Department of Defense Education Activity, Hqs, Procurement Div, 4040 N. Fairfax Drive, 4th Floor, Arlington, VA 22203

70 -- DODEA SCHOOL HEALTH MODULE SOL MDA410-99-R-0014 DUE 082399 POC Ms. Melissa Phillips, 703-696-3844 x1414 WEB: cost model, ftp://www.odedodea.edu/mis/dshm. E-MAIL: contract specialist, mphillip@hq.odedodea.edu. This is a combined synopsis/solicitation for DODEA School Health Module (DSHM) software, prepared in accordance with the format in FAR Subpart 12.6 and issued under the authority of FAR Subpart 13.5 -- "Test Program for Certain Commercial Items." FAR 13 -- Simplified Acquisition Procedures. This announcement constitutes the only solicitation for this requirement. Written proposals are being requested and a written solicitation will not be issued. The solicitation number is MDA410-99-R-0014. The solicitation is being issued as a Request for Proposal (RFP). The minimum quantity shall be one lot of DSHM software sufficient for providing support for at least fifty DODEA schools. General background information regarding DODEA is available on internet at www.odedodea.edu. Duration of the initial contract shall not exceed one year following date of award, with five one-year option periods which shall be exercised at the sole discretion of the contracting officer. If an option year is required, the contracting officer will advise the contractor in writing at least 30 days prior to expiration of the contract. Offeror shall quote software one-time license fee and annual software maintenance fee on a per-site basis. Further information on the contract line item numbers and items, quantities, units of measure, and delivery schedule which will be used for proposal evaluation is available at: ftp://www.odedodea.edu/mis/dshm/dshmcost.xls. See 8.0 "EVALUATION" for further details. 1.0-SCOPE- The DoDEA School Health Module (DSHM) shall provide automated support for the information requirements of school health-care professionals throughout DoDEA. The DSHM contract shall include application software, software maintenance, technical support (web-based, telephonic and on-site), application training and "Train-the-trainer" training for DoDEA users. 2.0-PURPOSE-DSHM shall provide automated support for health-care information management and shall significantly reduce the workload of health-related record-keeping. 3.0- REQUIREMENTS: (Note: The government reserves the right to award a contract to an offeror whose proposed solution lacks some of these requirements. The government will take degree of compliance into account when performing the technical evaluation and, in considering two proposals which received equal ratings for other factors, would show preference for the proposal which complied more completely with these requirements.) 3.1- The DoDEA School Health Module (DSHM) shall maintain a daily log of health office visits, with a feature to produce reports showing 1) required follow-up actions, 2) referrals made, 3) letters/notes sent to teachers/parents/guardians, 4) a summary of visits selected either by specific student or by category of reason for visit (e. g., "injury" or "infectious illness"). 3.2- DSHM shall maintain medication log records in both the student health records and in the daily log records, as updated by the user. 3.3- DSHM shall produce a report of medication scheduled and medication dispensed selected 1) on a specific day, 2) during a specific week, 3) during a specific month, and 4) to a specific student. 3.4- DSHM shall have a feature to generate letters to parents/guardians notifying them of office visits by their children, including reason for visit and examination results, and any medications provided to their children. 3.5- DSHM shall have a feature to generate letters/referrals to parents on students failing screening (vision, hearing, scoliosis, etc.) and follow-up letters for the referrals. 3.6- DSHM shall maintain immunization records for an unlimited number of user-specified vaccines, and shall produce reports showing 1) immunizations provided, 2) scheduled immunizations missed, 3) immunizations scheduled in the future. 3.7- DSHM shall produce a report summarizing the results of all physical exams given over a user-specified period of time, to include the name of each student, date of exam, result of exam, and any medical restrictions. 3.8- DSHM shall maintain a log of health screenings by category (e. g., vision test, hearing test, sports physical) and shall produce reports of screening results, including basic health data recorded such as height and weight. 3.9- DSHM shall maintain health alert information for each student to include the nature of the problem, indicated medicines, and recommended teacher actions. 3.10- DSHM shall produce health alert reports for each teacher to include only the information relating to that teacher's students, which is required by the teacher to ensure the proper handling of any medical contingency, and is not specifically designated "confidential" by the school nurse. 