RFP AHRQ-21-10001 Amendment 2 10.28.20.pdf

RFP AHRQ-21-10001 Amendment 2

Note: The only pages pertaining to this amendment (Amendment 2) are located in Section K.2 on pages 49-55.

Request for Proposal v. FAC 2020-07 Aug 2020 AHRQ-21-10001 Amendment 2 SRC to Support the USPSTF Page 1 of 80

Request for Proposal No. AHRQ-21-10001

PART I - THE SCHEDULE

SECTION A - SOLICITATION FORM

Date Issued: October 28, 2020 Date Questions Due: October 8, 2020 Please Note: All questions and inquires will be processed on a non-attribution basis.

Date Notice of Intent Due: October 26, 2020 Date Proposals Due: November 2, 2020 at 12:00 PM, EST

You are invited to submit a proposal to the Agency for Healthcare Research and Quality (AHRQ) for Request for Proposal (RFP) No. AHRQ-21-10001 entitled “Scientific Resource Center to Support the USPSTF”. Your proposal must be developed and submitted in accordance with the requirements and instructions of this RFP.

Please note: Conflict of Interest:

• An organizational conflict of interest has been identified for this solicitation. See section L herein for additional information.

Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. See FAR 52.232-18, herein.

Solicitation Information: Please review the table of contents and refer to the appropriate section of this RFP for requirements, proposal instructions and evaluation information. The Government intends to award this contract without negotiations, so it is imperative that all questions are addressed during the solicitation phase, and that all proposals submitted include the required information and accept the terms and conditions as stated. Failure to comply with proposal instructions or submit required information may result in the removal of a proposal from consideration for award. Please review Section L carefully.

Proposal Intent: If you intend to submit a proposal in response to this solicitation, please inform the Contracting Officer of your intent by sending an email to Sarah Chace, Contract Specialist at sarah.chace@ahrq.hhs.gov no later than October 26, 2020. Subject line shall read: Proposal Intent RFP No. AHRQ-21-10001.

Questions: All Questions regarding this solicitation shall be received in this office no later than the date shown above. All questions shall be submitted electronically by e-mail to Sarah Chace, mailto:sarah.chace@ahrq.hhs.gov

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Contract Specialist, at the following email address: sarah.chace@ahrq.hhs.gov. Subject line shall read: Proposal Questions RFP No. AHRQ-21-10001. Answers to questions and all solicitation amendments will be posted to the Contract Opportunities web page: beta.SAM.gov. It is your responsibility to monitor the web site.

Additional Information:

a. A cost plus fixed fee contract is contemplated for a period of one year, with four one-year options.

b. The Government anticipates awarding one contract from this solicitation on or about July 1, 2021.

c. Proposals submitted in response to this solicitation must state that they are valid for a period of at least 210 days (reference FAR clause 52.215-1 in Section L of this document.)

d. The NAICS code for this requirement is 541990 with a size standard of $16.5M.

Proposal Submission:

To submit a proposal, offerors are required to use the AHRQ Proposal System. Mailed proposal and E-mailed proposals will not be accepted.

In order to access the AHRQ Proposal System offerors must be registered in the system before the proposal due date. To ensure your organization is registered in the system, please send the following information to Sarah.Chace@ahrq.hhs.gov no later than 12:00 PM October 21, 2020:

Official Company name:

DUNS Number:

Point of Contact name, email, phone number

Failure to respond timely and provide the requested information could result in an inability to submit a proposal.

Before the proposal due date, instructions on how to upload proposals to the AHRQ Proposal System will be emailed to your organization’s point of contact.

NOTE: For the Business Proposal submission, the offeror must submit two versions. This includes a Word or PDF version AND an Excel document version.

The proposal shall be signed by an authorized official to bind your organization. Signatures can be electronic if necessary.

System for Award Management: In accordance with Federal Acquisition Regulation, all contractors must be registered in the System for Award Management (SAM) database in order to conduct business with the government [See Section I - FAR clause 52.204-7 System for Award Management].Access the System for Award Management (SAM) at https://www.sam.gov/SAM/.

Reminder: The Procurement Integrity Act prohibits the unauthorized disclosure of, inquiry about, https://www.sam.gov/SAM/

SRC to Support the USPSTF Page 3 of 80 or acceptance of procurement information. Communications with any other individual outside the AHRQ contracting office may result in rejection of an offeror’s proposal. All requests for any information concerning this RFP should be referred to Sarah Chace, (301) 427-1010 or e-mail:

sarah.chace@ahrq.hhs.gov. Please note e-mail requests should state subject as RFP AHRQ-21- 10001.

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Table of Contents

PART I - THE SCHEDULE

SECTION A - SOLICITATION FORM

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

PART II – CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

PART III- LIST OF DOCUMENTS, EXHIBITS AND ATTACHMENTS

SECTION J – SOLICITATION LIST OF ATTACHMENTS

PART IV– REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

SECTION M- EVALUATION FACTORS FOR AWARD

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SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

“Scientific Resource Center to Support the USPSTF”. See Section C for a complete description.

