NHTSA Questions Answers Response_CISS Injury (Tech-Cost).pdf

REQUEST FOR PROPOSAL

CISS Injury Coding

Q&A Technical

SOLICITATION #693JJ920R000001

Question Number

Solicitation Question NHTSA Response

1 Is there an incumbent on this contract?

Yes, there is an incumbent on this contract.

2 What current database or repository of data is currently being utilized?

https://www.nhtsa.gov/crash-data-systems/crash-investigation-sampling-system https://www.nhtsa.gov/node/97996/206 https://crashviewer.nhtsa.dot.gov/CISS/SearchIndex

3 Would the data be eventually housed in the cloud or do they want a database to be eventually migrated to the cloud?

The data is stored in NHTSA Crash Data Acquisition Network databases

4 Reference: SOW Section C.4.1.1 “CISS Injury Coding”:

Question: Who are the existing PSU Contractor and Quality Control Contractor?

CISS PSU Operations Contractor is KLD Associates Inc.

CISS Quality Control Contractor is Calspan Corporation

5 Reference: SOW Section C.4.1.d “Of particular importance are detailed instructions on the privacy policy”:

Question: Is this related to providing an informed consent with HIPAA disclosure template for data release for research purposes?

Due to NHTSAs designation as Public Health Authority, HIPPA disclosure is not required to crash victims.

Section C.4.1.d refers to CISS hospital-specific medical request procedures. Policies vary among hospitals

6 Reference: SOW Section C.4.1.d “Of particular importance are detailed instructions on the privacy policy”:

NHTSA does NOT disseminate any Personally Identifiable Information (PII) in the CISS program.

https://www.nhtsa.gov/crash-data-systems/crash-investigation-sampling-system https://www.nhtsa.gov/crash-data-systems/crash-investigation-sampling-system https://www.nhtsa.gov/node/97996/206 https://crashviewer.nhtsa.dot.gov/CISS/SearchIndex

Question: Will a legal advisor be needed for the release of certain HIPAA protected information or is the overarching federal agency covering that liability?

7 Reference: L.8, Proposal Content, page 60.

Question: Please confirm the submission of the surveillance plan is electronic as indicated in F.4 Performance Milestones and Deliverables.

Yes, the submission of the surveillance plan is electronic as indicated in F.4 Performance Milestones and Deliverables.

8 Reference: Section L.8 states: The technical proposal shall be limited to no more than 30 pages (excluding resumes) and shall include the following three sections in the same order as appearing below. The technical proposal shall not include any cost or pricing data. The surveillance plan shall be limited to no more than 10 pages for Task C.4.1.l Injury Coding Quality Control.

This plan is excluded from the page count for the technical proposal.

Also, Section C.4.1.l, Injury Coding Quality Control states Within four (4) weeks of award the Contractor shall submit to the COR a Quality Assurance Surveillance Plan (QASP) to outline the steps used to ensure quality control of injury coding including the methodology for case consistency between different members of the contractor’s staff.

Question: Are these the same plans?

The offeror should submit a brief (10-page maximum) Quality Assurance Surveillance Plan outlining injury case review and quality control measures the offeror proposes to implement. (RFP Milestone & Deliverables Schedule Updated)

Within 4 weeks of award, after discussion with the NHTSA COR, a final Quality Assurance Surveillance Plan shall be submitted.

The QASP is the surveillance plan noted under the C.4.1.1Injur Coding Quality Control title.

9 Question: When is the Quality Plan due, with the proposal submission, no more than ten pages, outside of the technical proposal page count, or not in the proposal, but to be submitted within four weeks of contract award?

The offeror should submit a brief (10-page maximum) Quality Assurance Surveillance Plan outlining injury case review and quality control measures the offeror proposes to implement.

Within 4 weeks of award, after discussion with the NHTSA COR, a final Quality Assurance Surveillance Plan shall be submitted

10 Reference: L.8 states, “the technical proposal shall be limited to no more than 30 pages (excluding resumes and shall include the following three sections in the same order as appearing below.”

