US Department of State, Office of Acquisition, P.O. Box 9115, Rosslyn Station, Arlington, VA 22219-0244

70 -- PART 1 OF 2/ELECTRONIC MEDICAL RECORD SOFTWARE SOL S-OPRAQ-96-R-0623 DUE 102196 POC Contact Bob Wissman/703-875-6059 or Julie Odend'hal/703-875-; 6054 This is part one of a two part CBD notice. Part two of two is listed separately within this section of the CBD. This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This Request For Proposal (RFP) no. S-OPRAQ-96-R-0623 is issue as an Indefinite Delivery, Indefinite Quantity-Firm Fixed Price type solicitation and will be awarded through a full and open competition. The contract will include all applicable provisions and clauses in effect through FAC 90-42. The Medical Services Office of the Department of State (DoS) intends to procure an Electronic Medical Record (EMR) software product and associated installation, maintenance, training, and technical support services. The following are the requirements of the software and servces. SECTION A. MANDATORY SOFTWARE REQUIREMENTS: 1. Platform - Operates on Windows NT Version 3.51 or higher; the Server must run on a Compaq 4500R, with four 100 MHz Pentium processors; the Client must run on a 100 MHz Pentium processor with 32 MB RAM. 2. Operating Environment -Shall run on an Intel compatible CPU; support concurrent multi-user, client/server architecture; run both client and server in a single, stand-alone machine; operate on a non-proprietary, SQL-Compliant RDBMS; is a turn-key application that includes all required communications software. 3. Security -Shall allow originator (care giver or device) to affix an electronic signature to an entry and detect if the entry has been altered; allow multiple users to sign-off electronically on the same encounter; ability to amend a signed encounter while preserving the original encounter information - new changes are documented followed by an amending electronic signature; keep an audit trail log of access and modifications to the EMR; documents all unauthorized access attempts; through data segmentation, provide varying level of access depending on user's role; provide view-only access to some user categories. 4. Patient Encounter - List patient's pertinent medical information on a summary page; the patient encounter shall be recorded using a system administrator-modifiable data entry list; assessment and plans, including diagnoses, procedures and follow-ups shall be tied to standardized data dictionaries; where clinical information is not amenable to standardized data entry, the EMR shall permit the use of free text to capture all clinical data; the documentation of the encounter shall flow easily, mirroring the accepted clinical encounter model; allow the user to record encounters that are both symptom and non-symptom related (the patient encounter is not necessarily problem or chief-complaint driven). 5. Customizations - Allow user-generated problem and visit-oriented patient encounter templates; facilitate rapid data entry for routine, boilerplate encounters; allow for the System Administrator to make customizations. 6. Interface Requirements - EMR shall be HL7 version 2.3 compliant; allow laboratory result input through both a manual data entry interface and automatically into the RDBMS; provide appointment scheduling via an identified integrated third-party product or within the EMR; provide clinical reminders and other useful care support systems (for example, alert provider to review procedure results (i.e. laboratory, imaging)); provide seamless integration - no duplicate data entry into multiple sources. 7. Documentation - Provide printed documentation for each software product offered, including configuration/installation, system administrator and user guides (include a user's guide for each software license purchased), Entity Relationship (ER) data model and data entity attribute listing. Comprehensive on-line help should include a search engine and a subject index to include links to associated topics. For custom programming including modifications appended to a COTS product, the vendor shall provide one copy each of the source and executable codes and all technical and user documentation produced as a result of the vendor's software development methodology that is applicable to the custom programming. 8. Report Writer - Provide a Report Writing/Querying feature either within the application or through a third party application where the user can create ad-hoc reports. 9. Training - Vendor must provide a comprehensive software training program as evidenced by training documentation and course syllabus; must have training courses tailored to audience. 10. Miscellaneous - The vendor must meet all the requirements through an existing, commercially available release; record encounters in an SQL-Compliant RDBMS; save all data including free-text in database fields, not as word processing or BLOB files; must be able to query encounter results using SQL; the software offered must be warranted to conform to the vendor's assertions in its proposal and to its published specifications, the warranty shall extend for at least one year, beginning the first day of acceptance. SECTION B. DESIRABLE SOFTWARE REQUIREMENTS: 1. Summary page lists the following patient pertinent medical information, i.e. active and resolved problems (diagnoses, not complaints), allergies, medications, immunizations, family history and past medical procedures. 