Attch 6- Questions and Responses.pdf

RFP HT001124R0042

Women’s Health Quality Improvement RFP Questions and Responses

1. Is an incumbent contract or contractor associated to the requirement. If any, please provide the contractor's name and contract number.

DHA Response: National Perinatal Information Center (NPIC) Task Order HT001120F0025

2. Do we need to submit a completed FAR 52.212-3 if we did this already through SAM for our annual renewal?

DHA Response: Yes, per Addendum to the FAR 52.212-1(b), Mandatory Solicitation Fill-in Information.

3. Does the contracting department have examples of the deliverables (from a past contractor or incumbent) listed in section 5 of the RFP? I wanted to get a better sense of the format + detail + content delivery?

DHA Response: The Government does not provide examples to assist with proposal submission.

Refer to Addendum to FAR 52.212-1(b), Submission of proposals.

4. Is this a new requirement or a follow-on/recompete? If a recompete who is the incumbent?

DHA Response: This is a follow-on. Refer to response provided in Question #1.

5. What was the previous contract's budget?

DHA Response: The Government does not provide budgeting information to assist with proposal submission. Refer to Addendum to FAR 52.212-1(b), Submission of proposals.

6. What is the anticipated ceiling value?

DHA Response: This is a Firm-Fixed Price Contract. There is no ceiling value.

7. How many personnel were on the original contract?

DHA Response: The Offeror’s initial offer should contain the offeror’s best terms from a technical and price standpoint. Refer to Part 5 and Part 7.2 of the PWS.

8. How many personnel are anticipated?

DHA Response: Refer to response provided in Question #7.

9. If a follow on, what is new vs the previous contract and was this due to gaps in previous work or new expanded needs?

DHA Response: Refer to response provided in Question #1. No gaps or expansion on needs.

10. There is a data component to this contract, what current tracking and analysis tools are used?

DHA Response: This information is proprietary to the incumbent.

11. How many years was the previous contract?

DHA Response: It is a 5-year contract.

12. Please clarify if this solution will include PHI.

DHA Response: Solution will contain PHI.

13. Is all the data required to perform this work provided by DHA to the contractor?

DHA Response: DHA provides MHS beneficiary data which is to be reviewed and analyzed against specific concurrent civilian benchmarks from a well-established civilian data base.

14. Has all the data provided by DHA to the contractor been deidentified by DHA prior to coming to the contractor for processing?

DHA Response: Yes, data has been deidentified but will have unique identifiers.

15. Is a current technical solution being used to complete this work? If yes, please describe the current solution and indicate if the current solution will transition to the newly awarded contractor?

DHA Response: This information is proprietary to the incumbent.

16. What was the basis for the government's provided level of effort?

DHA Response: It provides a quantitative breakdown of the offeror’s proposed labor mix/estimated workload.

17. Should cloud computing and associated SaaS costs be included as ODCs or as part of the FFP?

DHA Response: Refer to the revised Attachment 3-Addendum to the FAR 52.212-1, Volume 3-Price.

18. There are conflicting statements in the PWS and in the solicitation regarding the Place of Performance. Please confirm that the place of performance is the contractor’s facility.

DHA Response: The place of performance is the contractor’s facility, as stated in the PWS, Section 1.7.1

19. We understand that Key Personnel includes the Contract Manager and the alternate CM. May the contractor also recommend additional key personnel who we feel are critical to conducting this work?

DHA Response: The Government has identified personnel needed to fulfill this requirement, in Part

7.2. Key personnel are identified as needed day one. Contractor full performance must occur no later than the end of this 30-day transition-in period, as stated in the PWS, Section 1.6.1.1.

20. Will DoD Clinical SMEs be available to work with the contractor for advisory support?

DHA Response: The Government will only be available in an advisory capacity.

21. What are the daily/hourly expectations of Non-Key Personnel or those listed in section 7.2? Is the government expecting these consultants to be readily available to the government?

DHA Response: All personnel, Key and Non-Key, are required to work in accordance with the hours of operations stated in the PWS, Section 1.7.3. Contractor full performance must occur no later than the end of this 30-day transition-in period, as stated in the PWS, Section 1.6.1.1.

22. Could you clarify if the hourly values in Section 7.2 represent the total hours for the entire 12-month period or if they are intended as monthly figures? Is this consistent with the overall expected scope of work for the project?

DHA Response: The table in Section 7.2 is total estimated hours for a 12-month period. The estimated workload is based on approximates and historicals and have been provided for Contractors to have a general scope of the level of effort.

