for use by IHS Headquarters managers. Ability to add/edit/modify survey types, violation codes, definitions, canned comments and electronic inspection forms. Allow users to select, monitor, trend, and report specific electronic inspection violations. Provide comprehensive data export functionality with parameters defined by the user. Provide user support which includes the following items: Application documentation User Manuals for Environmental Health Inspectors. Administrator Manuals for HQ and Area (regional) managers. Ability to broadcast email to system users. A help desk which has a toll free number and email address and is available 8 am to 8 pm Eastern Time, Monday through Friday. Meet Federal IT/Security/FedRAMP/Accessibility requirements. Have data redundancy and backup. Ensure error resolution as follows: Issues that impact overall system usability shall be resolved within 8 hours of discovery. Issues that do not impact overall system usability but do impact system users shall be resolved within 72 hours of discovery. Have the capacity to provide a data transfer protocol which will allow web services to connect to external database products or commercial databases. Have routine evaluations for system and data quality assurance. Have routine system maintenance (hardware and software) provided by the contractor. Provide a minimum of 24 hours’ notice prior to any action that will result in the system being inaccessible to users. An expected time of the system being back online will be included in the notice. The contractor shall modify the system to include these requirements Provide additional electronic inspection forms/checklists as requested by the IHS. IHS will provide applicable violations lists and associated code or regulatory references for each additional inspection type as needed. Calculate Resource Requirements Methodology (RRM) figures to determine workload. The RRM value is based on the number of establishments and the work-day factor associated with each type of establishment as well as other pre-defined factors. (Calculation methodology for RRM is available upon request). Establishments shall be identified using codes from the IHS coding system for Area, Service Unit, Tribe, Reservation, and Community. The IHS Standard Code Book may be viewed at http://www.ihs.gov/scb/index.cfm?module=disp_tablesSCB&newquery=1 Other IHS codes may be required and will be provided by IHS. Document, track, and report tribal codes and ordinances such as food codes, fire codes, primary seat belt ordinances, and housing codes. Reporting Capability The system shall generate the following reports: Resource Requirements Methodology (RRM) Environmental health and management related pre-existing reports and the ability to create ad-hoc reports from all data fields System flexibility to allow IHS the ability to add/modify/delete and manage ad-hoc reporting fields Summary reports based on user selected parameters User selected inspection violation trend reports Tribal code and ordinance reports Workload planning and prioritization reports (i.e. next survey or activity due date calendar) Training The contractor shall provide: Up to two on-site train-the-trainer sessions the first and third years of the contract Up to two live webinars per year Mandatory References: IHS Standard Code Book - http://www.ihs.gov/scb/index.cfm?module=disp_tablesSCB&newquery=1 Resource Requirements Methodology Annex 7, Form 3a of the FDA 2017 Food Code - https://www.fda.gov/food/fda-food-code/food-code-2017