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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: Andrea.Allen@maryland.gov 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: andrea.allen@maryland.gov

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