23. Is there an incumbent to this work? Is that incumbent still eligible to compete for this award?

DHA Response: Refer to response provided in Question #1.

24. If there is an incumbent, will there be a formal knowledge transfer process or access to any reports, data, or lessons learned from the incumbent to ensure a smooth transition?

DHA Response: Refer to Section 1.6.1. of the PWS. Any pertinent or historical data will be transferred to the new contractor.

25. Are resumes required for Key Personnel? To include the Contract Manager and Alternate? Others?

DHA Response: No. The solicitation does not require submittal of resumes.

26. Can you confirm that DHA will facilitate the contractor obtaining de-identified data to use for analysis and reporting from 41 sites/and facilities?

DHA Response: : Yes. Refer to revised Attachment 1-PWS, Section 3.1.

27. Can you confirm that all data to be reported for this effort, will be provided by DHA to the contractor?

DHA Response: Refer to response provided in Question #13.

28. Will the contractor be required to obtain any data directly from government designated facilities for this effort? If so, what will be the process to obtain data?

DHA Response No. Refer to revised Attachment 1-PWS, Section 3.1.

29. Can the government provide further details or clarification on the minimum qualifications required for Key Personnel, such as certifications, years of experience, or specific expertise in women’s health and perinatal care analytics?

DHA Response: Review revised Attachment 5-Minimum Roles and Qualifications.

30. Can the government provide further details on the specific roles and responsibilities of the different levels of managers (i.e., Contract Manager versus Senior Manager I, II, III) outlined in the Table 2, particularly how their tasks differ across the proposed hours?

DHA Response: Refer to response provided in Question #29. The estimated workload/labor categories listed in the revised Attachment 1-PWS, Section 7.2 is informational, as stated. The Offeror’s initial offer should contain the offeror’s best terms from a technical and price standpoint in accordance with the Addendum to the FAR 52.212-1(b), Submission of Proposals.

31. Can the government share the anticipated timeline for the award decision?

DHA Response: The award decision is contingent upon the progress of the solicitation, number of proposals received and completion of evaluations.

32. In Attachment 2 Pricing Sheet, on the Labor Breakdown tab, are we limited to the 7 spaces provided for LCATs or can we add more as needed?

DHA Response: Updated. Refer to revised Attachment 2-Pricing Sheet.

33. In Attachment 2 Pricing Sheet, on the Material Costs tab, can ODCs be included here along with the Membership Fee?

DHA Response: Yes. Refer to revised Attachment 2-Pricing Sheet.

34. Is this a new requirement? If not a new requirement, can you provide vendor and contract information (i.e., contract number)

DHA Response: Refer to response provided in Question #1.

35. What specific data sources will the government provide, and what access will the contractor have to these data sources? This includes understanding whether we will have direct access to electronic health records (EHRs) or other health data systems used by MTFs and PSCFs.

DHA Response: Refer to response provided in Question #28.

36. What specific data privacy and security compliance standards (e.g., HIPAA, DoD-specific regulations) must be adhered to in handling and analyzing patient data?

DHA Response: Refer to revised Attachment 1-PWS Sections 1.17, 2.3 and Part 6.

37. What are the specific civilian benchmarks that the DHA wants to use for comparison? Are these benchmarks predefined by DHA, or does the contractor need to propose and validate these benchmarks?

DHA Response: This shall be determined by the contractor in order to meet the specific tasks outlined throughout Section 5 of the PWS.

38. From where should these civilian benchmarks be sourced? Are there particular databases, research studies, or industry standards DHA expects to be used?

DHA Response: Refer to response provided in Question #37.

39. The scope mentions "up to 41 MTFs" and a determined number of PSCFs. Can DHA provide the exact number of facilities and the geographic distribution of these facilities?

DHA Response: No, the estimated facilities changes.

40. How does DHA expect the contractor to handle variability in data quality and availability across different facilities?

DHA Response: The contractor will communicate variabilities in its the monthly and quarterly reports submitted in accordance with revised Attachment 1-PWS,Section 5.2.2.

41. What are the specific formats and templates, if any, that DHA requires for the reporting of analysis?

Are there examples of previous reports that can be shared?

DHA Response: There is no specific format or template. Previous examples are not available for sharing.

42. What are the specific expectations for the quarterly and monthly reports in terms of content, depth of analysis, and key performance indicators?

DHA Response: Refer to response provided in Question #37.

43. During the 30-day transition-in period, what specific support will the incumbent contractor or DHA provide to ensure a seamless transition?