B.2 ESTIMATED COST AND FIXED FEE

a. The Estimated Cost (exclusive of fees) for performance of the work under the base period of this contract, including direct and indirect costs is $ To Be Determined (TBD).

b. The Fixed Fee for the base period of this contract is $TBD. The fixed fee shall be paid in installments based on the percentage of completion of work, as determined by the Contracting Officer. Payment shall be subject to the withholding provisions of the Clause ALLOWABLE COST AND PAYMENT and FIXED FEE incorporated herein.

c. The total contract value, represented by the sum of the estimated cost plus the fixed fee for the base period is $TBD.

Period of Performance

Services Estimated Cost

Fixed Fee Total

Base Period Severable $ $ $

B.3 OPTION COSTS

If the Government exercises its option(s) pursuant to the option article in Section H of this contract, the Government’s total contract amount represented by the sum of the estimated cost and fixed fee will be revised as follows:

Period of Performance

Services Estimated Cost Fixed Fee Total

Option Period 1 Severable $ $ $

Option Period 2 Severable $ $ $ Option Period 3 Severable $ $ $ Option Period 4 Severable $ $ $

The base period and each option are separate and distinct from one another for accumulation of costs and billing purposes.

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B.4 PROVISIONS APPLICABLE TO DIRECT COSTS

a. Items Unallowable Unless Otherwise Provided

Notwithstanding the clauses, ALLOWABLE COST AND PAYMENT, and FIXED FEE, incorporated into this contract, Unless authorized in writing by the Contracting Officer, the costs of the following items or activities shall be unallowable as direct costs:

(1) Acquisition, by purchase or lease, of any interest in real property;

(2) Rearrangement or alteration of facilities;

(3) Purchase or lease of any item of general purpose-office furniture or office equipment regardless of dollar value. (General purpose equipment is defined as any items of personal property which are usable for purposes other than research, such as office equipment and furnishings, pocket calculators, etc.);

(4) Accountable Government property;

(5 4) Travel to attend general scientific meetings;

(6 5) Foreign Travel;

(7 6) Any costs incurred prior to the contract's effective date;

(8 7) Rental of meeting rooms not otherwise expressly paid for by the contract;

(9 8) Any subcontract agreement (including consultants) not otherwise expressly provided for in the contract;

(10 9) Information Technology hardware or software; and

(11 10) Food and Beverages;

Note: Food and Beverages are unallowable costs. Contracting Officer Authorization for Food and Beverages will be only made as specifically authorized by statute, which is extremely rare. The contractor shall not provide food or beverages of any type. The contractor shall not accept food or beverages, even if included in, or provided ‘free’ as part of a meeting/conference ‘package’.

b. Travel Costs

This contract is subject to the provisions of Public Law (P.L.) 99-234 which amends the

Office of Federal Procurement Policy Act to provide that contractor costs for travel, including lodging, other subsistence, and incidental expenses, shall be allowable only to the extent that they do not exceed the amount allowed for Federal employees. The

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Contractor, therefore, shall invoice and be reimbursed for all travel costs in accordance with Federal Acquisition Regulations (FAR) 31.205-46.

The following applies to Educational Institutions: The Contractor shall invoice and be reimbursed for all travel costs in accordance with OMB Circular A-21 - "Cost Principles for Educational Institutions."

No funding or expenditures will be authorized under this contract for travel or meeting expenses of any person that is not an employee of the contractor or approved subcontractor in accordance with the terms of the contract. See 31 USC § 1345 for appropriations restrictions.

B.5 CONTRACTING OFFICER AUTHORIZATION

Other provisions of this contract notwithstanding, approval of the following items within the limits set forth is hereby granted without further authorization from the Contracting Officer.

To Be Determined

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SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

Statement of Work

Background/References

The U.S. Preventive Services Task Force (USPSTF or Task Force) is an independent body of national experts in prevention and evidence-based medicine. Since its inception over 30 years ago, the Task Force has worked to improve the health of all Americans by making evidence-based recommendations about clinical preventive services and health promotion. These recommendations include screening tests, counseling about healthful behaviors, and preventive medications.

Clinical preventive services can have tremendous value in improving the health of the Nation.

When provided appropriately, they can identify diseases at earlier stages when they are more treatable or reduce a person’s risk for developing a disease altogether. However, some clinical preventive services can fail to provide the expected benefit or can even cause harm. To make informed decisions, health care professionals, patients, and families need access to trustworthy, objective scientific information about the benefits and harms of clinical preventive services.

Task Force recommendations focus on interventions to prevent or decrease the severity of disease, and they apply only to people without signs or symptoms of the disease or health condition under consideration. USPSTF recommendations address services offered in the primary care setting or services to which patients can be referred by primary care professionals.

The Task Force makes recommendations to help primary care clinicians, patients, and families decide together whether a particular preventive service is right for an individual’s needs.

Since 1998, the Agency for Healthcare Research and Quality has been authorized by Congress to convene the Task Force and to provide ongoing scientific, administrative, and dissemination support.