2. Link all encounters relating to the same clinical problem. 3. The System Administrator shall have the ability to create and insert ad-hoc clinical alerts and/or knowledge couplers. 4. The patient encounter, includes but is not limited to the chief complaint, history of present illness and physical examination. 5. Assessment and plans, including diagnoses, procedures and follow-ups are tied to standardized data dictionaries such as the UMLS, SNOMED, CPT and ICD-9. 6. Provide toolset that allows Medical Services to customize the EMR standardized data entry to add, change or delete database entity type, attribute type, or relationship type. 7. Ability to include custom immunization and health maintenance schedules based on patient demographics and on administrator-defined, modifiable clinical markers. 8. Interface to Keyfile document imaging and management system through a call-out to indexed documents. 9. Software training program shall cover in detail every module in the EMR and shall be geared toward teaching and testing the audience's knowledge. 10. The toolset shall include the capability of preserving DoS/MED's GUI and dtabase customizations when new versions of the software are installed/deployed. 11. Ability to incoporate graphics, imaging results, video and audio into the documentation of the patient encounter. 12. Provide on-line provider access to medical knowledge bases. 13. Provide on-line patient education knowledge base. 14. Include a drug management module that identifies the default dosage for a prescription and offers alternative dosages, routes, forms, etc. 15. Allow drug selection (pointing to potential adverse drug reactions due to the patient's history and/or comparing alternative drug by usage and/or price) 16. Provide billing module via an integrated third-party product or within the EMR. 17. Ability to generate and read barcode labels. SECTION C. FIXED-PRICE TECHNICAL SUPPORT SERVICES: 1. Initial Installation - Vendor shall deliver and install the EMR at DoS, Office of Medical Services, 2401 E. Street N.W., Washington, D.C. 20522-0102. For the server, the DoS shall supply a Compaq 4500R, with four 10 MHz Pentium processors with 326 Mb of RAM, 21 GB of available disk space, Microsoft NT Server 3.51. For clients, the DoS shall supply two 100 MHz Pentium processors with 32 MB RAM. Vendor sall demonstrate that all of the proposed software is installed on the server and two clients, that all server capabilities can be run from the server, and that all client capabilities can be run from either client. Subsequent installations will be accomplished by DoS or by the vendor through fixed hourly rate services (see C.4 below). 2. Training - Vendor shall provide: a. Administrator training at vendor provided site in the U.S. for up to three DoS employees in all components of the offered software, to cover installation, configuration, use, backup & restore, troubleshooting and end-user set-up. Training shall be a minimum length of three days. In addition, the MED Administrator shall shadow the vendor during the initial sofware installation as part of the training. b. User training at fully equipped vendor supplied site in Washington metropolitan area for DoS personnel to be users of the software. Training shall be a minimum length of two days per session. Classes shall not exceed 15 students per class. 3. Maintenance - Maintenance shall cover corrections, upgrades, new releases and help desk support. The vendor shall supply new sofware releases within 30 days of general availability and local or toll free telephone help-desk support during 8:00 AM to 5:00 PM Eastern Time Monday through Friday. 4. Fixed Hourly Rate Service Requirements- The vendor shall supply technical support and development services on an hourly basis at the direction of DoS. Technical support staff shall address technical problems/issues within one business day. Please note that the vendor will be paid only for actual hours expended. Sample tasks include customization, modifications, installation and additional training (not to include administrator and user training cited above). 5. Long Distance Travel - Vendor shall be reimbursed for DoS approved long distance travel expenses in accordance with FAR 31.205-46. All travel must be approved by the Contracting Officer's Representative in advance of any travel. SECTION D. DELIVERY SCHEDULE REQUIREMENTS: Delivery orders can be placed throughout the life of the contract which consists of one base year period plus four optional year periods. The supplies and services shall be furnished for DoS requirements; however, this contract may also be used to fulfill the requirements of other Federal agencies. The vendor shall: 1. Deliver software and documentation (FOB Destination) within 15 calendar days of delivery order issuance to DoS, Office of Medical Services, 2401 E. Street NW, Washington, DC 20522-0102. 2. Complete installation within 30 calendar days from delivery order issuance. 3. Conduct Administrator training within 30 calendar days of delivery order issuance. 4. Conduct user training courses as directed by DoS in individual delivery orders. 5. Provide maintenance, upgrades and help desk support as directed by DoS in individual delivery orders. 6. Provide technical support as directed by DoS in individual delivery orders. This is the end of part one of a two part CBD notice. Part two of two is listed separately within this section of the CBD. (0270)

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