SOLICITATION NOTICE
R -- Linking CMS Data to NIA Supported Surveys
- Notice Date
- 2/12/2015
- Notice Type
- Presolicitation
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 4211 - MSC 9559, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA(SSSA)-2015-PSOL22
- Archive Date
- 3/14/2015
- Point of Contact
- Samantha A. Kelly, Phone: 3015941571, Rodney E. Brooks, Phone: 3014020751
- E-Mail Address
-
samantha.kelly2@nih.gov, rodney.brooks@nih.gov
(samantha.kelly2@nih.gov, rodney.brooks@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a pre-solicitation non-competitive (notice of intent) synopsis to award a contract without providing for full or open competition (including brand-name). THIS IS A NOTICE OF INTENT, NOT A REQUEST FOR PROPOSAL. A SOLICITATION WILL NOT BE ISSUED AND PROPOSALS WILL NOT BE REQUESTED. The solicitation number is HHS-NIH-NIDA(SSSA)-2015-PSOL22 and the solicitation is issued as a pre-solicitation notice of intent to award a non-competitive order to Acumen, LLC, 500 Airport Blvd, Suite 365, Burlingame, CA 94010. This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures, Subpart 13.106-1 (b) (1), Soliciting from a single source and is not expected to exceed the simplified acquisition threshold. Contracts awarded using FAR Part 13-Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6-Competition Requirements. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-05-73, dated April 29, 2014. The National Institutes of Health, National Institutes of Drug intends to procure on a sole source basis an inclusive service agreement for linking CMS data to NIA Supported Surveys for a period of 12 months. Purpose and Objectives: The contractor shall provide all resources necessary to accomplish the tasks and deliverables described in this Statement of Work (SOW). NIA wishes to contract with an entity who is a CMS approved contractor and who has specified data sets (see section B) from 1991 to 2012, to link to NIA funded surveys. These data sets should be linked using existing algorithms developed through SBIR/STTR grants. The contractor should update NIA funded surveys with the latest data from CMS as it becomes available on an annual basis and create user friendly summary research files which are consistent with previous years' summary files and distribute these files to researchers. DESCRIPTION OF REQUIREMENT: A. CONTRACTOR REQUIREMENTS (SCOPE OF WORK) 1. The tasks comprising this contract include already having full access to CMS data from 1991-2012, gaining full access of new CMS data as they become available, updating linkages of these new data to two surveys (HRS and PSID) and ensuring that previously linked data remains accessible and updatable; distribution of linked research files to approved users, and further enhancement of breadth and depth of the data products available for researchers. Specific tasks include the following: Task 1: Data Linkage and Acquisition Contractor will maintain the existing CMS data inventory (which includes CMS data linked to HRS and PSID) and update this inventory as new CMS data become available and obtain approval from CMS for linkages as necessary. Note: NIA does not own the data. The contractor should have an active DUA with CMS with data specified in Section B which they can re-use to link NIA supported surveys. Task 2: Processing Research Files for survey linkages Contractor will continue development of research extracts and summaries of CMS administrative files at the person level tailored to satisfy the research needs of a wide range of users. The aim is to create summary formats that remove the burden of working with large and complicated claims files in multiple formats across multiple years. In constructing these research files, algorithms will be created to translate raw claims records into meaningful indicators of medical conditions and treatments. These files will be formulated to provide user friendly and easy access to statistics describing individual respondents' health status and usage of medical services. This formulation shall be developed and refined with the input of the 2 survey developers (HRS and PSID) and their research teams on an annual basis. Development shall also include creation of versions of research files designed to enhance information content while maintaining data confidentially through the masking of HIPPA-sensitive variable. This tasks assumes no change in data structure/elements. Task 3: Documentation Contractor shall maintain and further enhance data documentation for both the linked research extracts of the raw claims records and the research summary constructions of the CMS data on an annual basis. This data documentation shall be directly built into the research extract files, making specific data elements both easily understood and retrievable by potential users. In addition to written material, documentation shall also be provided in accessible and easily searchable electronic formats (e.g., HTML, Excel and Access formats). In addition to data layouts that report a label and description for each data element, contractor shall, in collaboration with study directors, develop more detailed data documentation and tools for working with CMS data, including value formats and value frequencies, advisories on specific data elements and general guidance on the usefulness of CMS data for health services and health economics research. Task 4: Distribution of Research Files Contractor will distribute linked research extracts to end users in compliance with existing CMS and survey data security policies. The process of extracting the data may be specific to each data request. Minimally, each data distribution shall include the following elements: • Confirmation of request specifications; • Validation of approval for distribution of CMS linked data from survey managers (e.g. HRS or PSID); • Validation of approval of CMS DUA procedures; • Verification of data extracts as specified in the CMS DUA; • Encryption of data files when written to media; and • Secure shipment/transfer of data files to the end user. Task 5: User Support Contractor shall provide technical assistance and other guidance to users during all phases of the data request process. Guidance includes assisting users with formulating their requests, directing users to resources regarding requests and DUAs, and facilitating DUA acquisition and maintenance. Contractor staff shall also provide technical support in decryption and reading data and support for understanding documentation to users after receipt of shipped data files. Contractor may develop and maintain other tools for user support, which could include websites and discussion boards, to supplement documentation. Take 6: Project Management (see also Section C.2) Contractor shall track and maintain detailed records of all request specifications and shipments and deliveries. These records will be available on a real time basis, and contractor will be able to respond to a request for information from NIA within 2 business days. Minimally, contractor shall provide reports monthly to NIA detailing the researchers (including institutional affiliation) who requested lined datasets, dates of