J.08 Task Order 2 .doc

Department of Health and Human Services

Public Health Service

Centers for Disease Control and Prevention

National Center for Chronic Disease Prevention and Health Promotion (NCCD)

Division of Cancer Prevention and Control (DCPC)

Atlanta, GA 30333

DATE ISSUED: April 3, 2008

DATE RESPONSE DUE: May 19, 2008

REQUEST FOR TASK ORDER PROPOSAL (RFTP) NO: #2

Title:

Estimating the Capacity for National and State-Level Colorectal Cancer Screening through a Survey of Endoscopic Capacity (SECAP) Contract Reference: This RFTP is consistent with the purposes for which the multiple award competitive contracts for Scientific and Public Health Research, Evaluation and Technical Support were awarded. TAMS 2008 Full and Open Budget Format Suggestion:

Funding Range:

Phase I

Under $100,000

X Over $100,000 but less than $300,000

· Over $300,000 but less than $500,000

· Over $500,000 but less than $700,000

Over $700,000 but less than $1,000,000

· Over $1,000,000

All Phases Under $100,000

· Over $100,000 but less than $300,000

· Over $300,000 but less than $500,000

· Over $500,000 but less than $700,000

X Over $700,000 but less than $1,000,000 (all phases)

· Over $1,000,000

Background:

No federally-funded national program to screen the U.S. population for colorectal cancer currently exists. Before considering a larger national effort, the Centers for Disease Control and Prevention (CDC) initiated a three-year colorectal cancer screening demonstration (pilot) program to explore the feasibility of establishing a colorectal cancer screening program for the underserved U.S. population, and to learn which settings and program models may be most viable and cost-effective in reaching this population.

An important issue to be considered in planning for widespread screening is screening capacity. Since sigmoidoscopy and colonoscopy, two recommended colorectal cancer screening tests, require specialized training and have to be performed in appropriate settings, the potential exists for capacity shortages for these two tests.

To gauge the capacity to screen the US population using endoscopic methods, in 2002, CDC and Battelle conducted a survey (Survey of Endoscopic Capacity or SECAP) of a national sample of approximately 1,500 medical practices known to have purchased or leased lower endoscopic equipment. The sampling frame was comprised of purchasers of endoscopic equipment (primarily physicians); these purchaser lists were made available to CDC by the major manufacturers of endoscopic equipment. Survey respondents were asked to provide the number of lower endoscopic procedures being performed and the potential maximum number that could be performed. The resulting estimates of available capacity were compared to estimates of test need, based on a forecasting model designed by Battelle and CDC. The findings indicated that there was sufficient immediate endoscopic capacity to conduct widespread screening with fecal occult blood testing (FOBT), using colonoscopy only for follow-up of positive FOBTs. Capacity was too limited to provide immediate screening with sigmoidoscopy or colonoscopy to all unscreened persons, but endoscopic screening would be sufficient if the population was screened over a 5-10 year period. This study provided critical data informing the planning for national colorectal cancer screening. Study results were published in companion articles in Gastroenterology, and have been widely presented at national meetings, including an Institute of Medicine Workshop entitled "Economic Models of Colorectal Cancer Screening in Average-Risk Adults"; the annual National Colorectal Cancer Roundtable meetings in 2003, 2004 and 2005; an invited CRC screening symposium at Digestive Disease Week; the annual New York State Department of Health Cancer Services Program; the Society for Gastro Nurses annual meeting; and as part of the Comprehensive Cancer Control Phase III Leadership Institutes. In follow up to the national study, CDC assisted 15 states from 2003-2006 in performing state-specific CRC screening capacity assessments, using both the SECAP survey and state-specific forecasting models. These assessments have shown that state-level capacity varies tremendously, with some states more able to implement widespread screening using endoscopic tests than others. This work was performed under Task 002 of the Battelle contract 200-2002-00573.

