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MARYLAND HEALTH CARE COMMISSION
BID BOARD NOTICE
Procurement ID Number: MHCC 20-013
Issue Date: December 10, 2019
Title: Professional Writing, Editing and Graphic Design Services for the Maryland
Health Care Commission’s Annual Report to the Governor
Due Date: Friday, December 20, 2019, not later than 4:00 p.m. Eastern Standard Time
PLEASE READ THE ENTIRE SOLICITATION BEFORE SUBMITTING YOUR PROPOSAL.
THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT
REGULATIONS DESCRIBED IN COMAR 21.05.07 WHEREAS THE MAXIMUM AWARD
ALLOWED IS $50,000
I. Purpose
The MHCC is a public, regulatory commission, consisting of 15 Commissioners who are appointed by the
Governor, with the advice and consent of the Maryland Senate. The mission of the Maryland Health Care
Commission is to plan for health system needs, promote informed decision-making, increase
accountability, and improve access by providing timely and accurate information on availability, cost and
quality of services to policy makers, purchasers, providers, and the residents of Maryland. To fulfill the
tasks above, we disseminate information to the Governor, General Assembly, local and national health
care professionals, and Maryland constituents.
The Maryland Health Care Commission (MHCC) is issuing this solicitation to obtain professional
writing, editing, and graphic design services for the development of the Fiscal Year 2019 MHCC Annual
Report to the Governor. The Contractor will be responsible for editing and enhancing the information
provided by MHCC for the annual report and for writing the executive summary. The Annual Report is a
legislatively mandated report. In the past, the MHCC produced the report. Those reports were mainly a
summary of all of MHCC’s accomplishments in the year. MHCC is seeking a Contractor to develop the
2019 report using text, color, and graphics to showcase significant MHCC achievements for 2019 and
plans for the future. Previous reports are viewable at
Https://mhcc.maryland.gov/mhcc/pages/plr/plr/plr.aspx.
II. Experience
The Contractor should have a working knowledge of MHCC and its role in Maryland’s health care
system. The Contractor shall demonstrate experience in developing reports that describe the work of
government health care organizations, including the development of original material and the editing of
documents submitted by the client. The Contractor shall have experience in writing and producing
publication-quality reports on complex topics for public audiences that include policymakers and the
general public. The Contractor shall have experience using Microsoft Word to create production quality
records that include both text and graphics.
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III. Scope of Work
A. Report Requirements MHCC developed a draft report table of contents that will serve as a draft outline for the report. The draft table of contents may be modified after discussions with the Contractor. The draft table of contents is included in Appendix 1. The MHCC plans to make use of graphs, tables, and charts. A draft list of figures is included in Appendix 2. The number of figures will be finalized after contract award. The report will include text boxes which shall clarify key technical issues and callouts containing perspectives by Commissioners or senior staff. For example, one callout could include a statement from Chairman Pollak on the importance of price transparency and or quality of care reporting. These text boxes and callouts shall be offset from the main text in a manner that demonstrates that the information contained in the text box or callout expands or clarifies an issue, but is not essential for understanding the report.
B. Report Development Senior MHCC staff will prepare draft content for the body of the report. The Contractor will be responsible for developing a concise Executive Summary. The Contractor will be responsible for revising the content to improve the readability of the report. The Contractor will be responsible for editing the draft for grammar, syntax, and spelling. The appendices will be assembled by MHCC for inclusion in the final document and will require light editing and reformatting by the Contractor. The Contractor shall develop the graphs, charts, and tables based on information provided by
MHCC either in the form of tabular information or draft graphics. The Contractor shall create an
abbreviations and definitions document for inclusion in the report. This report is intended for a professional audience including the Governor’s Office, legislators, regulated entities, and the public. The document must be accessible to multiple audiences and the presentation, both text and graphics, should be publication quality. See Section E. for Section 508 compliance requirements.
C. Style and Technical Standards The Contractor shall use Associated Press style standards, as the document is written for a general
audience of professional readers. The Contractor shall create the table of contents, the report body
text, and all graphics using Microsoft Office Word functions, unless otherwise agreed to by
MHCC. The Contractor shall create the report body text, and all graphics using Microsoft Office
Word functions unless an alternate format is agreed to by MHCC. The Contractor shall format
the table of contents and the table of figures using Microsoft Office Word functionality to
facilitate easy navigation throughout the report.
D. The Graphic Design
The Contractor shall be responsible for ensuring that the design, including layout, colors, fonts,
and general appearance of the document, is consistent with project specifications. The Contractor
must be able to accept and incorporate graphics provided by MHCC in any of the following
formats: .bmp, .gif, .indd, .eps, .tiff, .jpeg, and .png.
