RFP Amendment 1.pdf

Request for Proposal v. FAC 2022 Jan 2022 Amendment 1 AHRQ-22-10004 Evidence-based Practice Center Program Scientific Resource Center IV

Request for Proposal No. AHRQ-22-10004 Amendment 1

PART I - THE SCHEDULE

SECTION A - SOLICITATION FORM

Date Issued: February 7, 2022 Date Questions Due: February 14, 2022 Please Note: All questions and inquires will be processed on a non-attribution basis.

Date Notice of Intent Due: February 28, 2022 Date AHRQ Proposal Module Registration: March 17, 2022 Date Proposals Due: March 24, 2022, 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-22-10004 entitled “Evidence-based Practice Center Program Scientific Resource Center IV”. Your proposal must be developed and submitted in accordance with the requirements and instructions of this RFP.

Please note: Conflict of Interest: A significant organizational conflict of interest has been identified for this solicitation. See section L herein for additional information.

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, Contracting Officer at sarah.chace@ahrq.hhs.gov no later than February 28, 2022. Subject line shall read: Proposal Intent RFP No. AHRQ-22-10004.

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, Contracting Officer, at the following email address: sarah.chace@ahrq.hhs.gov. Subject line shall read: Proposal Questions RFP No. AHRQ-22-10004. Answers to questions and all solicitation amendments will be posted to the Contract Opportunities web page: https://sam.gov/. It is your responsibility to monitor the web site.

https://sam.gov/

Questions should be submitted in a Word table in the following format:

RFP (Or Attachment) Page Number

Relevant Section Number or Title

Question

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 August 15, 2022.

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 $16.5 Million

Proposal Submission:

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

In order to access the AHRQ Proposal Module 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 date: March 17, 2022.

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 Module 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, 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-22- 10004.

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

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

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

“Evidence-based Practice Center Program Scientific Resource Center IV”. 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.

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

(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, 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

Approval of the following items within the limits set forth is hereby granted.

a. Subcontracts Consent to subcontracts pursuant to FAR clause 52.244-2:

A _________type subcontract with _______ for the amounts and periods below.

For any increase of 25% or less, the Contractor shall notify the Contracting Officer and explain the reason for the increase.

For any desired increase of more than 25%, the Contractor shall request consent, including information required by clause FAR 52.244-2 and the reason for the increase.

Period of Performance Total Base Year $TBD Option Year 1 $TBD Option Year 2 $TBD Option Year 3 $TBD Option Year 4 $TBD

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

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 Statement of Work as follows:

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

A. Background:

The Agency for Healthcare Research and Quality (AHRQ) was established in 1989 as the Agency for Health Care Policy and Research. Its reauthorizing legislation (42 U.S.C. 299 et seq; “Healthcare Research and Quality Act of 1999”) renamed the Agency for Healthcare Research and Quality (AHRQ) and established it as the lead Federal agency for enhancing the quality, appropriateness, and effectiveness of health services and access to such services.

The Agency mission is to produce evidence to make health care safer, and more accessible, effective, affordable and equitable, and to work within the U.S. Department of Health and Human Services and with other stakeholders including patients to make sure that the evidence is understood and used. To achieve this mission, AHRQ conducts and supports a broad base of scientific research and promotion of improvements in clinical and health systems practices, including disease prevention. AHRQ research develops and disseminates evidence-based information on healthcare outcomes, quality, patient safety, cost, use and access.

Under Section 937 of the Affordable Care Act (ACA) passed in 2011 (42 USC 299b-37), AHRQ is mandated to disseminate research findings published by PCORI and other government-funded research relevant to comparative clinical effectiveness research to physicians, healthcare providers, patients, payers and policy makers. In 2019 Congress reauthorized this mandate for another 10-year period (https://www.congress.gov/bill/116th-congress/house-bill/1865).

In support of this mandate AHRQ is investing in disseminating and implementing high-value patient-centered outcome research findings to promote evidence-based practice, and improve health outcomes (http://www.ahrq.gov/pcor/index.html). Significant investments include the AHRQ Evidence-based Practice Centers (EPCs), EvidenceNOW, Clinical Decision Support, the PCOR Dissemination and Implementation Initiative, and investments in training.

