Attachment A-AHA Combined Synopsis Solicitation.pdf

75R60223Q00246 - AHA

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type: Combined Synopsis/Solicitation Solicitation Number: 75R60223Q00246 Posted Date: August 23, 2023 Date, Time and Place Where Offers are Due: August 30, 2023 at 4:00PM (ET)

Monica Moore-Hayes at mmoorehayes@hrsa.gov

Classification Code: U005 NAICS Code: 813910

Contracting Office Address

Health Resources and Services Administration Office of Acquisition Management & Policy 5600 Fishers Lane, Room 14W26 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 (75R60223Q00246) is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96.

This is a Firm Fixed Price Requirement. The Government is not responsible for payment exceeding the award amount.

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 physician workforce are critical to this effort. Within HRSA, the National Center for Health

Workforce Analysis (NCHWA) 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.

II. Purpose / General Description:

The purpose of this requirement is to procure the American Hospital Association (AHA)’s 2022 Annual Survey Database (ASDB) and the DataQuery application. The ASDB file and DataQuery application are unique, the only source of hospital information on locations and practice types with details regarding their facility type, utilization, finance, and staffing. This file is needed to estimate hospitals for current health occupational supply at the state and national level, 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:

Delivery is due 90 days after the effective date of award. The period of performance shall consist of a 12-month period from 9/25/2023 through 9/23/2024.

Performance will be carried out at the contractor’s facility. Data will be delivered via an emailed, secure electronic download link, maintained by the American Hospital Association (AHA), to the Contracting Officer Representative (COR).

IV. Tasks:

Task 1: General Description (Data Elements):

The following data elements shall be included in the AHA 2022 ASDB File:

a. Identifying Information

i. Unique ID (Unique AHA identification Number)

ii. AHA Region code

iii. AHA state code

iv. AHA hospital number

b. Reporting Period

i. Beginning of reporting period variables

ii. End of reporting period variables

iii. Days open during reporting period

c. Organizational Structure

i. Control information including non-federal govt, non-govt not-for profit, investor-owned for profit, and fed govt

ii. Service type

iii. Other information listed on organizational structure category (i.e., children hospital, subsidiary corporation, contract managed hospital, etc.)

iv. Hospital name, city, and state

d. Facilities and Services

i. All service or facility information listed from C.1 to C.105

ii. Question about integration of behavioral health service including all sub-items

(C. 106)

iii. All information of the physician-organization arrangements including number of physicians, hospital ownership share, physician ownership share, parent corporation ownership share, and insurance ownership share (C. 107A)

iv. Hospital ownership percentage and number of physicians for solo practice, single specialty group, and multi-specialty group (C. 107B)

v. Percentage of primary care (C.107C)

vi. Percentage of specialty care (C.107D)

vii. Total number of physicians from C.108

viii. Joint venture arrangement and participant questions (C. 109A to C.109D)

e. Insurance and Alternative Payment Models

i. Insurance information including Health plan status for hospital and system and location state (D.1- D.3), Insurance products (D.4), In-network/outside of network Payment type questions (D.5- D.7), and Self-administered health plan (D.8)

ii. Alternative payment model information from D.9 to D.20

f. Total Facility Beds, Utilization, Finances, and Staffing Beds and Utilization Medicare/Medicaid Utilization Financial Revenue by Type Uncompensated Care & Provider Taxes Revenue by Payer Financial Performance-Margin Fixed Assets Total Capital Expenses Information Technology and Cybersecurity Staffing Privileged Physicians Hospitalists Intensivists Advanced Practice Registered Nurses/Physician Assistants Foreign Educated Nurses

g. Supplemental Information

i. Satellite outpatient department service from F.1a to F1b including all service types

ii. Participation in a group purchasing arrangement

iii. Direct purchase of medical/surgical supplies from a distributor

iv. New graduate RN number

v. Current partnership with types of organization for community or other

vi. Patient and family advisory council

vii. Policy or guidelines to facilitate unrestricted access, 24 hours a day

Task 2: Documentation to Accompany the Hospital Survey Data File:

1) A Data Dictionary for each file with the names of each data element in the file and the length of each variable (the maximum length allocated to a variable).

2) A Codebook listing the data elements and data element values. The Codebook shall detail the meaning of each data element value contained in the AHA 2022 ASDB File.

Task 3: Access on the AHA DataQuery Application:

1) Account set up for the DataQuery Application.

2) User support for troubles and/or questions.

Task 4: 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 Complia nce 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 license for AHA Year End 2022 ASDB File (up to 4 users).

2 One Data Dictionary. This file will be a text document.

3 One Codebook. This file will be a text document 4 One license for AHA DataQuery Application (1 user)

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.

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 AHA Year End 2022 ASDB

File, Data Dictionary, Codebook and License for AHA DataQuery Application

VI. Electronic Invoicing and Payment Requirements -Invoice Processing Platform (IPP) *All Invoice submissions for goods and or services delivered to facilitate payments must be made electronically through the U.S. Department of Treasury’s Invoice Processing Platform System (IPP).

