R -- Data Collection and Management Services of the Annual Medicare Consumer Assessment of Health Providers and Systems Surveys

THIS IS NOT A FORMAL REQUEST FOR PROPOSAL (RFP) AND DOES NOT COMMIT THE CENTERS FOR MEDICARE AND MEDICAID SERVICES (CMS) TO AWARD A CONTRACT NOW OR IN THE FUTURE. This announcement constitutes a Sources Sought Synopsis in support of the Centers for Medicare and Medicaid Services (CMS), Center for Beneficiary Choices (CBC). The CMS is seeking sources to perform collection and management services of the annual Medicare Consumer Assessment of Health Providers and Systems surveys. This requirement will include data collection and data management of the Medicare Advantage (MA), Medicare Fee-For-Service (MFFS), Medicare Prescription Drug Plan (MA-PDP), and Medicare Stand Alone PDP (PDP) CAHPS surveys. The Contractors are required to have specialized capabilities in the data collection and management of large national annual surveys with complex survey designs and the development and management of data files that will permit CMS and other CMS contractors to develop quality of care performance measures for services provided to Medicare beneficiaries on an annual basis. CMS has sponsored the Medicare CAHPS surveys annually in Medicare managed care, now Medicare Advantage (MA) health plans since 1998, and in the original Fee-For-Service (MFFS) Medicare program since 2000. Performance measures from the CAHPS survey have been provided to beneficiaries on the Medicare.gov web site and in other publications available to the public on an annual basis. It is critical to CMS' mission to continue the collection and preparation of CAHPS data files used in the preparation of CAHPS performance measures and to expand these data collection and data file production efforts to include the Medicare health and PDP plans noted above. The data will be used for the purposes of assisting beneficiaries to choose among the plans available to them, for use in quality improvement projects identified by CMS, as well as for providing proper oversight and management of the Medicare Program. Potential contractors must show their capability to produce multiple data files from the data it collects in the Medicare CAHPS surveys that are compatible with the data analysis needs of the government and organizations that have successfully executed Data Use Agreements with CMS for these data files. Interested contractors must submit a capability statement to show their capability to put in place and maintain data security systems necessary for maintaining the strict confidentiality requirements of all CMS data obtained from CMS files, as well as all data collected under any potential contracts. These confidentiality requirements shall also include all requirements under the HIPAA regulations, as well as all requirements for successfully safeguarding any and all data that could identify individual Medicare beneficiaries. The Contractor must show capability to implement data collection strategies using sample files and protocols provided to them by CMS to efficiently produce CAHPS data files from the data collection efforts of the Medicare CAHPS surveys on a tight annual schedule. The survey samples will be provided to the Contractor by CMS. The Contractor must show capability of implementing the Medicare CAHPS Surveys in all Medicare health plans and Medicare PDP plans as defined above, across all 50 US states, the District of Columbia, Puerto Rico, and the US Virgin Islands. Data collection efforts, both mail and telephone follow-up will be conducted using survey questionnaires provided to the Contractor in both English and Spanish languages. Formatting and layout of hard copy questionnaire forms must be designed for scannable input of all returned completed forms with photocopying of each completed page for electronic storage and retrieval. The Contractor must also develop a Computer Assisted Telephone Interview version for each of the Medicare CAHPS surveys and demonstrate the capability to hire and train telephone interviewers to implement the follow-up portion of the surveys in both English and Spanish. In addition to collecting the CAHPS data and providing CMS with the data files resulting from these data collection efforts, the Contractor must facilitate and provide technical support and assistance to CMS and other CMS contractors, who will use the collected data in production of Medicare CAHPS performance measures and other data analyses . While these analyses will be the responsibility of CMS and other contractors to CMS, the CAHPS data collection and management Contractor must be prepared to coordinate its production of data files to appropriately meet the analytic needs of CMS and the CMS contractors charged with producing CAHPS performance measures and data analyses. The data collection and management Contractor must demonstrate the experience and capability to provide this type of technical assistance to analysts using compatible data software in similarly large and multiple data files, and to multiple clients, on a timely basis. PLEASE NOTE: Any potential offeror must demonstrate the following: 1. Prior experience implementing large scale national data collection programs using complex sample designs of as many as 500,000 total sample members. 2. Prior experience in producing multiple data files from these large scale data collection efforts efficiently using file specification provide by CMS. 3. Prior experience that demonstrates the ability to perform the above data collection and data production requirements of the proposed Contract using the most cost-efficient methods available and to meet deadlines for both data collection and producing multiple data files on a timely basis. 4. Prior experience in both mail and telephone surveys where at least a large proportion of the survey sample has been comprised of persons 65 years of age or older and persons with disabilities. 5. Prior experience working collaboratively with other large organizations such as CMS or other governmental organizations in large scale multiple data collection and data file preparation efforts using multiple survey forms. 6. Have a track record of keeping to a schedule managing multiple data collection efforts on an annual basis over several years and producing multiple data files on a timely, preferably annual basis. 7. Demonstrated capability to maintain strict data confidentiality standards including all requirements for use of, access to, and storage of CMS data files and for fulfilling all HIPAA regulations. Specify the name and telephone number of a point of contact for your company and indicate your size standard under the following North American Industry Classification System (NAICS) (formerly known as the SIC code): 518210, Data Processing, Hosting, and Related Services - (Size Standard: $23.0 million). Additional information on NAICS codes can be found at www.sba.gov. It is imperative that all capability statements present your small business size status under NAICS 518210 in order for the Government to assess any set-aside program applicability. The Government is soliciting potential offerors to submit a capability statement that will be considered by the agency. The statement must demonstrate that the firm has the capability to perform the required work. All capability statements can be submitted via e-mail, facsimile, or regular mail to the point of contact listed below on or before January 10, 2006. Responses shall be limited to five (5) pages. The synopsis is for information and planning purposes and is not to be construed as a commitment by the Government. This is not a solicitation announcement for proposals and no contract will be awarded from this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement and any follow-up information requests. Respondents will not be notified of the results of the evaluation. All information submitted in response to this announcement must arrive on or before the closing date. Point of Contact: Questions may be referred to Heather Robertson, Contract Specialist, Phone (410) 786-6888, Fax (410) 786-9088, Email heather.robertson@cms.hhs.gov; Centers for Medicare & Medicaid Services, ATTN: Ms. Heather Robertson, Mailstop C2-21-15, 7500 Security Blvd, Baltimore, MD 21244.