Question: Are the three sections L.9.2, L.9.3 and L.9.4?

if not, please specify the three sections.

Should be FOUR sections L.9.2 L.9.3 L.9.4 L.9.5

11 When would the awardee for this Solicitation anticipate beginning work on the CISS INJURY CODING tasks?

Shortly after the kick-off meeting.

12 Will the current CISS INJURY CODING contractor complete the CISS INJURY CODING tasks for calendar year 2020?

When the new CISS Injury Coding Contract is awarded, the contractor will begin coding cases which require injury coding, regardless of crash date or calendar year. The current contractor will NOT be required to complete the 2020 data year injury coding.

13 Reference: Section C.2 of the Solicitation stated that “This procurement will provide for injury interpretation and code assignment, injury causation, and medical record storage of crash data collected at thirty-two sites listed above in Table 1.”

All electronic medical records are uploaded to NHTSAs CISSWeb application. Though uncommon in CISS, medical records which are obtained through paper, disk, or other non-digital media means may require secure storage at the PSU or CISS Injury Coding facility until permission is granted by the COR for disposal. The space required at the

Question: Regarding the Medical Record Storage task, what records (type and number or volume of documents/records), if any, will the CISS INJURY CODING contractor be required to store outside of the NHTSA’s CISSWEB system?

CISS Injury Coding Contractor facility for such storage will likely be minimal.

14 Reference: Section C.4.1 of the Solicitation states “Medical Record Collection –The Injury Coding Contractor shall work collaboratively with the existing PSU Contractor and Quality Control Contractor to establish and maintain cooperation at medical facilities hospitals, emergency medical services (EMS), medical examiners, and coroners servicing the PSU. Also, requesting and obtaining medical records from these medical facilities will be handled in a collaborative effort led by the PSU Contractor, with assistance from the Injury Coding Contractor and Quality Control Contractor.”

Question: Regarding the Medical Record Collection task, it is our understanding that the Operations or PSU contractor collects all, or nearly all, of the medical records. What medical records (type and number or volume of documents/records), if any, will the CISS Injury Coding contractor be required to collect that the PSU contractor is not collecting?

The PSU Operations Contractor handles the primary role for medical record collection.

The Injury Coding Contractor does not contact the medical facilities directly. However, the Injury Coding Contractor is responsible for ensuring the appropriate medical record requests were made by the PSU Operations Contractor, and notifying the PSU Operations Contractor of any additional medical updates required due to incomplete information received from medical facilities.

15 Should travel to PSU related Medical Facilities for cooperation issues be anticipated? If yes, how should associated costs be calculated and included, and what percentage of time should be allocated for this effort?

Travel to the CISS PSUs and medical facilities serving the PSU should be extremely rare and not included in the proposal.

16 Reference: Section C.4.1 states “In addition to CISS data collection, NHTSA may design and implement special study data collection programs at various times.”

Reference: Section C.2 of the Solicitation states “The activities in this Contract include assignment of injury codes and injury causation scenarios as well as medical record storage to support NHTSA’s Crash Investigation Sampling System (CISS). “

Question: What non-CISS related tasks (description of scope and labor hours), if any, has the CISS INJURY CODING contractor performed during calendar year 2019, and in 2020, and does NHTSA project a similar level of involvement during the life cycle of this current Solicitation?

The current CISS Injury Coding Contractor has NOT performed any non-CISS related tasks during calendar year 2019 or 2020.

It is unknown at this time if the CISS Injury Coding Contractor will perform any non-CISS related tasks in the future. However, the contract has provisions in C.4 should any Special Studies or other non-CISS efforts be required.

