RFP AHRQ-21-10003 Amendment 2.pdf

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Technical, Analytical and Logistical Support for OEREP

Amendment #2 – AHRQ-21-10003 Technical, Analytical and Logistical Support for OEREP

(AHRQ)

Amendment RFP Modification Summary.

Changes are listed below and are highlighted in the attached RFP Amendment.

Item No. Part or Section Description Page #

1 Section K Updated Clause K.2 46

Request for Proposal – Amendment #2 No. AHRQ-21-10003

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PART I - THE SCHEDULE

SECTION A - SOLICITATION FORM

Date Issued: October 7, 2020

Date Questions Due: October 14, 2020

Please Note: All questions and inquires will be processed on a non-attribution basis.

Date Notice of Intent Due: November 9, 2020

Date Proposals Due: November 16, 2020

You are invited to submit a proposal to the Agency for Healthcare Research and Quality (AHRQ) for Request for Proposal (RFP) No. AHRQ-21-10003 entitled “Technical, Analytical and Logistical

Support for OEREP”. Your proposal must be developed and submitted in accordance with the requirements and instructions of this RFP.

Please Note: Offers are solicited only from small business concerns expressly certified by the

Small Business Administration (SBA) for participation in the SBA's 8(a) Program. Proposals received from others will not be considered. See FAR 52.219-14 and 52.219-18, 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 Bob Zuhlke, Contract Specialist/Contracting

Officer at Robert.Zuhlke@ahrq.hhs.gov no later than November 9, 2020. Subject line shall read:

Proposal Intent RFP No. AHRQ-21-10003.

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 Bob Zuhlke, Contract

Specialist, at the following email address: Robert.Zuhlke@ahrq.hhs.gov. Subject line shall read:

Proposal Questions RFP No. AHRQ-21-10003. Answers to questions and all solicitation amendments will be posted to the Contract Opportunities web page: https://beta.sam.gov. It is your responsibility to monitor the web site.

mailto:Robert.Zuhlke@ahrq.hhs.gov https://beta.sam.gov/

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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

01, 2021.

c. Proposals submitted in response to this solicitation must state that they are valid for a period of at least 120 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 $15M.

Proposal Submission:

To submit a proposal, offerors are required to use the AHRQ Proposal System (APS).

IMPORTANT: Mailed (including FedEx or UPS), hand carried or emailed proposals will not be accepted.

In order to access the AHRQ Proposal System offerors must be registered in the system at least 5 business days before the proposal due date. To ensure your organization is registered in the system, please send the following information to Robert.Zuhlke@ahrq.hhs.gov and

Jessica.Alderton@ahrq.hhs.gov no later than 12:00 PM on November 9, 2020:

Email Subject Line: Request for Proposal No. AHRQ-21-10003 – APS Registration

Official Company name:

DUNS Number:

Point of Contact name, email, phone number:

Failure to respond timely and provide the requested information may result in your organizations inability to submit a proposal.

At least 2 days business days in advance of 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: A total of only three (3) documents may be uploaded into APS. The Technical Proposal including all appendices (1), the Business Proposal including the Word or PDF document (2) AND an Excel document containing Cost/Pricing spreadsheets. Also see Section L.6.

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

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 mailto:Jessica.Alderton@ahrq.hhs.gov

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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, 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 Bob Zuhlke, (301) 427-1714 or e-mail:

Robert.Zuhlke@ahrq.hhs.gov. Please note e-mail requests should state subject as RFP AHRQ-21-

10003.

https://www.sam.gov/SAM/

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Table of Contents

PART I – THE SCHEDULE………………………………………………………………………………………………………………………2

SECTION A - SOLICITATION FORM………………………………………………………………………………………………………………………..2

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

“Technical, Analytical and Logistical Support for OEREP”. 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 $ TBD $ TBD $ TBD

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, fixed fee, and will be revised as follows:

Period of Performance

Services Estimated Cost Fixed Fee Total

Option Period 1 Severable $ TBD $ TBD $ TBD

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

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

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;

(4) Travel to attend general scientific meetings;

(5) Foreign Travel;

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

(7) Rental of meeting rooms;

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

(9) Information Technology hardware or software; and

(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 Contractor, A H R Q - 2 1 - 1 0 0 0 3 - A m e n d m e n t # 2 P a g e 8 | 71 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

Independently and not as an agent of the Government, the Contractor shall be required to furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform the Statement of Work as follows:

Statement of Work

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

Background Statement

The Public Health Service Act was amended in 1989 to add Title IX which provided for the establishment of the Agency for Healthcare Research and Quality (AHRQ). The Agency for Healthcare Research and Quality's (AHRQ) mission 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.

