Final RFP - Residency Rotation.pdf

Request for Proposal v. FAC 2020-02/Jan 2020 AHRQ-20-10010 Preventive Medicine and Primary Care Residency Rotation Program for the U.S. Preventive Services Task Force Page 1 of 92

Request for Proposal No. AHRQ-20-10010

PART I - THE SCHEDULE

SECTION A - SOLICITATION FORM

Date Issued: April 29, 2020 Date Questions Due: May 7, 2020 Please Note: All questions and inquires will be processed on a non-attribution basis.

Date Notice of Intent Due: May 18, 2020 Date Proposals Due: June 15, 2020, 11:00AM, EST

You are invited to submit a proposal to the Agency for Healthcare Research and Quality (AHRQ) for Request for Proposal (RFP) No. AHRQ-20-10010 entitled “Preventive Medicine and Primary Care Residency Rotation Program for the U.S. Preventive Services Task Force”. Your proposal must be developed and submitted in accordance with the requirements and instructions of this

RFP.

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 Brittney Parker, Contract Specialist/Contracting Officer at Brittney.Parker@ahrq.hhs.gov no later than May 18, 2020.

Subject line shall read: Proposal Intent RFP No. AHRQ-20-10010.

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 Brittney Parker, Contract Specialist/Contracting Officer, at the following email address:

Brittney.Parker@ahrq.hhs.gov. Subject line shall read: Proposal Questions RFP No. AHRQ- 20-10010. Answers to questions and all solicitation amendments will be posted to the System for Award Management (SAM) web page: beta.sam.gov. It is your responsibility to monitor the web site.

Additional Information:

a. A fixed price 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

September 23, 2020.

mailto:Name@ahrq.hhs.gov mailto:Name@ahrq.hhs.gov

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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 813920 with a size standard of $16.5 million.

Proposal Submission: The proposal shall be signed by an authorized official to bind your organization and must be received by the due date specified above. The proposal must be submitted to the following address:

Agency for Healthcare Research and Quality (AHRQ)* Division of Contracts Management* 5600 Fishers Lane* Mail Stop 06N34B* Rockville, Maryland 20857* Attn: Brittney Parker, (301) 427-1184*

*All boxes must be clearly labeled with this information.

Please read this section carefully. Some mail and package delivery procedures have changed due to security controls. All mail and packages are screened at a local offsite facility before being delivered to 5600 Fishers Lane.

The U.S. Postal Service’s “Express Mail” does not deliver to our Rockville, Maryland address.

Please do not use this means of delivery for proposal submission.

Proposals delivered by commercial package delivery company (example: Fedex, UPS, DHL, etc.):

Submit and label as instructed above. These companies are familiar with the delivery procedures at 5600 Fishers Lane.

Hand carried or hand carry courier service: The 5600 Fishers Lane building security does not allow packages to be delivered directly to the building. Hand carried or courier delivered proposals should be labeled as instructed above, however they must be delivered directly to the offsite screening facility at 12225 Wilkins Avenue Rockville MD 20852. The operating hours at the Wilkins Avenue facility are 7:00 AM to 3:30 PM Monday through Friday. Please note that anyone who arrives at the Fishers Lane location with a delivery will be directed to the screening facility, however this will cause delay. Packages will be accepted and date/time stamped at the screening facility. Please allow ample time as proposals cannot be date/time stamped until they have gone through security.

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/.

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

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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 Brittney Parker, (301) 427-1184 or e-mail:

Brittney.Parker@ahrq.hhs.gov. Please note e-mail requests should state subject as RFP AHRQ-20- 10010.

mailto:Brittney.Parker@ahrq.hhs.gov

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Table of Contents

PART I - THE SCHEDULE

SECTION A - SOLICITATION FORM

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

PART II – CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

PART III- LIST OF DOCUMENTS, EXHIBITS AND ATTACHMENTS

SECTION J – SOLICITATION LIST OF ATTACHMENTS

PART IV– REPRESENTATIONS AND INSTRUCTIONS

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

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

SECTION M- EVALUATION FACTORS FOR AWARD

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SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

“Preventive Medicine and Primary Care Residency Rotation Program for the U.S. Preventive Services Task Force”. See Section C for a complete description.