The Task Force makes recommendations based on a rigorous review of existing peer-reviewed evidence. It does not conduct research studies, but rather reviews and assesses published research. The USPSTF follows a multistep process when developing each of its recommendations. For a detailed explanation of the USPSTF's methods, go to the USPSTF Procedure Manual at:

http://www.uspreventiveservicestaskforce.org/Page/Name/methods-and-processes

The Task Force focuses on making its work as transparent as possible so that stakeholders and the public better understand and have more confidence in the approach of the Task Force. This also ensures that its work is open, credible, independent, and unbiased, and is recognized as such. By expanding opportunities for the public and stakeholders to engage in the process, the Task Force believes that its recommendations are more accurate and relevant.

As a result of these efforts, stakeholders and the public can:

• Nominate new members to serve on the Task Force

• Nominate new topics for Task Force consideration or request an update of an existing topic

• Provide comments on all draft research plans

• Provide comments on all draft evidence reports http://www.uspreventiveservicestaskforce.org/Page/Name/methods-and-processes

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• Provide comments on all draft recommendation statements The overall purpose of this contract is to establish a Scientific Resource Center (SRC) to support the USPSTF in its work to make evidence-based recommendations on clinical preventive services.

A. Overview/Objectives

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the requirements below.

The contractor shall: establish a Scientific Resource Center to support and coordinate some of the governing functions of the USPSTF and many activities associated with all USPSTF topics including:

1. Administration

2. Conflict of Interest Policy

3. Horizon Scanning

4. Topic Nomination & Topic Development

5. Methods

6. Liability Insurance

B. Specific Requirements/Tasks

For the base and each option period (if exercised), the contractor shall complete the following tasks.

Task 1: Administration

Subtask 1.1: Kick-Off Call

Within a week of the award, the Contractor shall meet with the Contracting Officer’s Representative (COR) and other relevant AHRQ personnel to review and clarify the scope of work and delivery schedule, to delineate further roles and responsibilities, and to establish communication protocols. This meeting may take place by teleconference. The contactor shall provide meeting notes no later than one week after the Kick-Off call.

Subtask 1.2: Monthly Progress Reports

The Contractor shall submit a monthly progress report in electronic format to the COR within ten (10) days after the end of the month being reported.

The report shall state in concise form:

What was accomplished for each assigned task during the reporting report Preliminary or interim results and conclusions that the contractor believes shall be of assistance to AHRQ Problems or delays the Contractor has experienced in the conduct of performance requirements including what specific action is proposed to alleviate the problem(s)

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

Subtask 1.3 Progress Calls

The Contractor shall conduct bi-weekly phone calls with the COR and relevant AHRQ staff after the submission of the monthly report to discuss outstanding issues. These calls may be cancelled at the discretion of the COR if deemed unnecessary at any stage of the project.

The contractor shall provide a meeting agenda no later than three days prior to the call and a call summary no later than one week after the call.

Task 2: Conflict of Interest Policy

Subtask 2.1 Implement Conflict of Interest Policy

The public must have confidence in the integrity of the process by which the Task Force makes recommendations. The reputations of the Task Force (TF) members as highly regarded researchers, clinicians, and academicians contribute to this objective and must be protected if the Task Force recommendation statements are to be accepted and implemented. It is also essential that Task Force deliberations benefit from members' vigorous exchange of perspectives that are derived from and shaped by the member's research and/or practice experiences.

The USPSTF conflict of interest (COI) policy is available in the USPSTF Procedure Manual (https://www.uspreventiveservicestaskforce.org/uspstf/procedure-manual)The USPSTF requires each member to disclose all information regarding any possible financial and non-financial COIs prior to joining the USPSTF as a member and certify the disclosures once confirmed as a new member. Members are also required to disclose COIs prior to the 3 meetings a year (Spring, Summer and Winter) for all topics under development and for those that will be discussed at each meeting. Previous disclosures for continuing topics must also be updated to reflect changes in a member’s situation since the form was last completed.

The contractor shall implement the USPSTF COI policy which includes:

• The contractor shall maintain and update the COI policy template for publicly reporting conflicts of interest (USPSTF members’ disclosures and mitigation activities).

Developing a secure and confidential online tool to collect the COIs. The minimum tool functionality includes being an easy– to-use, cloud-based integrated feedback platform that can create, distribute, and report on surveys.

The platform should also allow documents to be continuously edited. The platform will need to allow personalized links with passwords.

• Using the online tool to collect COI information from TF members only. The COI template shall be developed by AHRQ staff. The contractor summarizes the COI data and provides it to AHRQ staff to use to determine conflicts of interest. f COI https://www.uspreventiveservicestaskforce.org/uspstf/procedure-manual

SRC to Support the USPSTF Page 11 of 80 data collected includes financial interests (e.g., stocks, equity positions, consulting agreements, employment arrangements, research grants/contracts, and travel reimbursement and honorariums sponsored by industry, advocacy or professional organizations) and non-financial interests (e.g., public comments and testimony, leadership role on a panel, substantial career efforts/interests, previously published opinions, and advocacy or policy position).The potential conflicts disclosed by USPSTF members will be summarized and presented in an excel spreadsheet and individual word documents for AHRQ based on the specific timeline set for each deployment (approximately 3 months before each task force meeting).

