SOURCES SOUGHT
R -- Linking CMS Data to NIA Supported Surveys
- Notice Date
- 11/3/2014
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 4211 - MSC 9559, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-(SSSA)-SBSS-15-22
- Archive Date
- 11/29/2014
- Point of Contact
- Rodney E. Brooks, Phone: 3014020751, ,
- E-Mail Address
-
rodney.brooks@nih.gov,
(rodney.brooks@nih.gov, /div)
- Small Business Set-Aside
- N/A
- Description
- SOURCES SOUGHT NOTICE 1.Solicitation Number: HHS-NIH-NIDA-(SSSA)-SBSS-15-22 2.Title: Linking CMS Data to NIA Supported Surveys 3.Classification Code: R499 4.NAICS Code: 541990 5.Description: Linking CMS Data to NIA Supported Surveys This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. Background: The mission of the National Institute on Aging includes the mandate to "support and conduct behavioral, social and economic research related to aging processes, diseases and conditions associated with aging, and other special problems and needs of older Americans." As part of that effort, NIA supports a number of data collection efforts, including surveys such as the Health and Retirement Study (HRS) and the Panel Study of Income Dynamics (PSID), with the goal of providing the research community with data resources to address pressing research questions on the health, economic and social resources of the aging population. In accordance with this goal, the Division of Behavioral and Social Research (DBSR) at NIA supports initiatives linking surveys to administrative data on health care. These linkages facilitate research on health care utilization, health outcomes and health expenditures which can inform policy and encourage development of more effective programs. Administrative data from Centers of Medicare and Medicaid Services (CMS) is particularly valuable because it provides detailed information on healthcare services, out-of-pocket costs, and length and duration of illness. Researchers can, for example, use the administrative data to validate self-reported health measures for individuals in the HRS sample. Purpose and Objectives: The contractor shall provide all resources necessary to accomplish the tasks and deliverables described in this Statement of Work (SOW). NIA wishes to contract with an entity who is a CMS approved contractor and who has specified data sets (see section B.3) from 1991 to 2012, to link to NIA funded surveys. These data sets should be linked using existing algorithms developed through SBIR/STTR grants. The contractor should update NIA funded surveys with the latest data from CMS as it becomes available on an annual basis and create user friendly summary research files which are consistent with previous years' summary files and distribute these files to researchers. A.CONTRACTOR REQUIREMENTS (SCOPE OF WORK) 1.The tasks comprising this contract include already having full access to CMS data from 1991-2012, gaining full access of new CMS data as they become available, updating linkages of these new data to two surveys (HRS and PSID) and ensuring that previously linked data remains accessible and updatable; distribution of linked research files to approved users, and further enhancement of breadth and depth of the data products available for researchers. Specific tasks include the following: Task 1: Data Linkage and Acquisition Contractor will maintain the existing CMS data inventory (which includes CMS data linked to HRS and PSID) and update this inventory as new CMS data become available and obtain approval from CMS for linkages as necessary. Note: NIA does not own the data. The contractor should have an active DUA with CMS with data specified in section B.3 which they can re-use to link NIA supported surveys. Task 2: Processing Research Files for survey linkages Contractor will continue development of research extracts and summaries of CMS administrative files at the person level tailored to satisfy the research needs of a wide range of users. The aim is to create summary formats that remove the burden of working with large and complicated claims files in multiple formats across multiple years. In constructing these research files, algorithms will be created to translate raw claims records into meaningful indicators of medical conditions and treatments. These files will be formulated to provide user friendly and easy access to statistics describing individual respondents' health status and usage of medical services. This formulation shall be developed and refined with the input of the 2 survey developers (HRS and PSID) and their research teams on an annual basis. Development shall also include creation of versions of research files designed to enhance information content while maintaining data confidentially through the masking of HIPPA-sensitive variable. This tasks assumes no change in data structure/elements. Task 3: Documentation Contractor shall maintain and further enhance data documentation for both the linked research extracts of the raw claims records and the research summary constructions of the CMS data on an annual basis. This data documentation shall be directly built into the research extract files, making specific data elements both easily understood and retrievable by potential users. In addition to written material, documentation shall also be provided in accessible and easily searchable electronic formats (e.g., HTML, Excel and Access formats). In addition to data layouts that report a label and description for each data element, contractor shall, in collaboration with study directors, develop more detailed data documentation and tools for working with CMS data, including value formats and value frequencies, advisories on specific data elements and general guidance on the usefulness of CMS data for health services and health economics research. Task 4: Distribution of Research Files Contractor will distribute linked research extracts to end users in compliance with existing CMS and survey data security policies. The process of extracting the data may be specific to each data request. Minimally, each data distribution shall include the following elements: •Confirmation of request specifications; •Validation of approval for distribution of CMS linked data from survey managers (e.g. HRS or PSID); •Validation of approval of CMS DUA procedures; •Verification of data extracts as specified in the CMS DUA; •Encryption of data files when written to media; and •Secure shipment/transfer of data files to the end user. Task 5: User Support Contractor shall provide technical assistance and other guidance to users during all phases of the data request process. Guidance includes assisting users with formulating their requests, directing users to resources regarding requests and DUAs, and facilitating DUA acquisition and maintenance. Contractor staff shall also provide technical support in decryption and reading data and support for understanding documentation to users after receipt of shipped data files. Contractor may develop and maintain other tools for user support, which could include websites and discussion boards, to supplement documentation. Take 6: Project Management (see also Section D.2) Contractor shall track and maintain detailed records of all request specifications and shipments and deliveries. These records will be available on a real time basis, and contractor will be able to respond to a request for information from NIA within 2 business days. Minimally, contractor shall provide