B.2 PRICES

a. The total fixed price of this contract is $ To Be Determined (TBD).

Period of Performance Services Fixed Price

Base Period Severable $ Base Period Resident Stipends and

Institution Administrative Fees* Severable $

Total Base Period Severable $

B.3 OPTION PRICES

If the Government exercises its option(s) pursuant to the option article in Section H of this contract, the following fixed price amounts apply:

Period of Performance Services Fixed Price

Option Period 1 Severable $

Option Period 1 Resident Stipends and Institution Administrative Fees*

Severable $

Total Option Period 1 Severable $

Option Period 2 Severable $

Option Period 2 Resident Stipends and Institution Administrative Fees*

Severable $

Total Option Period 2 Severable $

Option Period 3 Severable $

Option Period 3 Resident Stipends and Institution Administrative Fees*

Severable $

Total Option Period 3 Severable $

Option Period 4 Severable $

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Option Period 4 Resident Stipends and Institution Administrative Fees*

Severable $

Total Option Period 4 Severable $

*Residency Stipends and Institution Administrative Fees shall be administered as required in Section C, subtask 1.5

B.4 PROVISIONS APPLICABLE TO DIRECT COSTS

a. Items Unallowable Unless Otherwise Provided

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

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

(2) Rearrangement or alteration of facilities;

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

(4) Accountable Government property;

(5) Travel to attend general scientific meetings;

(6) Foreign Travel;

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

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

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

(10) Information Technology hardware or software; and

(11) Food and Beverages;

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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

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 STATEM ENT

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

I. General Background

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

The focus of the Center for Evidence and Practice Improvement (CEPI) within AHRQ is to generate new knowledge, synthesize evidence, translate science on what works in health and health care delivery, and catalyze practice improvement across health care settings. CEPI comprises five divisions, one of which provides ongoing scientific, administrative and dissemination support to the U.S. Preventive Services Task Force.

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

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

Purpose of the Project The purpose of this project is to administer and coordinate a preventive medicine and primary care residency rotation program providing scientific and dissemination support to the U.S.

Preventive Services Task Force. Residents training in preventive medicine and primary care http://www.ahrq.gov/cpi/centers/cepi/index.html

Task Force Page 9 of 92 provide a unique perspective that can contribute greatly to AHRQ’s scientific and dissemination support to the USPSTF. These residents actively train and practice in clinical settings where USPSTF recommendations are being implemented. They also receive specialized training in public health which enables them to apply population health strategies to clinical preventive medicine that is necessary for supporting dissemination of USPSTF materials. Residents will work closely with AHRQ staff on a variety of activities, including, but not limited to: contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs), including research plans; reviewing and summarizing public comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics;

reviewing and editing USPSTF recommendations and rationale statements; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers, and developing materials that assist with the dissemination and implementation of USPSTF recommendations.

Rotational opportunities will be offered by AHRQ on an annual basis to align with the academic calendar (e.g., July 1 through June 30) to Preventive Medicine and Primary Care residents which may include the specialties of preventive medicine, internal medicine, family medicine, pediatrics, and obstetrics and gynecology. AHRQ will host approximately 6 residents a year.

Individual resident rotations last from 2-3 months. Rotations less than 2 months will be permitted in rare circumstances and on a case by case basis. The rotations must be staggered throughout the 12-month academic school year. Due to space constraints, in general, no more than 2 residents may rotate with AHRQ at the same time.

The specific objectives of the contract are to administer, implement, manage, coordinate and monitor a preventive medicine and primary care resident rotation program to assist AHRQ in supporting the USPSTF. Additionally, an important objective will be to update existing materials and develop new training materials that synthesizes the unique clinical and population health skill set of preventive medicine residents with the specific activities they will be performing at AHRQ to assist with providing scientific and dissemination support to the

USPSTF.

Specific Requirements/Tasks

Base Year

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

AHRQ

Subtask 1.1: Communication Plan

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

1.1.1 Draft Communication Plan (due one week after Date Of Award)

1.1.2 Final Communication Plan (due within 2 days of feedback from AHRQ)

Subtask 1.2: Development and Coordination of Application Process

The Contractor shall manage, coordinate and facilitate the resident application process.

