Attachment A - ADA Combined Synopsis Solicitation.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type: Combined Synopsis/Solicitation Solicitation Number: 75R60224Q00260 Posted Date: September 5, 2024 Date, Time and Place Where Offers are Due: September 11, 2024 at 2:00PM (ET)

Monica Moore-Hayes at mmoorehayes@hrsa.gov Classification Code: U005 NAICS Code: 813910

Contracting Office Address

Office of Acquisitions Management & Policy (OAMP) Office of Federal Assistance and Acquisition Management (OFAAM) Health Resources and Services Administration (HRSA) 5600 Fishers Lane Rockville, MD 20857

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 13.106 “Soliciting competition, evaluation of quotations or offers, award and documentation,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested and a written solicitation document will not be issued.

The Health Resources and Services Administration (HRSA) is contemplating issuance of award pursuant to Federal Acquisition Regulation (FAR) Part 13.106.

This combined synopsis/solicitation (75R60224Q00260) is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96.

Statement of Work

I. Background

The Department of Health and Human Services (HHS) and the Health Resources and Services Administration (HRSA) are responsible for programs and policies to assure access to health care services, including an adequate supply of health professionals. Enhanced data and information on the dental workforce are critical to this effort. Within HRSA, the National Center for Health Workforce Analysis is acquiring data from various organizations and professional associations that collect workforce data to estimate current national and state supply as well as to track trends over time.

It is critical for supply and demand projection models, examining migration patterns, for identification of shortage areas, identifying workforce trends, and for the Bureau of Health Workforce (BHW) Area Health Resource Files.

mailto:mmoorehayes@hrsa.gov

II. Purpose and Problem Statement

The purpose of this requirement is to procure the American Dental Association (ADA) Year End 2022 Dentist Master File. The ADA Dentist Master File is unique, the only comprehensive source of information on dentists that combines current information on locations and practices. As the major membership organization for dentists, the ADA is in a unique position to compile and compare and assure the completeness of this data. Furthermore, as the sole proprietor of the data, ADA is the only source to obtain this data. This master file is needed to estimate current health occupational supply at the state and national level and to track health workforce trends over time and ensure that HRSA can compare these trends from year to year.

III. Period of Performance/Place of Performance

The period of performance is September 21, 2024 through September 20, 2025.

The performance will be carried out at the contractor’s facility.

Data will be sent to HRSA via Secure Electronic File Transfer (SEFT) to the COR (Contracting Officer Representative).

SEFT is a secure file transfer program maintained by the National Institutes of Health (NIH).

IV. Tasks

Task 1: General Description (Data Elements)

The following data elements shall be included in the ADA Year End 2023 Dentist Master File:

• Field Name

• Record Identifier

• Primary Address

• Primary Address2

• Primary Address3

• Primary City

• Primary State

• Primary Zip

• Primary Country

• Geographic Code

• Primary Phone

• ADA Membership Class

• Death Year

• Secondary Addr1

• Secondary Addr2

• Secondary Addr3

• Secondary City

• Secondary State

• Secondary Zip

• Secondary Country

• Secondary Phone

• Primary Occupation

• Sex

• Race/Ethnicity

• Owner

• Primary Address Type

• Secondary Address Type

• Retirement Year

• Birth Year

• Specialty1

• Specialty2

• Specialty3

• School ID

• Graduation Year

• Type

• License

• Recent Grad School Name

• Recent Grad School State

• Recent Grad Year of Graduation

• Recent Grad Degree

• Recent Grad Specialty Description

• First Name

• Last Name

• NPI

• License State

• License Number

Task 2: Documentation to Accompany the Master File

A Codebook listing the data elements and data element values. The Codebook shall detail the meaning of each data element value contained in the ADA Year End 2023 Dentist Master File.

Task 3: Standard for Encryption

The Contractor (and/or any subcontractor) shall:

1. Comply with the HHS Standard for Encryption of Computing Devices and Information to prevent unauthorized access to government information.

2. Encrypt all sensitive federal data and information (i.e., PII, protected health information (PHI), proprietary information, etc.) in transit (i.e., email, network connections, etc.) and at rest (i.e., servers, storage devices, mobile devices, backup media, etc.) with FIPS 140-2 validated encryption solution.

V. Schedule of Deliverables

Section 508 requires that all external public facing content and non-public facing official agency communications be accessible. Regardless of format, all digital content or communications materials produced as deliverables under this contract must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities.

The contractor shall complete and submit the applicable HHS Section 508 Accessibility Compliance Checklist per Section 508 deliverable. The checklist will serve as an artifact declaration of the Section 508 deliverable's compliance. Remediation of any Section 508 deliverables that do not comply with the applicable requirements as set forth below shall be the contractor's responsibility.

HHS guidance and checklists regarding accessibility of documents can be found at https://www.hhs.gov/web/section-508/accessibility-checklists/index.html

1 One Dentist Masterfile. This file will be a Microsoft Excel file.

2 One Codebook, in Microsoft Excel.

All deliverables will be transferred electronically to HRSA using SEFT, a secure email and file transfer service. The accounts are free and can be obtained at https://secureemail.nih.gov/bds/Login.do.

http://www.hhs.gov/web/section-508/accessibility-checklists/index.html http://www.hhs.gov/web/section-508/accessibility-checklists/index.html

VI. Payment Schedule:

The contractor shall be reimbursed in one (1) firm-fixed-price payment, within 30 days of acceptance of invoice.

Pricing Schedule:

Line Item Description Quantity Unit Price Total Price

0001 ADA Masterfile and Codebook