Colorectal cancer screening is a rapidly evolving and dynamic area. Since the capacity assessment conduced in 2002, rates of test use have changed, with the use of colonoscopy increasing more than use of other screening tests. The capacity for widespread national screening needs to be re-estimated given this change over time, since the 2002 estimates are now too outdated to be used to guide either national or state level screening programs. Additionally, a number of states who did not participate in these capacity assessments are requesting CDC assistance with state level assessments.

The task will be completed in three phases: Phase I) study start-up, Phase II) survey implementation and Phase III) analysis and report writing.

Description of Work:

General A.

A. Contractor Responsibilities:

Quarterly Progress Reports: The Contractor shall be required to submit to the Project Officer, the Contracting Officer, and the CDC Technical Monitors quarterly reports of performance under this Work Authorization. The purpose of these reports is to keep appropriate Government managers apprized of the current status of significant work activities under the Work Authorization. Of particular interest to the Government shall be the early identification of problem areas that might adversely affect performance, as well as the Contractor's plans to deal with such areas.

Quarterly Progress Reports shall include as appropriate:

- Accomplishments during the reporting quarter.

Problem areas and recommendations for solution of problems identified during the reporting period. Provide a brief and concise narrative of the nature and attempts by the Contractor to remedy the situation, and suggestions for resolving the problem.

Activities planned for the next quarter.

Special items of interest and activity.

Graphic and tabular presentation of direct labor hours by name, labor category/position, labor rate current, and cumulative expended funds, to include projection of funds to be expended next month.

Personnel activities (by name) and changes.

Other information or data deemed appropriate for inclusion in the quarterly report as requested by the Project Officer.

B.

Government Responsibilities -The CDC Technical Monitors will review drafts, provide comments, and meet with the Contractor/state project leader as needed to help resolve any questions or problems Specific Tasks/Responsibilities:

Phase I (Tasks 1-8):

Task 1:

Conference call to clarify scope of work

Within 10 days of the contract start date, the contractor shall schedule and conduct a conference call to clarify the scope of work included in this task order and to discuss the timeline proposed for the work.

Task 2:

In coordination with the Technical Monitor, obtain current sales and lease lists from endoscope companies and practice management company.

The contractor shall work with the Technical Monitor to obtain current sales and lease lists from the endoscope manufacturers to be used as a sampling frame. Current lists from the 3 endoscopic companies as well as a leading practice management company should be received by the contractor electronically within 3 months of the contract start date. The contractor shall provide the companies with guidance on how to transmit the lists to protect confidentiality.

Task 3:

Compile one master sampling frame with each customer listed only once.

The contractor shall clean, standardize, merge, and remove duplicates names/addresses from the manufacturers lists to create master sampling frame with each customer listed only once. This task shall be completed within 2 months of receiving the lists.

Task 4:

Provide technical support in revising survey instrument to be administered to a national sample of endoscope purchasers and lessees, and to a census of endoscope purchasers and lessees in select states, as determined by available funding (currently 6 states).

The contractor shall provide technical support in revising the survey instruments used in the first national capacity assessment and the state capacity assessments to create a single updated instrument to be used for both national and state estimates. Contractor shall work with the Technical Monitor in conducting a detailed review of original survey instrument to identify any missing data elements or data elements that require revisions or deletions. The contractor shall assemble by teleconference or email 3-4 CDC-identified experts to review and critique the survey instrument. The contractor shall prepare the revised survey instrument within 3 months of the contract start date.

Task 5:

Prepare survey materials

The contractor shall prepare, with CDC input, survey materials, including survey cover letters, reminder postcards, and a telephone script to be used for placing the initial call to potential survey respondents. These materials shall be completed, based on revisions from the original study materials, within 4 months of the contract start date.

