AHRQ_Solicitation.docx

Support of the U.S. Preventive Services Task Force

15-233-SOL-00561

Performance Work Statement:

Preventive Medicine and Primary Care Residency Rotation Program Agency Healthcare Research (AHR)

SECTION B- SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Brief Description of Services

The US Department of Health and Human Services (HHS), Agency for Healthcare Research has a requirement to re-establish a preventive medicine and primary care residency rotation program to assist in providing scientific and dissemination support to the U.S. Preventive Services Task Force.

B.2 Nonseverable Services

The services specified in this contract (or line item) have been determined to be non-severable services which refer to a specific undertaking or entire job with a defined end product of value to the Government.

B.3 Type of Contract

This is a firm fixed price task order for a non-severable service. The total firm fixed price of this contract is $ TBD .

B.4 Payment Schedule

In consideration of satisfactory performance of the work upon the delivery and acceptance of each item listed in Section C, as described throughout this RFP, the contractor shall be paid in accordance with table as shown below. If the options are exercised subsequent year funding will be obligated by modification. The base period and option periods are priced as follows:

The total fixed price of this contract/order is $______________. Payments shall be made upon the delivery and acceptance of each item listed in Section 2 in accordance with the following payment schedule:

The contractor shall propose a firm fixed price payment schedule, commensurate with the deliverable schedule referenced at Section 5.3.

Sent to Residents

Residents

previous academic year resident rotations completed and next academic year resident rotations begin.

Final Report submitted (Option Year 4 only)

SECTION C STATEMENT OF WORK

C.1 General Background

The mission of the Agency for Healthcare Research and Quality (AHRQ) is to produce evidence to make health care safer, higher quality, more accessible, equitable, and affordable, and to work within the U.S. Department of Health and Human Services and with other partners to make sure that the evidence is understood and used.

In 2014, AHRQ merged the Center on Outcomes and Evidence and the Center for Primary Care, Prevention, and Clinical Partnerships to create the Center for Evidence and Practice Improvement (CEPI). The focus of this Center is to generate new knowledge, synthesize evidence, translate science on what works in health and health care delivery, and catalyze practice improvement across health care settings. CEPI comprises five divisions, three that support ongoing programs and two that have been created to consolidate existing projects as well as further develop research in important areas of AHRQ’s work. One of the divisions provides ongoing scientific, administrative and dissemination support to the U.S. Preventive Services Task Force.

Created in 1984, the U.S. Preventive Services Task Force (USPSTF or Task Force) is an independent group of national experts in prevention and evidence-based medicine. The Task Force works to improve the health of all Americans by making evidence-based recommendations about clinical preventive services such as: screenings, counseling services and preventive medications. The recommendations apply only to people who have no signs or symptoms of the specific disease or condition that the screening, counseling, or preventive medication targets. Recommendations address only services offered in the primary care setting or services referred by a primary care clinician. The Task Force makes recommendations to help primary care clinicians and patients decide together whether a preventive service is right for a patient’s needs.

The 1998 Public Health Service Act and the 2010 Patient Protection and Affordable Care Act authorize and require AHRQ to convene the USPSTF and to provide scientific, administrative, and dissemination support. To support the Task Force, AHRQ staff: assists with day-to-day operations; coordinates the development of comprehensive evidence reports; supports the Task Force in the consistent and transparent application of its methods; and provides assistance with the promotion and dissemination of Task Force materials and recommendations.

C.2 Purpose Of The Project

The purpose of this project is to re-establish a preventive medicine and primary care residency rotation program to assist AHRQ in providing scientific and dissemination support to the U.S. Preventive Services Task Force. Residents training in preventive medicine and primary care provide a unique perspective that can contribute greatly to AHRQ’s scientific and dissemination support to the USPSTF. These residents actively train and practice in clinical settings where USPSTF recommendations are being implemented. They also receive specialized training in public health which enables them to apply population health strategies to clinical preventive medicine that is necessary for supporting dissemination of USPSTF materials. Residents will work closely with AHRQ staff on a variety of activities, including, but not limited to: contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs), including research plans; reviewing and summarizing public comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics; reviewing and editing USPSTF recommendations and rationale statements; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers, and developing materials that assist with the dissemination and implementation of USPSTF recommendations.

