Attachment A - AMA Combined Synopsis Solicitation.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type: Combined Synopsis/Solicitation Solicitation Number: 75R60224Q00192 Posted Date: September 5, 2024 Date, Time and Place Where Offers are Due: September 10, 2024 at 2:00PM (ET)

Monica Moore-Hayes at mmoorehayes@hrsa.gov Classification Code: B506 NAICS Code: 518210

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 (75R60224Q00192) 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 . B a c k g r o u n d

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 is 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.

mailto:mmoorehayes@hrsa.gov

II. Purpose and Problem Statement

The purpose of this requirement is to purchase the American Medical Association (AMA) Year End 2023 Physician Master File. The AMA Physician Master File is unique, the only source of information on physicians that combines current information on locations and practices with information regarding their training and specialty. 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 is able to 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 place of performance is off-site/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 AMA Year End 2023 Physician Master File:

1) Identifying Information

• Research ID (Unique ID for Physicians in file)

• UPIN (Additional identifying number)

• National Provider ID (where available)

2) Demographic Information

• Physician name variables including First name, Middle name, Last name, and Suffix

(separately)

• Physician addresses variables including Company name, Address line 1 and 2, City, State, and Zip code (separately)

• Physician address type for preferred mailing address

• Physician's sex

• Physician's birth year

• Physician's place of birth (Birth Country or Birth City)

• Active/inactive indicator (Indication of whether the physician is active)

• POA State (State of physician's preferred office (practice) address)

• POA Zip 9 (digit ZIP code of physician's preferred office (practice) address)

• FIPS State Code (Two-digit FIPS standard State code identifying the

State of the physician's preferred office (practice) address)

• FIPS County Code (Three-digit FIPS standard County code identifying the county of the physician's preferred address)

• PPMA City (City of physician's preferred professional mailing address)

• PPMA State – (State of physician's preferred professional mailing address)

• PPMA Zip 9(digit ZIP code of physician's preferred professional mailing address)

• PPMA Address type code indicating whether the address is home, professional, or both

• FIPS State code identifying the State of the physician's preferred mailing address

• FIPS County code identifying the county of the physician's preferred mailing address

• Census information variables including Census Region, Census

Division, Census Group, Census Tract, Census Suffix, and Census Block Group

• MSA information variables including MSA population size, Metropolitan/ Micropolitan indicator, CBSA, and CBSA Division

• Dead Flag

• Presumed Dead Indicator

3) Practice Information

• Type of practice

• Present employment Code

• Current Resident (Y/N)

• MD/DO flag

• Major Professional Activity

• Primary self-designated practice specialty code and name

• Secondary self-designated practice specialty code and name

• Federal/Non-Federal Indicator

• Medical School code and name

• Year Graduated From Medical School

4) Residency Data for Current Residents

• Residency Institution Code and Name

• Residency Institution City and State

• Residency Start Date

• Residency End Date

• Residency Specialty

5) ABMS data

• Research ID

• Board Code

• Duration Type (T, L, M)

• Certification Date

• Expiration Date

• Board Identifier

• Re-Certification Date

Task 2: Documentation to Accompany the Master File

The Contractor (and/or any subcontractor) shall provide:

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 AMA Year End 2023 Physician 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 regarding accessibility of documents can be found at https://www.hhs.gov/web/section-508/index.html

1 One AMA Year End 2023 Physician Master File. This file will be a text document.

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

3 One Codebook. This file will be a text document

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.

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 AMA Master File and

Codebook https://www.hhs.gov/web/section-508/index.html