The Office of Extramural Research, Education, and Priority Populations (OEREP), AHRQ is charged with the support of the extramural grant research and research training programs of AHRQ by : (1) serving as the central point within AHRQ for coordinating, communicating and analyzing policies, procedures, and priorities regarding the extramural grant research program and providing liaison with relevant external organizations such as the National Institutes of Health (NIH); (2) planning, managing, and evaluating AHRQ’s extramural research education activities, such as the National Research Service Award (NRSA) institutional and individual postdoctoral fellowship grant and dissertation grants; and (3) directing receipt and referral of grant applications to AHRQ research centers, and the scientific review process for all grant applications.

AHRQ has one chartered Health Services Research Initial Review Group (IRG) responsible for the scientific peer review of grant applications submitted in response to Funding Opportunity Announcements (FOAs). This IRG is comprised of five subcommittees or study sections:

Healthcare Systems and Value Research [HSVR], Healthcare Information Technology Research [HITR], Healthcare Effectiveness and Outcomes Research [HEOR], Healthcare Safety and Quality Improvement [HSQR] and Health Care Research Training [HCRT]. Each study section has particular emphasis around which peer reviewer expertise is assembled. In addition, Special Emphasis Panels (SEPs) are assembled to conduct on an as needed basis, scientific review of applications seeking AHRQ support. Individual members of SEPs are asked to serve on an ad hoc basis in particular review meetings which require their type of expertise.

Members of these groups advise and make recommendations to the Director, AHRQ, with regard to the scientific and technical merit of grant applications submitted to AHRQ to carry out

A H R Q - 2 1 - 1 0 0 0 3 - A m e n d m e n t # 2 P a g e 10 | 71 investigator-initiated research, training, and applications submitted in response to special request, and policy studies. Each IRG/SEP operates under the guidance of a Scientific Review Officer (SRO), the responsible government officialTypes of applications which investigators generally submit for review include but are not limited to: Conference Grants (R13), Small Research Grants (R03), Large Research Grants (R01 & R18), Training Grants (R36), Career Development Grants (K01 & K02), and Cooperative Agreement Grants (U18).

TASK 1 – PROVIDE TECHICAL AND LOGISTICAL SUPPORT FOR IRG/SEP MEETINGS

The Contractor shall perform the following activities in support of IRG/SEP Meetings. Section 504, Section 508, and ADA (American Disability Act) will be accommodated for peer reviewers for each task listed as necessary.

Task 1.1- Hotel Arrangements

The contractor shall provide the COR with lodging/meeting space availability within 60 days prior to each meeting. The Contractor shall reserve and arrange hotel accommodations for non- Federal IRG/SEP members. Rooms for non-Federal IRG/SEP members will be paid for by the Contractor. Rooms will be blocked for Federal reviewers but will not be paid for under this contract. The COR will provide the Contractor with a copy of each IRG/SEP roster. The Contractor shall provide a copy of each roster to the hotel. All reviewers are responsible for guaranteeing their hotel rooms.

Task 1.2 Meeting Space and Logistic Support

The contractor shall arrange for conference room facilities in the Gaithersburg/Rockville or Bethesda area as directed by the COR. The COR will provide the annual schedule of meeting dates and recommended sites for meetings (IRG subcommittees generally schedule meetings one year in advance). The SEPs will meet periodically at irregular intervals. On-site support will be provided by the Contractor for each day of the meeting.

The Contractor shall establish a direct relationship with the hotel staff and must be available to handle any issues that may arise at each meeting. High Speed Internet is a requirement for all meetings.