3.11- DSHM shall also allow for generation of ad hoc reports and queries. 3.12- DSHM shall have the ability to incorporate Microsoft Word forms which are used in the DoDEA School Health Guide so that users can generate the forms from DSHM, embedding student information drawn from the database. 3.13- DSHM shall provide security features to protect sensitive health-related information from unauthorized disclosure. 3.14- DSHM shall provide for periodic backup copies of the database to be recorded and saved on magnetic media, such as Zip disks or tape cassettes. 3.15- DSHM shall have a feature to copy all records relating to a single student to a floppy disk and shall have a feature to import student health records from a floppy disk created by DSHM elsewhere. 3.16- DSHM shall import student and parent/guardian demographic information from Chancery Win School. 3.17- Each copy of Single-user DSHM shall include a site license for use by one DoDEA health care professional at up to two DoDEA schools. 3.18- Each copy of Multi-user DSHM shall include a site license for simultaneous database access by at least two DoDEA health care professionals at one DoDEA school. Multi-user DSHM shall be installed as networked software on a LAN under either Novell Netware or Windows NT. 3.19- The contractor shall allow DoDEA to install additional copies of the software at specific sites for software maintenance and training purposes only, without any license or maintenance charge. The specific sites are: DoDEA HQ, the two DoDEA Area Service Centers, and each DoDEA District that has a minimum of five site licenses. 3.20- Each site license shall be freely transferable from the initial site to any other DoDEA site for any reason whatsoever, at the sole discretion of the government. For example, in the event that DoDEA chooses to close a school which held a site license, DoDEA may then open a new school using the closed school's site license, without paying any additional fee for the transfer of the site license. 3.21- The one-time software purchase price shall include all cost of software maintenance for the first year. 3.22- Software maintenance shall include operation of a technical support help desk which DoDEA users can contact by phone and by Email, software corrective updates and any product upgrades which are released as part of normal product development. 3.23- The DSHM contract shall include "train-the-trainer" training for DoDEA users, which shall be conducted at government facilities, with classes of up to sixteen students. The DSHM contractor shall provide the trainer for the training sessions and shall provide the government sixteen copies of all training materials for each session. 3.24- The DSHM contract shall also include on-site technical support priced on a per-day basis. Contractor on-site technical support personnel shall provide both of the following services: 1) end-user training (NOT train-the-trainer) and 2) software installation & implementation. The nature of on-site technical support services required will be specified by the government when the services are ordered. When on-site technical support services are used for end-user training, the contractor shall provide one copy of all training materials to the government one week before the training begins, with unlimited rights to copy for internal government use. 4.0-SCHEDULE FOR DELIVERY AND SUPPORT- The successful offeror shall provide copies of the software and complete documentation to all sites specified by the government in a delivery order within 30 days after receipt of order (ARO). All shipping costs to CONUS addresses or to APO/FPO for overseas activities shall be included in the quoted prices. All shipping shall be by first class mail. Training and On-site Technical Support services shall begin when scheduled by the government, but not prior to 30 days ARO. 5.0- TESTING, TRAINING AND TECHNICAL SUPPORT- The successful offeror shall provide a toll-free (CONUS) hot-line telephone technical support during a minimum of eight hours each day except weekends and government holidays. All DoDEA users of the software shall have access to hot-line support. The successful offeror shall provide two types of training: 1) a user-training course which lasts no more than two full days, and provides complete training for an end-user of the software; 2) a train-the-trainer course which lasts no more than three full days, and provides complete training for a candidate whowill serve as a trainer for end-users. Training prices shall be proposed for on-site training at government facilities, which may be in CONUS, Europe, Japan or Okinawa. "Train-the-trainer" training provided at a government facility shall be priced on a per-session basis, and the contractor shall provide sixteen (16) original copies of all training materials. The government will provide a classroom and equipment for student use. End-user training is included as one of the services available under On-site Technical Support (see 3.24). When end-user training is required under the On-site Technical Support service, the government will reproduce copies of the training materials from an original provided at least one week in advance by the contractor. The trainees shall retain all training materials provided. Contractor travel required to conduct classes at government facilities shall be compensated IAW the Joint Travel Regulations. The amount of contractor required travel for training will be specified when delivery orders are issued. 