17 Reference: Section C.4.1 includes Table 2 which provided projections of 5,000 CISS cases with 3,125 cases requiring injury coding, and 5,000 occupants requiring injury coding. NHTSA Publication DOT HS 812 802 “Databook of CISS Frequency Distributions of Variables” provides information regarding the frequency distributions for the 2017 calendar year CISS data.

Question: Please provide the actual number of CISS cases, CISS cases that required injury coding, CISS occupants that required injury coding, and the number of recorded CISS injuries that were coded during calendar years 2018, 2019 and 2020.

Offerors should provide technical and cost proposals using the information provided in Table 2 and Section M.4.1 – M.4.6 as a guideline.

Total Hours for each sub-section M.4.1 = 14,200 Base year M.4.2 = 14,200 Option I M.4.3 = 14,200 Option II M.4.4 = 14,200 Option III M.4.5 = 14,200 Option IV M.4.6 = 7,100 Option V

18 Please indicate during what calendar year(s) NHTSA expects to achieve the indicated 5,000 CISS cases with 3,125 cases requiring injury coding, and 5,000 occupants requiring injury coding.

Offerors should provide technical and cost proposals using the information provided in Table 2 and Section M.4.1 – M.4.6 as a guideline.

Total Hours for each sub-section M.4.1 = 14,200 Base year M.4.2 = 14,200 Option I M.4.3 = 14,200 Option II M.4.4 = 14,200 Option III

19 For the items identified below, please identify and describe what, if any, differences NHTSA anticipates (in terms of percent distribution of unweighted frequency) between the 2017 data table distributions and the corresponding anticipated distributions for the time periods associated with this Solicitation. The questioner understands that the number of cases, occupants, and injuries will be significantly higher. The question pertains to anticipated changes in the percent distributions (e.g., x % more AIS# injuries, y % fewer AIS# injuries) between the 2017 data collection period and the time periods associated with the Solicitation.

The page numbers refer to the NHTSA Publication.

MAXIMUM KNOWN AIS IN THIS CRASH (CAIS) for the CRASH dataset (Page 160)

M.4.6 as a guideline.

Total Hours for each sub-section M.4.1 = 14,200 Base year M.4.2 = 14,200 Option I M.4.3 = 14,200 Option II M.4.4 = 14,200 Option III

NUMBER OF SERIOUSLY INJURED OCCUPANTS

(CINJSEV) for the CRASH dataset (Page 166).

NUMBER OF INJURED OCCUPANTS (CINJURED)

for the CRASH dataset (Page 167).

AIS SEVERITY (AIS) for the INJURY dataset (Page 570).

INJURY NUMBER (INJNO) for the INJURY dataset (Page 578).

OCCUPANT NUMBER (OCCNO) for the INJURY dataset (Page 579).

AIS BODY REGION (REGION) for the INJURY dataset (Page 582).

MAXIMUM AIS (MAIS) for each occupant investigated (Page 763).

20 Reference: Section C.4.1.b states “The Injury Coding Facility office space shall be sufficient to accommodate staff members as well as provide space for processing and storing of medical record documentation.”

Question: Given that the medical data is exclusively, or almost exclusively, collected and stored by the PSU contractor, and also provided electronically in CISSWEB, please indicate the space needed for processing and storing of medical record documentation.

All electronic medical records are uploaded to NHTSAs CISSWeb application. Though uncommon in CISS, medical records which are obtained through paper, disk, or other non-digital media means may require secure storage at the PSU or CISS Injury Coding facility until permission is granted by the COR for disposal. The space required at the CISS Injury Coding Contractor facility for such storage will likely be minimal.

21 Reference: Section C.4.1.b states “The Injury Coding

Contractor shall acquire (purchase, rent, lease, or received as Government Furnished Equipment (GFE)) and maintain the facilities, equipment, and supplies needed to accomplish this work.”

Question: Provide a listing of GFE the government anticipates the CISS INJURY CODING contractor would need to perform the work indicated in the Solicitation, and if any additional equipment would be contractor procured?