The contractor shall arrange virtual review meetings for Study Section and Special Emphasis as needed. All reviewers will be responsible for paying for their meals for all the onsite meetings.

Task 1.3– Transportation

On the last day of the meeting, the Contractor shall arrange for limo/taxi service for reviewers to be transported to the airport/metro, etc., as directed from information provided by Scientific Review Officer/Program Analyst (SRO/PA).

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Task 1.4-Travel Arrangements

The contractor shall identify and secure, with approval from the COR, a travel agency that reviewers will use to make travel arrangements. The Contractor shall get approval from the COR for any flight that exceeds $1,000. The COR will provide a copy of each IRG/SEP roster to the Contractor, who in turn, shall provide it to the travel agency.

The contractor shall provide information explaining Government regulations for reimbursement for the reviewers for each meeting. Travel and per diem must be in accordance with the up to date Federal Travel Regulations (FTR). Such approval will be made only when it is advantageous to the Government, or in unusual circumstances.

The contractor shall reimburse for ground transportation and parking expenses for all non- Federal reviewers in accordance with Federal Travel Regulations. Non-Federal reviewers who travel by privately owned vehicle (POV) shall be reimbursed at the current Government-paid cost per mile, not in excess of the applicable air/train travel rate.

Task 1.5-Administrative Meeting Support

The Contractor shall provide any necessary pre-meeting, meeting and post-meeting administrative and logistical support. This includes original materials provided by the

COR, preparing folders for IRG/SEP members and any special reviewers invited to participate at the review meeting (duplication of meeting agenda, guidelines for review, worksheets, schedule of reviews, reimbursement materials, conflicts of interest forms, voting sheets, other pertinent supporting documents required for review); assuring appropriate arrangement of conference room (meeting table, additional tables and chairs for AHRQ staff and extra materials, boxes for discarding grant application review materials); photocopying and distribution of handout materials for visitors (e.g., worksheets, rosters, agendas, schedules of review, seating plans);

and preparing tent name cards and ensuring that two flip charts will be available for each meeting.

The Contractor shall develop and implement written guidelines and procedures for handling conference call requests from OEREP staff. These guidelines and procedures shall provide a list of checkpoints designed to maintain quality control. The Contractor shall E-mail or fax a conference call reminder to the call originator, appropriate OEREP staff and conference call participants. The reminder shall include:

1. The list of participants for the conference call (including participant’s telephone and fax numbers and e-mail address)

2. The date and time of the conference call along with the 800 numbers and access code (or provide the operator with the telephone numbers of participants to be contacted)

3. A written outline of the conference call agenda (provided by the call originator).

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The conference call reminder shall be distributed or faxed at least 3 days prior to the scheduled conference call.

TASK 2- PREPARE SUMMARY STATEMENTS FOR IRG /SEP REVIEWS

The Contractor shall provide to the COR a list of science writers experienced in writing peer review summary statements and other scientific evaluations and reports as follows:

Task 2.1 – Science Writers

The contractor shall provide a list of names of experienced, professional science writers to draft up to 150 summary statements. Potential summary statement writers shall have a working knowledge of scientific and health-related fields and a familiarity with general health services research. They must have demonstrated experience in producing written materials in related scientific, service provider, and public health fields.

Potential writers may be asked to complete up to 50 summary statements per peer review meeting as needed.

Attach for each potential writer listed a complete resume (CV) documenting relevant writing experience, including samples of prior summary statements or related work within five (5) days of the COR’s request. The COR must approve nomination of proposed writers;

Task 2.2 – Writer Orientation Meeting

Writers shall attend orientation meetings with SRO/PA or grant application review meetings or both as determined by the COR. Application materials and reviewer guidance will be provided to the writer by the SRO. The SRO/PA will provide the required format which writers must follow along with other pertinent guidance related to preparation of summary statements.