Rotational opportunities will be offered by AHRQ on an annual basis to align with the academic calendar (e.g., July 1 through June 30) to Preventive Medicine and Primary Care residents which may include the specialties of preventive medicine, family medicine, pediatrics, and obstetrics and gynecology. AHRQ will host up to a maximum of 8 residents a year. Individual resident rotations last from 2-3 months. No rotations less than 2 months are permitted. The rotations must be staggered throughout the 12-month academic school year. Due to space constraints, no more than 2 residents may rotate with AHRQ at the same time.

In addition, AHRQ strongly encourages the coordination of rotations with the Office of Disease Prevention and Health Promotion (ODPHP) in the Department of Health and Human Services (DHHS). By coordinating these two rotations, AHRQ can strengthen its dissemination support to the USPSTF as ODPHP is the home of “myHealthfinder.gov”, an evidence-based health information tool to help consumers make informed health decisions about clinical preventive services. Coordinated rotations would also enhance AHRQ’s and ODPHP’s work on Healthy People 2020. AHRQ and ODPHP co-lead the access to health care area of Healthy People 2020. The objective for this area is based on recommendations of the USPSTF. Furthermore, coordinating residency rotations assists AHRQ in meeting one of its core missions to partner with other DHHS divisions to make sure evidence is understood and used.

The specific objectives of the contract are to develop, implement, manage, and monitor a preventive medicine and primary care resident rotation program to assist AHRQ in supporting the USPSTF.

C.3 Specific Requirements/Tasks

Base Year

Task 1: Development of a Preventive Medicine and Primary Care Residency Rotation Program at AHRQ

Subtask 1.1: Communication Plan

Based on the requirements described above, the Contractor shall develop a communication plan to ensure widespread advertising and promotion of the rotational opportunities offered by AHRQ to preventive medicine and primary care residency program directors and residents themselves, in order to maximize awareness and participation of residents with appropriate clinical and population health training. At the minimum, the communication plan should include strategies for reaching residency program directors and residents, and an announcement for the rotational opportunity.

Draft Communication Plan

Final Communication Plan

Subtask 1.2: Development and Coordination of Application Process

The Contractor shall manage, coordinate and facilitate the resident application process. The contractor shall develop a plan for coordinating the applications which shall include:

Serving as the central administrator for resident application submissions

Serving as the first point of contact for any questions about the application process and the AHRQ primary care rotation. The Contractor shall be responsible for answering residents’ logistical questions regarding the application process and shall facilitate residents’ communications with AHRQ staff as needed regarding questions about the substance of the rotational experience.

Developing an application that includes: the resident’s contact information; CV (including a list of coursework completed in epidemiology and biostatistics); brief statement on interest in completing a rotation at AHRQ; 3 preferences for timing of rotation; if the resident will be coordinating a rotation at ODPHP; if an administrative fee is required by the resident’s institution and the amount;

Ensuring that residents can successfully submit applications for the program online and that received applications are complete. Applications should open no later than November 1, 2015 and close on January 29, 2016.

The Contractor shall submit to AHRQ all completed applications within 1 week of the closing of the rotation opportunity announcement (February 5, 2016). The COR will notify Contractor within 4 weeks of application receipt about final placement decisions.

Draft Application Plan

Final Application Plan

Final Application for Online Submission

Completed Applications

Subtask 1.3: Advertisement of the Rotation Program

Based on the approved final communication plan, the Contractor shall create announcements of the residency rotation program: one that targets residency program directors and one that targets residents. Both announcements shall be designed to be adapted for any recommended communication strategy (e.g. print materials, website, social media). The announcements should be made public no later than November 1, 2015.

The Contractor shall implement the final communication plan and submit a report to AHRQ that includes: the final announcements, links to websites and other media used to promote the residency rotation, and a description of how and to whom the announcement was distributed (e.g. number of visitors to websites).

1.3.1 Draft Announcement

1.3.2 Final Announcement

1.3.3 Advertisement Report

Subtask 1.4: Resident Selection and Notification Process

The Contractor, with AHRQ’s approval, shall execute the acceptance/rejection notification process with individual residents and residency programs. The Contractor shall serve as the central administrator for the award and notification of resident rotation slots. Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation. The Contractor shall also notify applicants that were not selected by AHRQ for a rotation. The Contractor shall facilitate, with approval from AHRQ, any alterations to the rotation schedule requested by residents. If a rotation slot becomes unexpectedly vacant, the Contractor shall facilitate filling that slot with an acceptable resident. The Contractor shall submit a calendar of the rotations including the residents’ names, institutions and months of rotations.