Task 6:

Obtain CDC and contractor Human Subjects Institutional Review Boards (IRB) approvals. The Contractor shall prepare materials for submission to the Human Subjects Institutional Review Boards (IRB) of the Contractor and CDC. The Contractor will provide CDC with copies of their internal IRB approvals. The Contractor shall address Contractor/state IRB comments. The IRB protocol will follow CDC format and will address the following: (1) the study sample design for the national estimate; (2) the survey instrument; (3) the methods for survey administration and data collection, including procedures for quality control; (4) the potential elements for necessary survey administration (e.g. hiring and training telephone interviewers, designing interactive website for use in survey administration, determining mailing technique for use in mailed survey); (5) an estimate of the appropriate monetary incentive for survey respondents; (6) procedures for locating, contacting, and obtaining responses from 80% of all sampled participants; (7) follow-up procedures to assure the target response rate and the representativeness of the final sample; (8) procedures for documenting subject tracking and data collection activities; (9) procedures for describing those providers who refused participation in study; (10) procedures for protecting the confidentiality of the lists provided by manufacturers; (11) an estimate of the sample size taken for the national master list of providers; and (12) procedures to conduct a census of endoscopy providers at the state level in participating states.

Task 7:

Pilot test survey instrument

Within 6 weeks of IRB approval, the contractor shall conduct a pilot test with 9 subjects using the revised survey instrument. Based on the pilot test results, necessary changes will be made to the materials and/or protocol, and an IRB revision shall be submitted through the Technical Monitor to the CDC and contractor IRB approval process.

Task 8:

Obtain Office of Management and Budget (OMB) Approval

The Contractor shall prepare a package for submission to the Office of Management and Budget (OMB). The Technical Monitor will address OMB comments.

Phase II (Tasks 9-10) Task 9:

Prepare for data collection The contractor shall prepare for data collection. This task can begin while Task 8 is underway. This will include specifying a sampling plan for the national survey, specifying a survey administration plan for the state-level data collection to be done by taking a census, obtaining phone numbers for facilities (in order to make screening calls), identifying facilities as urban/rural based on RUCA codes, developing a survey tracking database, loading facility names and phone numbers into the tracking database, drawing a sample of 2,100 facilities, programming telephone script for screening calls, and making screening calls to determine eligibility and to obtain the names and addresses of respondents

Task 10:

Successfully conduct data collection

The contractor shall conduct data collection, including mailing 3000 surveys to eligible facilities with incentives of $40 per survey (or other amount approved by IRB/OMB), and shall conduct a follow-up by telephone with non-respondents. This task can not begin until Task 8 is completed. Data collection shall be completed within 24 months of the contract start date.

Phase III (Tasks 11-15) Task 11:

Data entry and cleaning

The Contractor shall complete data entry and error checking within 4 months of completing data collection.

Task 12:

Weight and analyze the data

The contractor shall weight and analyze the data within 6 months of completing data collection.

Task 13:

Preparation and delivery of data tapes

The Contractor shall prepare and transmit CDC SAS datasets, in hard copy and electronic form, of collected data along with documentation. These shall be delivered within 36 months of the contract start date.

Task 14:

Manuscript preparation

The contractor shall work with the Technical Monitor in preparing manuscripts of the final study results. This task shall be conducted within 36 months of the contract start date.

Task 15:

Report preparation

The contractor shall prepare and deliver final reports of the minimum, maximum, and actual numbers of endoscopic procedures performed; provider and practice characteristics; and use of other CRC screening tests by these providers; compare minimum, maximum, and actual numbers of endoscopic procedures performed to make final assessment of the national and state capacity to perform CRC screening and follow-up.

DELIVERABLES:

The Contractor shall provide to the Technical Monitor the following deliverables in the stated format and within the time frames specified below:

PHASE I Study start-up

PHASE II Survey implementation

and making screening calls to determine eligibility and to obtain the names and addresses of respondents

PHASE III Analysis and report writing

2) Documentation: provide 1 hard copy and 1 electronic copy to CDC.

Thirty-six months from date of contract

Thirty-six months from date of contract

PERIOD OF PERFORMANCE:

The period of performance for this task order shall be from the date of award of the task order and continue for 36 months.

SPECIAL CLEARANCES:

IRB/OMB Clearances This project will require IRB and OMB clearances.

The Contractor shall not use the project funds to engage in any form of research involving human subjects without express authorization from the CDC Project Officer and all necessary Institutional Review Boards, exemption-granting entities and/or other organizations whose approval may be required by the Code of Federal Regulations and other applicable state and federal regulations that may be in effect at the time of such proposed research.