The government will furnish laptops and monitors

22 Reference: Section C.4.1.c states “Within two (2) weeks of Contract award, the Contractor shall hire staff for the Injury Coding Task.” This section indicates four types of positions (Program Manager, Senior Injury Coder, Injury Coder, Administrative Support Staff).

Question: Will NHTSA consider proposals that propose additional labor categories?

Yes, but the four types of positions stated in section C.4.1.c are required.

23 Reference: Section C.4.1.d states “Electronic medical record information is the preferred means of collection, however, if necessary, paper copies of medical records may be used.”

Question: Given that the medical data is exclusively, or almost exclusively, stored electronically in the CISSWEB system, please indicate the volume of paper copies of medical records that the CISS INJURY

All medical records are uploaded to NHTSAs CISSWeb application by the PSU Operations Contractor.

CODING contractor reviewed in 2019, and in 2020, and does NHTSA project a similar level of involvement during the life cycle of this current Solicitation?

24 Reference: Section C.4.1.d states “Additional cooperation and cost may be associated with the collection of radiologic images either in the CD/DVD format typically provided to the patient”

Question: Given that the medical data is exclusively, or almost exclusively, stored electronically in the CISSWEB system, please indicate the projected cost and volume of “radiologic images either in the CD/DVD format typically provided to the patient” that the CISS INJURY CODING contractor should anticipate during each year of this Solicitation?

All medical records are uploaded to NHTSAs CISSWeb application by the PSU Operations Contractor

25 Reference: Section C.4.1.f states “Other data associated with injuries such as hospital stay, vital signs, Glasgow Coma Scale (GCS) score, comorbidities, and EMS information will be collected and entered into the CISS Web or similar application by the Injury Coding Contractor.”

Question: Does NHTSA plan to include ICD10 coding in the CISS System during the life cycle of this current Solicitation? If yes, when does NHTSA plan to include it?

There are currently no plans to include ICD10 coding in

CISS

26 Reference: Section C.4.1.f states “The injury coding process for each case shall be completed within four (4)

AIS and Injury Causation Scenario coding should be completed with four (4) weeks of the date the medical weeks of the date the medical record and vehicle data was released to the Injury Coding Contractor.”

Reference: Section C.4.1.g states “The injury causation assignment process for each case shall be completed within four (4) weeks of the date the medical record and vehicle data was released to the Injury Coding Contractor. “

Reference: Section C.4.1.l states “The entire review and coding process shall be completed within six (6) weeks of the date vehicle and medical record data was released to the Injury Coding Contractor.”

Question: Please clarify the difference between the four week and six week completion periods.

record and vehicle data was released to the Injury Coding Contractor.

The Injury Coding Contractors Quality Control review, typically conducted by the Senior Injury Coder, should be completed within six (6) weeks of the date the medical and vehicle data was released to the Injury Coding Contractor.

27 Reference: Section C.4.1.h states “In addition to CISS data collection, NHTSA may design and implement special study data collection programs at various times.”

Question: What special study(-ies), if any, has the CISS INJURY CODING contractor performed during calendar year 2019, and in 2020? If applicable, describe the scope and magnitude of the task(s) and does NHTSA project a similar level of involvement during the life cycle of this current Solicitation?

The current CISS Injury Coding Contractor has NOT performed any non-CISS related tasks during calendar year 2019 or 2020.

It is unknown at this time if the CISS Injury Coding Contractor will perform any non-CISS related tasks in the future. However, the contract has provisions in C.4 should any Special Studies or other non-CISS efforts be required.

28 Reference: Section C.4.1.l states “The success of quality injury coding is dependent upon proper interpretation of data and establishing a formal review process. The

Yes

Senior Injury Coder shall serve as the primary injury coding and injury causation reviewer, spending approximately half of their total hours reviewing cases completed by the other injury coding personnel.”

Question: Is the half-time spent by the Senior Injury Coder reviewing cases a specific contract requirement?