The contractor shall perform the following tasks:

Serve as the central administrator for resident application submissions.

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

Develop an application for the 2021-2022 academic year that includes at a minimum: the resident’s contact information; CV (including a list of coursework completed in epidemiology and biostatistics); brief statement on interest in completing a rotation at AHRQ; 3 preferences for timing of rotation; if an administrative fee is required by the resident’s institution and the amount;

Ensure that residents can successfully submit applications for the program and that received applications are complete. Applications should open fall 2020 (no later than November 1, 2020) and close January 2021 (although the closing date may be extended depending on the number of completed applications received).

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

1.2.1 Draft Application Plan (due 2 weeks after Date Of Award)

1.2.2 Final Application Plan (due within 2 days of feedback of AHRQ)

1.2.3 Draft Application for Submission (due fall 2020)

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1.2.4 Final Application for Submission (Within one week of receipt of feedback from AHRQ)

1.2.5 Completed Applications (due 1 week after application deadline closes)

Subtask 1.3: Promotion of the Rotation Program

Based on the approved final communication plan, the Contractor shall create announcements of the residency rotation program: one that targets residency program directors and one that targets residents. Both announcements shall be designed to be adapted for any recommended communication strategy (e.g. print materials, website, social media). The Contractor shall make the announcements public no later than the day the application goes public. Additionally, the Contractor shall develop multimedia promotional materials for the rotation and application process such as an informational and/or technical assistance webinar. These multimedia promotional materials shall be made public no later than 4 weeks prior to closing of the application period.

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

1.3.1 Draft Announcement (due no later than 2 weeks prior to final application becoming publicly available)

1.3.2 Final Announcement (due within 2 days of feedback from AHRQ)

1.3.3 Draft Multimedia Promotional materials (due no later than 8 weeks prior to closing of the application period)

1.3.4 Final Multimedia Promotional materials (due no later than 4 weeks prior to closing of the application period)

1.3.5 Promotional Activities Report (due one month after application deadline closing)

Subtask 1.4: Resident Selection and Notification Process

The Contractor, under AHRQ’s direction and approval, shall execute the acceptance/rejection notification process with individual residents and residency programs.

The Contractor shall serve as the central administrator for the award and notification of resident rotation slots. Once AHRQ has informed the Contractor regarding its selections, Task Force Page 12 of 92 the Contractor shall notify residents of the award and the proposed dates for the rotation within 1 week of being informed by AHRQ. The Contractor shall also notify applicants that were not selected by AHRQ for a rotation. The Contractor shall notify AHRQ once all of the letters have been sent out. The Contractor shall facilitate, with approval from AHRQ, any alterations to the rotation schedule requested by residents. If a rotation slot becomes unexpectedly vacant, the Contractor shall facilitate filling that slot with an acceptable resident and shall follow the same guidelines and qualifications for the selection of the additional residents. The Contractor shall submit a calendar of the rotations including the residents’ names, institutions and months of rotations.

1.4.1 Draft template of Acceptance and Rejection letters (due one month before application deadline closes). Letters should include notifying the applicant of AHRQ’s decision (accept, waitlist or reject) and the dates of rotation being offered (if accepted).

1.4.2 Final Template Acceptance and Rejection letters (due within 2 days of receipt of feedback from AHRQ. Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation within 1 week of being informed by AHRQ.

1.4.3 Calendar of Resident Rotations (due Spring 2021)

Subtask 1.5: Administration of the Residency Rotation

For the base year, at the direction of AHRQ, the contractor shall contact residents on a waitlist for the 2020-2021 academic year (as previously selected and prioritized by AHRQ) and notify them about available rotation slots for the remainder of the 2020- 2021 academic calendar year. The contractor shall facilitate placement and scheduling of these residents for the remainder of the 2020-2021 academic year.

1.5 2020-2021 Academic Year Resident Placement report for base year only.

Should include at a minimum the list of waitlisted residents contacted, their disposition (resident accepts placement or declines placement) and date of scheduled rotation if resident accepts placement. (Due October 2020).