• Updating the online tool with pertinent conflicts of disclosures and related materials before each TF meeting for all TF members, before the start of new topics for TF members continuing to serve on the USPSTF the following year, and before the appointment of new TF members. The related materials include drafting a timeline for the COI preparation and deployment, emails to the USPSTF Members, reminder emails, updating the topic list before each meeting.

On a bi-weekly progress call with AHRQ staff, reviewing the draft timeline submitted by AHRQ, and updated related materials before the deployment of the disclosures forms to Task Force Members.

Distributing the secure online disclosure links to USPSTF members and sending out reminders for those disclosure links before each of the 3 Task Force meetings.

Reporting progress as part of the monthly progress reports to AHRQ. This shall include a discussion of the challenges and successes of implementing the COI policy.

Task 3: Horizon Scanning

Subtask 3.1: Horizon Scanning

The Task Force has developed a process for conducting a literature watch (“LitWatch”), consisting of a timely search of selected journals for new evidence that could influence either USPSTF topics currently under review or the timing of an update of a USPSTF topic. The USPSTF LitWatch is described in the USPSTF Procedure Manual.

The Contractor shall conduct a LitWatch at least 6 times a year and report the results (see horizon scanning template) by email to the USPSTF Scientific Director, the USPSTF Topic Prioritization Workgroup, USPSTF members, EPC staff, AHRQ Medical Officers, and other related staff. The contractor shall upload the LitWatch report on to the USPSTF Extranet and send out the link to the distribution list. The Contractor shall report the progress of this work as part of its monthly progress reports to AHRQ. This shall include a discussion of the challenges and successes of horizon scanning.

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Task 4: Topic Nominations & Topic Development

Subtask 4.1: Implement Topic Nominations and Topic Development

The contractor shall manage the receipt, initial assessment, processing, and tracking of topic nominations and reconsiderations received via the USPSTF Web site (www.uspreventiveservicestaskforce.org). Depending on the volume, the contractor shall conduct an initial assessment of nominations and reconsiderations on a monthly or bimonthly basis. The initial assessment shall include documenting how new nominations fit within the scope of the USPSTF and how they may be related to previous USPSTF recommendations. The final disposition is discussed one month before the TF meeting.

The contractor shall follow the processes for topic nominations as described in the USPSTF Procedure Manual in order to assist the Topic Prioritization Workgroup (TPWG), a subset of USPSTF members, in determining the final disposition of nominated topics. The contractor shall contact the nominating organization for further specification if needed. The contractor shall prepare an initial contextual assessment document for all nominations for consideration by the topic prioritization workgroup. The initial contextual assessment document shall at a minimum include the following information: Topic Name, Date received, Nominator Affiliation, Nomination Type, USPSTF SRC Draft Scope & Relevance Evaluation, Notes from Nomination and Other Considerations and Topic Workgroup Final Evaluation and Disposition. The contractor shall conduct an After the initial assignment assessment of the nominations for by the topic prioritization workgroup. s, t The contractor shall produce a Topic Nomination Background documents for some topics tentatively determined assigned as “in scope of less relevance”, “in scope potential new topics”, or and some “in scope already addressed.” The Contractor shall implement the processes associated with topic nomination, and development.

The Contractor shall report the progress of this work as part of its monthly progress reports to the COR. This shall include a discussion of the challenges and successes of topic nominations, prioritization and development.

The contractor shall use the USPSTF content management system to document and track the full library of USPSTF topics focusing on the status of newly nominated topics, the prioritization of active topics, and the timing of updates.

Subtask 4.2: Implement Topic Prioritization

Once a newly nominated topic has been selected, it is prioritized by the Task Force.

Because the Task Force has as its goal to update all topics every 5 years, each year it reviews all active topics (on average 45 topics) that will need to be updated. In general, new topics and reconsiderations will be prioritized during this yearly prioritization process by the Task Force. The Task Force first decides if an active topic will stay active or if it should be inactivated or referred to another organization.

The contractor shall follow the processes described in the USPSTF Procedure Manual for assisting the TPWG in prioritizing the active queue of topics. The contractor shall develop Topic Briefs for all topics eligible for updating (topics published 2-3 years http://www.uspreventiveservicestaskforce.org/

SRC to Support the USPSTF Page 13 of 80 earlier). The Topic Briefs shall provide the necessary background information (based on criteria for topic selection and prioritization, as described in the USPSTF Procedure Manual) for the TPWG and USPSTF to review, discuss, and vote on a final disposition for active topics and to assist with prioritizing all active topics.

Subtask 4.3: Participate in Monthly Workgroup and Preparation Calls

The TPWG meets monthly and the contractor shall participate in 12 calls throughout the year and 12 preparation calls. The contractor shall participate in a preparation call one week before the TPWG call with AHRQ staff. The contractor shall prepare materials for the preparation calls and monthly calls and send materials and upload the topic nomination background documents/briefs on the USPSTF Extranet no later than 1 week before the calls. The contractor shall provide notes from the preparation call and the TPWG monthly calls no later than 1 week after the calls.