Safeguarding of Information Obtained Through Endoscope Companies and Practice Management Company

Due to the nature of the data provided by the Endoscope companies and the Practice Management Company, the contractor shall ensure the information is kept in strict confidentiality and may not be released or used for any purpose other than that described in this task order.

Use of Data Collected Under This Task Order

No data collected or produced under this task order shall be published or released without prior written consent of the Contracting Officer.

Performance Based Matrix

Indicators Standards-

Criteria for Acceptance

100% of work products are technically correct with no correction required by the government.

Surveillance system will be primarily customer observations.

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Compliance

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

3. Accuracy

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance elauated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

4. Timeliness

100% of work products are completed, in ready state, on time as specified by CDC customer.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

100% of work products are technically correct with no correction required by the government

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance elauated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Compliance

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

3. Accuracy

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

4. Format

100% of work products are in appropriate correspondence format, or as specified by CDC customer.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance elauated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

The contractor shall produce Task Order Type Service Product:

Conduct Research and Demonstation Projects

1. Work Quality

100% of work products are technically correct with no correction required by the government

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Compliance

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

3. Accuracy

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

4. Format

100% of work products are in appropriate correspondence format, or as specified by customer.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

100% of work products are technically correct with no correction required by the government

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Compliance

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

3. Accuracy

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

4. Format

100% of work products are in appropriate CDC correspondence format, or as specified by CDC customer.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

See QASP for details.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Customer Satisfaction

3. Management of Key Personnel

1. 100% of the time the contractor demonstrates attention to cost control, without sacrificing work quality.

2. 100% of the time the contractor staffing demonstrates reasonable and cooperative behavior, a commitment to customer satisfaction, and a concern for the interest of the customer.

3. 100% of the time, the contractor provided technical experts that were highly qualified and effective in performing the required services; the appropriate number of personnel were assigned to the project; and the delivered products reflected the skill and standardization required by the customer.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Work Quality

1. 100% of Task Order proposals are submitted on time.

2.100% of Task Order proposals are technically complete as required by the government.

Surveillance system will be primarily customer observations.

Major Errors will result in not winning individual Task Orders.

2. Customer Satisfaction

1. 100% of Task Order proposals are submitted on time.

2. 100% of the time the contractor staffing demonstrates reasonable and cooperative behavior, a commitment to customer satisfaction, and a concern for the interest of the customer.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance elauated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

2. Work Quality

1. 100% of Monthly Status reports are submitted on time.

2. 100% of Monthly Status reports are technically complete as required by the government.

Surveillance system will be primarily customer observations.

Payment of contract fee for satisfactory service.

Contractor performance evaluated using the National Institutes of Health (NIH) contractor performance Report. The evaluation will be considered when future contract selections are made.

EVALUATION CRITERIA:

This task order shall be awarded to the offeror whose proposal is considered to be the most advantageous to the Government, price and other factors (identified below) considered. Technical Factors will be more important than cost in this evaluation. The Government will not make an award at a significantly higher overall cost to the Government to achieve only slightly superior performance.

Technical Evaluation

Technical evaluations for this RFTP are as follows:

Criteria

Value of Criteria

A. Staffing and Management _ 20____

B. Technical Approach _ _35 ____

C. Similar or previous experience ___45_____ A.

Staffing and Management:

Contractors are to provide (1) a staffing plan that demonstrates an understanding of the labor requirements for this task order; and (2) a management plan that describes the approach for managing the work, to include subcontract management if applicable. Contractors should specify the Project Leader and Task Manager by name and indicate their degrees, areas of expertise and relevant experience. Contractors are to provide information reflecting experience of assigned staff that is appropriate to the complexity, size and subject matter of the proposed work.