The Contractor shall provide and process a monthly fixed price resident stipend of $4,000/resident/month per completed month of rotation. Each resident rotation is expected to be a two month rotation. The Contractor shall ensure that payment is made monthly starting with the completion of the first month of the rotation and continuing monthly through the last week of the last month of the rotation. Payments of resident stipends should be included in the quarterly progress reports and detailed in invoices. In addition, once a candidate has been selected by AHRQ, if the resident’s home institution

Task Force Page 13 of 92 charges an administrative fee, this will be reimbursed at $1,020/resident/month. Any resident selected shall be able to commit to the full two month duration of the rotation;

however, if a resident is unable to complete the full month, the resident shall receive a fixed price payment of $1,000/week and the institution shall receive $250/week per completed week. The entire week must be completed in order for the resident to receive the fixed price $1,000 payment and for the institution to receive the fixed price $250 payment. If a resident is selected, and then fails to appear for the rotation, no resident stipend or institutional fee will be paid.

For the base year, AHRQ anticipates a maximum of 6 residents completing a rotation.

This includes waitlisted residents for the remainder of the 2020-2021 academic year (Sept 23, 2020-June 30, 2021), and the beginning of the 2021-2022 academic year (July 1, 2021-Sept 22, 2021).

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

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

In 2013, the Accreditation Council for Graduate Medical Education (ACGME) and the American Board of Preventive Medicine (ABPM) issued the “Preventive Medicine Milestone Project: Public Health and General Preventive Medicine” which highlights the key dimensions of the elements of physician competency for the field of Preventive Medicine.

The Association for Prevention Teaching and Research (APTR) has developed a curriculum framework on clinical prevention and population health. Based on these materials, the Contractor shall update existing and develop training materials for residents who will be rotating at AHRQ that helps translate these “Milestones” and “Curriculum Framework” into specific tasks that residents will perform at AHRQ. This will ensure that the work residents produce for AHRQ capitalizes on their specialized clinical and population health training.

Training materials shall include: an orientation to the DHHS, , AHRQ and the USPSTF; a broad range of materials designed to help residents apply their clinical and public health training to specific projects that may be assigned by AHRQ; a confidentiality statement; and an evaluation form for the AHRQ rotation.

1.6.1 Draft Training Materials (Sumer 2021, due no later than 1 month prior to start of next academic year)

1.6.2 Final Training Materials (due within 1 week of receipt of feedback from

AHRQ)

Task 2: Annual Resident Activity Report

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The residents will work with the COR and Medical Officers at AHRQ on specific project assignments, timelines and deliverables. Projects may include, but are not limited to:

contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs); reviewing and summarizing external comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics;

reviewing and editing USPSTF recommendations and rationale statements; preparing presentation on USPSTF recommendations to aid in dissemination efforts at conferences and talks; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers.

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

2.1 Draft Format for the Annual Report (due no later than 8 weeks prior to end of base year)

2.2 Final Format for the Annual Report (due within 2 days of receipt of feedback from

2.3 Draft Annual Report (due no later than 4 weeks prior to end of base year)

2.4 Final Annual Report (within 1 week of receipt of feedback from AHRQ, no later than final day of base year)

Task 3: Administration and Management

Subtask 3.1 Kick-off Meeting (due within 2 weeks of Date of Award)

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

Subtask 3.2 Work Plan (Draft due within 2 weeks of kick-off meeting; Final due within 1 week of receipt of feedback from AHRQ)

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

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Subtask 3.3: Monthly Update Calls Subtask 3.3.1: Agenda for Monthly Update calls (due at least 3 business days prior to call) Subtask 3.3.2: Monthly Update Call Summaries (due within 2 business days of each call)

The Contractor shall schedule and facilitate monthly update calls with the COR and AHRQ subject matter experts (as identified by the COR). An agenda for the call shall be developed and circulated by the Contractor at least 3 business days prior to the call. The content of the call should include status updates on completion of deliverables as well as a list of questions the Contractor has for AHRQ. The contractor shall also update AHRQ on the status of the resident rotations and if any variances are expected. Summaries of calls due within 2 business days of each call.

Subtask 3.4: Quarterly Progress Reports

The Contractor shall submit to the COR and to the Contracting Officer a quarterly progress report in electronic format. Draft report due within ten (10) days after the end of the quarter being reported and Final report due within 2 days of receipt of feedback from AHRQ.