6.0-DESCRIPTIVE LITERATURE FOR EVALUATION PURPOSES- Submission of descriptive literature, one copy of all "train-the-trainer" training materials, one copy of all end-user training materials, one copy of the standard commercial software licensing agreement, one copy of the standard commercial unit-quantity pricing for all items proposed, two copies of the media for each proposed software item (2 single-user, 2 multi-user) including all user documentation normally provided to users, and a detailed technical proposal responding to each specified requirement is required for this procurement. Descriptive literature shall describe all aspects of functional use and operation of the software. The government will install and test the proposed software on one or more Pentium 133 MHz computers, with minimum 16 MB RAM and minimum 100 MB free hard disk, running under Windows for Workgroups or Windows 95/98. The DSHM Multi-user software will also be installed as network software in a client/server mode, using a 200 MHz or higher Pentium with minimum 32 MB RAM and minimum 500 MB free hard disk, running under Windows NT. The software is required to function properly in both configurations. 7.0-YEAR 2000 COMPLIANT-The Offeror warrants that each item of software and firmware delivered or developed under this purchase order shall be able to accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries, including leap year calculations, when used in accordance with the item documentation provided by the offeror, provided that all listed or unlisted items used in combination with such listed item properly exchange date data with it. Purchased items must perform as a system in accordance with the Offeror's warranty. That warranty shall apply to the purchased items as a system. The duration of this warranty and the remedies available to the Government for breach of this warranty shall be as defined in, and subject to, the terms and limitations of any general warranty provisions, provided that not withstanding any provision to the contrary in such warranty provisions(s), or in the absence of any such provision(s), the repair or replacement of any listed item whose non-compliance is discovered and made known to the offeror in writing within ninety (90) days after acceptance. Nothing in this warranty shall be construed to limit any rights or remedies the Government may otherwise have under this contract with respect to defects other than Year 2000 performance. 8.0-EVALUATION-The offerors shall explain in their proposals whether or not their solution meets each of the requirements detailed in this synopsis/solicitation, addressing each item in "3.0 REQUIREMENTS" individually. The government will install and test the proposed software, and will evaluate the software for: 1. Suitability for use in DoDEA schools. This part of the evaluation will include an assessment of: a) degree of compliance with stated requirements, b) completeness of medical data maintained (e.g., medical conditions, prescribed medications, immunizations, test results, injuries, etc.), c) completeness of demographic and point-of-contact information (e. g., student information, parent/guardian information, emergency point-of-contact information, etc.), d) security of data maintained. 2. Ease-of-use for school medical personnel. This part of the evaluation will include an assessment of: a) ease of implementation by DoDEA personnel, b) efficiency of data entry, c) feature for data transfer from the Win School database, d) mechanism for ad hoc queries and reports, e) provisions for data backup and transfer to other schools. 3. Integration into the DoDEA hardware/software environment. This part of the evaluation will include an assessment of: a) compatibility with other DoDEA software, primarily Chancery Win School, Novell Netware, Microsoft Windows 3.x/95/NT, and Microsoft Office, b) quality of documentation, technical support, help function and training materials, c) degree to which the software can be implemented within existing DoDEA hardware/software configurations without requiring upgrades. No offerors will be allowed to observe or participate in any of the testing. The government will award a contract to the offeror that provides the greatest overall benefit in response to this synopsis/solicitation including price and other factors -- this is a best value procurement. The rating of the proposal in the technical evaluation will be the most important factor in the evaluation. Cost to the government (based