1.4.1 Draft Acceptance and Rejection letters

1.4.2 Final Acceptance and Rejection letters

Calendar of Resident Rotations

Subtask 1.5: Administration of the Residency Rotation

The Contractor shall provide and process a $3,100/month resident stipend. The Contractor shall ensure that payment is made monthly starting with the completion of the first month of the rotation and continuing monthly through the last week of the last month of the rotation. The maximum stipend payment that would be processed by the contractor in any given month would be $6,200 (2 residents x 1 month). Payments of resident stipends should be included in the quarterly progress reports.

Once a candidate has been selected by AHRQ, if the resident’s organization charges an administrative fee, this will be reimbursed as a material charge.

During the base period, due to the academic calendar year (July 1 – June 30), AHRQ anticipates a maximum of 2 residents completing a rotation between July 2016 and September 2016.

The Contractor shall facilitate the completion of rotation evaluations and other documents if and as required by the residents’ academic institutions as well as by AHRQ.

Subtask 1.6: Development of Preventive Medicine and Primary Care Residency Rotation Program Training Materials

In 2013, the Accreditation Council for Graduate Medical Education (ACGME) and the American Board of Preventive Medicine (ABPM) issued the “Preventive Medicine Milestone Project: Public Health and General Preventive Medicine” which highlights the key dimensions of the elements of physician competency for the field of Preventive Medicine. Additionally, the Association for Prevention Teaching and Research (APTR) recently issued a revised Clinical Prevention and Population Health Curriculum Framework in early 2015. Based on these materials, the Contractor shall develop training materials for residents who will be rotating at AHRQ that helps translates these “Milestones” and “Curriculum Framework” into specific tasks that residents will perform at AHRQ. This will ensure that the work residents produce for AHRQ capitalizes on their specialized clinical and population health training. Training materials shall include: an orientation to the DHHS, ODPHP, AHRQ and the USPSTF; a broad range of materials designed to help residents apply their clinical and public health training to specific projects that may be assigned by AHRQ; a confidentiality statement; and an evaluation form for the AHRQ rotation.

1.6.1 Draft Training Materials

1.6.2 Final Training Materials

Task 2: Annual Resident Activity Report

The residents will work with the COR and Medical Officers at AHRQ for specific project assignments, timelines and deliverables. Projects may include, but are not limited to: contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs); reviewing and summarizing external comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics; reviewing and editing USPSTF recommendations and rationale statements; preparing presentation on USPSTF recommendations to aid in dissemination efforts at conferences and talks; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers.

At the end of each year, the Contractor shall submit a final report that describes the number of residents who completed a rotation, a summary of the projects completed by each resident and the impact of the residents’ work in helping AHRQ fulfill its Congressional mandate to support the USPSTF, and a completed evaluation form by each resident.

2.1 Draft Format for the Annual Report

2.2 Final Format for the Annual Report

2.3 Draft Annual Report

2.4 Final Annual Report

Task 3: Administration and Management

Subtask 3.1 Kick-off Meeting

The Contractor shall meet (either in person or via teleconference) with the COR to review the scope of work and delivery schedule for this contract, to delineate roles and responsibilities, and to establish communication protocols. The Contractor shall prepare a summary of the kick-off meeting.

Subtask 3.2 Revised Work Plan

The Contractor shall submit a revised work plan, to include actual dates for all major scheduled milestones (events, activities, and deliverables) for the project.

Subtask 3.3: Weekly Update Calls

The Contractor shall schedule and facilitate weekly update calls with the COR and AHRQ subject matter experts (as identified by the COR).

Subtask 3.4: Quarterly Progress Reports

The Contractor shall submit to the COR and to the Contracting Officer a quarterly progress report in electronic format within ten (10) days after the end of the quarter being reported.

The report shall state in concise form:

Projected timeline and milestones for the entire project; description of what was actually accomplished for each assigned task during the reporting period, in comparison to planned milestones;

Status, expenditures, and a brief description of all ongoing assigned tasks and efforts; details about problems encountered and how they are being dealt with; explanations for any tasks that are behind schedule; anticipated challenges/problems;

Current and proposed expenditures relative to original schedule and budget;

Schedule and cost variances for each task compared to the baseline plan;

Activities planned for the next reporting period, including anticipated staffing requirements, level of effort, and cost.

