HEALTH AND INJURY DATA ANALYSIS
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. The procurement is conducted pursuant to the authority of FAR Subpart 13.5, Test Program for Certain Commercial Items (10 U.S.C. 2304(g) and 2305 and 41 U.S.C. 253(g) and 253a and 253b); FAR Part 12, Acquisition of Commercial Items (Title VIII of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355)), and FAR 37.101, Non Personal Service Contract. This announcement constitutes the only solicitation; therefore, a written solicitation will not be issued. The Billings Area Indian Health Service (IHS), 2900 Fourth Avenue North, Billings, Montana 59101, is seeking a contractor to provide Health and Injury Data Analysis Services. The IHS intends to award a fixed-price commercial item contract in response to Request for Quotation (RFQ)-10-15-019-REL. The solicitation is issued on an unrestricted basis. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-79. The associated North American Industry Classification System code is 518210 and the small business size standard is $32.5 million.
PRICE SCHEDULE: HEALTH AND INJURY DATA ANALYSIS
1600 hours @ $_______________ per hour = $____________________.
PERIOD OF PERFORMANCE: 12 Months.
STATEMENT OF WORK:
1. Overview - Project Background and Description
The Billings Area Indian Health Service (BAIHS) has identified a need for ongoing and systematic data analytics to better understand health statistics for the Tribes and Tribal population served; and the programs and services provided through the BAIHS health services programs. There is also an ongoing need for injury surveillance for tribes served by the Division of Environmental Health Services (DEHS). Injury surveillance data will be needed to prioritize the leading cause of injury for each tribe in Montana and Wyoming. Prioritization will assist tribal and IHS injury prevention coordinators in selecting appropriate injury interventions and to obligate funding for those intervention projects.
Injuries are the leading cause of death for American Indians and Alaska Natives from ages 1-44 years, and the third leading cause of death overall. Unintentional injury mortality rates for Indian people are approximately 2.5 times higher than the combined all-U.S. races rate (IHS, Trends in Indian Health 2002-2003). However, this disparity varies by IHS regional Area and by cause of injury (CDC, Atlas of Injury Mortality Among American Indian and Alaska Native Children and Youth, 2005). Effective community-based injury prevention initiatives use multiple strategies to reduce and prevent injuries and fatalities. The IHS Injury Prevention Program promotes building the capacity of Tribes and communities by increasing understanding about the injury problem, sharing effective solutions, and assisting communities in implementing programs.
2. Project Scope
The Health Service Programs provided by the BAIHS and the Division of Environmental Health Services (DEHS) Injury Prevention program have identified sources to obtain comprehensive injury data. These sources include: (A) Indian Health Service, Resource and Patient Management System (RPMS); (B) IHS Medical Chart data; (C) State of Montana and Wyoming Vital Statistics; additionally, other sources may be available that we are not aware of.
A. Indian Health Service (IHS), Resource and Patient Management System (RPMS)
The IHS RPMS system is used by IHS employees to submit data per patient visits and types of injuries that are built around the International Classification of Diseases-Clinical Modification 2009 injury "E-codes" to the IHS Data Mart. In addition to the E-Codes, other variables include gender, age, date, time, and other supporting variables in determining the cause of illness and/or injury for each tribe in Montana and Wyoming.
Goal 1: To conduct a query of the RPMS system to provide reports of the data elements provided in the attached list. These reports will be for each specific Service Unit in the Billings Area and a comprehensive report of the Billings Area as a whole.
Goal 2: To assess the burden of injury to American Indian/Alaska Natives at each Service Unit served by the BAIHS.
Goal 3: To identify the leading cause of injury and to calculate injury rates by Service Unit, age, and gender for a 13 year period (2000-2013).
Goal 4: To provide a written report/profile of findings for each Service Unit. (See attached list of priority data and reports identified by the Billings Area leadership.
Goal 5: To combine all data, including injuries, into an aggregated report/profile to compare the BAIHS Service Units' burden of injury to that of the United States population.
Objective 1: The contractor will utilize injury epidemiologic and statistical methods to understand the burden of injury for each Service Unit. The contractor will be required to use statistical software to edit raw injury data sets and will use IHS epidemiologic and statistical methods for obtaining crude and age-adjusted rates. The Contractor will further develop reports related to the priorities identified on the attached list. The first priority is the Tribal Statistics of each community served by the BAIHS.
B. Indian Health Service Medical Chart Review/Electronic Health Record
The contractor may conduct active surveillance of injuries through the utilization of medical chart reviews to find the cause of injury, cause of hospital admission, cause of patient visit. Medical chart reviews are useful in that the information collected includes gender, age, date, time, cause and description of injury, and other causative factors (alcohol use, no seatbelts, etc.). Medical chart reviews also reduce the probability of coding errors in the surveillance system because the contractor will be working first-hand with the medical charts (please see attachment entitled BAIHS Severe Injury Surveillance System for more information).
