SOLICITATION NOTICE
Q -- Relocation of Medical Records
- Notice Date
- 4/22/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of State, Office of Logistics Management, Acquisition Management, P.O. Box 9115 Rosslyn Station, Arlington, VA, 22219
- ZIP Code
- 22219
- Solicitation Number
- S-LMAQM-03-R-0084
- Archive Date
- 5/14/2003
- Point of Contact
- Kelly Bracey, Contract Specialist, Phone 703-875-6298, Fax 703-875-6006, - Kelly Bracey, Contract Specialist, Phone 703-875-6298, Fax 703-875-6006,
- E-Mail Address
-
BraceyKM@state.gov, BraceyKM@state.gov
- Description
- SUMMARY OF PURPOSE The Department of State?s (DoS) MED is seeking to relocate medical records from SA-1 to SA-15. BACKGROUND MED operates, administers and manages a worldwide health care program for employees and their families serving abroad with the DoS and all other associated U.S. Federal agencies. To optimally manage and allocate it?s financial and human resources while maintaining quality health care standards; MED recently began to reengineer its key medical record processes and to modernize its technical infrastructure. Together, these initiatives will greatly enhance MED?s ability to provide efficient and effective services, increase MED?s capabilities for developing, maintaining and supporting key medical information and position MED to manage its operations in a changing business environment. One of the primary aspects of the new business environment in MED will be an Electronic Medical Record (EMR) system. In preparation for implementation of this multi-faceted system, MED is migrating its paper-based medical record to images and reengineering the workflow of the medical records section of MED. The medical record section is presently located at SA-1, Columbia Plaza and all scanning and medical records maintenance has been performed there. Due to employee growth and workflow requirements, the medial records section will relocate to a larger office located in Rosslyn, Va. Commencing in April 2003. Because of the need to continue necessary operations the timeframe for this relocation is material to this procurement. MEDICAL RECORD INFRASTRUCTURE The medical records section of MED contains approximately 56,000 individual paper medical records stored in 16 electronically rotated files (Lektrievers). Files are stored numerically by electronically created individual medical record numbers. A medical record is kept until the employee retires, a dependent child reaches age 21 or there has been no medical clearance activity on the record for a period of six years. PROPOSAL REQUIREMENTS The proposal for this work should include: 1. Summary section that demonstrates a basic understanding of the proposal requirements. 2. A technical approach section that outlines activities planned to complete tasks and the timeline required. 3. A brief lists of corporate qualifications, demonstrating experience I relocation. 4. Resumes of Key Staff proposed to work on this project, including specific skills and experience. 5. A price proposal for the SOW by tasks and deliverables. 6. A quote to buy and install new high density filing units, including height, width, depth and inches including pitch. Quote should include all necessary component parts of the filing units. 7. For this solicitation, technical merit is more important than cost of price. Numerical calculation or formula relationship between cost for price and technical merit will not automatically determine awards. As technical merit of the offerors? proposals becomes more equal, the evaluated cost or price may become the determining factor. The Contracting Officer shall determine what trade-off between technical merit and cost or price promises the greatest value to the Government, cost or price and other factors considered. At peak season, as many as 4,000 charts will be routed and delivered in a month?s time. On average, 30 new records are created each day, adding 7,200 new paper records each year. Additionally, approximately 3,585 paper medical documents are received on a monthly basis that requires processing. Technical EVALUATION FACTORS Proposals will be evaluated based on the following technical evaluation factors that are listed in descending of importance. 1. Time Required to order, obtain, and install new, high-density filing units as specified in the SOW 2. Time required to relocate current lektrievers and related medical files to the SA-15 office space described 3. Whether proposed units have sufficient headroom to insure that both files and out-guides (markers for files checked out) fit within the vertical filing space. The amount of filing space (linear filing inches) provided per new filing unit, units must be less than 11 feet in height. SOW The tasks for the vendor will include: 1. Provide and install several (exact number to be determined by Department depending on price and size) new high-density units sufficient to increase filing capacity by a minimum of 25 percent. The units must be less than 11 feet in height and fit within the floor space available (approximately 20? x 5?). The units must include a posting board and allow sufficient headroom for files and out-guides of at least 10.5 inches. Units must have letter size file trays and security doors. The quotation must include purchase of new files and installation as separate, identifiable quotes. 2. Dismantle and pack 16 existing units, transport and relocate to North Kent Street and install (re-assemble). 3. Unload medical files from existing Lektrievers at SA-1, transport and relocate them to the new space in SA-15. Re-file all records and re-balance all units. During relation the vendor will also be expected to make recommendations for any component parts that must be replaced due to excessive wear and tear. CONTRACT ADMINISTRATION OF SITE Contracting Officer Representative (COR) ? Kathleen Hodai Task Manager ? Cecil A. Grandy, II
- Place of Performance
- Address: PLACE OF PERFORMANCE PLACE OF PERFORMANCE, U.S. Department of State U.S. Department of State, Office of Medical Services SA-15, Room L-224, SA-1, Washington, D.C., and, SA-15, 1700 N. Kent Street, Rosslyn, VA,
- Record
- SN00309255-W 20030424/030422213414 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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