Attachment 0001 - Statement of Work.pdf

STATEMENT OF WORK

SECTION 242 PROGRAM FEASIBILITY STUDIES

DATA WEB-BASED SUBSCRIPTION SERVICES

U.S. DEPTRATMENT OF HOUSING AND URBAN DEVELOPMENT

OFFICE OF HEALTHCARE PROGRAMS

1.0. BACKGROUND: The Department of Housing and Urban Development (HUD) Office of

Healthcare Programs Section 242 --Hospital Mortgage Insurance Program (hereinafter "242") presently insures a growing portfolio of hospital mortgages. Because of the sizeable amount of each mortgage and rapid changes occurring in the health care industry, great care shall be taken to avoid and mitigate insurance risks. Complete, timely, and accurate financial and operational information on U.S. hospitals is essential for HUD's risk management activities to be successful, both in evaluating potential applicants and in monitoring the insured loan portfolio. Section 242(a) specifies the program's purpose --"to assist the provision of urgently needed hospitals for the care and treatment of persons who are acutely ill.” An independent consultant has provided HUD a model for determining market need. Title XXIV gives the

HUD Secretary responsibility for determining the market need of hospitals seeking 242 mortgage insurance. Because of the amount of each mortgage and the rapid changes occurring in the health care industry, great care shall be taken to mitigate insurance risks. Market need is an important factor in determining the future success/failure of a hospital; therefore, a proper evaluation, which includes but is not limited to current/forecasted demographic and utilization trends, is essential for HUD to execute its fiduciary responsibilities to the American Taxpayer. The Department does not have the resources to develop, manage and maintain this data on its own. However, there are several vendors who compile information from hospitals' Medicare Cost Reports and other sources and offer this information to customers in need of health care industry data. It is anticipated that the Contractor shall utilize an existing collection of data and not purchase new software to perform the tasks.

2.0. OBJECTIVES: HUD OHP requires support to gather, assess and minimize risk associated with

Section 242 program, which provide mortgage insurance for hospitals. The primary service objective is to provide a web-based subscription services platform to populate, manage, and provide selected data for market analysis purposes for healthcare facilities (Hospitals) in the United States and its territories.

3.0. SCOPE: The Contractor shall furnish the necessary personnel, materials, services, equipment, facilities, and shall otherwise do all things necessary for, or incidental to, the performance of the tasks set forth in this Statement of Work (SOW). The work to be performed under this SOW includes the task requirements described below. The Contractor shall maintain regular, frequent, and responsive contact with HUD's Contracting Officer’s Representative (COR).

The Contractor shall provide key data that the Office of Health Care Programs uses when underwriting new applications and reviewing new preapplications. The data includes demographics and hospital utilization data that is needed to evaluate the competitive market position of hospitals that apply for mortgage insurance. Not having this contract will jeopardize HUD’s ability to evaluate the market and market position of prospective Borrowers.

The contractor shall provide a team of qualified personnel to perform the requirements in this SOW.

The Contractor team shall consist of specialists with sufficient professional experience and qualifications to complete tasks defined in the SOW successfully and not later than the timeframe given. The Contractor shall provide personnel with demonstrated expertise in the following areas:

1. Definition and Evaluation of the service area for the inpatient and outpatient hospital services-and the methods for determining the need for such services in the market area.

2. Hospital financial and utilization data available from the US center for Medicare and

Medicaid services

The Contractor shall obtain approval from the Contracting Officer before making any substitutions of the approved personnel that are performing in the positions described above. At a minimum, any staff proposed as substitutes or replacements must have equivalent professional experience and qualifications.

4.0. Quality Control: The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor's quality control program is the means by which the Contractor assures that the Contractor’s work complies with the requirements of the contract.

4.1. Quality Control Plan: The Contractor shall develop, maintain, enforce, and document a Quality

Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The

QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the

Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

The Contractor's QCP shall be delivered to the Contracting Officer within 20 calendar days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the Contracting Officer within five business days when changes are made thereafter.

After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

5.0. TASKS: The Contractor shall perform the following tasks:

5.1. Web-Based Subscription Services: The Contractor shall provide a web-based tool designed specifically to house data information from Medicaid and Medicare Services (CMS). The Contractor shall ensure that the data is retrievable and remains current. The Contractor shall ensure that the government can retrieve the data from other sources recommended by HUD staff.