on the cost model, NOT the commercial pricing) will be the second most important factor. Past performance will also be evaluated, as the third most important factor. The selected offeror must demonstrate an acceptable past performance record by submitting the names, addresses and telephone numbers of at least six (6) current customers who will provide information concerning the quality of the product(s) and support provided by the offeror. Each offerormust also complete and submit a copy of the cost model, which is available on the DoDEA internet web site at ftp://www.odedodea.edu/mis/dshm/dshmcost.xls. The cost model includes the contract line item numbers, quantities, and units of measure which are being solicited. The cost model provides for evaluating the cost of complete, DoDEA-wide implementation (approximately 257 sites). The cost proposal shall be prepared and shall be submitted on 3.5 inch floppy diskette, together with a hardcopy printout of the completed model. The hardcopy printout shall constitute the offeror's proposed pricing. The government reserves the right to award a contract based on initial proposals, on a "best value" basis as described above. If, however, the government determines that further evaluation is required, the government will make a competitive-range determination and notify all offerors whether or not their proposal is in the competitive-range. The government will then buy an additional two copies of the single-user version of the software from each offeror in the competitive-range at the commercial prices quoted in the proposal, and will advise these offerors of the schedule for further evaluation. The additional copies of the software will be used for "pilot" prototype installations. When the government has completed proposal evaluation, the contract will be awarded on a "best value" basis as described above. It is anticipated that a firm-fixed price indefinite-delivery, indefinite-quantity single award contract will result from this RFP. Failure of an offeror to submit descriptive literature for a proposed product will result in that product being rejected from further consideration. Furthermore, a technical proposal which fails to show the extent to which the proposed solution complies with the requirements stated above will result in the rejection of that proposal. The SIC for this acquisition is 7030. This acquisition has NOT been designated as a Small or Small and Disadvantaged Business set-aside, but note that FAR clauses 52.219-8 and 52.222-26 are included by reference. All offerors must be preregistered with DoD -- see the clause at http://farsite.hill.af.mil/reghtml/dfars/dfars52a.htm#P448_25208. Offerors are to include a completed copy of the provisions at 52.212-3-Offeror Representations and Certifications-Commercial Items with their bid. The following clauses also apply: 52.212-1 Instructions to Offeror-Commercial Items, 52.212-2 Evaluation-Commercial Items, 52.212-4 Contract Terms and Conditions-Commercial Items, 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items including clauses checked at (b)(1) 52.203-6 Alt 1, (b)(5) 52.219-8, (b)(12) 52.222-26, (b)(13) 52.222-35, (b)(14) 52.222-36, (b)(15) 52.222-37, and (b)(22) 52.232-33. DFARS 252.227-7015, Technical Data Commercial Items. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-11. The clauses are incorporated by reference, with the same force and effect as if they were given in full text. Clauses can be viewed in full text at the following Internet Addresses: WWW.ARNET.gov and WWW.GSA.gov/FAR/. Quotes are being solicited on an unrestricted basis. The due date for submission of proposals is 23 August 1999 at 2:00 PM local time to DoD Education Activity, Procurement Division, Attn: Melissa Phillips, 4040 N. Fairfax Dr., Arlington, VA 22203-1635. Award is anticipated by 19 November 1999. All requests for information regarding this solicitation are to be directed to Melissa Phillips, Contract Specialist -- (703) 696-3846 ext. 1414. Technical and/or administrative questions must be received no later than five (5) business days after publication of this notice and may be tele-faxed to (703) 696-3749 or (703) 696-4871, or mailed to the address for submission of proposals shown above. Or, you can e-mail your questions to mphillip@hq.odedodea.edu. Answers to all questions will be posted at ftp://www.odedodea.edu/mis/dshm. In order to prepare the offeror's mailing list as well as distribution of possible amendments to the solicitation, please fax your company's name, address, telephone and fax numbers, and point of contact as soon as possible. Failure to do so will preclude DoDEA from the responsibility of providing you with possible amendments or other required information. It is the vendor's responsibility to make sure that the named DoDEA representative has received all faxed and/or E-mail information. Offerors are responsible to comply with th Posted 07/28/99 (W-SN360199). (0209)

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