The report shall state in concise form:

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

Status, expenditures, and a brief description of all ongoing assigned tasks and efforts; details regarding any issues encountered and how they are being resolved;

explanations for any tasks that are behind schedule; anticipated challenges/issues.

Current and proposed expenditures relative to original schedule and budget.

Schedule and cost variances for each task compared to the baseline plan, this shall include information about any cost variances for rotations from the base Activities planned for the next reporting period, including anticipated staffing requirements, level of effort, and cost.

Description of the number of residents who completed a rotation, a summary of the projects completed by each resident and the impact of the residents’ work in helping AHRQ fulfill its Congressional mandate to support the USPSTF, and a completed evaluation form by each resident.

Option Years 1-3

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

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

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

1.1.1 Revised Communication Plan (due within 1 week of the start of each option year)

1.1.2 Final Communication Plan (due within 2 days of feedback from AHRQ)

Subtask 1.2: Coordination of Application Process

The Contractor shall manage, coordinate and facilitate the resident application process. The Contractor shall review the application plan and the application for submission developed during the previous period of performance and revise them as needed. The application cycle should open fall of each option year (no later than November 1st, or closest business day) and close on the last business day of January (although the closing date may be extended depending on the number of completed applications received). The contractor shall perform the following tasks:

Serve as the central administrator for resident application submissions Serve as the first point of contact for any questions about the application process and the AHRQ primary care rotation. The Contractor shall answer residents’ logistical questions regarding the application process and shall facilitate residents’ communications with AHRQ staff as needed regarding questions about the substance of the rotational experience.

Revise an application that includes at a minimum: the resident’s contact information; CV (including a list of coursework completed in epidemiology and biostatistics); brief statement on interest in completing a rotation at AHRQ; 3 preferences for timing of rotation; if an administrative fee is required by the resident’s institution and the amount. Target academic years by contract year:

Option Year 1: Application for academic year 2022-2023 rotation Option Year 2: Application for academic year 2023-2024 rotation Option Year 3: Application for academic year 2024-2025 rotation

Ensure that residents can successfully submit applications for the program and that received applications are complete. Applications should open fall of the contract year and close January (although the closing date may be extended

Task Force Page 17 of 92 depending on the number of completed applications received) according to the following schedule.

Option Year 1: Application open date before Nov 1, 2021; close date ~ Jan 2022 Option Year 2: Application open date before Nov 1, 2022; close date ~Jan 2023 Option Year 3: Application open date before Nov 1, 2023; close date ~Jan 2024 closing of the rotation opportunity announcement. The COR will notify the Contractor within 4 weeks of application receipt about final placement decisions.

1.2.1 Revised Application Plan (due within 2 weeks after start date of each option year)

1.2.2 Final Application Plan (due within 2 days of feedback of AHRQ)

1.2.3 Revised Application for Submission (due fall of each option year)

1.2.4 Final Application for Submission (due within 1 week of feedback of AHRQ)

1.2.5 Completed applications (due within 1 week of application deadline closing for each option year)

Subtask 1.3 Promotion of the Rotation Program

The Contractor shall review the announcement(s) created during the previous period of performance and revise it as needed. Announcements should target residency program directors and residents separately. The contractor shall make the announcements public no later than the date the final application is posted. Additionally, the Contractor shall develop multimedia promotional materials for the rotation and application process such as an informational and/or technical assistance webinar. These multimedia promotional materials shall be made public no later than 4 weeks prior to closing of the application period.

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

1.3.1 Revised Announcement (due no later than 2 weeks prior to final application being made public)

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1.3.2 Final Announcement (due within 2 days of feedback of AHRQ)

1.3.3. Revised Multimedia Promotional materials (due no later than 8 weeks prior to closing of the application period for each option year)

1.3.4. Final Multimedia Promotional materials (due no later than 4 weeks prior to closing of the application period for each option year)

1.3.5 Promotional Activities Report (due within one month after the application closing date for each option year)

Subtask 1.4: Resident Selection and Notification

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

Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation (using developed acceptance letter) within 1 week of being informed by AHRQ. The Contractor shall also notify applicants that were not selected by AHRQ for a rotation. The Contractor shall notify AHRQ once all of the letters have been sent out. The Contractor shall facilitate, with approval from AHRQ, any alterations to the rotation schedule requested by residents. If a rotation slot becomes unexpectedly vacant, the Contractor shall facilitate filling that slot with an acceptable resident and shall follow the same guidelines and qualifications for the selection of the additional residents. The Contractor shall submit a calendar of the rotations including the residents’ names, institutions, and months of rotations.