This acquisition is focused on recompeting the contract for the AHRQ EPC Scientific Resource Center, which supports the EPC program to develop timely, rigorous evidence synthesis to inform healthcare decision-making; and to invest in methods development in evidence synthesis.

https://www.congress.gov/bill/116th-congress/house-bill/1865 https://www.congress.gov/bill/116th-congress/house-bill/1865 http://www.ahrq.gov/pcor/index.html)

B. Overview: Evidence-based Practice Center Program, Scientific Resource Center, and Other Resources

1. Scientific Resource Center

The Scientific Resource Center (SRC) was conceived in 2007 to promote efficiency, rigor, consistency, and quality across the Evidence-based Practice Centers (EPCs). The SRC centralizes activities that support the EPC Program. These include coordination and logistics for cross-EPC meetings; management of editorial and peer review processes for EPC reports;

coordination and leadership of methods work for the EPC program; maintenance of guidance documents for EPC reports; and management of the topic nomination and development process. In addition, the SRC may develop projects to pilot new methods and processes; or contribute to quality improvement efforts.

Under the SRC a web-based summary of findings data visualization tool (“NxGen”) was developed and piloted to promote engagement of health systems with findings from evidence reports. These prototypes are being scaled up across the program with continued support and planned improvement. For more information about NxGen, see https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 and Learning Health System Pilot Project

2. Evidence-based Practice Centers (EPC) Program

The Evidence-based Practice Centers Program was created in 1997 to synthesize existing scientific literature about important health care topics and promote evidence-based practice and decision-making. The program develops a range of evidence synthesis products using rigorous, comprehensive methods, emphasizing explicitly detailed documentation of methods rationale and assumptions. EPC evidence synthesis may focus on traditional therapeutics, complementary, alternative, and nutritional interventions, models of care, healthcare delivery interventions, implementation strategies to promote evidence-based practice, and quality improvement. They may also use novel synthesis methods to best address evidence review questions, such as realist synthesis, qualitative evidence synthesis, and qualitative comparative analysis. Additional information on the EPC program and descriptions of processes and evidence reports can be found at:

https://www.ahrq.gov/research/findings/evidence-based-reports/index.html and https://effectivehealthcare.ahrq.gov/products.

Users of EPC evidence synthesis include clinicians, patients, policy-makers, payers, funders, healthcare provider organizations, and Federal agencies. EPC evidence reports have been used as a scientific foundation for development and implementation of clinical practice guidelines, decision aids, performance measures, quality improvements tools, individual treatment decisions, coverage or reimbursement policies, clinical programs, and to develop research agendas.

An increasingly important end-user of EPC reports are learning health systems. Because of this, in 2018 AHRQ established the Learning Health System (LHS) Panel comprised of representatives from 11 US health systems to further the program’s understanding and commitment to health system partners and to enhance learning health systems' adoption of evidence. For more information about the Learning Health System Panel, see https://effectivehealthcare.ahrq.gov/products/health-systems-use-evidence/overview;

https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 https://lhspilot.ahrq.gov/ https://www.ahrq.gov/research/findings/evidence-based-reports/index.html https://effectivehealthcare.ahrq.gov/products https://effectivehealthcare.ahrq.gov/products/health-systems-use-evidence/overview

In addition to working with external partners, EPCs conduct reviews for a Federal programs, including the US Preventive Services Task Force (USPSTF), the Centers for Medicare & Medicaid Services (CMS) Technology Assessment (TA) Program, and other Federal agencies, such as individual centers within National Institutes of Health (NIH), the Centers for Disease Control and Prevention (CDC), the Department of Health and Human Services (DHHS), or other Federal branches of government, such as the US Department of Transportation.

To improve the scientific rigor, transparency, and consistency of reviews, the EPC program develops guidance for the program and institutes processes to uphold the quality of report methods. EPCs stay on the forefront and help lead the field by developing guidance on cutting edge systematic review methods. The Methods Guide for Effectiveness and Comparative Effectiveness Reviews (Methods Guide, 2018) is an ongoing, collaborative process by the EPC workgroups to provide guidance on how to handle difficult methodological issues in conducting systematic reviews. Recent methods investments include the use of machine learning to support efficiency; methods for qualitative evidence synthesis; the usefulness of real-world evidence to complement evidence synthesis; and living systematic and rapid reviews. This work has led to collaborations with other organizations such as Cochrane and

GRADE.

The EPC program also has a rigorous editorial and peer review process to ensure the production of quality, unbiased reports. A panel of associate editors and peer reviewers are selected to provide unbiased expert feedback to authors (https://effectivehealthcare.ahrq.gov/about/epc/review).