Subtask 4.4: Preparation of Materials for Task Force Meeting

The contractor shall prepare materials for the Task Force meeting preparation calls and for each in-person USPSTF meeting (Spring, Summer and Winter). The contractor shall prepare Topic Nomination documents and participate in a conference call with the TPWG at least one month prior to each Task Force meeting to determine final disposition and recommendation for all nominated topics. Materials shall be submitted one week before the calls. This information will be presented to the full Task Force for a vote at each in-person meeting (Spring, Summer and Winter). The contractor shall provide notes from the preparation calls no later than 1 week after the calls.

Subtask 4.5: Soliciting Topic Prioritization Feedback Process

The contractor shall participate in topic prioritization solicitation feedback, which includes:

1. Updating and implementing the USPSTF’s process for soliciting feedback on the annual priority rating of all topics in its active queue. The goal of this process is to have a prioritized list of 12-20 topics each year whose review will begin over the next 12-18 months.

2. Facilitating involvement of USPSTF members, partners and other identified stakeholders in the process, which includes:

• Developing and distributing a paper-based and online tool to collect the feedback from the different stakeholders. Minimum tool functionality includes being an easy– to-use, cloud-based integrated feedback platform that can create, distribute, and report on feedback. The platform should also allow documents to be continuously edited.

• Emailing and sending reminders to Task Force members, partners and other identified stakeholders.

3. Providing two documents for AHRQ staff: detailed topic nomination feedback results presented in Microsoft excel spreadsheets and individual Word documents and Word and a high-level summary memo.

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• Before the Spring USPSTF meeting the contractor shall develop presentation materials for the topic prioritization vote. The materials shall be provided no later than 3 weeks before the Spring USPSTF meeting.

Task 5: Support and Development of Methods to Advance the Work of the USPSTF

Subtask 5.1: Conduct Methods Research Projects

The Contractor shall conduct 1 – 3 methods research projects each year to advance the work of the USPSTF; the number will depend on the size (small, medium, large) of methods research projects prioritized by AHRQ with input from the USPSTF Methods Workgroup.

Small-sized methods research projects typically involve an expert providing scientific support and feedback to the USPSTF on a specific issue of concern. This would likely be in conjunction with one of the USPSTF methods work groups and would require up to 3 conference calls with TF members and AHRQ; the small methods research project would likely span 3-6 months. An example of a small methods research project is a summary of a previously published report on evaluating studies of diagnostic accuracy;

this would include calls with TF members to draft language to be incorporated into the USPSTF procedure manual.

Medium-sized methods research projects typically involve a small team (an investigator and a research associate) to provide support to a USPSTF work group in a targeted area. The work conducted by the contractor would likely include activities such as a (non-systematic) literature review, audit of current processes, and/or development of a conceptual framework. The contractor would likely need to take part in 3-6 conference calls with TF members and AHRQ; a medium methods research projects would likely span 6-8 months. The methods research project deliverable would be a brief report or update to the Procedure Manual. An example of a recent medium-sized methods research project is an update to other methods projects such as how the USPSTF will consider subpopulations in the development of its analytic frameworks for specific topics.

Large-sized methods research projects typically are the most intense in terms of staffing and development of new or more extensive methods guidance. A typical team would include two investigators along with a research associate who are devoting a fairly substantial effort to the project with the intention of authoring a methods manuscript in conjunction with a USPSTF work group or a more extended final report. The contractor would likely need to take part in 5-8 conference calls with TF members and AHRQ; a large methods research project would likely span 8-12 months. An example of a recent large methods research project is the development of criteria and procedures for when and how the USPSTF will use decision analysis in making its recommendations which resulted in the preparation of a manuscript for publication in a peer-reviewed journal.

The contractor shall participate in monthly calls with AHRQ staff to discuss methods research projects.

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Subtask 5.2: Participate in Methods Workgroup Calls

The contractor shall attend conference calls with the USPSTF Methods Workgroup, a subset of USPSTF members, to discuss specific methods research projects and prioritization of methods research projects. The contractor shall present draft results from prioritized methods project. The Methods Workgroup meets monthly; the contractor should anticipate 6 calls throughout the year (these are in addition to the calls required in Subtask 5.1 for methods research projects). The contractor shall provide notes from the calls no later than one week after the calls.

Subtask 5.3: Present Research Findings

The contractor shall present research findings and/or proposed updates to the methods workgroup or to the full Task Force at its in-person meetings and scientific meetings.

Task 6: Assist the U.S. Preventive Services Task Force in Purchasing Liability

Insurance

Subtask 6.1: The Offeror shall secure the services of an insurance agent to work with

USPSTF members to review the existing liability insurance policy.

Subtask 6.2: The Offeror shall ensure that the policy meets the current requirements of

USPSTF members. While AHRQ staff will review the policy, the USPSTF members will approve the final policy.

