ATT 8 - Additional Quote Instruct_final.pdf

Attachment #8 - Additional Quote Instructions | Solicitation No. 75N91022Q00180 Page 1 of 5

ADDITIONAL QUOTE INSTRUCTIONS

PATTERNS OF CARE STUDY: DIAGNOSIS YEAR 2020 (BREAST CANCER AND COLORECTAL CANCER)

I. ADDITIONAL TECHNICAL QUOTATION INSTRUCTIONS

The following Additional Technical Quote Instructions reflect the requirements of this Request for Quote (RFQ) and are meant to provide additional instructions. The information provided and requested in these instructions should be used as a guide for formatting and preparing the technical quotation. This information is provided in addition to instructions provided in the Combined Synopsis and Solicitation.

1. The Quoter’s technical quote should be in as much detail as the Quoter considers necessary to fully explain the proposed technical approach or method. Sufficient information should be provided to demonstrate understanding and management of the Statement of Work (SOW).

2. Include Contract Numbers and contract titles (and Task Order numbers and titles if applicable) when providing Past Performance Information required for this RFQ.

3. For registries that participated in a previous Patterns of Care (POC) study, include the percentage of abstracts that were verified with 1) the treating physician or physicians’ office, 2) with a unified medical record (record with all inpatient and outpatient records in a single file) or complete medical records (inpatient and outpatient medical records from multiple hospitals/healthcare systems/medical practices that include all records of cancer treatment), 3) the number of abstracts that were verified with hospital (inpatient) medical records only, and 4) the number for which there was no verification. These are four (4) mutually exclusive categories which should add to the total number of abstracts submitted for the study (100%). Please list these numbers separately for the Patterns of Care Study by Diagnosis year, e.g. Diagnosis year 2015, Diagnosis year 2016, etc.

4. Please describe the data security for your registry, including abstract forms or lap top security and access to the POC data.

5. All items specified on the abstract form shall be extracted from the original medical record. The transfer of data from another contract does not satisfy this requirement (i.e., items that were collected for another contract shall be re-extracted from the original medical record for the Patterns of Care Study, not from previously abstracted data). Additional treatment information shall be extracted from the physician verification form completed by the physician or the physician’s office or from unified/complete medical records by a POC abstractor. A unified record that has all inpatient and outpatient medical records (from a single hospital/healthcare system) or complete medical records that include all inpatient and outpatient cancer treatment records (obtained from more than one hospital/healthcare system/medical practice) shall be equivalent to the physician’s outpatient records. All electronic files of the abstracts for breast cancer and colorectal cancer shall be submitted no later than the completion date of the contract to the NCI or the NCI’s designated support services Contractor via a secure web site.

6. Inclusion of Children: None, only adults age 20 or older shall be included in the study.

7. Identify Key Personnel and provide Resumes, CVs or NIH-formatted Biosketch forms that outline education and credentials for all named personnel. For TBN/TBA position(s) proposed, provide a full description of specific education and experience required for the position. If there is an estimated hiring date/start date, then please include that date when explaining the Total Labor Price for that Position/person.

8. Include Summary of Related Activities Form for Key Personnel (Principal Investigator (PI)), as an Attachment to the RFQ. Include this for current as well as other projects in accordance with the instructions on the form.

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9. Include the following tables for each of the two Study cancers and stages as indicated (breast cancer [Derived

AJCC stage 0 - IV] and colorectal cancer [Derived AJCC stage II – IV] with the number of patients available by the following strata for diagnosis year 2020. Indicate the year of diagnosis used to obtain the counts.

BREAST CANCER STAGE 0 – IV

Age at diagnosis

(y) /Race-ethnicity*

20-29 30-39 40-49 50-59 60-69 70-79 80+ Total

Sex# M F M F M F M F M F M F M F M F

NHW

NHB

Hispanic

A/PI

AI/AN

COLORECTAL CANCER STAGE II – IV

Age at diagnosis (y)/Race-ethnicity*

20-29 30-39 40-49 50-59 60-69 70-79 80+ Total

Sex# M F M F M F M F M F M F M F M F

NHW

NHB

Hispanic

A/PI

AI/AN

*NHW = non-Hispanic white, NHB= non-Hispanic black, A/PI = Asian/Pacific Islanders, AI/AN = American Indian/Alaskan Native # M= Male, F= Female

II. ADDITIONAL BUSINESS QUOTE INSTRUCTIONS

The following Additional Business Quote Instructions reflect the requirements of this RFQ and are meant to provide additional instructions. The information provided and requested in these instructions should be used as a guide for formatting and preparing the Business quote. This information is provided in addition to instructions provided in the Combined Synopsis and Solicitation section of the RFQ.

1. Quantity of Cases to Abstract for Initial Quote Submission:

For purposes of quote preparation and submission, Quoter must propose a minimum of 100 cases per cancer type (ie. a minimum of 100 breast cancer cases and a minimum of 100 colorectal cancer cases).