3. Effective Health Care Website

The public-facing Effective Health Care (EHC) website (http://www.effectivehealthcare.ahrq.gov/) is managed through a contract with AHRQ. The Effective Health Care website is a public repository for EPC products, including systematic reviews, technical briefs, rapid reviews, methods guidance papers, and other reports; houses the portal for nominations from the public for proposed evidence review topics; and manages the public comment and scientific submission portals for EPC reports. It does not include evidence reviews developed in support of the USPSTF and TA Program.

4. Systematic Review Data Repository Plus

Systematic Review Data Repository Plus (SRDR+) is an online open-access repository of abstracted data from individual studies from existing SRs coupled with additional tools that aid in SR development. Funded by AHRQ, SRDR (the original iteration of SRDR+), was launched in 2012 with a major software redesign to improve repository functionality. This redesign resulted in SRDR+, which was launched in 2018. Data files from EPC Program systematic reviews and technical briefs are uploaded into SRDR+.

In 2020, the SRDR team completed development of SR360, which allows users to share summary SR data digitally with third-party users such as clinical guideline applications (e.g.

MAGICapp; https://magicproject.org) and clinical decision support (CDS) tool developers (see https://cds.ahrq.gov). In addition, to enhance use and interoperability of data, the SRDR Team worked collaboratively with the COVID-19 Knowledge Accelerator (COKA) Development work https://www.uspreventiveservicestaskforce.org/uspstf/ http://www.ahrq.gov/research/findings/ta/index.html http://www.effectivehealthcare.ahrq.gov/ https://magicproject.org/ https://cds.ahrq.gov/ group to establish an SRDR+ API, compatible with EBMonFHIR standards.

The SRDR+ API can be accessed at the following link: https://srdrplus.ahrq.gov/apipie. The SRDR+ is available at: https://srdrplus.ahrq.gov/

C. Objectives

The Scientific Resource Center (SRC) shall support and coordinate core cross- cutting functions of the EPC program, including:

1. Provide quality assurance by developing, leading and coordinating activities to maintain consistency of EPC products.

2. Lead, coordinate and support evidence synthesis and other methods development to promote the rigor and utility of EPC products for healthcare decision-making.

3. Develop topic nomination briefs, respond to nominators, and manage selection processes.

4. Engage with stakeholders to promote innovation and the uptake and adoption of evidence reports.

5. Support data visualization to promote engagement and use of EPC evidence report findings.

Table 1: Supporting Documents Supporting Document Name

Supporting Document Description Supporting Document Location

EPC Program Procedures Guide

This Procedure Guide describes the process for developing evidence reviews for the Evidence-based Practice Center (EPC) Program in order to promote consistency and high quality for AHRQ reports and to foster a common understanding of the steps needed to complete an evidence review by an EPC.

https://www.ahrq.gov/funding/cont racts/src-iv.html

EPC Methods Guide for Effectiveness and Comparative Effectiveness Reviews

AHRQ, the Scientific Resource Center, and the Evidence-based Practice Centers (EPCs) have developed a Methods Guide for systematic reviews. This Guide presents issues key to the development of systematic reviews and describes recommended approaches for addressing difficult, frequently encountered methodological issues.

https://effectivehealthcare.ahrq.go v/products/collections/cer-methods-guide

EPC Policy on Financial and Nonfinancial Interests and Disclosure form for Conflicts of Interest

This form is an agreement signed by Key Informants, Technical Experts, and AHRQ contractors that documents financial and nonfinancial disclosures.

https://effectivehealthcare.ahrq.go v/sites/default/files/epc-disclosure-policy-form.pdf

EPC Confidentiality Form

This form is an agreement signed by Key Informants and Technical experts to maintain confidentiality with respect to nonpublic interim https://www.ahrq.gov/funding/cont racts/src-iv.html https://srdrplus.ahrq.gov/apipie https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://effectivehealthcare.ahrq.gov/products/collections/cer-methods-guide https://effectivehealthcare.ahrq.gov/products/collections/cer-methods-guide https://effectivehealthcare.ahrq.gov/products/collections/cer-methods-guide https://effectivehealthcare.ahrq.gov/sites/default/files/epc-disclosure-policy-form.pdf https://effectivehealthcare.ahrq.gov/sites/default/files/epc-disclosure-policy-form.pdf https://effectivehealthcare.ahrq.gov/sites/default/files/epc-disclosure-policy-form.pdf https://www.ahrq.gov/funding/contracts/src-iv.html

Document Name

Supporting Document Description Supporting Document Location documents, or any draft (nonpublic) EPC report versions (“Confidential Information”).