Subtask 6.3: The Offeror shall arrange for the Task Force to renew/purchase a one-year policy based on the final approved policy. The Offeror shall monitor the policy and arrange coverage for new members who join the Task Force.

Subtask 6.4: The Offeror shall respond to any correspondence from the insurance company or Task Force members related to the policy.

Subtask 6.5: The Offeror shall distribute and collect reimbursement forms and process reimbursement payments for up to 16 members for the cost of the policy.

Subtask 6.6: The Offeror shall send a copy of the policy and receipt of purchase of liability insurance policy to all current members of the USPSTF.

Subtask 6.7: The Offeror shall provide updates to the COR on the bi-weekly update calls and provide an update in the monthly electronic progress reports to the COR until the policy has been purchased and all Task Force members have been reimbursed.

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SECTION D - PACKAGING AND MARKING

All deliverables required under this contract shall be packaged, marked and shipped in accordance with Government specifications. At a minimum, all deliverables shall be marked with the Contract Number, Contractor Name and Item Number. The Contractor shall guarantee that all required materials shall be delivered in immediate usable and acceptable condition. Note as appropriate on the face page of each deliverable, or on the binding, (1) one volume only, or (2) volume 1 of 2, etc.

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SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

a. The Contracting Officer or the duly authorized representative will perform inspection and acceptance of materials and services to be provided.

b. For the purpose of this SECTION the Contracting Officer’s Representative is the authorized technical representative of the Contracting Officer.

c. Inspection and acceptance will be performed at:

Agency for Healthcare Research and Quality 5600 Fishers Lane Rockville, Maryland 20857

E.2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clause by reference, with the same force and effect as if it were given in full text.

FAR Clause No. Title and Date

52.246-5 Inspection of Services-Cost

Reimbursement (April 1984)

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SECTION F - DELIVERIES or PERFORMANCE

F.1 PERIOD OF PERFORMANCE

a. The base period of performance of this contract shall be from July 1, 2021 through June 30, 2022.

b. If the Government exercises any Options pursuant to the OPTION PROVISION Article in Section H of this contract, the period of performance will be revised as follows:

Option Year Option Period Option Period 1 July 1, 2022 – June 30, 2023 Option Period 2 July 1, 2023 – June 30, 2024 Option Period 3 July 1, 2024 – June 30, 2025 Option Period 4 July 1, 2025 – June 30, 2026

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F.2 DELIVERABLE SCHEDULE

The items specified for delivery below are subject to the review and approval of the Contracting Officer’s Representative (COR) before final acceptance. The contractor shall be required to make revisions deemed necessary by the COR. The deliverable schedule may only be changed by a contract modification signed by an AHRQ Contracting Officer. Days mean calendar days.

Unless otherwise noted under a specific task, this Deliverables Schedule applies to the base period and all options (if exercised).

The contractor shall submit the following items electronically to the COR:

Anticipated Date of Award: July 1, 2020

Task Format Deliverables Due Date Deliverable’s

Intended Audience/Recipient

Applicable 508 Requirements

Administration Subtask

1.1 Electronic Kick off call Meeting Notes No later than one week after the call COR, Project Staff NA

Subtask

1.2 Electronic Progress Report Monthly, within 10 days

after end of each month COR, Project Staff NA

Subtask

1.3 Electronic Progress Calls Agenda and

Summary

Agenda No later than three days prior to the call

Call summary no later than one week after the call

COR, Project Staff

NA

Conflict of Interest Subtask

2.1 Electronic Develop the COI collection

tool No later than two months after award

COR, Project Staff NA

Subtask

2.1 Electronic

Email confirmation - Bi-weekly progress call to review the process, timeline

No later than one week prior to the call

COR, Project Staff NA

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Task Format Deliverables Due Date Deliverable’s Intended Audience/Recipient

Applicable 508 Requirements and update information before the deployment of the disclosures.

TF Meetings - No later than eight weeks prior to the Winter, Spring and Summer Task Force in-person meetings.

New topics - No later than eight weeks prior to the member assignments

New TF Members – No later than four weeks prior to the end of the year

Subtask

2.1 Electronic

Deployment of Disclosures Forms for each Task Force member

No later than six weeks prior to the Winter, Spring and Summer Task Force in-person meetings.

New topics - No later than six weeks prior to the members assignments

New TF Members – No later than three weeks prior to the end of the year

COR, Project Staff

NA

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Audience/Recipient

Applicable 508 Requirements

Subtask

2.1 Electronic

Aggregated summary of Task Force members’ potential conflicts from disclosure forms

No later than three weeks prior to Winter, Spring and Summer Task Force i-person meetings

New topics - No later than three weeks prior to the member assignments

New TF Members – No later than one week prior to appointments

COR, Project Staff

NA

Horizon Scanning

Subtask

3.1 Electronic LItWatch documents

Every two months ongoing process. The first LitWatch results no later than two months after award.