DHA Response: The incumbent will not be available to provide any support to the new contractor.

All transition data and information will be managed in accordance with revised Attachment 1-PWS, Section 1.6.1.1.

44. What specific outputs and conditions does DHA expect to be met by the contractor during the transition-out period?

DHA Response: Refer to revised Attachment 1-PWS, Section 1.6.1.2.

45. Are there anticipated travel needs for the contractor’s staff to MTFs or PSCFs?

DHA Response: Travel to the MTFs and PSCFs is not required. Refer to revised Attachment 1-PWS, Section 1.8 for travel requirements.

46. Given the variability in data availability and potential unforeseen complexities, how flexible is DHA with adjustments to the firm-fixed price based on findings during the initial data analysis phase?

DHA Response: There is no flexibility in adjusting the contract type.

47. What systems are currently used by DHA, and how does DHA expect integration with these systems to be handled?

DHA Response: Refer to revised Attachment 1-PWS, Part 3. No integration is required.

48. What level of technical support can be expected from DHA in terms of access to existing databases and IT infrastructure?

DHA Response: There are no existing databases and IT infrastructure. Databases and IT infrastructure are contractor-owned and contractor-supported. Refer to revised Attachment 1-PWS, Section 4.4.1.

49. How many data records or files will the contractor be expected to process? Understanding the volume of data will help in assessing the needed computational resources and data storage requirements, which are crucial for pricing and infrastructure planning.

DHA Response: The number data records and files are unknown and will vary per MTF.

50. Can DHA provide an estimate of the total number of records per MTF and PSCF and the expected growth rate of these data sets annually?

DHA Response: Refer to response provided in Question #49.

51. Clarification Needed: Knowing how often you will receive the data (e.g., real-time, daily, weekly, monthly) and the specific cutoff dates for data inclusion in the quarterly reports is essential. This affects the scheduling of data processing activities, the timing of analysis, and ultimately the timing of deliverable submissions. At what intervals will the data be provided to the contractor, and what are the cutoff dates for including data in the quarterly reports? This information is vital to ensure timely and relevant report generation.

DHA Response: Refer to revised Attachment 1-PWS, Part 7, Exhibit 1 CDRLs.

52. Clarification Needed: The method of receiving data impacts the design of your data ingestion pipelines and security protocols. Knowing whether the data will be transmitted via physical media, direct database access, or file transfers over a network is critical for planning secure data handling procedures. What methods will be used for transmitting data to the contractor? If data is transmitted via files, what protocols and standards (e.g., FTPS, HTTPS, SFTP) does DHA require for secure transmission?

DHA Response: Refer to response provided in Question #36.

53. Clarification Needed: Besides knowing the transmission methods, understanding the specific security requirements for data at rest and in transit as per DHA’s compliance standards is necessary.

This includes any encryption standards, access controls, and auditing mechanisms required. What are the specific security requirements for handling and storing sensitive health data, including encryption, access control, and data auditing standards? How does DHA expect these security measures to be implemented and reported?

DHA Response: Refer to response provided in Question #36.

54. In what format is the data going to be provided to the contractor?

DHA Response: Refer to revised Attachment 1-PWS, Section 3.1.

55. The PWS references Hardware and Licenses, what specific hardware and licenses are required to perform this project?

DHA Response: This is determined by the contractor, if applicable.

56. Does DHA/MHS measure the metrics that it wants to track, ex does it collect all the data points that it wants us to benchmark or does the contractor need to generate the data?

DHA Response: The Government will provide the data and the contractor will benchmark.

57. How will DHA define success for this program? What are the primary areas of improvement DHA is targeting?

DHA Response: The services requested are for benchmarking and the data provided in reports will be analyzed by DHA. Refer to revised PWS, Part 5 for specific tasks.

58. Which data systems (such as TRICARE Encounter Data, SIDR, SADR, or Cerner) will be available for this project, and what formatting and reporting standards will be required?

DHA Response: Refer to response provided in Question #28 and Question #41.

59. Will DHA facilitate data sharing agreements (DSAs) to allow access to sensitive data, and what processes need to be followed to ensure compliance with HIPAA and privacy regulations?

DHA Response: Refer to revised Attachment 1-PWS, Section 6.3.1.

60. Will data sharing agreements be required between the contractor and each facility?

DHA Response: No. Refer to revised Attachment 1-PWS, Section 3.1.