Publishing Guidelines for Reports Developed by Evidence-based Practice Centers

These publishing guidelines provide standards and guidance for the EPCs to use in preparing reports. These publishing guidelines are intended for use at all stages in the report’s development, beginning with the writing of the draft report.

https://www.ahrq.gov/funding/cont racts/src-iv.html

AHRQ Publishing and Communications Guidelines

This document outlines the publishing standards for AHRQ products developed in-house and by contractors.

https://www.ahrq.gov/research/pu blications/pubcomguide/index.html

Topic Nomination Development Process Document

This document describes the process for assessment of topic nominations, developing topic development briefs, preparation for prioritization meetings, followup with nominators, and finalization of topic development briefs.

https://www.ahrq.gov/funding/cont racts/src-iv.html

EHC website topic nominations

These webpages include nominations submitted by the public through the EHC Website, and the topic nomination development briefs that summarize the assessment of each nomination.

https://effectivehealthcare.ahrq.go v/about/epc/nomination

Topic Nomination Development Brief Template

This document describes the content and format for topic nomination development briefs.

https://www.ahrq.gov/funding/cont racts/src-iv.html

Example of Adapted Topic Brief

This document is an example of an adapted topic brief developed in response to a nomination https://effectivehealthcare.ahrq.go v/system/files/docs/topic-brief-psychosocial-screening-oncology.pdf

Systematic Review Content Guidance

This document describes the content for systematic review reports.

https://www.ahrq.gov/funding/cont racts/src-iv.html

Executive Summary Content Guidance

This document describes the content for executive summaries that accompany systematic reviews.

https://www.ahrq.gov/funding/cont racts/src-iv.html

Technical Brief Report Content Guidance

This document describes the content for reports of technical briefs.

https://www.ahrq.gov/funding/cont racts/src-iv.html

Summary of Databases, Tools, and Resources

This document describes the databases, tools, and resources maintained by the Scientific Resource Center.

https://www.ahrq.gov/funding/cont racts/src-iv.html

508 Compliance resources

These resources describe the technical requirements and criteria that are used to measure conformance with the Section 508 law.

https://www.hhs.gov/web/section- 508/index.html https://www.hhs.gov/web/section- 508/accessibility-checklists/index.html https://www.ahrq.gov/research/publications/pubcomguide/index.html https://www.ahrq.gov/research/publications/pubcomguide/index.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://effectivehealthcare.ahrq.gov/about/epc/nomination https://effectivehealthcare.ahrq.gov/about/epc/nomination https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://effectivehealthcare.ahrq.gov/system/files/docs/topic-brief-psychosocial-screening-oncology.pdf https://effectivehealthcare.ahrq.gov/system/files/docs/topic-brief-psychosocial-screening-oncology.pdf https://effectivehealthcare.ahrq.gov/system/files/docs/topic-brief-psychosocial-screening-oncology.pdf https://effectivehealthcare.ahrq.gov/system/files/docs/topic-brief-psychosocial-screening-oncology.pdf https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.hhs.gov/web/section-508/index.html https://www.hhs.gov/web/section-508/index.html https://www.hhs.gov/web/section-508/accessibility-checklists/index.html https://www.hhs.gov/web/section-508/accessibility-checklists/index.html

Supporting Document Description Supporting Document Location https://www.section508.gov/create https://www.ahrq.gov/policy/electr onic/about/policyix.html

Text of the Standards and Guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a

Brochures:

Stakeholder resources

These brochures describe how stakeholders are involved in EPC reports.

https://effectivehealthcare.ahrq.go v/products/get-involved/synthesizing-evidence-brochure https://effectivehealthcare.ahrq.go v/topics/get-involved/making-sure-brochure

Webpage: EPC Program Editorial and review process

This webpage provides background about the EPC program’s editorial and review process.

https://effectivehealthcare.ahrq.go v/about/epc/review

Associate Editor Review Guidance

This document describes key areas of focus for EPC Associate editors when reviewing and commenting on EPC draft and final reports.

https://www.ahrq.gov/funding/cont racts/src-iv.html

EPC authorship form This is a form completed by each author of each EPC final report submitted to ScholarOne attesting that they have met the requirements for authorship.