Option Years 1-3

The tasks for Option Years 1-3 are the same.

Task 1: Support of a Preventive Medicine and Primary Care Residency Rotation Program at AHRQ

Subtask 1.1: Communication Plan

The Contractor shall review the communication plan developed during the previous performance period and revise as needed.

1.1.1 Revised Communication Plan

1.1.2 Final Communication Plan

Subtask 1.2: Coordination of Application Process

The Contractor shall manage, coordinate and facilitate the resident application process. The Contractor shall review the application plan and the application for online submission developed during the previous period of performance and revise them as needed. The application cycle should open no later than October 15 (or closest business day) and close on the last business day of January.

The Contractor shall submit to AHRQ all completed applications within 1 week of the closing of the rotation opportunity announcement. The COR will notify the Contractor within 4 weeks of application receipt about final placement decisions.

1.2.1 Revised Application Plan

1.2.2 Revised Application for Online Submission

1.2.3 Completed applications

Subtask 1.3 Advertisement of the Rotation Program

The Contractor shall review the announcement(s) created during the previous period of performance and revise it as needed. The announcement shall be made public by October 15 (or closest business day).

The Contractor shall implement the revised communication plan and submit a report to AHRQ that includes: the final announcements, links to websites and other media used to promote the residency rotation, and a description of how and to whom the announcement was distributed (e.g. number of visitors to websites).

1.3.1 Revised Announcement

1.3.2 Advertisement Report

Subtask 1.4: Resident Selection and Notification

The Contractor, with AHRQ’s approval, shall execute the acceptance/rejection notification process with individual residents and residency programs. The Contractor shall serve as the central administrator for the award and notification of resident rotation slots. The Contractor shall review the acceptance and rejection letters developed during the previous period of performance and revise them as needed.

Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation (using acceptance letter developed. The Contractor shall also notify applicants that were not selected by AHRQ for a rotation. The Contractor shall facilitate, with approval from AHRQ, any alterations to the rotation schedule requested by residents. If a rotation slot becomes unexpectedly vacant, the Contractor shall facilitate filling that slot with an acceptable resident. The Contractor shall submit a calendar of the rotations including the residents’ names, institutions and months of rotations.

1.4.1 Revised Acceptance and Rejection Letters

1.4.2 Calendar of Resident Rotations

Subtask 1.5: Administration of the Residency Rotation

AHRQ has established the stipend as $3,100/month for a resident. The Contractor shall provide and process a $3,100/month resident stipend. The Contractor shall ensure that payment is made monthly starting with the completion of the first month of the rotation and continuing monthly through the last week of the last month of the rotation. The maximum stipend payment that would be processed by the contractor in any given month would be $6,200 (2 residents x 1 month). Payments of resident stipends should be included in the quarterly progress reports.

Once a candidate has been selected by AHRQ, if the resident’s organization charges an administrative fee, this will be reimbursed as a material charge.

AHRQ anticipates a maximum of 8 residents completing a rotation during the option year.

The Contractor shall facilitate the completion of rotation evaluations and other documents if and as required by the residents’ academic institutions as well as by AHRQ.

Subtask 1.6: Revision of Preventive Medicine and Primary Care Residency Rotation Program Training Materials

The Contractor shall review the training materials created during the previous period of performance and revise them as needed to reflect changes in residency requirements or USPSTF processes, etc. The COR will review and approve the revised training materials. Final training materials are due one month prior to the arrival of the first resident under each option year.

1.6.1 Revised Training Materials

1.6.2 Final Training Materials

Task 2: Annual Resident Activity Report

The residents will work with the COR and Medical Officers at AHRQ for specific project assignments, timelines and deliverables. Projects may include, but are not limited to: contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs); reviewing and summarizing external comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics; reviewing and editing USPSTF recommendations and rationale statements; preparing presentation on USPSTF recommendations to aid in dissemination efforts at conferences and talks; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers.

At the end of each option year, the Contractor shall submit a final report using the format developed during the base period that describes the number of residents who completed a rotation, a summary of the projects completed by each resident and the impact of the residents’ work in helping AHRQ fulfill its Congressional mandate to support the USPSTF, and a completed evaluation form by each resident.

