Notice Type: Combine Solicitation
Subject: Planning Revisions in Clinical and Administrative Data
Classification Code: R - Professional, administrative, and management support services
Solicitation Number: NIHCC-J-14009627
Contact: Jearnean Jackson, Contract Specialist, Phone 301-402-5273, Fax 301-594-5920, Email firstname.lastname@example.org -
Setaside: Total Small BusinessTotal Small Business
Place of Performance Country: US
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 13 and 12.6 as supplemented with additional information included in this notice. The incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-75. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION AND A SEPARATE SOLICITATION SHALL NOT BE ISSUED. The solicitation number for this acquisition is NIHCC-J-14009627 and is being issued as a Request for Proposal (RFP). The NAICS Code for this solicitation is 541611 and the Small Business Size Standard is
Defining Relative Value Units (RVUs). RVUs enable resource cost allocations to the individual services and are reflected in the newly-revised data.
Incorporating the CC service master into CC IT and reporting systems. Additionally, the Clinical Center started new initiatives that use the results of DTI. The CC opened its doors to support extramural collaborations with intramural researchers. Extramural Collaborations allow outside institutions to apply for grants in collaborations with NIH principal investigators. OBJECTIVES/PURPOSE PROJECT DESCRIPTION
To support the above outlined initiative, the Clinical Center requires support for the tasks outlined below:
TASKS AND DELIVERABLES Tasks: 1. HOSPITAL ACTIVITY
Certified Coding Expertise Support
1. The vendor shall provide direct support to the
2. The vendor shall perform periodic reviews of NIH unique codes to determine whether the services are still unique, or adopted as industry standard. The vendor shall coordinate with clinical and patient support department functional personnel across multiple disciplines to identify and validate coding revisions. The vendor shall provide monthly and annual HCPCS and CPT coding updates in the CC Service Master.
Relative Value Units (RVUs)/Cost Allocation Support The vendor shall provide on-site support to supplement current CC/OFRM staff in updating significant revisions to annual clinical Relative Value Units (RVUs) and cost allocations. The requirement for significant revisions to clinical RVUs and cost allocations may result from changes in work processes; organizational realignments; workforce restructuring; implementation of new equipment/technology; outsourcing, etc. Departmental Triennial Update Support
The vendor shall provide on-site support to supplement current CC/OFRM staff in updating each CC department every three years. These department updates includes revisions to labor, time estimates per service within the CC Service Master, and other identified organizational changes that may impact service costs.
The vendor shall provide support services to CC departments in implementing and maintaining new processes and procedures. The vendor shall provide on-site support to both OFRM and the
Operational Analysis and Support
The vendor shall provide ad-hoc analysis and support of current CC and/or OFRM operations related to hospital activity, coding and RVU data. The vendor shall provide support for CC department operational reviews such as benchmarking analyses.
Fee Table Maintenance Support
The vendor shall provide support to CC/OFRM in updating the various extramural fee tables to coincide with the triennial department updates used for the CC Service Master. This includes working closely with various CC departments and OFRM staff on the extramural fee table methodology.
Grant Application - Financial Component Support
The vendor shall provide support to CC/OFRM in working with potential grant applicants to populate U01 CC budget templates. This support includes collaborating with internal and external Principal Investigators, the CC/MRD, and CC departments to comprehensively capture all CC services required to support the grant.
Bench-to-Bedside Support The vendor shall provide support to CC/OFRM in various bench-to-bedside programmatic functions. This includes tracking awardees, award amounts, donor offices, and collaborating ICs. Additionally, the vendor shall support the drafting and facilitating of both Interagency Agreements and Direct CAN Citations (IAAs and DCCs) between the CC and other Institutes and Centers (ICs).
Deliverables: Deliverables and due dates are defined below. 1. CC/OFRM Service Master Coding Support Monthly 2. CC/OFRM RVU/Cost Allocation Support Monthly 3. CC/OFRM Department Triennial Updates Monthly 4. CC Department Training Monthly 5. Operational Analysis and Support Quarterly 6. Extramural Fee Table Updates Monthly 7. Grant Application Budget Templates Support Monthly 8. Bench-to-Bedside Support Monthly
In accordance with the Government requirement for services an option provision may be exercised to include continuation of the above tasks and deliverables. The Government shall evaluate the price for the seven (7) deliverables put forth in this Statement of Work. The contractor shall provide a project schedule within 10 days of the contract start date timeline for deliverables shall be refined further as the project develops. PERIOD OF PERFORMANCE: Base Period
Option Period 1:
Labor Category Hours Hourly Rate Fixed-Price Total Line Item 5 Project Executive Leader 80 $ $ Line Item 6 Project Program Manager 640 $ $ Line Item 7 - Financial Analyst II 960 $ $ Line Item 8 - Financial Analyst I 960 $ $ TOTAL: $
Option Period 2:
Labor Category Hours Hourly Rate Fixed-Price Total Line Item 9 Project Executive Leader 80 $ $ Line Item 10 Project Program Manager 640 $ $ Line Item 11 - Financial Analyst II 960 $ $ Line Item 12 - Financial Analyst I 960 $ $ TOTAL: $
Provide a fixed price quote in accordance with the Statement of Work identified.