https://www.ahrq.gov/funding/cont racts/src-iv.html

ScholarOne resources

These documents provide guidance to Associate Editors, EPC authors, and AHRQ staff on how to use and navigate ScholarOne.

https://www.ahrq.gov/funding/cont racts/src-iv.html

Annual Acknowledgement Letter for Reviewers

This annually generated document acknowledges the contributions of peer reviewers and Associate Editors who reviewed EPC draft reports in the past calendar year.

https://effectivehealthcare.ahrq.go v/about/epc/prior-reviewers

Webpage: AHRQ EPC Program Helps Health Systems Use Evidence

This webpage provides an overview of EPC Program efforts with work with health systems.

https://effectivehealthcare.ahrq.go v/topics/health-systems-use-evidence/overview

NxGen Pilots This microsite houses pilots of the NxGen format for the Effective Health Care website.

https://lhspilot.ahrq.gov/

NxGen publication by Reid et al.

This publication describes the rationale and vision for communicating findings from EPC

Reid E, Guise JM, Fiordalisi C, et

al. NxGen evidence: redesigning https://www.section508.gov/create/ https://www.section508.gov/create/ https://www.ahrq.gov/policy/electronic/about/policyix.html https://www.ahrq.gov/policy/electronic/about/policyix.html https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines#appendix-a https://effectivehealthcare.ahrq.gov/products/get-involved/synthesizing-evidence-brochure https://effectivehealthcare.ahrq.gov/products/get-involved/synthesizing-evidence-brochure https://effectivehealthcare.ahrq.gov/products/get-involved/synthesizing-evidence-brochure https://effectivehealthcare.ahrq.gov/products/get-involved/synthesizing-evidence-brochure https://effectivehealthcare.ahrq.gov/topics/get-involved/making-sure-brochure https://effectivehealthcare.ahrq.gov/topics/get-involved/making-sure-brochure https://effectivehealthcare.ahrq.gov/topics/get-involved/making-sure-brochure https://effectivehealthcare.ahrq.gov/about/epc/review https://effectivehealthcare.ahrq.gov/about/epc/review https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://www.ahrq.gov/funding/contracts/src-iv.html https://effectivehealthcare.ahrq.gov/about/epc/prior-reviewers https://effectivehealthcare.ahrq.gov/about/epc/prior-reviewers https://effectivehealthcare.ahrq.gov/topics/health-systems-use-evidence/overview https://effectivehealthcare.ahrq.gov/topics/health-systems-use-evidence/overview https://effectivehealthcare.ahrq.gov/topics/health-systems-use-evidence/overview https://lhspilot.ahrq.gov/ https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438

Supporting Document Description Supporting Document Location reports and engaging with stakeholder through the Effective Health Care website.

the Agency for Healthcare Research and Quality Effective Health Care website to promote engagement, interactivity, and usability of systematic reviews Research Synthesis Methods. 31 July 2020

Methods Feedback Form

This form is completed by EPC contractors at the end of each evidence review to provide feedback on methods and methods guidance.

https://www.ahrq.gov/funding/cont racts/src-iv.html https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438

Table 2: Tasks and supporting documents Task Number

Name Documents needed for Task Completion

D.1.3 Editorial process for EPC reports.

• EPC Program Procedures Guide

• Webpage: EPC Program Editorial and review process

• Publishing Guidelines for Reports Developed by Evidence-based Practice Centers

• Associate Editor Review Guidance Document

• Executive Summary Content Guidance

• Systematic Review Content Guidance

• Technical Brief Report Content Guidance

D.1.4 Peer review process

• EPC Program Procedures Guide

• Publishing Guidelines for Reports Developed by Evidence-based Practice Centers

• Summary of Databases and Resources

• Annual acknowledgement letter for reviewers

D.1.5 Secure site • EPC Program Procedures Guide

• AHRQ Security and Privacy Language for Information and Information Technology Procurements

• Summary of Databases and Resources

D.1.6 Documentation • Summary of Databases and Resources

• ScholarOne resources

• EPC authorship form

• Methods Feedback Form

• EPC Confidentiality form

• EPC Policy on Financial and Nonfinancial Interests and Disclosure form for Conflicts of Interest

