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Combine Solicitation - Planning Revisions in Clinical and Administrative Data

July 3, 2014

Notice Type: Combine Solicitation

Posted Date: 02-JUL-14

Office Address: Department of Health and Human Services; National Institutes of Health; Clinical Center/Office of Purchasing & Contracts; 6707 Democracy Blvd, Suite 106, MSC 5480 Bethesda MD 20892-5480

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 - Monifa Coleman, Contracting Officer, Email

Setaside: Total Small BusinessTotal Small Business

Place of Performance Country: US

Description: Department of Health and Human Services

National Institutes of Health

Clinical Center/Office of Purchasing & Contracts

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 $14.0 Million. This shall be awarded as Firm-Fixed Price, 100% Total Small Business Set-Aside. The Government intends to issue a Contract. This is a Request for Quote (RFQ). A fixed price Purchase Order will be issued. The National Institute of Health (NIH) has a need to procure Hospital Activity / Extramural Collaborations skills at the executive level. A. BACKGROUND AND OVERVIEW: B. BACKGROUND The vision of the NIH Clinical Center (CC) is to serve as the nation's premier research hospital for conducting clinical research to improve the health of human kind. It also serves as a national resource for clinical research by developing diagnostic and therapeutic interventions; enhancing systems to ensure the safe, efficient, and ethical conduct of clinical research; training clinical researchers; and leading the response to the nation's public health needs. Mark O. Hatfield Clinical Research Center opened in 2005. The state of the art facility is home to new inpatient units, day hospitals and research labs and connects to the existing Warren Grant Magnuson Clinical Center, which opened its doors to patients in 1953. Together, the Magnuson and Hatfield centers form the NIH Clinical Center, the world's largest clinical research complex, serving a dual role: providing humane and healing patient care, and an environment for clinical researchers to advance clinical science. In 2007, the Clinical Center began a comprehensive Data Transformation Initiative (DTI) to transition outdated data management processes to revised industry standard data management practices, including implementation of a hospital service master and decision support system. The Clinical Center DTI included the following activities: Planning revisions in clinical and administrative data. Revisions to clinical data reflect industry standard use of Healthcare Common Procedure Coding System and Current Procedural Terminology (HCPCS/CPT) coding at a level of detail that supports benchmarking. Administrative data is also defined to conform to industry benchmarking standards. Structuring data in an industry standard format for use in the CC service master. While data naming conversations may be unique to the CC, the structure and coding of data conforms to industry standards used in commercial hospitals and is included in the service master file.

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:


Certified Coding Expertise Support

1. The vendor shall provide direct support to the Office of Financial Resources Management (CC/OFRM) in monthly and annual updates to CC Service Master clinical and patient support services coding (e.g., coding of new services, revisions to existing codes, etc.) could refer to deactivations, any other needed revisions, coding streamlining.

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.

Department Training/Education

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 CC Medical Records Department (MRD) for departmental training/education sessions.

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 August 1, 2014 - July 31, 2015 Option Period 1 August 1, 2015 - July 31, 2016 Option Period 2 August 1, 2016 - July 31, 2017 PLACE OF PERFORMANCE:

National Institute of Health (NIH) Clinical Center (CC) 10 Center Drive Bethesda, MD 20892-1352

FOB: Destination National Institute of Health (NIH) Clinical Center (CC) 10 Center Drive Bethesda, MD 20892-1352 LINE ITEM AND PRICES:

Base Period: August 1, 2014 - July 31, 2015 Labor Category Hours Hourly Rate Fixed-Price Total Line Item 1 Project Executive Leader 80 $ $ Line Item 2 Project Program Manager 640 $ $ Line Item 3 - Financial Analyst II 960 $ $ Line Item 4 - Financial Analyst I 960 $ $ TOTAL: $

Option Period 1: August 1, 2015 - July 31, 2016

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: August 1, 2016 - July 31, 2017

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 Joint Commission for Clinical Center Orientation and security clearance. 1) The Government shall provide the training listed below, attendance by Contractor employees is mandatory. i. Clinical Center Orientation ii. Safety and Emergency Preparedness iii. Hospital Infection Control iv. Universal Precautions v. Patient Confidentiality vi. Diversity Appreciation vii. Customer Service viii. Computer Security Awareness ix. OSFM Orientation 2) Time for mandatory training and orientation listed above is paid for by the Government.