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E. Section 508 Compliance
The Contractor shall be responsible for ensuring that the final electronic proof (.pdf format) is
fully compliant with Section 508 of the federal Workforce Rehabilitation Act. For more
information, visit: http://www.access-board.gov/guidelines-and-standards/communications-and-
it/about-the-section-508-standards/section-508-standards, and http://www.hhs.gov/web/section-
508/making-files-accessible/index.html.
F. Software Compatibility
The Contractor must be able to accept electronic files generated on a PC in Microsoft Office 2013
or higher using MS Word, Excel, PowerPoint, and Publisher. The Contractor must be able to
accommodate pictures and image files that are in print copy, .indd, .eps, .jpeg, and .tif. The
Contractor shall be responsible for the formatting of data and other graphics for consistency in
size and scale, with final approval by the Contract Monitor for this solicitation.
G. Report Schedule
Contract Kickoff and MHCC provides section materials of
draft annual report
Monday, January 6, 2020
Contractor delivers updated report outline and proposed text
and graphics layout; Contractor identifies other needed
materials
Wednesday, January 15, 2020
MHCC reviews and provides feedback and suggested edits Friday, January 24, 2020
Contractor delivers first draft Friday, February 7, 2020
MHCC reviews and provides feedback and suggested edits Wednesday, February 19, 2020
Contractor delivers final report Friday, February 28, 2020
H. Final Production and Printing
The Contractor shall be responsible for providing a final report that is production-ready for
printing by MHCC. MHCC will provide the Contractor with any production requirements at the
start of the contract. MHCC will be responsible for the printing, posting to the internet, and other
forms of distribution of the report.
VI. STAFFING REQUIREMENTS
The Offeror may propose to augment or revise the following list of required personnel. The Offeror must
demonstrate how its proposed staffing model will complete the tasks promptly. Proposals must include an
hourly rate for the work to be performed and an estimate of the total number of hours required to
complete each task.
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Labor Categories Description
Project Director
The Project Director will coordinate all aspects of the work, take responsibility for meeting the schedule of deliverables, and ensure timely delivery of the report. The individual should be able to work with MHCC senior staff, including the Executive Director, Chief Operating Officer, and the Chief of Government Relations and Special Projects. The Project Director may also serve in one of the other labor categories.
Editor/Technical Writer
The Editor/Technical Writer must possess at least three years of editing, report writing, or grant or related writing experience, and knowledge of the Maryland health care system. A bachelor’s degree or higher in English, communications, or a health policy field is required.
Graphics Design Specialist
The Graphics Design Specialist must possess at least three years’ experience in graphic design. Experience incorporating graphics and compatible third-party objects into Microsoft Word documents is required. This individual should hold a bachelor’s degree in computer science, graphic design, or a related field. Years of experience, in addition to the years required above, may be substituted year-for-year for years’ of collegiate education
IV. RESPONSE REQUIREMENTS FOR OFFEROR PROPOSALS
A. Transmittal Letter
A transmittal letter prepared on the Offeror’s business stationery is to accompany the original
and required copies of this proposal. The purpose of this letter is to transmit the proposal;
therefore, it should be brief. The letter MUST be signed by an individual who is authorized to
bind his/her firm to all statements, including services and prices contained in the proposal.
The transmittal letter should include the following:
Name and address of the Offeror;
Name, title, e-mail address, and telephone number of the primary contact for the
Offeror;
Solicitation Title and Solicitation Number that the Proposal is in response to;
Signature, typed name, and title of an individual authorized to commit the
Offeror to its Proposal;
Federal Employer Identification Number (FEIN) of the Offeror or, if a single
individual, that individual’s Social Security Number (SSN);
Offeror’s eMaryland Marketplace (eMM) number; and
Offeror’s Minority Business Enterprise (MBE), Veteran-Owned Small Business
Enterprise (VSBE) or Small Business Reserve (SBR) certification number (if
applicable).
B. Technical Proposal
The Offeror shall submit the following:
1. The “Statement of the Problem” should demonstrate that the Offeror clearly
understands MHCC objectives and goals concerning the work that is the subject of this
solicitation.