D.2.1 D.2.2

Steering Committee Methods Workgroups

• EPC Program Procedures Guide

• EPC Methods Guide for Effectiveness and Comparative Effectiveness Reviews

• Publishing Guidelines for Reports Developed by Evidence-based Practice Centers https://effectivehealthcare.ahrq.gov/about/epc/review https://effectivehealthcare.ahrq.gov/sites/default/files/epc-disclosure-policy-form.pdf https://effectivehealthcare.ahrq.gov/sites/default/files/epc-disclosure-policy-form.pdf https://effectivehealthcare.ahrq.gov/products/collections/cer-methods-guide https://effectivehealthcare.ahrq.gov/products/collections/cer-methods-guide

Number

Name • Documents needed for Task Completion

D.3.1 EPC

nomination and selection process

• EPC Program Procedures Guide

• Topic development process document

• Brochures: Stakeholder resources

• Webpage: Suggest a Topic for a New Evidence Review | Effective Health Care (EHC) Program (ahrq.gov)

• Webpage: Search Topics Nominated for a New Evidence Review | Effective Health Care (EHC) Program (ahrq.gov)

D.3.2 Topic nomination development briefs

• EPC Program Procedures Guide

• Topic Development Brief Template

• Topic development process document

• Webpage: Search Topics Nominated for a New Evidence Review | Effective Health Care (EHC) Program (ahrq.gov)

• 508 Compliance resources D.3.3 Adapted topic briefs

• EPC Program Procedures Guide

• 508 Compliance resources

• Example of adapted topic brief

D.3.4 Tracking and documentation

• Topic development process document

• Topic Development Brief Template

• Summary of Databases and Resources

D.4.1 Stakeholder panel

• 508 Compliance resources

• Brochures: Stakeholder resources

• Webpage: AHRQ EPC Program Helps Health Systems Use Evidence

D.4.2 Scientific Meetings

• 508 Compliance resources

D.4.3 Contacts Database

• Summary of Databases and Resources

D.5.1, D.5.2

Data visualization

• NxGen pilots

• NxGen publication by Reid et al.

• 508 Compliance resources D.6 Conflicts of

Interest

• EPC Policy on Financial and Nonfinancial Interests and

Disclosure form for Conflicts of Interest

D.7.3 Topic Development monthly call

• Topic development process document https://effectivehealthcare.ahrq.gov/get-involved/suggest-topic https://effectivehealthcare.ahrq.gov/get-involved/suggest-topic https://effectivehealthcare.ahrq.gov/products/topics/search https://effectivehealthcare.ahrq.gov/products/topics/search https://effectivehealthcare.ahrq.gov/products/topics/search https://effectivehealthcare.ahrq.gov/products/topics/search https://effectivehealthcare.ahrq.gov/system/files/docs/topic-brief-psychosocial-screening-oncology.pdf https://effectivehealthcare.ahrq.gov/products/health-systems-use-evidence/overview https://effectivehealthcare.ahrq.gov/products/health-systems-use-evidence/overview https://onlinelibrary.wiley.com/doi/10.1002/jrsm.1438 https://effectivehealthcare.ahrq.gov/sites/default/files/epc-disclosure-policy-form.pdf

D.7.4 Infrastructure • AHRQ Publishing and Communications Guidelines

• 508 Compliance resources

D. Tasks

NOTE: All tasking/assignments shall be conveyed by the COR, not the individual workgroups or EPCs.

D.1 Provide Quality Assurance by Developing, Leading and Coordinating Activities to Maintain Consistency of EPC Products

D.1.1 Hybrid In-person and Virtual EPC Meeting

• The contractor shall convene one, 2-day hybrid in-person and virtual meeting of EPC contractors yearly to discuss methodologic approaches and to support coordination and consistency of EPC products.

• The contractor shall set the meeting agenda, invite and support up to 4 external speakers (non-EPC contractors) per meeting, develop learning objectives, and collate materials for distribution (documents for meeting packets, evaluation forms, and participant list).

• The contractor shall arrange and handle logistics of speakers and on-site and remote meeting participants prior to and during the meeting. This may include sending out outlook invites and meeting materials, arranging for dry-run with speakers and moderators prior to the meeting, facilitating Q&A, polling, and arranging breakout groups.

• The contractor shall reimburse travel expenses for speakers only.

• The in-person meeting shall be held at 5600 Fishers Lane, Rockville, MD.

• CME shall be provided to approximately 40 participants.

D.1.2 Virtual EPC Meetings

• The contractor shall convene three virtual meetings of EPC contractors to discuss methodologic approaches and to support coordination and consistency of EPC products.

• The contractor shall set the meeting agenda, invite and support up to 2 external speakers (non-EPC contractors) per virtual meeting, develop learning objectives, and collate materials for distribution.