COR, Project Staff

NA

Topic Nomination & Topic Development

Subtask

4.1 Electronic

Topic Nomination Background Documents, Topic Prioritization Briefs;

documents to help with final disposition and nominated topics

Monthly ongoing process COR, Project Staff

NA

Subtask 4.1

Electronic

Email confirmation for call to discuss final dispositions and recommendations for all nominated topics and assist prioritizing topics

No later than one week

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Audience/Recipient

Applicable 508 Requirements

No later than one month prior to each of the in-person TF Meetings

Subtask

4.2 Electronic

Develop online and paper based feedback tool for topic prioritization ranking

No later than three months after award

Subtask 4.2

Electronic

Email Confirmation - Participate in bi-weekly progress call with AHRQ staff review the process, timeline and updated information before the deployment

No later than one month prior to the deployment of the topic prioritization ranking

No later than one week prior to the call

COR, Project Staff

NA

Subtask 4.2

*Electronic (508 compliant)

Deployment of the topic prioritization ranking feedback (508 word document version for accessible for public)

No later than the first week of December

COR, Project Staff, Public

•302 Functional Performance Criteria

•602 Support Documentation

•603 Support Services

•All WCAG A & AA Success Criteria

4.2 Electronic

Completed topic prioritization ranking

No later than three weeks before the February TPWG call

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Audience/Recipient

Applicable 508 Requirements feedback Summary and Results

Subtask

4.2 Electronic Present Feedback to topic

prioritization workgroup No later than the February TPWG

COR, Project Staff NA

Subtask 4.3

Electronic

Prepare materials and participate in the preparation call before the monthly TPWG call with AHRQ and TF leads (up to12 calls)

Prepare materials and participate in call every month to support the TPWG Workgroup (up to 12 calls)

No later than one week before the call

COR, Project Staff

NA

Subtask

4.3 Electronic

Provide meeting notes from the preparation call and the monthly TPWG call

No later than one week after the call

COR, Project Staff NA

Subtask 4.4.

Electronic

Provide Materials for TPWG call before each Task Force Meeting and preparation meeting

No later than one month prior to each Task Force meeting (Spring, Summer, Winter)

COR, Project Staff

NA

Methods

Subtask 5.1

Electronic Email Confirmation - Participate in monthly call to review methods research projects with AHRQ staff

Based on the size of the methods project participate in 3 – 8 calls

No later than one week

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Audience/Recipient

Applicable 508 Requirements

Subtask 5.1

Electronic Draft Report of final results from methods research projects

No later than six weeks prior to end of project

5.1

*Electronic (508 compliant)

Final Report of final results from methods research projects

No later than two weeks prior to the end of the project

COR, Project Staff, Public

•302 Functional Performance Criteria

•602 Support Documentation

•603 Support Services

•All WCAG A & AA Success Criteria

Subtask

5.2 Electronic

Email Confirmation - Participate in USPSTF Methods Workgroup Call

Shall participate in call every 1 to 2 month for to support the Methods Workgroup (up to 6 calls)

No later than one week prior to the call

COR, Project Staff

NA

Subtask

5.2 Electronic

Present draft results from prioritized methods project to Methods Workgroup

Methods Workgroup call COR, Project Staff NA

Subtask

5.2 Electronic Provide notes from the

Methods Workgroup No later than one week after the call

COR, Project Staff NA

Subtask 5.3

Electronic Presentation and findings materials of methods research projects at in-person meeting

No later than two weeks prior to the meeting

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Audience/Recipient

Applicable 508 Requirements

Liability Insurance

Subtask

6.1 Electronic

The Offeror shall secure the services of an insurance agent to work with USPSTF members to review the existing liability insurance policy.

No later than one month after award

COR, Project Staff

NA

Subtask

6.2 Electronic Draft liability insurance

policy for renewal

No later than two months prior to the expiration of current policy (September)

COR, Project Staff

NA

Subtask

6.3 Electronic

Renew/purchase a one-year policy based on the final approved policy

No later than six weeks prior to the expiration of current policy (September)

COR, Project Staff

NA

Subtask

6.4 Electronic

Respond to any correspondence from the insurance company or Task Force members related to the policy.

Ongoing through the end of the project

COR, Project Staff

NA

Subtask

6.5 Electronic

Distribute and collect reimbursement forms and process reimbursement payments for 3 to 16 members for the cost of the policy.

No later than one month before the expiration of current policy (September)

COR, Project Staff

NA

Subtask

6.6 Electronic

Send a copy of the liability insurance and receipt of purchase of liability insurance policy for USPSTF members

No later than August 31

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Audience/Recipient

Applicable 508 Requirements

Subtask

6.7 Electronic

Email confirmation - Updates to the TOO on the bi-weekly progress call

No later than one week prior to the Bi-weekly progress calls

COR, Project Staff

NA

Subtask

6.7 Electronic Provide an update in the

monthly electronic progress Monthly Progress Reports

NOTE: Section 508 Standards apply to Electronic and Information Technology (EIT) procured, maintained, or used by the Federal Government. The standards were issued under Section 508 of the Rehabilitation Act which requires access to EIT by people with physical, sensory, or cognitive disabilities. This requirement extends to both federal employees and members of the public.

