Health Care Financing Administration 7500 Security Blvd., Baltimore, MD. 21244-1850

B -- HEALTH CARE PROVIDER Y2K READINESS REPORTS AND CONFERENCE SUPPORT SOL HCFA-99-Y2KREPS DUE 020899 POC Andrew Mummert 410/786-0403 The Health Care Financing Administration has a requirement to procure analytical reports describing the Year 2000 (Y2K) readiness of the nation's health care provider business sector and assistance preparing Y2K awareness/readiness conferences and listening sessions. The contract will be a firm fixed price contract with some Not to Exceed (NTE) and optional line items. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in the notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is HCFA-99-Y2KREPS and is issued as a request for proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-09. This acquisition is being conducted on an unrestricted basis primarily under the SIC Code 8733 (Small Business size standard is $5 million). The following are the line item numbers: 0001 -- Reports, Health Care Provider Y2K Readiness, three (3) Each. Each report shall contain at least the following elements: 1) Executive Summary; 2) Table of Contents; 3) Index of Sources; 4) Description of Methodology utilized to compile report and a discussion of the statistical significance of data used in report; 5) Results in Full, including analysis of facts (any conjecture shall be duly noted); 6) Detailed Analysis of Conclusions; 7) Recommendations; 8) Risk Assessment; and 9) Steps providers could take to address deficiencies. The successful offeror shall have an existing database consisting of health care provider Y2K readiness information. Health care provider Y2K readiness information is information describing a health care provider's state of preparedness for the Y2K date conversion problems with medical equipment, IT systems, and those of suppliers. HCFA is not authorized to collect new information, only compile data previously gathered. The report shall compile Y2K Readiness information from Providers and Provider's Professional Associations. The first report is due to be delivered to HCFA, 7500 Security Blvd, Baltimore, MD 21244, Attn: Joe Broseker, by COB 8 March 1999 in both hard copy form (five copies) and electronic form (WordPerfect 6.1 or a format readily convertible into WP 6.1). The second report is due by COB 7 June 1999 and the third report is due COB 6 September 1999 to the same address. 0002 -- Y2K Conference Mailing Lists, Agendas, Presentation Material, and Post Conference Reports, Not To Exceed, ten (10) Each. HCFA will conduct nationwide conferences (10 estimated) in 1999 to disseminate Y2K readiness information to the health care provider community. For each conference, the contractor shall work with HCFA's conference management contractor to provide guidance and assistance to the conference management contractor including: planning the agenda, arranging for speakers (HCFA will not pay honoraria to speakers), providing a mailing list for invitees, and creating and providing presentation materials to the conference management contractor. The contractor shall attend each conference to guide the substance of the conference and shall submit a post conference report to HCFA within two weeks after the conclusion of the conference. The presentation material shall be developed for HCFA speakers to deliver approximately two hours worth of health care related Y2K readiness information. 0003 -- Y2K Listening Sessions Mailing Lists, Agendas, Presentation Materials, and Post Session Reports, Not To Exceed twenty (20) Each. HCFA will conduct listening sessions (20 estimated) in 1999 across the country. Each session will last for about 2-4 hours and will accommodate 30-50 participants. For each session, the contractor shall work with HCFA's conference management contractor to provide guidance and assistance to the conference management contractor including: planning the agenda, providing a mailing list for invitees,creating and providing presentation materials to the conference management contractor. The contractor shall attend each session to guide the substance of the session and shall submit a post session report to HCFA within two weeks after its conclusion. 0004 -- Optional Line Item, Follow Up Report, One (1) Each. The contractor shall, if option is exercised, submit a report due within two weeks of option exercise updating provider data from the 6 September 1999 report. This update report shall consist of raw data only. The contractor shall not perform any analysis of the data. 0005 -- Optional Line Item -- Health Care Provider Y2K Readiness Reports, Three (3) Each. If the option is exercised, the contractor shall provide three reports, meeting the same requirements as the reports provided under CLIN 0001, due COB 9 January 2000, 10 March 2000, and 9 June 2000. 0006 -- Travel, In Accordance with the Federal Travel Regulations, Not To Exceed $100,000.00. The contractor shall travel to conferences and listening sessions as directed by HCFA. The provision at 52.212-1, Instructions to Offerors -- Commercial Items (AUG 1998) is applicable to this acquisition. Offerors shall provide under separate cover, a Technical Proposal and a Price Proposal. The Technical Proposal shall consist of: 1) Technical Approach -A. Provide a detailed narrative describing how you would complete the reports. Discuss your proposed methodology of data collection and analysis. Provide a sample of the data that you will use in your report. Provide a description of the resources available to you to help you garner information and compile it into the report. Volume and variety of available data will be qualitatively assessed with preference given to those who can demonstrate the widest depth and breadth of available information (number and type of providers). Demonstrate that you have the ability to access information from various sources (provide memoranda of understanding, letters of commitment, etc.). Examples of provider types include individual and group physician practices, hospitals, nursing homes, pharmacies, etc. B. Provide a discussion of your proposed methodology to supply relevant mailing lists to the HCFA conference management contractor and prepare Y2K health care presentation material. 2) Corporate Experience -- Discuss your company's experience conducting similar data synthesis and reporting tasks. Discuss your experience creating Y2K presentation material. The Price Proposal shall consist of your Firm Fixed Price unit price for the reports, conference support, listening session support, optional data report, and optional reports and any assumptions you made to build your proposed price. Multiply your proposed unit price for each item by the quantity specified for each item above to determine the total proposal amount. The provision at 52.212-2, Evaluation -- Commercial Items (OCT 1997) is applicable to this acquisition. The significant evaluation factors are Technical Ability (as expressed through your Technical Proposal) and Price. Technical Ability is more important the Price. Offerors shall include a completed copy of the provision at 52.212.3, Offeror Representations and Certifications -- Commercial Items (OCT 1998) with their offer. The clause at 52.212-4 Contract Terms and Conditions -- Commercial Items (APR 1998) applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (OCT 1998) applies to this acquisition. The following additional FAR clauses cited in the previous clause apply to this acquisition: 52.203-6 -- Restrictions on Sub Contractor Sales to the Government, Alt I, 52.219-23 -- Notice Of Price Evaluation Adjustment for Small Disadvantaged Business Concerns. Proposals are due on 8 February 1999 by 2:00 PM Local Time at the Health Care Financing Administration, 7500 Security Blvd, Baltimore, MD 21244, Attn: Andrew Mummert, C2-25-17. Direct questions regarding the solicitation to Andrew Mummert (410/786-0403). Posted 01/14/99 (I-SN288279). (0014)

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