requests, research files distributed, and timeframes of permitted use along with DUA number and NIA grant number (when applicable). This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. Contractor shall manage and coordinate regular communication with personnel from all affiliated surveys and registries. This communication will inform these personnel about the status of administrative data linkages, availability of data products, and details summarizing the distribution of files to users. Finally, contractor will maintain whatever records and communication are required by CMS as part of its DUA procedures. Task 7: Development of Research Files When CMS Changes Data Structures (Optional task) CMS may from time to time modify their data structures which will require timely updates in order to maintain consistency with current summary files. Contractor will continue such development under optional task and update algorithms of research extracts and summaries of CMS administrative files so that the data files distributed by the contractor remains consistent across multiple years as CMS changes data formats. It is contractors' responsibility to inform NIA when such data structure changes occurs. Offeror in their proposal should provide cost estimate for optional Task 7. Task 8: Linkage of existing CMS administrative data to new surveys and registries (as identified by NIA) (Optional task) NIA anticipates that new surveys may require linkages during the term of the contract. In this case NIA will exercise the options. Offeror should provide cost estimates per survey for up to 10 surveys. B. Specific Data Requirements: Contractor must have full access to CMS data for the following CMS files and periods: Data Description Period 1. Medicare Part A and Part B Data - Carrier, Durable Medical Equipment, Home Health, Hospice, Inpatient, Outpatient, Skilled Nursing Facility, Denominator, MedPAR 1991- Current CMS release 2. Part D Drug Event research files 2006 - Current CMS release 3. Minimum Datasets (MDS) 1999 - Current CMS release 4. Home Health Outcome and Asset Information Set (OASIS) 1999 - Current CMS release 5. Medicaid research files - Person Summary, Inpatient, Prescription Drug, Other Services/Other Therapy, Long-Term Care 1999- Current CMS release In addition, the Contractor must already have file extracts and Medicare data for years prior to 1997 as detailed in the table above, in order to link research or survey data to matching CMS data, using existing algorithms developed through SBIR/STTR grants, for the years listed in the table above. General Requirement: Independently, not as an agent of the US Government, the Contractor shall furnish the necessary material and equipment needed to carry out the tasks on this SOW. All work under this service contract shall be monitored by the NIA Project Officer. Government Responsibilities: Optional Task 7 will be exercised by the government during options years once contractor notifies government in a monthly report that CMS data structured has changed. Government will notify if it needs to exercise optional Task 8, sixty days prior to extending the contract (i.e. exercising option years). C. Delivery or Deliverables: 1. Description of Tasks and Associated Deliverables: Timely extraction and delivery of CMS data to data requesters is essential to successful completing this requirement. NIA expects the contractor to deliver CMS data to data requestors no later than 10 business days once all DUA requirements are complete and payment is received. 2. Reporting Requirements: Contractor shall track and maintain detailed records of all request specifications and shipments and deliveries. These records will be available on a real time basis. Minimally, contractor shall provide monthly reports to NIA detailing the researchers who requested linked datasets, dates of requests, research files requested/distributed, and timeframes of permitted use along with DUA number and NIA grant number (when applicable) This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. Further, contractor shall manage and coordinate regular communication with personnel from all affiliated surveys and registries. This communication will inform these personnel about the status of administrative data linkages, availability of data products, and details summarizing the distribution of files to users. Period of Performance: NIA anticipates a base period of performance of one year beginning July 1, 2015, with four option years. During the option years, NIA at its discretion will exercise optional Task 7 and Task 8 if necessary for additional cost. Base Year: July 1, 2015 through June 30, 2016 Option Year 1: July 1, 2016 through June 30, 2017 Option Year 2: July 1, 2017 through June 30, 2018 Option Year 3: July 1, 2018 through June 30, 2019 Option Year 4: July 1, 2019 through June 30, 2020 Place of Performance: Acumen, LLC 500 Airport Blvd, Suite 365 Burlingame, CA 94010 The provision of FAR clause 52.212-1, Instructions to Offerors - Commercial Items (July 2013), applies to this acquisition. The provision of FAR clause 52.212-2, Evaluation - Commercial Items (January 1999), applies to this acquisition. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Offeror must include a completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (August 2013), with its offer. The FAR clause is located at http://www.acquisition.gov/far/. FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (September 2013), applies to this acquisition. There are no additional contract requirement(s) or terms and conditions determined by the contracting officer to be necessary for this acquisition and consistent with customary commercial practices. The Defense Priorities and Allocations System (DPAS) is not applicable to this requirement. This synopsis is not a request for competitive proposals. However, interested parties may identify their interest and capability to respond to this notice. Responses to this notice shall contain sufficient information to establish the interested parties' bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement. Respondents that believe that they are manufacturers or authorized resellers of the brand-name product specified in this announcement must provide, as part of their response: (a) product, catalog, model, and/or part number(s); (b) product description; (c) all relevant information and documentation that the item(s) offered meets the salient physical, functional, or performance characteristics as specified in the purchase description; quantity; estimated price or cost; shipping, handling, and/or installation charges; and delivery date after receipt of order. All responses must be received by February 27, 2015 at 12:00pm EST and must reference number HHS-NIH-NIDA(SSSA)-2015-PSOL22. Responses may be submitted electronically to rodney.brooks@nih.gov and samantha.kelly2@nih.gov or by U.S. mail to the National Institute of Drug Abuse (NIDA), Station Support / Simplified Acquisition Branch (SS/SA), Attention: Rodney Brooks and Samantha Kelly. Fax responses will not be accepted. "All responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency."
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