2.1 Draft Annual Report

2.2 Final Annual Report

Task 3: Administration and Management

Subtask 3.1: Kick-off Meeting

The Contractor shall meet (either in person or via teleconference) with the COR to review the scope of work and delivery schedule for each option year, to update roles and responsibilities of staff, and to update communication protocols. The Contractor shall prepare a summary of the kick-off meeting.

Subtask 3.2 Revised Work Plan

The Contractor shall submit a revised work plan, to include actual dates for all major scheduled milestones (events, activities, and deliverables) for the project.

Subtask 3.3: Weekly Update Calls

The Contractor shall schedule and facilitate weekly update calls with the COR and AHRQ subject matter experts (as identified by the COR).

Subtask 3.4: Quarterly Progress Reports

The Contractor shall submit to the COR and to the Contracting Officer a quarterly progress report in electronic format within ten (10) days after the end of the quarter being reported.

The report shall state in concise form:

Projected timeline and milestones for the entire project; description of what was actually accomplished for each assigned task during the reporting period, in comparison to planned milestones;

Status, expenditures, and a brief description of all ongoing assigned tasks and efforts; details about problems encountered and how they are being dealt with; explanations for any tasks that are behind schedule; anticipated challenges/problems;

Current and proposed expenditures relative to original schedule and budget;

Schedule and cost variances for each task compared to the baseline plan;

Activities planned for the next reporting period, including anticipated staffing requirements, level of effort, and cost.

Option Year 4

Task 1: Support of a Preventive Medicine and Primary Care Residency Rotation Program at AHRQ

Subtask 1.1: Communication Plan

The Contractor shall review the communication plan developed during the previous performance period and revise as needed.

1.1 Revised Communication Plan

1.2 Final Communication Plan

Subtask 1.2: Coordination of Application Process

The Contractor shall manage, coordinate and facilitate the resident application process. The Contractor shall review the application plan and the application for online submission developed during the previous period of performance and revise them as needed. The application cycle should open no later than October 15 (or closest business day) and close on the last business day of January.

The Contractor shall submit to AHRQ all completed applications within 1 week of the closing of the rotation opportunity announcement. The COR will notify the Contractor within 4 weeks of application receipt about final placement decisions.

1.2.1 Revised Application Plan

1.2.2 Revised Application for Online Submission

1.2.3 Completed applications

Subtask 1.3 Advertisement of the Rotation Program

The Contractor shall review the announcement(s) created during the previous period of performance and revise it as needed. The announcement shall be made public by October 15 (or closest business day).

The Contractor shall implement the revised communication plan and submit a report to AHRQ that includes: the final announcements, links to websites and other media used to promote the residency rotation, and a description of how and to whom the announcement was distributed (e.g. number of visitors to websites).

1.3.1 Revised Announcement

1.3.2 Advertisement Report

Subtask 1.4: Resident Selection and Notification

The Contractor, with AHRQ’s approval, shall execute the acceptance/rejection notification process with individual residents and residency programs. The Contractor shall serve as the central administrator for the award and notification of resident rotation slots. The Contractor shall review the acceptance and rejection letters developed during the previous period of performance and revise them as needed.

Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation (using acceptance letter developed. The Contractor shall also notify applicants that were not selected by AHRQ for a rotation. The Contractor shall facilitate, with approval from AHRQ, any alterations to the rotation schedule requested by residents. If a rotation slot becomes unexpectedly vacant, the Contractor shall facilitate filling that slot with an acceptable resident. The Contractor shall submit a calendar of the rotations including the residents’ names, institutions and months of rotations.

1.4.1 Revised Acceptance and Rejection Letters

1.4.2 Calendar of Resident Rotations

Subtask 1.5: Administration of the Residency Rotation

AHRQ has established the stipend as $3,100/month for a resident. The Contractor shall provide and process a $3,100/month resident stipend. The Contractor shall ensure that payment is made monthly starting with the completion of the first month of the rotation and continuing monthly through the last week of the last month of the rotation. The maximum stipend payment that would be processed by the contractor in any given month would be $6,200 (2 residents x 1 month). Payments of resident stipends should be included in the quarterly progress reports.

Once a candidate has been selected by AHRQ, if the resident’s organization charges an administrative fee, this will be reimbursed as a material charge.

AHRQ anticipates a maximum of 2 residents completing a rotation during the final option year.

The Contractor shall facilitate the completion of rotation evaluations and other documents if and as required by the residents’ academic institutions as well as by AHRQ.