The price quoted shall be evaluated taking into consideration any price reductions. A best value analysis shall be performed taking into consideration the results of the technical evaluation, price evaluation, and the ability to complete the work within the Government's specifications.
The Government intends to make an award(s) to that offeror whose proposal provides the best overall value to the Government.
DELIVERABLES a. Provide detailed documentation (electronic and hard copy) of all requested reports, proposals, policies, plans and data base proposals and/or revisions as specified in the SOW. b. All paper/hardcopy documents/reports submitted under this contract shall be printed or copied, double-sided, on at least 30 percent post consumer fiber paper, whenever practicable, in accordance with FAR 4.302(b). c. Satisfactory performance of the final contract shall be deemed to occur upon performance of the work described in Statement of Work and upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the following items in accordance with the stated delivery schedule. d. The items specified below as described in the reporting requirements shall be required to be delivered F.O.B. Destination, and in accordance with and by the timeframe specified below.
Item Description Quantity (Average) Delivery Schedule (1) Accurate, complete well written proposals, presentations, policies, procedures and/or standards of practice that is relevant and accurate at the organization and NIH level. 1-3 Per week (2) Detailed and thorough orientation programs and/or training materials utilizing adult learning theories and methods. 2-3 Year (3) Spreadsheets or databases that allow for complete data analysis of complex functions and milestones 1-2 Monthly (4) Reports and meeting minutes of project milestone, meetings to accurately reflect project progress or group decisions, action items, key highlights/discussion. 1-2 Monthly
GOVERNMENT FURNISHED PROPERTY AND INFORMATION The Government is responsible for: a. Providing necessary facilities to support contract completion including desktop computer, facility management software and network services, printers, blackberry and software, software updates, and access and privileges to server files, data and an email. The Government shall provide routine maintenance and software upgrades. b. Parking access. c. Providing mandatory training as required by
Contractor Responsibilities The Contractor is responsible for:
a. Providing knowledgeable, fully-trained Contractor support services to perform the functions listed in the SOW, an average of 40 hours per work week, Monday through Friday, excluding holidays and any day declared an official Federal Holiday. Provide a minimum of three references that can speak to the Contractor's abilities to perform the SOW requirements. b. Being prepared to conduct on site, face-to-face discussions, if requested by the Government. The Contractor shall be headquartered or have service locations within the
Confidential Treatment of Sensitive Information The Contractor shall guarantee strict confidentiality of the information/data that is provided by the Government during the performance of the award if the Government has determined that the information/data that the Contractor shall be provided during the performance of the award is of a sensitive nature. Disclosure of the information/data, in whole or in part, by the Contractor can only be made after the Contractor receives prior written approval from the Contracting Officer. Whenever the Contractor is uncertain with regard to the proper handling of the information/data under the award, the Contractor shall obtain a written determination from the Contracting Officer.
Information Technology System Security Specifications The Contractor agrees to comply with the IT systems security and/or privacy specifications set forth herein; the Computer Security Act of 1987;
- Level 5C: Sensitive - Moderate Risk (Requires Suitability Determination with NACIC). Contractor employees assigned to a 5C position with no previous investigation and approval shall undergo a National Agency Check and Inquiry Investigation plus a Credit Check (NACIC), or possibly a Limited background Investigation (LBI). These positions include: * SPACE AND DATA SYSTEMS MANAGER Contractor employees in AIS-related positions shall comply with the DHHS criteria for the assigned position sensitivity designation prior to performing any work under this award. Contractor employees who have met investigative requirements within the past five years may only require an updated or upgraded investigation. Verifications of completed investigations (e.g. copies of certificates of investigations or security clearances), as well as requests for new investigations, shall be submitted to the COR. (b) Commitment to Protect Sensitive Information 1. Contractor agreement The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing confidentiality of sensitive information: * 18 U.S.C. 642 (Criminal Code: Public Money, Property or Records) * 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information) * Public Law 96-511 (Paperwork Reduction Act) 2. Contractor-employee non-Disclosure Agreements Each Contractor employee who may have access to sensitive information under this award shall complete the Contractor Employee Non-Disclosure Agreement available on the NIH NITAAC Website. A copy of each signed and witnessed Non-Disclosure agreement shall be submitted to the CO/COR prior to performing any work under the award.