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2. The “Experience and Qualifications of Proposed Staff’ section should describe the
proposed staff’s experience and qualifications relative to the specific responsibilities
outlined in the work plan for this procurement.
a) Please include individual resumes for the key personnel who are to be assigned to
the project if the Offeror is awarded a contract. Subcontractors, if any, must be
identified, and a detailed description of their contributing role relative to the
requirements of the proposal should be included in the proposal. Each resume
should include the amount of experience the individual has had relative to the
work called for in this solicitation.
b) The Offeror shall submit at least two, but no more than three samples of previous
work, specifically, samples related to health care and/or health policy.
c) The Offeror shall return the Executive Summary from the 2017 MHCC Annual
Report to the Governor reflecting the Offeror’s suggested edits, recommended
graphics and callouts, and suggested style changes.
d) Letters of intended commitment to work on the project from all key personnel,
including subcontractors, must be included in the proposal.
C. Financial Proposal
The Financial Proposal must include a cost proposal arranged to show the estimated cost per
deliverable, the number of hours, and the hourly rate. Please complete and submit the following
tables in your Financial Proposal.
Key Deliverables Staff Staff Staff Total $
Hours $ Hours $ Hours $
Contractor delivers
updated report outline,
proposed report, graphic
layout, and identifies other
needed materials
Contractor Delivers First
Draft
Contractor delivers final
report in production ready
formats for printing and
web posting
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Labor Category
B
Fully Loaded
Labor Rate
C
Estimated
Labor Hours
Adjusted Contract Rate
B * C
Project Director
Editor/Technical Writer
Graphic Design Specialist
Total
Note: This procurement will be awarded on a time and materials basis. The hours shown above are
for evaluation purposes only and do not represent a guarantee from MHCC that those hours can be
billed.
V. SELECTION PROCESS
A. Basis for Award
In recommending qualified Offerors for award, an Evaluation Committee will be established to
review all proposals considering price and the evaluation criteria set forth below. The Committee
shall recommend the Offerors whose proposal provides the most advantageous offer to the State.
B. Evaluation Committee
An Evaluation Committee appointed by the Issuing Office will evaluate all proposals received by
the closing deadline. The Evaluation Committee may request additional technical assistance from
any source.
The Evaluation Committee will evaluate each proposal using the evaluation criteria set forth below.
Only those proposals deemed reasonably susceptible of being selected for an award and whose
offer is initially judged to be “responsible” shall be considered “qualified Offerors.” All other
Offerors will not be considered qualified, and the Offerors shall be so notified.
C. Evaluation Criteria
The evaluation criteria set forth below are arranged in descending order of importance. An Offeror
can only conclude that criteria 3 as a whole is less important than criteria 2 as a whole.
1. Experience and Qualifications of Proposed Staff
2. Financial Proposal
VI. OFFEROR REQUIREMENTS
A. Registration with the State
Before a business entity can do business in the State, it must be registered with the State
Department of Assessments and Taxation (SDAT). SDAT is located at State Office Building,
Room 803, 301 West Preston Street, Baltimore, Maryland 21201. For registration information,
visit https://www.egov.maryland.gov/businessexpress.
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MHCC recommends that any potential Offeror complete registration before the due date for
receipt of proposals. An Offeror’s failure to complete registration with SDAT may disqualify an
otherwise successful Offeror from final consideration and recommendation for Contract award.
B. eMaryland Marketplace
To receive a contract award, Offerors must be registered on eMaryland Marketplace Advantage
(eMMa). Registration is free. Go here to register:
https://emma.maryland.gov/page.aspx/en/sup/registration_extranet_manage.
C. Proposal Submission
To be eligible for consideration, proposals must be received by the Issuing Officer at the
Commission office, no later than 4:00 pm on Friday, December 20, 2019. Offerors mailing
proposals should allow sufficient mail delivery time to ensure timely receipt by the Commission.
Proposals may also be submitted electronically to: [email protected] by the
specified date and time.
VII. PROCUREMENT SPECIFICATIONS
A. Type of Contract
The Contract that results from this solicitation shall be a Time and Material Contract, as described
in COMAR 21.06.03.05.
B. Term of Contract
The contract will begin on or about January 1, 2020, with an end date of March 31, 2020.
C. Issuing Office
The issuing office for this solicitation is the Maryland Health Care Commission, 4160 Patterson
Avenue, Baltimore, Maryland 21215.
D. Issuing Officer
The issuing officer for this solicitation is Andrea Allen, Procurement Officer, Maryland Health
Care Commission. All questions should be submitted to the Procurement Officer via email
promptly prior to the Proposal due date. Questions are requested to be submitted at least five (5)
days prior to the proposal due date:
Phone: 410-764-8791
FAX: 410-358-1311
E-Mail: [email protected]
VIII. INVOICING
Due to this contract’s short duration, billing under the contract will be completed at the end of the
contract for the total cost, upon satisfactory completion of the final report and approval by the MHCC
Contract Monitor.