Subtask 1.6: Revision of Preventive Medicine and Primary Care Residency Rotation Program Training Materials

The Contractor shall review the training materials created during the previous period of performance and revise them as needed to reflect changes in residency requirements or USPSTF processes, etc. The COR will review and approve the revised training materials. Final training materials are due one month prior to the arrival of the first resident under each option year.

1.6.1 Revised Training Materials

1.6.2 Final Training Materials

Task 2: Annual Resident Activity Report

The residents will work with the COR and Medical Officers at AHRQ for specific project assignments, timelines and deliverables. Projects may include, but are not limited to: contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs); reviewing and summarizing external comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics; reviewing and editing USPSTF recommendations and rationale statements; preparing presentation on USPSTF recommendations to aid in dissemination efforts at conferences and talks; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers.

At the end of each option year, the Contractor shall submit a final report using the format developed during the base period that describes the number of residents who completed a rotation, a summary of the projects completed by each resident and the impact of the residents’ work in helping AHRQ fulfill its Congressional mandate to support the USPSTF, and a completed evaluation form by each resident.

2.1 Draft Annual Report

2.2 Final Annual Report

Task 3: Administration and Management

Subtask 3.1: Kick-off Meeting

The Contractor shall meet (either in person or via teleconference) with the COR to review the scope of work and delivery schedule for each option year, to update roles and responsibilities of staff, and to update communication protocols. In the final option year, this will include transition planning. The Contractor shall prepare a summary of the kick-off meeting.

Subtask 3.2 Revised Work Plan

The Contractor shall submit a revised work plan, to include actual dates for all major scheduled milestones (events, activities, and deliverables) for the project. In the final option year, the Work Plan will include a formal transition plan that addresses the timeline for close-out activities and a plan for transitioning all documents to AHRQ as well a plan for destroying any confidential documents. .

Subtask 3.3: Weekly Update Calls

The Contractor shall schedule and facilitate weekly update calls with the COR and AHRQ subject matter experts (as identified by the COR).

Subtask 3.4: Quarterly Progress Reports

The Contractor shall submit to the COR and to the Contracting Officer a quarterly progress report in electronic format within ten (10) days after the end of the quarter being reported.

The report shall state in concise form:

Projected timeline and milestones for the entire project, including closeout activities; description of what was actually accomplished for each assigned task during the reporting period, in comparison to planned milestones;

Status, expenditures, and a brief description of all ongoing assigned tasks and efforts, including closeout activities; details about problems encountered and how they are being dealt with; explanations for any tasks that are behind schedule; anticipated challenges/problems;

Current and proposed expenditures relative to original schedule and budget;

Schedule and cost variances for each task compared to the baseline plan;

Activities planned for the next reporting period, including anticipated staffing requirements, level of effort, and cost.

Task 4: Final Report

The contractor shall put together a final report that summarizes all completed activities of the entire contract period. The Final Report will serve as documentation of the completed contract, as well as a guide for future activities. This report should include:

4.1: Draft Final Report 4.2: Final Report

SECTION D- PACKAGING AND MARKING

RESERVED

SECTION E- INSPECTION AND ACCEPTANCE

E.1 Inspection and Acceptance

All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the Government. The Contracting Officer’s Technical Representative (COR) is a duly authorized representative of the Government and is responsible for the inspection and acceptance of all items to be delivered under this contract.

Acceptance Criteria All services delivered to the COR will be deemed accepted 30 calendar days after the date of delivery, except as otherwise specified in the contract, if written approval or disapproval has not been given within such period. The COR’s approval or revision to the services delivered shall be within the general scope of work as stated in this contract.

Unless otherwise specified by the COR, the general quality measures, as set forth below, shall be applied to each work product received from the Contractor under this task order.

Accuracy: Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity: Work Products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements: All work products must satisfy the requirements of this Statement of Work.

Timeliness: Work products shall be submitted by the due date specified in this statement of work, unless or submitted in accordance with a later scheduled date determined by the Government.

File Editing: All text and diagrammatic files shall be editable by the Government.

Format: Work products shall be submitted as specified in each Task Order.

E.2 Quality Plan

The Government intends to monitor the quality of the Contractor’s performance. The oversight provided for in the task order will help to ensure that service levels reach and maintain the required levels throughout the contract term.

SECTION F DELIVERIES OR PERFORMANCE

F.1 Delivery Schedule – Base Period NOTE: Throughout Delivery Schedule 1 month equals 4 calendar weeks.