61. What will be the timeline for obtaining any data sharing agreements/approvals and obtaining datasets?

DHA Response: Refer to revised Attachment 1-PWS, Sections 5.2.2 and 6.3.1.

62. What format will the contractor receive healthcare data?

DHA Response: Refer to response provided in Question #54.

63. The PWS references quantitative and qualitative data analysis. What forms of qualitative data will be included in obtained data? What level of analysis, specifically for the qualitative data, will be required?

DHA Response: Refer to revised Attachment 1-PWS, Section 5.2.2. to 5.2.16.

64. Will DHA expect the Contractor to provide process improvement recommendations based on data analysis, or will the focus primarily be on reporting and benchmarking?

DHA Response: The services requested are for reporting and benchmarking.

65. How should key findings and performance feedback be communicated to DHA? Will there be a requirement for in-person meetings, conference calls, presentations, or are written reports sufficient?

DHA Response: Refer to revised Attachment 1-PWS, Sections 1.8, 1.15.2 and Part 5.

66. Are there specific roles or departments within DHA, such as the Office of Women’s Health or the Clinical Support Division, that the Contractor will be expected to interface with regularly?

DHA Response: The Contractor will communicate with the COR, primarily.

67. Does DHA utilize an existing platform or system to facilitate collaboration between contractors, DHA personnel, and other stakeholders?

DHA Response: Refer to revised Attachment 1-PWS, Sections 1.15.2 and 3.1.

68. Are there any specific clinical guidelines or best practices (such as those from ACOG, AAP, Joint Commission, AIM, or the CDC) that DHA wants to ensure are applied during this quality improvement initiative?

DHA Response: Refer to revised Attachment 1-PWS, Section 5.

69. How does DHA envision incorporating subject matter expertise from outside the Military Health System (MHS), particularly in relation to best practices from civilian maternal and neonatal care?

DHA Response: Refer to revised Attachment 1-PWS, Section 1.3.

70. The PWS references “benchmarking” as it relates to facility benchmarking, national benchmarking, and Contractor benchmarking. Can the Government clarify how these benchmarks differ, and whether all are to be used across this project (in analysis and reporting)?

DHA Response: Refer to revised Attachment 1-PWS, Section 1.5.

71. The Pricing Sheet references “Membership fees” as a line item. Can you provide details on what membership fees may include?

DHA Response: Updated. Refer to revised Attachment 2-Pricing Sheet and revised Attachment 3-RFP Addendum to FAR 52.212-1, Volume 3.

72. The RFP mentions the requirement for relevant past performance. Being a new company, we have not had the opportunity to work with any clients under this entity. However, each of our team members has over a decade of industry experience, with several of them specializing in healthcare, making their individual experiences highly relevant to this RFP. Would the Government consider the individual past performance of our team members as part of the evaluation criteria for past performance?

DHA Response: No. Refer to revised Attachment 3-RFP, Addendum to FAR 52.212-1, Volume 2 and Addendum to FAR 52.212-2, Factor 2.

73. Can you confirm if this is a new requirement or if it is an extension of an existing contract? If it is an extension, could you please share the name of the incumbent contractor and the current contract value?

DHA Response: Refer to response provided in Question #1.

74. Are there specific technical requirements that the database(s) must meet? For instance, should the database support particular performance metrics, minimum data storage capacity, or be capable of integrating with other DHA systems? Are there expectations for the scalability of the database to accommodate large datasets over time?

DHA Response: Refer to response provided in Question #47. The ability to accommodate large datasets is proprietary to the contractor.

75. What is meant by "proprietary database and analytics"? Does this refer to the contractor’s existing, pre-built databases and analytical tools, or are there expectations to build custom datasets and analytics specifically for this project? Additionally, should proprietary analytics include established methodologies or benchmarks in healthcare quality improvement, and are there specific analytical tools preferred by DHA?

DHA Response: Proprietary database and analytics refer to Contractor-owned database and data.

Refer to revised Attachment 1-PWS, Part 5.

76. What percentage of the data utilized for benchmarking should come from external, civilian databases or other sources beyond the DHA-provided discharge data? Are there particular expectations for the volume or type of external data that should be included, such as certain population sizes, geographies, or types of healthcare facilities?

DHA Response: Refer to revised Attachment 1-PWS, Section 4.4.1.

77. For the benchmarking against civilian data, are there specific national or international standards that should be incorporated, such as benchmarks established by organizations like the CDC, WHO, or other industry-recognized entities?

DHA Response: Refer to revised Attachment 1-PWS, Part 5.