* Invoice Submission for Payment means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Items included in commercial items contracts. The IPP website address is: https://www.ipp.gov.

* The Department of Treasury will enroll the Contractors new to IPP. The Contractor must follow the IPP registration email instructions for enrollment to register the Collector Account for submitting invoice requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive Registration email from the Federal Reserve Bank of St. Louis (FRBSTL) within 3 – 5 business days of the contract award for new contracts or date of modification for existing contracts.

* Registration emails are sent via email from ipp.noreply@mail.eroc.twai.gov. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email to IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

* The Contractor POC will receive two emails from IPP Customer Support, the first email contains the initial administrative IPP User ID. The second email, sent within 24 hours of receipt of the first email, contains a temporary password. You must log in with the temporary password within 30 days.

* If your company is already registered to use IPP, you will not be required to re-register.

*If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment as authorized by HHSAR 332.7002, a written request must be submitted to the Contracting Officer to explain the circumstances that require the authorization of alternate payment procedures.

Additional HRSA Invoice Requirements:

(i) The contractor shall submit invoices under this contract once per month or as specified in the payment schedule. For indefinite delivery vehicles, separate invoices must be submitted for each order.

(ii) Invoices must break-out price/cost by contract line item number (CLIN) as specified in the pricing section of the contract.

(iii) Invoices must include the Unique Entity Identifier (UEI) of the Contractor.

(iv) Invoices that include time and materials or labor hours CLINS must include supporting documentation to (1) substantiate the number of labor hours invoiced for each labor category, and (2) substantiate material costs incurred (when applicable).

(v) Invoices that include cost-reimbursement CLINs must be submitted in a format showing expenditures for that month, as well as contract cumulative amounts.

At a minimum the following cost information shall be included, in addition to supporting documentation to substantiate costs incurred.

*Direct Labor - include all persons, listing the person's name, title, number of hours worked, hourly rate, the total cost per person and a total amount for this category;

*Indirect Costs (i.e., Fringe Benefits, Overhead, General and Administrative, Other Indirects)- show rate, base and total amount;

* Consultants (if applicable) - include the name, number of days or hours worked, daily or hourly rate, and a total amount per consultant;

* Travel - include for each airplane or train trip taken the name of the traveler, date of travel, destination, the transportation costs including ground transportation shown separately and the per diem costs. Other travel costs shall also be listed;

* Subcontractors (if applicable) - include, for each subcontractor, the same data as required for the prime Contractor;

* Other Direct Costs - include a listing of all other direct charges to the contract, i.e., office supplies, telephone, duplication, postage; and

* Fee – amount as allowable in accordance with the Schedule and FAR 52.216-8 if applicable.

HHSAR 352.232-71 Electronic Submission of Payment Requests (FEB 2022)

(a) Definitions. As used in this clause

“Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request.

ALL PAYMENTS SHALL BE MADE IN THE FORM OF AN ELECTRONIC TRANSFER TO THE

CONTRACTOR'S ACCOUNT.

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 AHA Year End 2022 ASDB

File, Data Dictionary, Codebook and License for AHA DataQuery Application

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) AND

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION

(HHSAR) (48 CFR CHAPTER 3) CONTRACT CLAUSES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) CONTRACT

CLAUSES

The following FAR provisions are applicable for this solicitation. The offeror must complete the representations below and return with the quote.

FAR 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (FEB 2016)

(a) As required by sections 744 and 745 of Division E of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L 113-235), and similar provisions, if contained in subsequent appropriations acts, the Government will not enter into a contract with any corporation that --

(1) Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless an agency has considered suspension or debarment of the corporation and made a determination that suspension or debarment is not necessary to protect the interests of the Government; or

(2) Was convicted of a felony criminal violation under any Federal law within the preceding 24 months, where the awarding agency is aware of the conviction, unless an agency has considered suspension or debarment of the corporation and made a determination that this action is not necessary to protect the interests of the Government.

(b) The Offeror represents that

(1) It is [ ] is not [ ] a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability; and

(2) It is [ ] is not [ ] a corporation that was convicted of a felony criminal violation under a Federal law within the preceding 24 months.

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision- Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representations. The Offeror represents that—

(1) It [ ] will, [ ] will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that— It [ ] does, [ ] does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures. (1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded “will” in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand;

model number, such as OEM number, manufacturer part number, or wholesaler number;

and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the Product Service Code (PSC) of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(2) Disclosure for the representation in paragraph (d)(2) of this provision. If the Offeror has responded “does” in the representation in paragraph (d)(2) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand;

model number, such as OEM number, manufacturer part number, or wholesaler number;

and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the PSC of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION

(HHSAR) (48 CFR CHAPTER 3) PROVISIONS AND CLAUSES

HHSAR 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)