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Invoices must be on company letterhead and include vendor’s name, address, date, line item breakdown,
Tax ID #, contract number, contract dates, Blanket Purchase Order (BPO) number, and signature in order
to be processed.
VII. TERMINATION CLAUSE
This contract may be terminated at any time and/or for any reason at the convenience of the State. Offerors
must acknowledge this statement in their response to this Bid Board Notice.
MINORITY BUSINESS ENTERPRISES AND SMALL BUSINESSES
ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION
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Appendix 1
Table of Contents
1. Vision/Mission
2. Executive Summary
3. Key MHCC Responsibilities
a. Planning for and Maintaining the Availability and Financial Viability for Health
Care Facilities and Services
i. Modernizing Health Planning and Certificate of Need
CON Modernization TaskForce
Legislative Actions in 2019
ii. Actions: State Health Plan Updates
iii. Actions: Key CON Decisions in 2019
b. Reducing the Costs of Health Care through Wider Adoption of Information
Technology
i. Statewide Progress on EHR adoption and Use of HIE
ii. Oversight of CRISP
iii. Key Initiatives
Telehealth
Cyber Security
c. Developing an All Payer Data Base to Monitor Cost, Quality, and Population Health
i. Approach to Expanding the Usability of the APCD
ii. Payers that Contribute Data
iii. Key Reports & Studies
iv. Active Users of the APCD
d. Reporting on Health System Quality and Cost
i. MHCC’s Approach to Price Transparency
ii. Maryland Health Care Quality Reports
iii. Where the Cost
e. Supporting Statewide Initiatives
i. The Maryland Total Cost of Care Demonstration
Information sharing
Primary Care
ii. Administering the Trauma Physician Fund
f. Responding to Legislative Directives
Workgroup Reports Submitted to the General Assembly
Workgroups underway
4. MHCC Operations
i. Our Staff:
i. Capabilities
ii. Trends in staffing
ii. Appropriations and Spending
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i. Sources of Revenue
ii. 2019 Budget
iii. End of Year Status
5. Future Plans --- Insert Strategic Plan Executive Summary
Appendix A – Governance
1. Org Chart
2. Selection Process
3. Geographic and Ethnic Requirements
4. Commissioner Bios
Appendix B. MHCC Workgroups and Task Forces and Participants
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Appendix 2
List of Figures
Key MHCC Responsibilities
Planning for and Maintaining the Availability and Financial Viability for Health Care
Facilities and Services
Table 1 Actions: State Health Plan Updates and changes in 2019
Table 2 Actions: CON Decisions in 2019
Figure 1 Projected Value of Approved Projects 2015-2019
Results of the MHCC innovative approach to Regulating Cardiac Services
Figure 2 PCI and CS trends in 2015 - 2019
Reducing the Costs of Health Care through Wider Adoption of Information Technology
Table 3: Statewide Progress on EHR adoption and Use of HIE 2016-2019
Table 4: EHR adoption 2016-2019
Use of CRISP
• Table 5 users by provider type
• Table 6 Key Initiatives with counts of participants
Table 7 Status of Teleheath Grant
Table 8 CyberSecurity incidents and exposures 2017-2019
Developing an All Payer Data Base to Monitor Cost, Quality, and Population Health
Table 9 List of payers that contribute
Figure 3 Trends in Timely Data Submission
Table 10: List of reports & studies
Figure 4: Trends in spending among the privately insured for 2015-17
Figure 5: Trends in payment for professional services in Maryland (2015 - 2017:
Private Payment rates compared to Medicare and Medicaid).
Table 11: Active Users of the APCD
Reporting on Health System Quality and Cost
Text box 1 - MHCC's Approach to Price Transparency
Maryland Health Care Quality Reports
Table 12: List of Updates in 2019
Figure 6: Trend in 5 star results for Hospitals and Nursing Homes
Figure 7: Count of Visits to the Website 2015-2019
Wear the Cost
Figure 8: Trends in Costs per Episode
Supporting Statewide Initiatives
All Payer Model and TCOC Demonstration
• Table 13 Workgroups MHCC is serving on for TCOC
• Table 14 Information sharing under TCOC
Administering the Trauma Physician Fund
Figure 9: Spending trends on trauma
Opioids - Table 15 Expanded Level 3.7 capacity that has come on-line due to recent
MHCC actions
Responding to Legislative Directives
Table 16 List of active Legislative Workgroups required in 2019
MHCC Operations
Figure 10: Trends in appropriations 2015-19
Figure 11: Trends in staffing 2015-19
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Future Plans --- Insert Strategic Plan Executive Summary