29 Is the half-time spent reviewing cases considered to be the full-extent of case reviews being done by the Injury Coding contractor?

No

30 Will proposals that propose a QASP with some other percentage of involvement by the Senior injury Coder be negatively received?

The Senior Injury Coder shall serve as the primary injury approximately half of their total hours reviewing cases completed by the other injury coding personnel.

Additional Quality Control measures introduced by offerors will be evaluated based on their merit.

31 How many hours did the Senior Injury Coder spend reviewing cases completed by other injury coding personnel during calendar year 2019, and in 2020?

approximately half of their total hours reviewing cases completed by the other injury coding personnel.

32 How many hours did the CISS INJURY CODING contractor spend reviewing cases completed by other injury coding personnel during calendar year 2019, and in 2020?

approximately half of their total hours reviewing cases completed by the other injury coding personnel.

33 Reference: Section F.3 states “The work performed under this contract shall be accomplished at the Contractor’s facility.”

Question: Please clarify if all work must be done at a single location, or if work may be done remotely, including teleworking.

Work may be performed remotely if the contractors teleworking plan is approved by CO/COR

34 Reference: Section L.9.4 states that the Program Manager should have “At least a bachelor’s degree in engineering, behavioral or physical science or business (systems) management.”

Question: Is it a requirement that the Program Manager have a 4-year degree?

The Program Manager should hold at least a bachelor’s degree in engineering, behavioral or physical science or business (systems) management.

35 Are the degrees cited listed in descending order of desirability (i.e., engineering more desired than behavioral science)?

The degrees cited are in no specific order of desirability, and are not exclusive. Comparable degrees would meet the requirement.

36 Does NHTSA recognize years of specialized experience as a substitution for, or as equivalent to, a bachelor’s degree?

Qualifications of project personnel are listed in section

L.9.4 QUALIFICATIONS OF PROJECT PERSONNEL

37 Reference: Section L.10 states “The Government’s estimate of professional and technical staffing for the Contract is approximately 14,200 hours each year. This information is advisory and is not to be considered as the sole basis for the development of your staffing plans.”

Reference: Section M.4 includes Price Evaluation sheets with a delineation of the 14,200 hours. This estimate indicates a projection of approximately 2.8 hours of effort per injured occupant (14200 / 5000).

Question: Provide the hours of effort per injured occupant performed during calendar year 2019, and in 2020, and does NHTSA project a similar level of involvement during the life cycle of this current Solicitation?

M.4.6 as a guideline.

Total Hours for each sub-section M.4.1 = 14,200 Base year M.4.2 = 14,200 Option I M.4.3 = 14,200 Option II M.4.4 = 14,200 Option III

REQUEST FOR PROPOSAL CISS

Injury Coding

Q&A Cost

SOLICITATION

#693JJ920R000001

Question Number

Solicitation Question NHTSA Response

1 Is there an incumbent on this contract?? Yes, there is an incumbent on this contract.

2 Reference: SOW Section L.8, #6. and #7.

It states that five copies must be sent on optical discs, but in L.1.4 it states that submission is through separate e-mail.

Please clarify which is correct means for submission?

Each Offeror shall electronically submit (2) two separate emails: One for the Technical proposal and one for the Business proposal to the NHTSAOAM email box at NHTSAOAM@dot.gov, with a copy to Marlin Ricketts- Evans, Contract Specialist at M.Ricketts-Evans@dot.gov.

3 Reference: Section H.4.d – within 6 months of contract award Contractor must submit IT Security Accreditation - IT Security accreditation must be in accordance with DOT Order 1350.2, available from the Contracting Officer upon request.

We are requesting a copy of DOT Order 1350.2?

The DOT Order 1350.2 is attached with the most recent Amendment.

4 Reference: L.8, Proposal Content, page 60.

Please confirm the submission of the surveillance plan is electronic as indicated in F.4 Performance Milestones and Deliverables.

