Attachment 3 Technical Evaluation Criteria.pdf

EVALUATION CRITERIA

FACA Panel Support Services: Verbatim FACA Panel Transcripts, Meeting Reports, and

Recommendations Summary Preparation Services

The offeror shall demonstrate the technical approach chosen for this task order covering all aspects of the Statement of Work (SOW).

The offeror shall provide sufficient detail to demonstrate their technical understanding of and capability of performing the requirements of the SOW.

Quotes that restate the requirements in the SOW without providing substantive descriptions of the planned work will be considered technically unacceptable.

Offerors shall demonstrate experience in all phases of verbatim transcription and meeting reports, and will address the following:

• The contractor shall demonstrate their end to end workflow capturing and producing verbatim transcripts, including contingency plans should there be instances where audio quality, overlapping speech, or unclear terminology prevent confident verbatim capture;

• The contractor shall demonstrate how they will incorporate human transcriptionists and reviewers with any automated or AI-assisted transcription tools, including the specific role each plays at each stage of production;

• The contractor shall demonstrate how they will incorporate pre- and post- meeting materials — including the agenda, Panel roster, HCPCS/CPT code lists, and meeting-specific reference documents — into its preparation workflow to improve transcription accuracy;

• The contractor shall demonstrate how it will accomplish regurgitation requests (restated recommendations) within a committed maximum response time, in a manner that supports rapid, reliable retrieval during an active meeting. The contractor must include the anticipated response time for these on-demand requests;

• The contractor shall demonstrate how it will handle edge cases, including requests involving multiple recommendations made in rapid succession, ambiguous keyword queries, or recommendations referencing multiple HCPCS codes; and management of post-delivery error correction, including the process for identifying, reporting, and correcting inaccuracies discovered after a deliverable has been submitted to CMS;

• The contractor shall demonstrate its production workflow for 508 compliant meeting reports, including how it will capture and accurately summarize each matter discussed and each conclusion reached; compile the required attendee lists, public presenter lists, and estimated public attendance figures; and assemble the required appendix materials (agenda, Panel roster, attendance sheet);

• The contractor shall demonstrate how all deliverables are quality checked. This is to include identifying and accurately rendering alpha-numeric terminology spoken conversationally, including HCPCS/CPT codes, APC numbers and titles, long descriptors, medical terminology, legal language, and government acronyms. Its committed minimum accuracy rate for verbatim transcripts — Offerors shall state a specific minimum accuracy rate as a percentage for each transcript;

• The contractor shall demonstrate the management of personnel preparation for each meeting, including the process for briefing assigned staff on meeting-specific materials — such as the agenda, Panel roster, and pre-meeting code lists — at least one week prior to each meeting, consistent with the requirement to provide staff names and contact information to CMS at that time;

Experience of Personnel

The quote shall describe the educational background, professional experience, and special qualifications of all professional personnel to be involved in this task order. When consultants or subcontractors are to be used, their special qualifications, educational background, and experience shall be included.

The quote shall specify how the personnel proposed under this task order will be integrated organizationally and what their responsibilities and their percentage of time under the purchase order.

The offeror shall include a list of names and proposed duties of the personnel, consultants and subcontractor employees assigned to the project. The government is not requesting, nor reviewing any resumes submitted.

Prior Experience

The technical proposal shall provide the general background experience and qualifications of the offerors’ organization. The offeror shall demonstrate relevant capabilities that it can bring to this project and any other advantages it offers based upon its experiences.

Ideally, prior experiences should involve producing verbatim transcripts.

The Offeror shall include summaries of recent contracts, subcontracts and task or purchase orders with the CMS, other Department of Health and Human Services agencies, other U.S.

Government organizations and/or commercial firms for the same or similar services required by this solicitation.

The list of directly related projects shall cover at least the last 6 months, but not more than the most recent 3 years.