Summary statements shall be prepared from 3 written reviews per application. The assembled written reviews, combined with the application abstract, will be electronically transmitted to the writer from SRO/PA. Summary statement writers must summarize the salient points of the review of each application including a synthesis of the discussion at the meeting. The draft summary statements will be prepared in the prescribed format provided by the SRO/PA: resume of the discussion, description, critique, investigators, facilities and resources, budget, human subjects and priority populations, etc. The draft summary statements shall be delivered electronically to the SRO/PA. Writers shall submit, within five working days after the review and on all subsequent days, a minimum of four (4) draft summary statements for the SRO’s review and approval to ensure that summary statements meet the qualitative requirements established by OEREP.

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Task 2.3 – Summary Statements

All summary statements must be completed in final form and submitted electronically, incorporating all changes and corrections requested by the SRO/COR, no later than thirty (30) working days following the IRG/SEP meeting. Writers shall complete 4 summary statements per day.

Task 2.4 – Monitoring Quality of work

The Contractor shall be responsible for supervising, monitoring, and coordinating the work of the writers and will ensure that the specified time schedules, summary statement specifications, and other related support activities conform to specification, are completed on time, and reflect high quality.

The privileged nature of the information in grant applications demands that the Contractor adhere to strict rules regarding confidentiality of information and take appropriate action to guarantee confidentiality.

The Contractor shall not identify to anyone outside of the immediate contract project team the identity of any reviewer, or any applicant, or any information contained in an application. Applications are Government property and are provided to the Contractor for the sole purpose of preparing summary statements.

The Contractor shall protect the contents of each application from unauthorized use, duplication, and disclosure and agrees not to use this information to compete or perform in the future on any Government or non-Government contract or grant.

TASK 3– PROVIDE A REIMBURSEMENT PROCESS

Task 3.1 – Reviewer Reimbursement

Contract funds shall be used to reimburse travel, lodging, per diem, and honoraria for the IRG and SEP members serving on AHRQ peer review groups.

Checks must be mailed within 15 days upon receiving receipts of meeting expense.

TASK 4 – PROVIDE TECHNICAL AND LOSTICAL SUPPORT FOR CONTRACT MEETINGS

The Contractor shall provide for or subcontract out for peer review meetings for contract proposals received in response to the Agency for Health Care Research and Quality (AHRQ) request for proposals (RFP), issued by AHRQ’s Office of Management Services (OMS), Contracts Management Division.

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Task 4.1 – Contract Preparation

The contractor shall provide for various logistical considerations for hosting Contract Peer Review (CPR) meetings, such as providing a technical writer to take notes on each meeting, arranging a suitable conference room for the meeting, providing for proper audio-visual (and other) equipment for use at the meetings (if necessary), in accordance with specifications for such, to be provided by the OMS/DCM official conducting the meeting as well as payment of honoraria to reviewers for their time – including preparation time. The Contractor shall plan for up to 5 CPR meetings per year.

CPR’s shall average approximately five (5) reviewers per meeting (some will have as few as 3 and others may require more than 5, depending on complexity and number of proposals expected/received). Out of town reviewers (greater than 50 miles from the AHRQ facility) shall be afforded hotel accommodations.

Task 4.2 – Hotel Arrangements

The contractor shall arrange hotel accommodations for non-Federal CPR board members.

Rooms for non-Federal CPR members shall be paid for by the contractor. Rooms for Federal reviewers will be blocked, but will not be paid for by this contract.

The Contracting Officer’s Representative (COR) will provide the contractor with a copy of each roster, to include names, addresses, phone numbers and email addresses (if necessary). The Contractor shall provide a copy of each roster to the hotel. All reviewers are responsible for guaranteeing their hotel room by faxing a registrations form, provided to them in the logistics information, back to the contractor.

Task 4.3 – Conference Set up

The contractor shall work with the COR to arrange conference room facilities at the AHRQ or other venue in the Gaithersburg/Rockville area (if it’s impossible for it to be held at the AHRQ office building).

Task 4.4 – On-Site Support

The contractor shall provide on-site support at hotels in the Washington Metropolitan Area for each day of the meetings (meetings are generally only 1 day in length). Two flip charts shall be available in each meeting room (if necessary). The contractor shall establish a direct relationship with the hotel and be prepared to handle any problems that may arise. The contractor is also responsible for clean up at the end of the meeting.