5.2. Unlimited Access to Healthcare Facility Data: The information database shall allow HUD personnel to conduct inpatient market analysis to be used for 242 mortgage underwriting and asset management purposes. On an inpatient basis, HUD should be able to access the most current inpatient utilization data for the most recent year available and projected year utilization by zip code for selected service areas. The information shall allow HUD to determine the applicant hospital’s service area, market share, hospital competitors and the following:

1. Identify the number of acute care discharges for the most recent years for selected user defined zip codes and States, also for a selected county, city, or Metropolitan Statistical Area (MSA).

This should be completed for the most recent year and a projected year as determined by HUD and the Contractor.

2. Identify the number of inpatient days for the most recent years for selected user defined zip codes and States, also for a selected county, city, or Metropolitan Statistical Area (MSA). This should be completed for the most recent year and a projected year as determined by HUD and the

Contractor.

3. Population data should be available by age cohorts to include the following standard groupings:

0-17, 18-44, 45-64 and 65-74, and 85+.

4. Generated reports should be imported into an excel document that provides existing acute care facilities operating within the service defined zip codes. The report should include the following information for each facility (most recent year available):

(i) Discharges

(ii) Inpatient days

(iii) market share

(iv) number of licensed beds

(v) occupancy rates

(vi) The report should also show a weighted state average and service area weighted average for occupancy.

5. For acute care hospitals, “discharges” and “patient days” as listed above should not include

Skilled Nursing Care, Intermediate Nursing Facility Care, the hospital stays of Normal

Newborns, or Behavioral Health. The Contractor shall make data available through a web-based tool and applicable reports should be compatible to import into MS excel. Proposals should include a description of the frequency and extent of updates.

5.3. Access to Healthcare Out-patient Data: The eb-based platform shall provide clear description (in detail) of the services to be performed. Benefits of Service to provide a more thorough analysis:

Hospital’s criteria are pushing more diagnosis and treatment options to the outpatient setting. The hospital outpatient market continues to expand creating more variations in patient care while at the same time posing the threat of the lost business due to increasing competition. The effect on future hospitals revenues is likely to be significant.

Recognizing that there are multiple levels of detail available, outpatient data should reveal geographically where specific procedures originated demographically who uses specific services, and what patient conditions drive procedure volumes. The data should be able to identify acute-care competitors, independent ambulatory surgery centers, physician offices, and imaging centers that are being used for outpatient procedures. Ultimately, the outpatient data should allow HUD to determine the hospital’s outpatient market share and calculate the outpatient volumes at competing hospitals and other outpatient settings. It is desired to start with the basic outpatient measures while reserving the ability to add more information as described below. To begin with, the outpatient analysis should focus on emergency room visits, ambulatory surgery procedures, imaging visits, clinic visits, and observation (23 hour) stays. Two critical access with this need model is:

1. Access to hospital and non-institutional facility outpatient service statistics.

2. Obtain outpatient services 5-year demand projections for Need Model Analysis

5.4. Unlimited Access to Demographic Data: The Contractor shall provide an existing web tool that provides current and projected demographic data for no less than five-year period. HUD will supply a list of zip codes that make up the demographic data for no less than a five-year period. HUD will supply a list of zip codes that make up the demographic area. The web tool must provide demographic data for the four age groupings: (0-17, 18-44, 45-64, 65-74, and 85+). Aggregate demographic data for the current and projected year shall also be supplied for the State. It is important that the data be as current and accurate as possible. Preference is for the demographic data for the selected zip codes to be given as a total. The contractor shall make these data available through a web-based tool. Proposals shall include a description of the frequency and extent of updates, methodology used to determine the population at the zip code level of detail and used in developing projected demographic data. HUD shall be able to access the data with ease at any time.

5.5. User Manual and Support: The Contractor shall designate a trained professional to handle periodic questions related to the information database via email and/or telephone. The contractor shall make it known to HUD users how to contact the trained professional. Population, inpa tient, and outpatient data must be updated to coincide with release of updated data from the vendors who will supply the contractor with the data.

