1. RFP 2018-102 Cancer Registry Services
Pre-Submittal Conference
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2. UTMB Background
The state’s first Academic Health Center medical school established in 1891
127 years
Degrees
Medicine
Nursing
Biomedical Sciences
Allied Health Sciences
$1.7B Annual Budget
13,000 Employees Statewide
3,200 Students and 900+ Faculty
Three Campuses
85-acre Galveston Campus, 90 Buildings
65-acre League City Campus, 2 Buildings and Master Plan
40-acre Angleton Danbury Campus, 6 Buildings
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3. RFP Section 1 – Notice to Respondents
Contact for RFP–Terrie Beasley, CTPM Senior Acquisition Specialist
Questions (Section 1.5) Written questions deadline 9:00 am 9/14/2018
Agreement Term (Section 1.6) Three (3) years with option to renew for two (2) additional one (1) year periods = Total five (5) years
Criteria for Selection (Section 1.10) Company Profile (Respondent’s Reputation and Services) Technical Submission (Approach, Services/Support/Quality, and Turnaround Time) The Added Value Services The Cost of Services
Historically Underutilized Businesses (Section 1.14)
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4. RFP Section 1 – HUB Plan (not probable)
The Statewide HUB Program is under the direction of the Comptroller of Public Accounts (CPA) which administers, certifies, audits and reports HUB participation within the state’s procurement processes.
In accordance with Texas Government Code 2161, each state agency, including UTMB, is required to make a good faith effort to assist HUBs in competing for, and receiving, contracts awarded by the agency.
UTMB has reviewed this RFP in accordance with the Texas Administrative Code Section (Title 34, Part 1, Chapter 20, Subchapter D, Rule ) and has determined that subcontracting opportunities are not probable under this solicitation.
 *An opportunity for subcontracting is defined as any scope of work (goods and services) where your firm will be required to solicit other firms to complete the Scope of Work as defined in this RFP. 
 If your firm has a current contractual agreement with a firm to provide portions of the Scope of Work then a self- performing plan will need to be provided  **(See paragraph below regarding “does not intend to subcontract.”)
 If your company does intend to subcontract any portion of the work, your proposal must include a “HUB Subcontracting Plan” (HSP).  The HSP Package, including the required forms and instructions, can be accessed via the UTMB’s HUB Program website at 
**If your company does not intend to subcontract any portion of the work and are awarded a contract as a result of this RFP, your company will be  required to complete a State of Texas Self Performing HUB Subcontracting Plan stating there will be no subcontracting prior to signing the final contract documents. 
 If you have any questions or need assistance please contact UTMB’s Manager of Supplier Diversity Programs/ HUB Program Coordinator, Karen Gross, at (409) or
If Not Probable keep slide 4
If Probable delete slide 4 – keep slides 5-9
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5. RFP Section 2 – Proposal Requirements
General Instructions
Preparation & Submittal Instructions
In order to participate in this event you will need to register your company as a supplier and submit your proposal in the UTMB Jaggaer Sourcing Director.
Register:
Submittal:
Deadline: 3:00 PM CST, September 27, 2018
Submittal Checklist
Execution of Offer Section Attachment A–Pricing Schedule and the Addenda Checklist (ref section 5) Respondent’s Questionnaire Section HUB Subcontracting Plan Package, if applicable (ref section 1.14)
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6. RFP Section 3 – General Terms & Conditions
The General Terms and Conditions contained within the RFP Document shall be made a part of and govern any Purchase Order, unilateral or bilateral Agreement, if any, resulting from this Request for Proposal.
Respondents may offer alternate provisions to the Terms & Conditions:
Must refer to the specific article or section concerned.
General exceptions are not acceptable.
Terms & Conditions determined to be unacceptable may result in disqualification of proposal.
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7. RFP Section 4 – Scope of Work / Service Requirements
Background
The Cancer Registry is part of the Oncology Patient Services group at UTMB. Respondent shall provide Cancer Registry administrative and operational services to UTMB that will at all times meet the regulatory requirements of the Joint Commission on the Accreditation of Hospital Organizations, American College of Surgeons (ACoS), Commission on Cancer (CoC), and the Texas Cancer Registry, in addition to the requirements of the UTMB Department of Health Information Management, Quality Management, and the Cancer Program at the University. UTMB handles approximately 1,100 cancer cases per year, approximately two-thirds of which are analytic cases.
Scope of Work and Deliverables
The requirements set forth herein are intended to provide general guidelines for Cancer Registry Services. It is not the intention to mention herein each item required, however, in the performance and delivery of the services described hereunder, the Respondent represents that it has the necessary knowledge, skills, abilities, and resources to perform the work herein. Further, Respondent represents that it is familiar with the scope and nature of the work required by UTMB, and understands the conditions under which it will be obligated to operate. The specific services required are as follows:
Case Ascertainment: the identification of reportable cases for UTMB in the inpatient and outpatient settings.
Data Collection: the abstraction, coding and staging of identified cases via medical record review and input into a cancer registry software.
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8. RFP Section 4 – Scope of Work / Service Requirements
Scope of Work and Deliverables
Patient Follow-up: the monitoring on an annual basis of analytical cases and data input for outcome based data.
Data Reporting: transmission of collected data to regulatory agencies, annual report production, ad-hoc reports, patient care evaluations and special request handling.
Quality Assurance Monitors: to assure accurate and complete data collection, meeting regulatory agency requirements.
Confidentiality of all information contained within and about the registry database as well as UTMB privileged information.
Program development, assessment, and monitoring of the American College of Surgeons, commission on Cancer guidelines for cancer programs.
Respondent is responsible for improving, tracking, and reporting attendance at meetings ensuring related ACoS standards and institutional policies are met.
Respondent is responsible for preparing UTMB for the triennial ACoS cancer program survey, as determined by UTMB. The last survey took place March 2018.
Respondent is responsible for working with UTMB staff to obtain medical records for follow up, abstracting, and other Registry functions.
Respondent shall attend all meetings of the UTMB Cancer Committee. Respondent is responsible for working as a member of the committee and reporting on all relative topics to ensure compliance with institutional policies, internal and external standards, laws, and guidelines.
Respondent shall report any Cancer program non-compliance issues with the ACoS standards to Oncology Patient Services within two (2) working days of discovery.
Respondent shall be responsible for participating in any audits or surveys by internal or external agencies, including but not limited to the ACoS and/or CoC.