• The contractor shall arrange and handle logistics of speakers and meeting participants prior to and during the meeting. This may include sending out outlook invites and meeting materials, arranging for dry-run with speakers and moderators prior to the meeting, facilitating Q&A, polling, and arranging breakout groups.

• The contractor shall provide CME for approximately 40 individuals per meeting.

D.1.3 Editorial Process for EPC Reports

• The contractor shall participate in the editorial process as an associate editor (AE).

• The contractor shall provide administrative support for quarterly AE conference calls, https://www.ahrq.gov/research/publications/pubcomguide/index.html including, scheduling calls, developing agendas for calls, facilitating and leading calls, keeping notes, and sending materials prior to calls. AEs are drawn from EPC contractors.

o On these calls the contractor shall lead discussions with AEs around relevant issues such as improving consistency and efficiency in AE review, and identifying areas for quality improvement within the program, including presentation of findings, readability, and methods guidance to improve quality or consistency.

o The contractor shall distribute call minutes to the COR and AE group one week after each call.

• The contractor shall review all EPC draft evidence reports from a technical editing perspective and provide feedback to the report authors.

• The contractor shall provide consultation to EPCs upon request on efforts to improve the clarity and communication of findings in draft reports.

• The contractor shall be available as a neutral third party on occasions when arbitration for particularly contentious methodological or editorial issues raised by partners or reviewers is needed.

• The contractor shall manage the assignment of reports to AEs or other EPC and SRC contractor staff involved in the editorial process.

D.1.4 Peer Review for EPC Reports

• Using appropriate software such as ScholarOne, the contractor shall manage a peer review process for EPC products to support efficient, high quality, and unbiased review of each EPC report by the appropriate respective associate editor, AHRQ Task Order Officer (TOO), and peer reviewers. See the EPC Program Procedures Guide for more information about the peer review process in EPC products.

• The contractor shall support the scientific credibility of EPC products by recognizing threats, and proactively developing safeguards related to the peer review process.

o The contractor shall provide incentives for reviewers through offering continuing education credits.

• The contractor shall make peer review comments available to the COR and TOO.

• The contractor shall receive public comments on draft reports submitted through a public portal such as the one on the EHC website and provide them to the COR and

TOO.

• The contractor shall develop an annual 508-compliant letter acknowledging the contribution of AEs and peer reviewers who reviewed EPC reports that year and send to the named AEs and peer reviewers, and to the COR for public posting on the EHC website.

• Upon request of the AHRQ COR, the contractor shall provide peer review with appropriate statistical expertise to review EPC reports with meta-analysis, network meta-analysis, or other statistical methods such as qualitative comparative analysis.

• The contractor shall maintain a searchable database of EPC reports and peer reviewers to track and manage peer reviewer recruitment and review of EPC reports. The database shall include communications with peer reviewers, and peer review comments.

D.1.5 EPC Program Secure Website

• The contractor shall maintain and keep up to date an EPC Program secure 508-compliant website in the AHRQ environment Fisher’s Lane data center hosting facility for coordination of EPC Program activities among the contractor, AHRQ, and EPC contractors. The security categorization of the EPC Program secure website is moderate. As part of its maintenance and support the contractor shall provide:

o Technical support in use of and access to the site.

o Maintenance and support for user logins and passwords.

o The contractor shall provide for near-full time availability to ensure system uptime for user operations including updates. Any hardware or software failure shall not result in a loss of more than 24 hours of current data, any software failure shall not result in more than 72 hours of downtime, any hardware failure shall not result in more than 72 hours of downtime, and any Internet connectivity failure shall not result in more than 48 hours of downtime. The contractor shall test the backup/restore process at least monthly and report any failures to the Contracting Officer Representative.

o System operation and maintenance for the length of the contract in accordance with all the Federal and Department of Health and Human Services requirements in laws, policies, and directives for information technology, capital planning and investment, and information management and the security of Agency information and systems. This includes security and privacy concerns, and 508-compliance.

D.1.6 Documentation by the Contractor

• The contractor shall maintain guidance documents for use of peer reviewer software such as ScholarOne for peer reviewers. The contractor shall document a history of changes with each updated version.

• At the conclusion of this contract, the contractor shall prepare the materials including any manuals, procedures, websites, databases, or other activities needed to facilitate continuation of the contract activities to the COR and CO.

• For the secure site, topics database, peer review database, and contacts database, the contractor shall submit database coding, content data, support and maintenance materials including manuals and procedures to COR and CO three months before the end of the contract.