C. GOVERNMENT HOLIDAYS
a. The Government hereby provides notification that Government personnel observe the listed days as holidays:
b. In addition to the days designated as holidays, the Government observes the following days:
(1) Any other day designated by Federal Statute (2) Any other day designated by Executive Order (3) Any other day designated by the President's Proclamation
c. When any such day falls on a Saturday, the following Monday is observed. Except for designated around-the-clock or emergency operations, Contractor personnel shall not be able to perform on-site under this contract with NIH on holidays set forth above. The Contractor shall not charge any holiday as direct charge to the award.
d. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the award.
e. Nothing in this clause abrogates the rights and responsibilities of the parties relating to stop work provisions as cited in other sections of this contract.
INSTRUCTIONS TO OFFEROR FOR PROPOSAL SUBMISSION FAR 52.212-1 Instructions to Offerors-Commercial Items (
In addendum to FAR 52.212-2; the following factors shall be used to evaluate offers.
EVALUATION CRITERIA: Technical capabilities and past performance when combined are significantly more important than price. Proposals for this procurement shall be evaluated on the basis of technical merit, personnel and corporate experience, past performance and cost. The NIH/CC reserves the right to make an award based on overall best value which shall be technically proposals that adheres to the Government's best interest. Evaluation Criteria shall be as follows: 40% Understanding of required objectives and proposed strategic and technical approach to achieve required tasks and deliverables. 35% Proposed team members with resumes. Demonstrated experience in hospital and/or clinical research settings. Proposed coders maintain certification from one of the
The Government intends to make a single award to the eligible, responsible offeror whose offer conforms to the solicitation, and is the most advantageous to the Government. PRICE
The proposed price for achieving required tasks and deliverables shall be evaluated but not scored. The price evaluation shall determine whether the proposed prices are fair and reasonable in relation to the solicitation requirements. Proposed prices shall be entirely compatible with the technical quotations. Although price is the least important evaluation factor, it shall not be ignored. The degree of importance of the proposed prices shall increase with the degree of equality of the proposals in relation to the other factors on which selection is to be based.
FAR 52.212-3 Offeror Representations and Certifications-Commercial Items. (
PROPOSAL SUBMISSION FORMAT:
***Proposal shall be in 3 volumes: 1 Technical, 2 Past Performance and 3 Price. The volumes shall be separate and complete. The volumes shall be separate and complete, so that evaluation of one may be accomplished independently of, and concurrently with, the evaluation of the other. No pricing information shall be provided in volume's 1 and 2***
***The total number of pages for the technical quote shall not exceed fifty (50) pages, using 1" margins, single spaced, font type Time New Roman, and a font size of 12.
***The solicitation does not commit the Government to pay any cost for the preparation and submission of a quote or proposal. It is also advised that the Contracting Officer (CO) is the only individual who can legally commit and obligate the Government to the expenditure of public funds in connection with the proposed acquisition. QUESTIONS DEADLINE: Interested offerors shall submit questions electronically to email@example.com no later than
PROVISIONS and CLAUSES: The Full text of the Federal Acquisition Regulation (FAR) can be accessed on the internet at https://www.acquisition.gov/far/
The following provisions and clauses apply: FAR 52.212-1, Instructions to Offerors Commercial Items; FAR 52.212-2, Evaluation-Commercial Items; FAR 52.212-3 Offeror Representations and Certifications-Commercial Items; FAR 52.212-4, Contract Terms and Conditions Commercial Item; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders--Commercial Items; FAR 52.217-8, Option to Extend Services; 52.217-9, Option to Extend the Term of the Contract; FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-13 Notice of Set-Aside of Orders; FAR 52.203-13, Contractor Code of Business Ethics and Conduct (
Parties responding to this solicitation may submit their offer in accordance with their standard commercial practices (e.g. on company letterhead, formal quote form, etc) but shall include the following information: 1) company's complete mailing and remittance addresses 2) discounts for prompt payment if applicable; 3) Dun & Bradstreet number; 4) Taxpayer ID number; 5) Catalog or Published Price Listing applicable to the service; 6) Offerors shall meet specifications as noted in the synopsis. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications/Commercial Items with their offer. Note: Contractor shall be registered and active in the System for Award Management (SAM) prior to the award of a contract. You may register by going to www.sam.gov.
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