9. RFP Section 4 – Scope of Work / Service Requirements
Respondent’s Personnel
Respondent shall be responsible for wages, salaries, and benefits of all Respondent’s employees. Parking, travel, and educational activities will also be the responsibility of Respondent.
Respondent agrees at all times to maintain an adequate staff of experienced and qualified employees to ensure efficient performance under an UTMB agreement. Respondent agrees that at all times its employees will perform required services in a professional manner.
Staff provided by Respondent shall include a credentialed Certified Tumor Registrar and data collectors for data collection and daily operations of the UTMB Cancer Registry as required by both the administrative support group Administrator and the Center Director.
UTMB may request at any time, Respondent employee be relieved of their duties at UTMB. UTMB shall state the reasons for such request in writing to Respondent and will establish a deadline within said employee shall be removed from UTMB premises. If UTMB determines that said employee must be removed immediately, UTMB shall have the right to cause such immediate removal of said employee.
Registry Software
Respondent shall provide, at no additional charge to UTMB, a CoC compliant Cancer Registry Data System, for data collection and compilation. This database software shall capture data (i.e. demographics, social and medical history, cancer diagnosis, treatments, etc.) on cancer patients seen at UTMB. Respondent shall will maintain all software licenses and will ensure that at all times, is using the most recent versions of software.

10. RFP Section 4 – Scope of Work / Service Requirements
UTMB Responsibilities
UTMB will provide Respondent with on-site work space within UTMB with up to two (2) workstations (i.e. desk, chair, personal computer and printer), file cabinets, medical record shelving, and access to a copier with a designated monthly use allocation. UTMB will provide at no charge access to the UTMB computer network and Internet access. Local telephone access will be made available; Respondent will be responsible for any long distance telephone charges.
UTMB will designate a Project Coordinator who will serve as the liaison between UTMB and the Respondent for all matters pertaining to the administration and performance under an UTMB agreement. All scheduling and work approvals will be the responsibility of the Project Coordinator.
Minimum Requirements
Respondent shall have ten (10) years of experience for Cancer Registry Services be considered engagement.
Respondent must have extensive experience working with academic medical centers or other larger (500+bed) tertiary care hospitals.
Respondents shall provide documentation demonstrating their capability in meeting and performing all specifications of this RFP.

11. RFP Section 5 – Pricing Schedule
Attachment A – Pricing Schedule Submitted in Excel Format Only
Respondents shall provide a cost proposal that details all costs and fees associated with the delivery of the services you have offered under your proposal. Include any and all one-time and/or reoccurring fees or charges. Include all additional value added services and fees. These costs shall be shown for the full contract term.
Addenda Checklist – Acknowledge and Submit Section 5.3
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12. RFP Section 6 – Respondent Questionnaire
Company Profile (Reputation and Services Experience).
Technical Submission (Approach, Services/Support/Quality and Turnaround Time).
The Added Value.
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13. RFP Section 7 – Execution of Offer
MUST BE SIGNED & COMPLETED
Not doing so will result in the rejection of your proposal
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14. Questions?
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