The Contractor shall provide a user’s manual to each user and will provide user support services via telephone during business hours. Training manuals will be provided prior to the kickoff meeting and updated every year of any web changes. The Contractor shall support up to three users at different geographic locations. Only HUD offices or its designated agent(s) may access the above date without express (written) approval for the Director of the Office Hospital Facilities or his/her designee in the HUD offices are in Washington, DC and New York, NY and are subject to change.

5.6. Hospital Service Area Mapping: The Contractor shall produce electronic maps and overlaps showing the hospital area by zip code and the competitors service area by zip code and how they may or may not intersect from their existing web-based subscription tool.

5.7. User Training Sessions and Instruction: The Contractor shall conduct one group training session on the functions of the Web-based subscription service prompt for the SMS approximately 30 days after award (TBD by COR).

6.0. Post-Award Conference: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The

Government intends to convene a Post Award Conference with the Contractor within 20 calendar days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within seven (7) calendar days after contract award.

7.0. Project Work Plan: The Contractor shall provide the Contracting Officer with a copy of the

Project Work Plan within 20 calendar days after contract award.

8.0. Transition In: Not applicable.

9.0. Transition Out: Not Applicable.

10.0. COMPLIANCE: The contractor shall comply with HUD guidelines for websites and other communications materials (see Attachments). See Section 508 accessibility guidelines as defined by the federal government. Please see the following URLs for details:

• Section 508 Information: http://www.section508.gov/

• Guide to the Section 508 Standards: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards

10.1. HUD-Specific Section 508 Requirements: All electronic and information technology (EIT) procured through this Statement of Work / Bill of Materials and any resulting contract, contract, delivery order, or purchaser order must meet the applicable accessibility standards at 36 CFR §1194, U.S.

http://www.section508.gov/ https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards

Architectural and Transportation Barriers Compliance Board (Access Board) under the authority of

Section 508 of the Rehabilitation Act Amendment of 1998.36 CFR 1194, unless an agency exception to this requirement exists. 36 CFR §1194, U.S. Architectural and Transportation Barriers Compliance Board

(Access Board) is viewable at http://www.section508.gov. The contractor shall indicate for each line item in the schedule whether each product or service is compliant or noncompliant with the accessibility standards at 36 CFR §1194.

NOTE: If the deliverable includes features and functions in addition to those identified as requirements, these features and functions also need to conform to relevant Section 508 technical provisions, functional performance criteria, and information, documentation, and support.

11.0. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES: None.

12.0. PERIOD OF PERFORMANCE: The contract shall have a base period of 1-year with four 1-year option periods.

13.0. PLACE OF PERFORMANCE: The web-based subscription services under the contract shall be performed at the Contractor’s site.

14.0. HOURS OF OPERATIONS: The Contractor shall provide web-based subscription services 24 hours a day, 7 days a week.

15. DELIVERABLES:

Task/Requirement Deliverable Duration/Timing

1. Web-based

Subscription

The web-based subscription services under the contract shall be performed at the Contractor’s site.

The Contractor shall provide web-based subscription services 24 hours a day, 7 days a week.

2. Unlimited Access for

Healthcare Facility with patient data

Unlimited access of financial and operational data as described for one year with new data access for option year.

30 calendar days after award

3. Unlimited for

Healthcare Out-patient Data

Unlimited access to age graded discharge, patient day, and outpatient services data for each year.

30 calendar days after award

4. Unlimited Access to

Demographic Data

Unlimited access to age graded discharge, patient day, and outpatient services data for each year.

5. User Manual & User

On-going Support

Provide user manuals to each

Subject Matter Expert (SME).

http://www.section508.gov/

6. Unlimited Access to the Service area mapping

Contractor must be able to produce electronic maps and overlays showing the hospital area by zip code and the competitors service area by zip code and how they may or may not intersect from their existing web-based subscription web-based tool.

30 Calendar days after award

7. User Training

Sessions and

Instruction

One group training session. Approximately 30 days after award. TBD at the COR request.

8. Progress/Status Report

Submit a bi-weekly report showing actual progress against the Project Work Plan.

Bi-weekly by COB Tuesday for duration of contract

9. Quality Control Plan Quality Control Plan QQuality Control Plan -within 20 calendar days of contract award.

10. Project Work Plan Project Work Plan PProject Work Plan -within 20 calendar days of contract award.