Yes, the submission of the surveillance plan is electronic as indicated in F.4 Performance Milestones and Deliverables.

5 Various sections of the RFP list the total period of performance differently: I.3.6 states: 60 months, F.2

The period of performance is 60 months. If the Government chooses to exercise Option Period 5 Contract mailto:NHTSAOAM@dot.gov mailto:M.Ricketts-Evans@dot.gov states 60 months, B.1.1 states 66 months, F.2.1 states 66 months, M.4 stats 66 months, M.4.2 states 66 months.

Please confirm the planned period of performance, is it 60 months total, or 66 months total?

Year 6, then 6 months will be added to the period of performance.

6 Reference: Section L8. Sections 6 and 7 states:

6. Technical Proposal – Five (5) copies of the technical proposal on separate optical discs must be provided.

7. Business Management Proposal – Five (5) copies of the business management proposal on separate optical discs must be provided.

Also, Section L.1.4 When/Where/How Many to Submit:

Each Offeror shall electronically submit (2) two separate emails: One for the Technical proposal and one for the Business proposal to the NHTSAOAM email box at NHTSAOAM@dot.gov, with a copy to Marlin Ricketts-Evans, Contract Specialist at M.Ricketts- Evans@dot.gov.

Under which format is the proposal due, by email? By the submission of 5 separate optical discs of both volumes?

Each Offeror shall electronically submit (2) two separate emails: One for the Technical proposal and one for the Business proposal to the NHTSAOAM email box at NHTSAOAM@dot.gov, with a copy to Marlin Ricketts- Evans, Contract Specialist at M.Ricketts-Evans@dot.gov.

7 Reference: Standard Form 30 states “NHTSA issues Amendment 0001 to formally correct the proposal due date as noted in Block 9 of the SF-33 from 05/25/2020 to 05/29/2020.”

NHTSA intends to extend the Proposal Due Date to 6/5/2020.

mailto:NHTSAOAM@dot.gov mailto:M.Ricketts-Evans@dot.gov mailto:M.Ricketts-Evans@dot.gov mailto:NHTSAOAM@dot.gov mailto:M.Ricketts-Evans@dot.gov

In light of the COVID19 health emergency, will NHTSA consider an extension of the May 29th proposal submittal deadline in order to give bidder’s ample time to review NHTSA’s responses and their potential impact on the bidder’s Technical and Business Management proposals?

8 Reference: Section B.1.1 states “The term will be a base period of twelve (12) months from the effective date of award.”

When does NHTSA anticipate making the contract award?

NHTSA anticipates making an award in September 2020.

9 Reference: Section F.3 states “The work performed under this contract shall be accomplished at the Contractor’s facility.”

Please clarify if all work must be done at a single location, or if work may be done remotely, including teleworking.

Yes, the work shall be performed at the contractor’s facility.

Any work performed remotely is at the discretion of the offeror’s business practice.

10 Reference: Section L.8 Proposal Content states: The plan format should be Microsoft Word and 12 font Time Romans double sided.

What is the meaning of 12 font Time Romans double sided?

The sentence should read: The plan format should be in Microsoft Word format, using Times New Roman 12-pt font.

11 May proposals be submitted in any other format than Microsoft Word (e.g. Adobe PDF format)?

Per Section L.8 Proposal Content: “The plan format should be Microsoft Word.”

12 Reference: Section L.8.6 and L.8.7 Proposal Content state that proposal submissions are Five (5) copies of optical disks.

May proposals be submitted via email to a dot email address?

Each Offeror shall electronically submit (2) two separate emails: One for the Technical proposal and one for the Business proposal to the NHTSAOAM email box at NHTSAOAM@dot.gov, with a copy to Marlin Ricketts- Evans, Contract Specialist at M.Ricketts-Evans@dot.gov.

mailto:NHTSAOAM@dot.gov mailto:M.Ricketts-Evans@dot.gov