Task 4.5 – Shuttle Services

The contractor shall secure shuttle service for the reviewers to and from the hotel, in cases when the meeting is being held at another location (AHRQ will be the meeting place a majority of the

A H R Q - 2 1 - 1 0 0 0 3 - A m e n d m e n t # 2 P a g e 15 | 71 time). On the last day of the meeting, the contractor shall arrange for transportation/taxi service for reviewers to the airport, train station, METRO, etc.

Task 4.6 – Travel Arrangements

The contractor shall identify and secure a travel agency that reviewers will use to make travel arrangements. The contractor shall obtain approval by the COR for any flight that exceeds $1,000. The COR will provide a copy of each roster to the contractor, who in turn, shall provide a copy to the travel agency.

Task 4.7 – Contract Reimbursement

The contractor shall provide information explaining Government regulations for reimbursement for the reviewers for each meeting. The contractor shall pay consultant fees if necessary for all non-Federal CPR reviewers within 30 working days of the receipt of a complete and accurate voucher. Travel and per diem must be in accordance with the up to date Federal Travel Regulations (FTR). All requests for rental cars must be received and approved in writing by the Contracting Officer prior to rental of the car.

Such approval will be made only when it is advantageous to the Government, or in unusual circumstances.

The contractor shall reimburse for ground transportation and parking expenses for all non- Federal CPR reviewers in accordance with Federal Travel Regulations. Non-Federal reviewers who travel by privately owned vehicle (POV) shall be reimbursed at the current Government-paid cost per mile, not in excess of the applicable air/train travel rate. It is expected that in the majority of the cases, the contractor shall have prepaid travel and lodging expenses for reviewers.

Task 4.8 – Contract status report

The contractor shall provide the COR a status report two weeks prior to each meeting indicating who has made travel and hotel arrangements for the meeting. The contractor shall contact the reviewer(s) who have not to inform them that they need to do so.

Task 4.9 – Contract meeting support

Proposals need to be sent to reviewers after they are received by AHRQ. The contractor shall be responsible to provide personnel to assist the Division of Contracts Management with sending out proposals received in response to solicitations if requested. This may include putting packages together – including hard copies of the RFP, technical proposals and reviewer instructions as well as boxing and labeling the packages to be sent out via UPS to the reviewers.

The contractor shall provide all necessary pre-meeting, meeting and post-meeting logistical support. This includes, but is not limited to: original materials provided by the COR, meeting agendas, guidelines for review, conflict of interest forms, scoring sheets and other materials

A H R Q - 2 1 - 1 0 0 0 3 - A m e n d m e n t # 2 P a g e 16 | 71 required for review; assuring appropriate arrangements for conference room (meeting room table, additional tables and chairs, extra materials and boxes for discarding contract review materials that will not be collected by the Contracting Officer or other contracts management official); copying and distribution of handout materials, and preparation of name cards.

Task 4.10 – Technical Writers

The contractor shall provide a technical writer for each meeting. The technical writer will record what is said at the meeting, as well as all of the scores assigned by all reviewers. The contractor shall compile reviewer comments and assemble in a single document before the meeting. The contractor shall provide summaries to the Contracting Officer within a week after the meeting concludes.

TASK 5 – PROVIDE TECHNICAL SUPPORT FOR VIRTUAL ASSISTED MEETING (VAM)

FOR IRG/SEP & CONTRACT TECHNICAL MEETINGS.

Task 5.1

The contractor shall utilize the latest VAM technology in order to include the input of the specific individual(s) who is vital to the meeting but is unable to physically attend. In this instance VAM may be used to ensure the individual can provide input and receive feedback in real-time from almost any location in the world. The contractor will follow 508 compliance and assist reviewers who need special accommodations. .