D. 2 Lead, Coordinate and Support Evidence Synthesis and Other Methods Development to Promote the Rigor and Utility of EPC Program Products for Healthcare Decision-making

D.2.1 EPC Steering Committee

• The contractor shall coordinate communication with and support the EPC Steering Committee. This steering committee, comprised of representation of all nine EPCs, provides advice on methods work development and strategic priorities for the EPC program. The contractor shall coordinate logistics and provide administrative support for bimonthly teleconference calls of this Steering Committee, including scheduling calls, developing agendas for calls, facilitating and leading calls, keeping notes, and sending materials prior to calls. On these teleconference calls, the contractor shall:

o Update the Steering Committee on the status of EPC methods work.

o Identify areas of priority for EPC workgroup projects and other methods work to improve utility, rigor and consistency of EPC products, taking into consideration current EPC Program resources and needs and external methodological efforts.

o Work with the Steering committee to develop agendas and identify topics and speakers for various EPC meetings.

• The contractor shall distribute call minutes to the COR and Steering Committee one week after each call.

D.2.2 EPC Methods Workgroups

• The contractor shall submit a list of proposed EPC methods work topics with description and rationale each year

• The contractor shall lead, organize and support cross-EPC program methodological work addressing priority areas identified by the EPC Steering Committee and AHRQ.

• The contractor shall coordinate logistics and provide administrative support for teleconference calls for cross-EPC methods workgroups, including scheduling calls, developing agendas for calls, facilitating calls, keeping notes, and sending materials prior to calls. In addition, the contractor shall be responsible for clarifying roles and responsibilities and encouraging timely completion of tasks for each EPC methods workgroup.

• The contractor shall participate in up to three workgroups per year as a workgroup member.

• In support of the EPC workgroups, the contractor shall pay for open access fees for two methods manuscript publications per year and presentation at 1 prioritized meeting per year; and assist in preparation of reports and manuscript developed by workgroups.

D.2.3 Pilot Projects for EPC Program Improvement

• Develop, pilot, and evaluate new and established EPC products, methods, and processes to improve the efficiency, usefulness and/or relevance of the EPC Program for various stakeholder groups, such as health systems and health system organizations.

• The contractor shall seek input from the EPC steering committee, AHRQ, and stakeholder panels through various EPC meetings; and prioritize projects in consultation with AHRQ.

• The contractor shall develop and pilot no more than 2 projects each year. Past examples of projects include piloting a living rapid review process and format; and development of a data visualization to incorporate into the EHC website.

o The contractor shall submit a workplan for pilot projects annually

• The contractor shall provide data on timeliness of EPC product milestones to the COR twice a year to assist with AHRQ’s preparation of an annual report; and to EPCs, AEs, and AHRQ TOOs for informational and Program quality improvement purposes.

D.3 Develop Topic Nomination Briefs and Adapted Topic Nomination Briefs, Respond to Stakeholders, and Manage Selection Process

D.3.1 EPC Program Topic Selection Processes

• The contractor shall manage the topic selection process in accordance with the EPC Program Procedures Guide.

• The contractor shall convene and lead up to 3 virtual meetings per year to prioritize topic nominations which meet all EPC Program topic selection criteria as described in topic nomination development briefs and select those for evidence review development or other product development.

o The contractor shall develop the agenda, develop briefing materials and lead calls, as well as provide administrative support such as scheduling calls and sending materials prior to calls.

o The contractor shall distribute call minutes to the COR and Prioritization Group one week after each meeting.

• The contractor shall assist in developing and performing searches of the published literature, and provide consultation as requested for refining search strategies.

• The contractor shall maintain, refine, and update the topic development process to support efficient, high quality, and unbiased assessment of each topic nomination, including fit with evidence synthesis products that would best meet the nominator’s needs.

D.3.2 Topic Nomination Development Briefs

• The contractor shall assess nominations and author topic nomination development briefs.

• The contractor shall receive nominated topics by email, through delivery via EHC

Program website or through the AHRQ COR.

• The contractor shall develop all topic nomination development briefs using established

EPC Program selection criteria to triage them appropriately and efficiently. The contractor shall submit these to the AHRQ COR for approval and discuss and revise as needed.

o It is estimated that 20-25% of nominations will require assessment against the full criteria and about 15% will require only minimal assessment. The remainder will require assessment against some but not all criteria.

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