Quoter will initially propose the number of case abstracts its registry is proposing it can perform at the quoted Total Fixed Price. This number can be no more than 50% of the total number of breast cancer cases and 50% of the total number of colorectal cancer cases that were diagnosed in 2020 and reported to the Quoter/registry.

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Note: Case counts may change upon negotiation AND will be based on number of cases identified by your registry that it proposes to perform in the final quote. (Case counts per registry are subject to change, and will be negotiated after initial quote based on several factors to include the number of offers received and total number of cases proposed by Quoters overall.)

2. This is a fixed price purchase order to be invoiced in accordance with the deliverables schedule. The payment schedule will be based upon anticipated work schedule.

Complete the following Payment Schedule table by Deliverables and submit as part of the Business Quote:

Indicate the percentage of funds for each quarter that would reflect the proportion of work anticipated to be completed during that quarter. Work may be distributed in such a manner that a different percentage of funds may be needed in each quarter based on the anticipated work. The distribution will differ by Contractor registry but should be based on projected work to be completed and funds to be distributed during each quarter.

PAYMENT SCHEDULE

Invoice Description of Service or Item to be Delivered

Period Covered Percentage of Funds

Total Payment Amount

1 NCI Centralized Abstractor Training Report and Quarterly Progress Report #1 (Training and case selection)

Quarter 1 $

2 Quarterly Progress Report #2 (begin abstracting medical records)

Quarter 2 $

3 Quarterly Progress Report #3 (active abstracting, verification of patient treatment information from physician practices as needed , and follow-up on physician verification of treatment)

Quarter 3 $

4 Quarterly Progress Report #4 (complete abstracting, consolidation of abstracts, final follow-up on physician verification of treatment information as needed )

Quarter 4 $

5 Final Progress Report and Electronic Database Files of Abstract submissions: for both abstracted Breast Cancer data; and abstracted Colorectal Cancer data

Covers entire period of performance of contract

Note: All reports submitted must be Section 508 Compliant.

3. Only Electronic versions of the quote submissions will be accepted.

4. Although project specific supplies are allowable and allocable to the project, quoting or including costs for general purpose office supplies to the project is not considered reasonable. These include, but are not limited to pens, pencils, markers, highlighters, pads of paper, glue, paper clips, staples, binder clips and tape.

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The Contractor must provide the basic tools for conducting business. Those supplies over and above the basic may be included as project specific.

5. Equipment, software, license and journal subscription costs are not to be included in the Quote and will not be authorized under this contract.

6. Official Budgets:

a. Use an Excel spreadsheet transmitted with the RFQ to prepare the budget. The budget page must include the following information:

i. The Prime Quoter/proposed Subcontractor Institution’s name (if applicable)

ii. Date of Quote Submission

iii. Quote Version (Original, or Final Quote)

b. Provide an electronic copy of the budget in PDF with the electronic submission in Excel.

7. A Budget Narrative is required to explain how your Total Price/budget was derived.

The following are instructions to assist you developing your budget and writing your budget narrative (these are not all inclusive):

Direct Labor Budget Narrative/Supporting Documentation:

To assist you in the preparation of your quote, the Government considers the average effort to be approximately aligned with the labor mix and hours in the table below. It is understood that some Registries will be higher and some will be lower depending on registry’s case count it is quoting. Please cross-reference your organization’s labor categories if they differ with the labor categories listed in the table below. This information in the table of estimated number of hours and labor categories is only meant to be a general guide as to what NCI estimates it will take to accomplish the Statement of Work and is being furnished for the Quoter’s information only and is not to be considered restrictive for quote and award purposes.

Direct Labor/Labor Categories Estimated Effort in hours for contract Principal Investigator(s) 80 Project Coordinator(s) / Manager(s) 250 Abstractor(s) / Data Records Tech./CTR(s) 800 Administrative Personnel 50

Other Direct Costs (ODCs) Budget Narrative Describe what ODC are included and the purpose of proposed ODCs.

Subcontract Costs Budget Narrative/ Supporting Documentation

a. In the Prime’s Business Quote, include a narrative for each proposed Subcontractor to include all of the following:

i. A description of the supplies or services to be subcontracted;

ii. Identification of the type of subcontract to be used (cost reimbursement, cost plus fixed fee, or fixed price);

iii. Identification of the proposed Subcontractor; and

iv. The proposed subcontract price.

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Materials and Supplies (M&S) Budget Narrative Describe if any Materials and Supplies are included and the purpose of each item quoted.

Travel Budget Narrative Quoter has the option to include local travel if necessary to accomplish the Statement of Work. Please provide a brief description of any travel included in this quote.

Consultants Budget Narrative/ Supporting Documentation

a. Discuss the services that the proposed consultant(s) are to perform and why these cannot be performed by the Prime Quoter.

b. Provide signed commitment letters from each consultant proposed including the type(s) of services they will perform, the number of hours proposed to work during the period of performance, and total price for consultants.