NOTE: AHRQ’s primary use of VAM will be for peer review meetings. Discussion- and collaboration-focused meeting, like peer review meetings, are usually moderated with specific attendees introducing topics or offering concluding thoughts. However, the main purpose of the meeting is to promote collaboration between all parties. Successful use of VAM for peer review meetings requires creating and immersive experience for every attendee. Each participant must have the ability to reference a common set of materials, pick up on visual and audio cues, and participate fully in a lively debate – all in a real time environment. The functionality built into the latest VAM technology will allow meeting participants to see and hear all other group members and their media (videos, PowerPoint slides, etc.), regardless of physical location.

TASK 6– ADMINISTRATION

Task 6.1 – Kick off Meeting

The Contractor shall meet with the COR within two (2) working days of contract award to discuss the preliminary work plans that were required and submitted as part of the contractors proposal, as well as clarifying roles and responsibilities and will last no longer than four hours. The work plan shall include all active

A H R Q - 2 1 - 1 0 0 0 3 - A m e n d m e n t # 2 P a g e 17 | 71 ties planned, timelines, staffing requirements, any anticipated problems, and recommended solutions. The work plan will be approximately 25 pages in length, including attachments.

Task 6.2 – Draft Work Plan

The contractor shall provide an updated draft work plan within ten (10) days of the award of this contract. This shall be updated from the preliminary plan submitted in the contractors’ proposal and discussed at the kick off meeting.

Task 6.3 – Final Work Plan

The Contractor shall submit a final work plan for the COR’s approval within ten (10) working days after award of this contract which incorporates comments and suggestions based on the draft work plan.

Task 6.4 – Prepare Monthly Progress Reports

The Contactor shall prepare and submit monthly progress reports beginning 6 calendar weeks after the effective date of the contract and every month thereafter. These letter- type reports shall include the following:

-Activities and deliverables in the prior month and planned activities for the upcoming month.

-Amount of time work by each project team member.

-Summary of reviewer reimbursement activities by review committee.

-Problems encountered and how they were (or will be) resolved.

-Summary of the status of fund (amount expended – monthly and cumulatively, and amount remaining).

The reports shall be submitted within 10 working days from the end of the month.

Task 6.5 – Annual Report

The Contractor shall prepare annual reports of IRG/SEP activities which are required by the General Services Administration and Department of Health and Human Services following guidance provided by the COR.

No later than 30 working days before the contract expiration date, the Contractor shall submit to the COR for review and comment two copies of a draft annual report.

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Appended materials may be attached as appropriate. The report shall include a summary of work accomplished, and evaluation of facilities, major problems encountered during the contact period; and recommendation to avoid such problems in the future.

The Contractor shall incorporate the COR’s comment on the draft annual report and prepare the final annual report. The Contractor shall deliver two copies of the annual report to the COR and one to the Contracting Officer no later than 10 working days before the expiration of the contract.

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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.

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

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).

Delivery Schedule

Task Task Description Format

Due Date

Intended Audience

Applicable

Revised Section 508 Standards

1.

Spreadsheet with options for lodging/meeting space

MS WORD

60 days prior to meeting

COR NA

2.

List of science writers

MS WORD

5 days after request by

COR

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Section 508 Standards

3.

Draft summary statements

MS WORD

Minimum 4 per day provided by writer

AHRQ

Project Team

•302 Functional Performance Criteria •602 Support Documentation •603 Support Services •All WCAG A &AA Success Criteria

4.

Final summary statements

MS WORD

30 days after meeting

AHRQ

Project Team

•302 Functional Performance Criteria •602 Support Documentation •603 Support Services •All WCAG A &AA Success Criteria

5.

Contract summaries

MS WORD

7 days after meeting

AHRQ

Project Team

•302 Functional Performance Criteria •602 Support Documentation •603 Support Services •All WCAG A &AA Success Criteria

6.

Updated VAM technology

Electronic After award of contract

COR

NA

7.

Draft work Plan MS WORD 10 working days of award contract

8. Final work plan MS WORD

15 working days after award of contract

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Section 508 Standards

9. Monthly progress reports

MS

WORD

10 working days from the end of the month

10.

Draft Annual Report

PDF

30 days prior to completion of contract

11.

Annual Report PDF

10 working days before the expiration of the contract

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.

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

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).

https://www.ahrq.gov/policy/electronic/about/policyix.html https://www.ahrq.gov/policy/electronic/about/policyix.html

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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.