If the contractor plans to staff the Project Leader or Task Manager positions with new hires, letters of intent from new employees should be included. In addition, contractors are encouraged to retain outside consultants with special expertise relevant to this task order. If the contractor plans to exercise this option, letters of intent from outside investigators should also be included. The CVs of all key personnel who will be affiliated with this task order should be provided in the appendices. The proposal should also describe the project's organization including an organizational chart of staff assigned to the project. In addition, the proposal should also describe relationships and partnerships with other organizations which are relevant to this task.

This criterion will be evaluated according to the soundness, practicality, and feasibility of the offeror’s staffing and management plans for this task order.

B.

Technical Approach Contractors are expected to demonstrate an understanding of the study goals and steps necessary to carry out the study. Contractors are to provide a discussion of their technical approach for providing the services required for this task order including, but not limited to the development of survey materials, preparation of IRB/OMB packages, execution of survey and analysis and publication of data. The contractor’s proposal should specify how all tasks in the Description of Work will be accomplished. The contractor is to provide a detailed time line for the accomplishment of tasks.

This criterion will be evaluated according to the soundness, practicality, and feasibility of the contractor’s technical approach for providing the services required for this task order.

C.

Similar or Previous Experience:

The contractor should provide information reflecting recent (within the past 3 years) experience that is similar in complexity and size to the proposed project.

Cost Evaluation:

A cost analysis of the business cost proposal shall be conducted to determine the reasonableness of the proposal.

INSTRUCTIONS TO CONTRACTORS

As a contract holder of CDC/NCCD Multiple Award Contracts, this is considered your fair opportunity for consideration of the RFTP in accordance with FAR 16.505(b)(1) and Section B of the basic contract.

The following pre-award Federal Acquisition Regulation (FAR) provisions apply to this request for task order proposal, and are hereby incorporated by reference:

Number Date

Title

52.215-1

JAN 2004

Instructions to Offerors--Competitive Acquisition

Your response must be submitted in two parts: a Technical, and a Business proposal. Each part shall be separate and complete in itself so evaluation of one may be accomplished independently of the other.

Required Statements: Your proposal should indicate that the proposal is predicated on the terms and conditions of the NCCD contract ______________; is valid for a period of 60 days; and a brief statement indicating current or future commitments during the proposed performance period and what impact the commitments might have on performance if awarded. Proposals are not to include any additional information regarding past performance, letters of reference, or corporate capability. This information was submitted previously when the contracts were awarded. The proposal is to reference only the proposed work and budget for the referenced RFTP. Proposals containing information that is not specific to the proposed task will not be evaluated.

Each proposal shall be submitted via electronic mail (e-mail) by midnight EST/EDT of the day specified for receipt. Proposals shall be sent via MS Word (version 9.0 or lower), and business proposals shall be submitted using MS Excel software (version 7.0 or lower). In order to insure all pages of your proposal are included in the evaluation we request that you put a footer in your proposal that includes your company name; RFTP number, your contract number, and Page # of # Pages.

In the event there are electronic transmission problems, the following steps shall be taken:

· CDC receives the electronic file timely, but cannot access it. Contractor will be contacted and may fax in the portions that cannot be accessed.

· Contractor sends electronic file, but receives error message indicating e-mail problems at CDC. Fax in a cover sheet indicating transmission difficulties, and PGO will contact the Contractor to arrange an alternate method of submission.

· Contractors are requested not to fax entire proposals to PGO. Facsimile submission should only be used after contacting the Contract Specialist.

All proposals shall be e-mailed to the following address:

Awardees are not required to submit a proposal in response to this request for task proposal. The Government shall not pay any cost for the preparation and submission of proposals submitted in response to this RFTP. All communications concerning this project prior to the award of a task order under this RFTP shall be with the Contracting Officer or the Project Officer. Communications with unauthorized individuals concerning a specific RFTP prior to award may jeopardize your eligibility for award.

TECHNICAL MONITOR:

To Be Decided

PROJECT OFFICER:

Christine Dauer

Public Health Advisor

Division of Cancer Prevention and Control (DCPC)

National Center for Chronic Disease Prevention and Health Promotion

4770 Buford Highway NE, MS K-52

Atlanta, Georgia 30341-3724

Telephone: 770 488-3056