reports monthly to NIA detailing the researchers (including institutional affiliation) who requested lined datasets, dates of requests, research files distributed, and timeframes of permitted use along with DUA number and NIA grant number (when applicable). This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. Contractor shall manage and coordinate regular communication with personnel from all affiliated surveys and registries. This communication will inform these personnel about the status of administrative data linkages, availability of data products, and details summarizing the distribution of files to users. Finally, contractor will maintain whatever records and communication are required by CMS as part of its DUA procedures. Task 7: Development of Research Files When CMS Changes Data Structures (Optional task) CMS may from time to time modify their data structures which will require timely updates in order to maintain consistency with current summary files. Contractor will continue such development under optional task and update algorithms of research extracts and summaries of CMS administrative files so that the data files distributed by the contractor remains consistent across multiple years as CMS changes data formats. It is contractors' responsibility to inform NIA when such data structure changes occurs. Offeror in their proposal should provide cost estimate for optional Task 7. Task 8: Linkage of existing CMS administrative data to new surveys and registries (as identified by NIA) (Optional task) NIA anticipates that new surveys may require linkages during the term of the contract. In this case NIA will exercise the options. Offeror should provide cost estimates per survey for up to 10 surveys. Specific Data Requirements: Contractor must have full access to CMS data for the following CMS files and periods: Data DescriptionPeriod 1Medicare Part A and Part B Data - Carrier, Durable Medical Equipment, Home Health, Hospice, Inpatient, Outpatient, Skilled Nursing Facility, Denominator, MedPAR1991- Current CMS release 2Part D Drug Event research files2006 - Current CMS release 3Minimum Datasets (MDS)1999 - Current CMS release 4Home Health Outcome and Asset Information Set (OASIS)1999 - Current CMS release 5Medicaid research files - Person Summary, Inpatient, Prescription Drug, Other Services/Other Therapy, Long-Term Care 1999- Current CMS release General Requirement Independently, not as an agent of the US Government, the Contractor shall furnish the necessary material and equipment needed to carry out the tasks on this SOW. All work under this service contract shall be monitored by the NIA Project Officer. I.GOVERNMENT RESPONSIBILITIES Optional Task 7 will be exercised by the government during options years once contractor notifies government in a monthly report that CMS data structured has changed. Government will notify if it needs to exercise optional Task 8, sixty days prior to extending the contract (i.e. exercising option years). D. DELIVERY OR DELIVERABLES 1. Description of Tasks and Associated Deliverables: Timely extraction and delivery of CMS data to data requesters is essential to successful completing this requirement. NIA expects the contractor to deliver CMS data to data requestors no later than 10 business days once all DUA requirements are complete and payment is received. 2. Reporting Requirements Contractor shall track and maintain detailed records of all request specifications and shipments and deliveries. These records will be available on a real time basis. Minimally, contractor shall provide monthly reports to NIA detailing the researchers who requested linked datasets, dates of requests, research files requested/distributed, and timeframes of permitted use along with DUA number and NIA grant number (when applicable) This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. Further, contractor shall manage and coordinate regular communication with personnel from all affiliated surveys and registries. This communication will inform these personnel about the status of administrative data linkages, availability of data products, and details summarizing the distribution of files to users. Anticipated period of performance: NIA anticipates a base period of performance of one year beginning January 1, 2015, with four option years. During the option years, NIA at its discretion will exercise optional Task 7 and Task 8 if necessary for additional cost. Capability statement /information sought. Interested organizations must provide clear and convincing documentation of their capability of providing the item(s) specified in this notice. Interested organizations that believe they possess the ability to provide the required items must submit specific documentation of their ability to meet each of the project requirements to the Contract Specialist. Interested organizations must provide their Company Name, DUNS number, Physical Address, and Point of Contact Information. Interested organizations are required to identify their type of business, applicable North American Industry Classification System (NAICS) Code, and size standards in accordance with the Small Business Administration. The Government requests that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Capability statements must include the name and telephone number of a point of contact having authority and knowledge to discuss responses with Government representatives. Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non-responsive. When submitting this information, please reference the solicitation notice number. The respondent must also provide their DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HubZone, etc.) pursuant to the applicable NAICS code and any other information that may be helpful in developing or finalizing the acquisition requirements. One (1) copy of the response is required and must be in Microsoft Word or Adobe PDF format using 11-point or 12-point font, 8-1/2" x 11" paper size, with 1" top, bottom, left and right margins, and with single or double spacing. The information submitted must be must be in and outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein. A cover page and an executive summary may be included but is not required. The response is limited to ten (10) page limit. The 10-page limit does not include the cover page, executive summary, or references, if requested. The response must include the respondents' technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. All capability statements sent in response to this Sources Sought Notice must be submitted electronically (via email) to Rodney Brooks, Contract Specialist, at rodney.brooks@nih.gov in MS Word format by or before the closing date of this announcement. All responses must be received by the specified due date and time in order to be considered. Facsimile responses are NOT accepted. The response must be received on or before November 14, 2014, 12 pm eastern time. "Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a presolicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s)." Contracting Office Address: 31 Center Drive Room 1B59 Bethesda, Maryland 20892 Primary Point of Contact: Rodney Brooks Rodney.brooks@nih.gov
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- Place of Performance
- Address: United States
- Record
- SN03564844-W 20141105/141103234810-bb7834f5954afb0f81a84888a3d022fd (fbodaily.com)
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