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).

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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.

j. Other - include a listing of all other direct charges to the contract, i.e., office supplies, telephone, equipment rental, duplication, etc.

k. Equipment Cost - itemize and identify separately from material costs including reference to approval in all cases;

l. G&A - show rate, base and total as well as verification/allowability of rate changes (when applicable);

https://www.ahrq.gov/funding/contracts/1034-form.html?tca=jWR-LY2xeuTDCg9DluOnvNb131SIoJqIQd06MOL6coI https://www.ahrq.gov/funding/contracts/1034-form.html?tca=jWR-LY2xeuTDCg9DluOnvNb131SIoJqIQd06MOL6coI https://www.ahrq.gov/funding/contracts/invoice-guide.html?tca=WK1a3t-LpRvys5y_5Vwz2QLqUlfsRvowGd8BVQJqcxM https://www.ahrq.gov/funding/contracts/invoice-guide.html?tca=WK1a3t-LpRvys5y_5Vwz2QLqUlfsRvowGd8BVQJqcxM

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m. Fee – (if/when applicable) show rate, base and total

n. Current amount billed – by individual cost element and total dollar amount

o. Cumulative amount billed – by individual cost element and total dollar amount.

b. INVOICE SUBMISSION INSTRUCTIONS

Invoices (payment/financing requests) shall be deposited electronically through the AHRQ Invoice Module (AIM) https://docs.ahrq.gov/aim

Directions/Guide to use the AIM Module can be found at:

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

The SF-1034 and all supporting documentation shall be deposited to the Invoice Module in PDF format only and as a single file, not to exceed 20 MB, (20,000 KB). If attachments exceed this limit, the system will not allow the upload to proceed and an error message “The attachment size exceeds the allowable limit” will appear.

Each payment request shall be submitted individually and separately from any other payment request. An upload with more than one payment request / invoice/ voucher will be returned unpaid.

Payment shall be made by:

Program Support Center DFO Accounting Operations 7700 Wisconsin Avenue, 9th Floor Bethesda, MD 20814 Telephone Number (301) 492-5233

INCOMPLETE INVOICES / VOUCHERS THAT ARE SUBMITTED WITHOUT THE REQUIRED

INFORMATION WILL BE RETURNED UNPAID.

G.5 INDIRECT COST RATES and FEES

In accordance with Federal Acquisition Regulation (FAR) (48 CFR Chapter 1) Clause 52.216- 7(d)(2), Allowable Cost and Payment, incorporated by reference in this contract, in Part II, Section I, the primary contact point responsible for negotiating provisional and/or final indirect cost rates is the cognizant contracting official as set forth in FAR Subpart 42.7 - Indirect Cost Rates.

Reimbursement will be limited to the rates and time periods covered by the negotiated agreements. The rates, if negotiated, are hereby incorporated without further action of the Contracting Officer, subject to any specific limitations stated elsewhere in this contract.

G.6 ELECTRONIC FUNDS TRANSFER

Pursuant to FAR 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration (OCT 2018), the Contractor shall designate a financial institution for receipt of electronic funds transfer payments. This designation shall be submitted, in writing, to the finance office designated in the contract.

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

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G.7 POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE

Interim and final evaluations of Contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. The final performance evaluation will be prepared at the time of completion of work. In addition to the final evaluation, interim evaluation(s) will be prepared annually.

Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. If agreement cannot be reached between the parties, the matter will be referred to an individual one level above the Contracting Officer, whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

Contractors may access evaluations through a secure Web site for review and comment at the following address: https://www.cpars.gov/

G.8 GOVERNMENT PROPERTY

The contractor shall provide ALL property required to perform all requirements under the contract.

Only in extremely limited circumstances shall property be approved. Refer to FAR 45.102 for additional information. If the Contracting Officer authorizes the use of government property or the acquisition of government property (other than real property), the HHS Publication, entitled, “HHS Contracting Guide for Contract of Government Property” shall apply.

https://www.cpars.csd.disa.mil/

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SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 RELEASE AND USE AND…