Goal 1: To supplement the IHS RPMS injury surveillance dataset (if needed) by decreasing the amount of error reported by IHS medical coders at the Service Unit.
Goal 2: To assess the burden of injury to American Indian/Alaska Natives at each Service Unit served by the BAIHS.
Goal 3: To identify the leading cause of injury and to calculate injury rates by Service Unit, age, and gender for a 12 year period (2000-2012).
Goal 4: To provide a written report/profile of findings for each Service Unit.
Goal 5: To combine all injury data into an aggregated report to compare the BAIHS Service Units' burden of injury to that of the United States population.
3. Requirements
The contractor will devise a search and analysis strategy to identify severe injury data collection, Patient primary care visits, illness, and/or reporting systems for IHS patients; to assess the level of data available through these systems, including different variables measured and their strengths and limitations; and to assess the adequacy of these systems for planning, monitoring, and evaluating interventions to reduce severe injuries in the Indian communities within Montana and Wyoming and to identify the level of illness within each Tribal Community served by the BAIHS.
The contractor will submit requests for payment after certain benchmarks are met.
1. 1st benchmark: completion of data analysis plan and submission to BAIHS Contracting Officer Representative (COR) for payment of10% of contract.
2. 2nd benchmark: completion of data gathering with data provided to BAIHS COR for payment of10% of contract.
3. 3rd benchmark: completion of data cleaning with cleaned data provided to BAIHS COR for payment of10% of contract.
4. 4th benchmark: completion of data analysis and submission to BAIHS COR for payment of 10% of contract.
5. 5th benchmark: submission of completed BAIHS Severe Injury Surveillance System Protocol to BAIHS COR for payment of 30% of contract.
6. 6th benchmark: submission of completed severe injury and health profile reports of all six reservations (Blackfeet, Crow, Ft. Belknap, Ft. Peck, Northern Cheyenne and Wind River) for payment of 30% of contract.
4. Deliverables
A. Indian Health Service, Resource Patient Management System
Objective 1: For each Service Unit served by the BAIHS, the contractor will provide a set of health data and profiles respective to each community. These priorities are provided in the attached list at the end of this SOW.
Objective 2: The contractor will develop a Severe Injury Surveillance Protocol which outlines the process to obtaining the pertinent data from all applicable data systems and how the data is used to develop the Severe Injury Profile Report for each of the six sites.
Objective 3: For each of the Billing Area IHS Service Units: Blackfeet, Crow, Ft. Belknap, Ft. Peck, Northern Cheyenne, and Wind River, the contractor will develop a Severe Injury Profile Report. This profile report will include morbidity and mortality injury rates for all intentional and non-intentional severe injuries that meet the IHS Injury Prevention programs definition of severe injuries. The report will also include an analysis of causes of injury based on the chart reviews to identify risk factors most likely to cause severe injuries at each IHS Service Unit.
Objective 4: The contractor will utilize injury epidemiologic and statistical methods to understand the burden of injury for each Service Unit. The IHS employee will be required to use statistical software to edit raw injury data sets and will use IHS epidemiologic and statistical methods for obtaining crude and age-adjusted rates.
B. States of Montana and Wyoming Vital Statistics
Objective 1: Death certificate data will be obtained from the Montana Department of Public Health and Human Services and Wyoming Department of Health. This data will be used to enhance missing severe injury data and to reconcile with the fatality data from the IHS RPMS system. This data will be added to the profile reports for each site. The process for obtaining and analyzing this data will be used to develop this portion of the protocol.
5. High-Level Timeline/Schedule
1. Month 1 - Contractor will obtain all approvals needed to access the data from IHS and the State of Montana.
2. Months 2 & 3 - A data analysis plan will be developed and implemented.
3. Months 3 & 4 - The severe injury data will be obtained from IHS, State of Montana, and State of Wyoming. All IHS health statistics can be accessed through the Resource Patient Management System (RPMS).
4. Months 5 & 6 - The severe injury data and health care data collected will be analyzed and "cleaned" so that unnecessary data is eliminated and necessary data is put into the correct format.
5. Month 6 - The report format will be developed in consultation with the Billings Area IHS.
6. Months 7 & 8 - Writing of BAIHS Severe Injury Surveillance System Protocol in consultation with the Billings Area IHS, DEHS.
7. Months 8, 9 & 10 - Writing of profile and health services data report for each of the six sites. The Injuries and Health services data reports are to be two separate reports.