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 Washington Metropolitan area. The Contractor shall work 40 hours a week. Contractor shall not receive payment for vacation or Government holidays. Contractor shall not receive extra pay for weekend work. Scheduling shall be made at least a week in advance and mutually agreed upon between the Government COR and the Contractor. Telework and an alternative work schedule are negotiable. The Contractor shall perform the tasks described in the facility located in the NIH Clinical Center, or via e-mail, or internet connections as authorized by the COR and mutually agreed upon by Contractor.

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; Office of Management and Budget Circular A-130, Appendix 3; Security of Federal Automated Information Systems, and the DHHS Automated Information system Security Program Handbook, which may be found at the following websites: Computer Security Act of 1987: OMB A-130, Appendix III: DHHS AISSP Handbook: The Contractor further agrees to include this provision in any sub contract award pursuant to this award. Failure to comply with these requirements shall constitute cause for termination. The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of the SOW. The Contractor shall establish and implement appropriate administrative, technical, and physical safeguards to ensure the security and confidentiality of sensitive Government information, data, and/or equipment. In addition, during all activities and operations on Government premises, the Contractor shall comply with DHHS, including Operational Division rules of conduct. (a) Required IT Systems Security Training The Contractor shall assure that each employee has completed the NIH Computer Security Awareness Training ( prior to performing any work under this award. The Contractor shall maintain a listing by name and title of each individual working under this award that has completed the required security training. Any additional security training completed by Contractor staff shall be included on this listing. [The listing of completed training shall be included in the first technical progress report. See SOW status reporting requirements). Any revisions to this listing as a result of staffing changes shall be submitted with next required technical progress report.] (a) Position Sensitivity Designations The Government has determined that the following position sensitivity designations and associated clearance and investigation requirements apply under this award:

- 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.


a. The Government hereby provides notification that Government personnel observe the listed days as holidays:

(1) New Year's Day (6) Labor Day (2) Martin Luther King's Birthday (7) Columbus Day (3) President's Day (8) Veterans' Day (4) Memorial Day (9) Thanksgiving Day (5) Independence Day (10) Christmas Day

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 (FEB 2012) At a minimum, the Contractor shall be able to do the following; EVALUATION AND AWARD:

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 American Health Information Management Association's (AHIMA) or American Academy of Professional Coders (AAPC) certification programs. Demonstrated experience in clinical research grants management. 25% Demonstrated corporate track record of implementing various health care systems for tracking costs and services in a hospital environment, reporting performance results to hospital management and clinical research grants management.

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. (APR 2012) The Government intends to evaluate proposals and, if necessary conduct discussions with all responsible Offerors within the competitive range. The award shall be made to the Offeror whose proposal conforms to the terms and conditions of the solicitation and award may be made to other than the lowest priced or the highest technically rated offer. Relative importance and trade-offs. The Government shall base the determination of best value on performance, and the other evaluation factors identified elsewhere in this solicitation. The determination of best value also considers the relative importance of the evaluation factors. Technical factors and past performance when combined are significantly more important than price. It is pointed out; however, should technical competence between Offerors be considered approximately the same, then price could become primary. NIH shall base its award decision using a best value analysis that results in the most advantageous acquisition for the Government. NIH's acquisition strategy used to obtain best value may result in an award to other than the lowest priced, technically rated Offeror. Best value analysis spans a continuum from the lowest priced, technically acceptable proposal to those proposals in which tradeoffs between price, past performance, and each Offeror's technical solution is evaluated. This tradeoff process depends on the Government's assessment of quality factors, including but not limited to past performance, compliance with solicitation requirements, technical excellence, management capability, personnel qualifications and prior experience, and price.


***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 no later than July 07, 2014, 10:00 a.m. Eastern Standard Time. Collect calls shall not be accepted. No Phone Calls Please. PROPOSAL DUE: All proposals are due, electronically via email to no later than July 16, 2014, 10:00 a.m. Eastern Standard Time.

PROVISIONS and CLAUSES: The Full text of the Federal Acquisition Regulation (FAR) can be accessed on the internet at

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 (APR 2010); FAR 52.222-3, Convict Labor (JUNE 2003); FAR 52.222-19, Child Labor--Cooperation with Authorities and Remedies (APR 2012); FAR 52.222-21, Prohibition of Segregated Facilities (FEB 1999); FAR 52.222-26, Equal Opportunity (MAR 2007); FAR 52.222-35, Equal Opportunity for Veterans (SEP 2010); FAR 52.222-36, Affirmative Action for Workers with Disabilities (OCT 2010); FAR 52.222-54, Employment Eligibility Verification (JUL 2012); FAR 52.232-18 Availability of Funds (Apr 1984); FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (JUL 2013). The Government reserves the right to make an award to that offeror whose proposal provides the best overall value to the Government.

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


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