Anticipated Date of Award: TBD

1. Development of a Preventive Medicine and Primary Care Residency Rotation Program

2. Annual Resident Activity Report

3. Administration and Management

Draft Final Draft--Within two weeks of Kick-off Meeting Final--Within one week of receipt of feedback from AHRQ.

Update Calls Within 2 business days of each call

Draft Final Within 10 days of the end of the quarter being reported

* Indicates document must be 508-compliant

1. Development of a Preventive Medicine and Primary Care Residency Rotation Program

OY2: 9/15/17

OY3: 9/14/18

OY4: 9/13/19

OY2: 9/29/17

OY3: 9/28/18

OY4: 9/27/19

OY1: 1/27/17

OY2: 1/26/18

OY3: 1/25/19

OY4: 1/24/20

OY2: 9/15/17

OY3: 9/14/18

OY4: 9/13/19

OY1: 2/17/17

OY2: 2/16/18

OY3: 2/15/19

OY4: 2/14/20

OY1: 12/16/16

OY2: 12/15/17

OY3: 12/14/18

OY4: 12/13/19

OY1: 4/3/17

OY2: 4/2/18

OY3: 4/1/19

OY4: 3/30/20

OY1: 5/15/17

OY2: 5/14/18

OY3: 5/13/19

OY4: 5/11/20

OY1: 6/12/17

OY2: 6/11/18

OY3: 6/10/19

OY4: 6/8/20

2. Annual Resident Activity Report

3. Administration and Management

Final Revised Work Plan due 2 weeks after start of each option year; Final Work Plan due 4 weeks after start of each option year

Update Calls Within 2 business days of each call

Draft Final Draft report due within 5 days of the end of the quarter being reported; Final Report due within 15 days of the end of quarter being reported

F.3 Period of Performance

The period of performance is a base period of twelve (12) months, with four (4) 12 months option periods for a total of up to sixty (60) months. The Government may extend the period of performance in accordance with 52.217-8 – Option to Extend the Term of the Contract; upon written notification by the Contracting Officer within 30 calendar days of contract expiration or within 30 calendar days of funds becoming availability for that fiscal year. (Dates subject to changes based on award)

F.4 Federal Holidays

Government personnel observe the following days as holidays:

* If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Presidential Inauguration Day Any other day designated by the President’s Proclamation

SECTION G- CONTRACT ADMINISTRATION DATA

G.1 Invoice Submission – Non-Commercial

The Contractor shall submit invoices quarterly. A complete invoice with all required back-up documentation shall be sent electronically, via email, to:

1. Contract Specialist via DAM mailbox: pscsas.invoices@psc.hhs.gov.*

2. Contracting Officer’s Representative (COR):

3. Financial Management Service (FMS): psc_invoices@psc.hhs.gov.*

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the DAM and FMS mailboxes. Invoices Only.

The subject line of your email invoice submission shall contain the contract number, contract line item number, the order number, if applicable, and the number of invoices. The Contractor shall send one email per contract per month. The email may have multiple invoices for the contract. Invoices must be in the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF or TIFF or Word).

Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All calls concerning contract payment shall be directed to the COR.

In accordance with FAR 52.232-25 Prompt Payment, a proper invoice must include the following items:

In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as “Small Business.”

Additionally, in accordance with OMB Memorandum, M-12-16, all prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime contractors. Consistent with OMB Memorandum M-11-32 above, Agencies shall have a goal of paying all prime contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors.

In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this order will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer – System for Award Management.

G.2 Authorities of Government Personnel

Authorities of Government Personnel Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract shall require coordination between the Government and the Contractor. The following individuals shall be the Government’s points of contact during performance of the contract.

All contract administration shall be done by:

Patrick Joy Contracting Officer 12501 Ardennes Avenue, Suite 400 Rockville MD, 20857 @psc.hhs.gov 301-443-6925

All communications pertaining to contractual and/or administrative matters under the contract shall be sent to the address above and to the attention of the Contracting Officer.

Note: The PSC Contracting Officer is the only individual authorized to modify this requirement.

Contracting Officer's Technical Representative (COR)

To Be Determined

G.2.1 Contracting Officers’ Technical Representative Authority

(a) Performance of work under this contract must be subject to the technical direction of the Contracting Officers’ Technical Representative identified above, or a representative designated in writing.