COMPUTER SECURITY: Pursuant to the Federal Information Security Management Act of 2002 (FISMA), the contractor will be required to complete a course in Computer Security Awareness Training (CSAT). This training must be completed annually by all employees including all contractors, volunteers, students, and summer externs. The Contractor will be required to comply with the Federal Information Processing Standards Publication (FIPS PUB) Number 201, "Personal Identity Verification of Federal Employees and Contractors" and the associated Office of Management and Budget (OMB) implementation guidance for personal identity verification for all affected contractor and subcontractor personnel. Access/clearance to all pertinent computer systems, including completing the Security Checklist, Rules of Behavior form, Security training; and if necessary, a Business Partner Interconnection Security Agreement (BPISA), should be coordinated with the Director, Division of Environmental Health Services (DEHS). CONTRACTING OFFICER AUTHORITY: Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer. CONTRACTING OFFICER'S REPRESENTATIVE (COR): The Contracting Officer's Representative (COR) shall be responsible for: (1) Monitoring the Contractor's technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract. INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Director, Division of Environmental Health Services (DEHS). The Contractor agrees to include the following information on each invoice: (1) Contractor's name and address; (2) Contact name, title, and telephone number; (3) Contract Number; (4) Invoice number and date; (5) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; (6) Remit to Address; (7) Taxpayer Identification Number (Employer Identification Number or Social Security Number); and (8) Data Universal Numbering System (DUNS) number (to ensure payment is made to the correct bank account) and vendor mailing address, as provided in the System for Award Management (SAM), formerly known as the Central Contractor Registration (CCR) database. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107. PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition. The FAR provision 52.212-1 Instructions to Offerors Commercial Items; and 52.212-3 Offeror Representations and Certifications Commercial Items are incorporated by reference. The provision at 52.212-2 applies to this acquisition and is provided in full text. FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (JAN 1999): (a) 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 following factors shall be used to evaluate offers: (1) COMPREHENSIVE UNDERSTANDING OF THE STATEMENT OF WORK = 50 POINTS. Offerors must submit a detailed work plan that addresses how each aspect of the "Statement of Work" will be accomplished and should be in as much detail to ensure it fully explains your proposed technical approach or method; and (2) PAST PERFORMANCE INFORMATION = 50 POINTS. The offeror must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial. Each offeror will be evaluated on its performance under existing and prior contracts/jobs. The offeror must list at least two contracts/jobs and include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service/Employment; (4) Total contract value/Hourly wage; (5) Description of contract work/Job duties; (6) Contracting Officer/Company Manager and telephone number; (7) Program Manager and telephone number, if applicable; and (8) Administrative Contracting Officer and telephone number, if applicable. Technical and past performance, when combined, are approximately equal to cost or price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The following FAR and Health and Human Services Acquisition Regulation (HHSAR) clauses are applicable: 52.204-4, 52.204-7, 52.204-9, 52.204-13, 52.204-16, 52.204-17, 52.204-18, 52.204-19, 52.212-4, 52.212-5, 52.215-5, 52.217-8, 52.223-5, 52.223-6, 52.224-1, 52.224-2, 52.225-25, 52.227-14, 52.227-17, 52.228-5, 52.229-3, 52.232-18, 52.232-39, 52.237-2, 52.237-3, 52.242-15, 52.242-17, 52.244-6, 52.245-1, 352.201-70, 352.202-1, 352.203-70, 352.215-1, 352.215-70, 352.222-70, 352.223-70, 352.224-70, 352.227-70, 352.231-71, 352.237-70, 352.237-71, 352.237-72, 352.239-72, 352.239-73, 352.242-71, 352.242-72, 352.242-73 and 352.270-2. The following FAR clauses cited in 52.212-5 are applicable to the acquisition: 52.203-6 with Alternate I, 52.204-10, 52.209-6, 52.219-6, 52.219-8, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-54, 52.223-18, 52.225-13 and 52.232-33. Upon request, the Contracting Officer will provide full text copies of the FAR and HHSAR provisions and clauses. The provisions and clauses may also be accessed electronically at https://www.acquisition.gov/ and http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=3524d214210697effd2fd5c77848a806&rgn=div5&view=text&node=48:4.0.1.8.33&idno=48. PROPOSAL SUBMISSION INSTRUCTIONS: The Contractor shall provide evidence of, or submit a written response to, the technical evaluation factors in FAR 52.212-2. In addition, the Contractor shall submit a completed copy of FAR 52.212-3 with its offer. Contractors intending to conduct business with the Federal Government must register with the System for Award Management (SAM). SAM replaces the Department of Defense's Central Contractor Registration (CCR) database. SAM is now the primary Government repository, which retains information on Government contractors. You may register via the Internet at www.sam.gov. All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted to the Billings Area Indian Health Service, 2900 Fourth Avenue North, Room 304, Billings, Montana 59101, no later than 2:00 p.m. on February 11, 2015. The offer must be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your name and address. Offers will also be accepted by e-mail at Rita.Langager@ihs.gov or by fax at (406) 247-7108. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.
Rita E Langager, Contract Specialist, Phone 406.247.7293, Fax 406.247.7108, Email rita.langager@ihs.gov