Examples of EIT include (but are not limited to) computers, telecommunications equipment, software, websites, and electronic documents. Accessibility is the law and provides for inclusion. Instructions regarding 508 can be found in this contract in Section H;

“Electronic and Information Technology Accessibility” and “AHRQ Publishing and Communications Guidelines”. Web sites, web tools, and/or web services (any functionality) that are new, redesigned, modified or added cannot go-live until formal approval has been received from AHRQ’s Office of Communications. The Agency will not accept contract deliverables that fail to meet these standards and guidelines, and will require the contractor to perform any tasks needed to revise deliverables to comply with 508 requirements before acceptance.

Electronic content must be accessible to HHS acceptance criteria. Official HHS Accessibility Checklists for various formats are available at https://www.hhs.gov/web/section-508/making-files-accessible/index.html. Electronic Content deliverables should be accompanied by the appropriate checklist or an updated Accessibility Conformance Report.

Copies of any deliverables should be sent to the Contracting Officer upon request.

Agency for Healthcare Research and Quality ATTN: Contracting Officer Division of Contracts Management, OMS 5600 Fishers Lane Mail Stop 06N34B Rockville, Maryland 20857 https://www.ahrq.gov/policy/electronic/about/policyix.html

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F.3 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clause by reference, with the same force and effect as if they were given in full text. .

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) CLAUSE:

52.242-15, Stop Work Order (AUG 1989) with Alternate I (APRIL 1984).

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SECTION G - CONTRACT ADMINISTRATION DATA

G.1 KEY PERSONNEL, HHSAR 352.237-75 (DEC 2015)

Pursuant to the Key Personnel clause incorporated in Section I of this contract, the following individual(s) is/are considered to be essential to the work being performed hereunder:

NAME TITLE

(To Be Determined)

The clause cited above contains a requirement for review and approval by the Contracting Officer of written requests for a change of Key Personnel reasonably in advance of diverting any of these individuals from this contract. Receipt of written requests at least 30 days prior to a proposed change is considered reasonable.

G.2 CONTRACTING OFFICER’S REPRESENTATIVE

The following Contracting Officer’s Representative will represent the Government for the purpose of this contract:

(TO BE COMPLETED AT TIME OF CONTRACT AWARD)

The Contracting Officer’s Representative is responsible for: (1) monitoring the contractor's technical progress, including the surveillance and assessment of performance and recommending to the contracting officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and

(5) assisting in the resolution of technical problems encountered during performance.

The Government may unilaterally change its Contracting Officer’s Representative designation.

G.3 CONTRACTING OFFICER

The Contracting Officer is the only person with authority to act as an agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the contractor of any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract.

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G.4 INVOICE REQUIREMENTS AND INSTRUCTIONS

The directions below must be followed to meet the requirements of a "proper" payment request pursuant to FAR 32.9, and must be in accordance with the General Provisions clause 52.232-25 Prompt Payment (JAN 2017).

a. INVOICE CONTENT REQUIREMENTS

(1) The contractor shall use a Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal, as an invoice coversheet when submitting/depositing invoices. An electronic copy of the SF-1034 in PDF format may be found at https://www.ahrq.gov/funding/contracts/1034-form.html?tca=jWR- LY2xeuTDCg9DluOnvNb131SIoJqIQd06MOL6coI

Instructions how to complete the SF-1034 form can be found at:

https://www.ahrq.gov/funding/contracts/invoice-guide.html?tca=WK1a3t- LpRvys5y_5Vwz2QLqUlfsRvowGd8BVQJqcxM

(2) The Contractor shall furnish the following MINIMUM information as an attachment to the SF-1034 in support of costs submitted:

a. Contractor Information – include organization name and address as it appears on the contract (or task order/BPA call as applicable). Include the DUNS or TIN number

b. Contract Information – include the project number, contract number and if applicable, the task order or BPA call number

c. Invoice Information – include the invoice number, which shall be a unique number specific to each individual invoice. Letters and numbers may be used. Please note that the invoice number can only be used one time regardless of the number of contracts or orders held by an organization.

Duplicate invoice numbers are not allowed and will result in invoices being returned unpaid.

d. Direct Labor – include all persons, listing the person’s name, title, number of hours or days worked, hourly rate (unburdened), the total cost per person and a total amount of this category.

e. Fringe Costs - show rate, base and total amount as well as verification/allowability or rate changes (when applicable);

f. Overhead or Indirect Costs - show rate, base and total amount as well as verification/allowability or rate changes (when applicable);

g. Consultants - include the name, number of days or hours worked, a total amount per consultant and a total amount for this category;

h. Travel - include for each airplane or train trip taken the name of the traveler, date of travel, destination, the transportation costs including ground transportation, shown separately, and per diem costs. Other travel costs shall also be listed. A total amount for this category shall be provided;

i. Subcontractors - include for each subcontractor, the same data that is being provided for the prime contractor. A total number for this category shall be provided.

https://www.ahrq.gov/funding/contracts/1034-form.html?tca=jWR-LY2xeuTDCg9DluOnvNb131SIoJqIQd06MOL6coI…