1.4.1 Revised template of Acceptance and Rejection Letters (due within 1 month prior to application deadline closing). Letters should include notifying the applicant of AHRQ’s decision (accept, waitlist or reject) and the dates of rotation being offered (if accepted).

1.4.2 Final template of Acceptance and Rejection Letters (due within 2 days of feedback from AHRQ for each option year). Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation within 1 week of being informed by AHRQ.

1.4.3 Calendar of Resident Rotations (due spring of each option year)

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$4,000/resident/month per completed month of rotation. Each resident rotation is expected to be a two month rotation. The Contractor shall ensure that payment is made monthly starting with the completion of the first month of the rotation and continuing monthly through the last week of the last month of the rotation. Payments of resident stipends should be included in the quarterly progress reports and detailed in invoices. In addition, once a candidate has been selected by AHRQ, if the resident’s home institution charges an administrative fee, this will be reimbursed at $1,020/resident/month. Any resident selected shall be able to commit to the full two month duration of the rotation; however, if a resident is unable to complete the full month, the resident shall receive a fixed price payment of $1,000/week and the institution shall receive $250/week. The entire week must be completed in order for the resident to receive the fixed price $1,000 payment and for the institution to receive the fixed price $250 payment. If a resident is selected, and then fails to appear for the rotation, no resident stipend or institutional fee will be paid.

AHRQ anticipates approximately 6 residents completing a rotation during the option year with no more than 2 residents rotating at one time.

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

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

The Contractor shall review the training materials created during the previous period of performance and revise them as needed to reflect changes in residency requirements or USPSTF processes, etc. The COR will review and approve the revised training materials.

Final training materials are due one month prior to the arrival of the first resident under each option year.

1.6.1 Revised Training Materials. Due no later than 1 month prior to start of next academic year, as follows:

Option Year 1: Summer 2022 Option Year 2: Summer 2023 Option Year 3: Summer 2024

1.6.2 Final Training Materials (due within1 week of receipt of feedback from

Task Force Page 20 of 92 assignments, timelines and deliverables. Projects may include, but are not limited to:

contributing to literature reviews of clinical preventive services (CPS) topics; researching information on the epidemiology and burden of preventable conditions addressed by the CPS topics; reviewing and editing evidence-based reviews of CPS prepared by AHRQ Evidence-Based Practice Centers (EPCs); reviewing and summarizing external comments on draft USPSTF recommendations; researching the positions of other organizations on relevant CPS topics;

reviewing and editing USPSTF recommendations and rationale statements; preparing presentation on USPSTF recommendations to aid in dissemination efforts at conferences and talks; and developing summaries of how USPSTF recommendations may be implemented in primary care practice for both clinicians and consumers.

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

2.1 Draft Annual Report (due 4 weeks prior to end of each option year)

2.2 Final Annual Report (due within 1 week of feedback from AHRQ, no later than final day of the option year)

Subtask 3.1: Kick-off Meeting (due within 2 weeks of start of each option year) review the scope of work and delivery schedule for each option year, to update roles and responsibilities of staff, and to update communication protocols. The Contractor shall prepare a summary of the kick-off meeting.

Subtask 3.2 Revised Work Plan (Draft due within 2 weeks of kick-off meeting;

Final due within 1 week of receipt of feedback from AHRQ)

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

Task Force Page 21 of 92 prior to call)

The Contractor shall schedule and facilitate monthly update calls with the COR and AHRQ subject matter experts (as identified by the COR). An agenda for the call shall be developed and circulated by the Contractor at least 3 business days prior to the call. The content of the call should include status updates on completion of deliverables as well as a list of questions the Contractor has for AHRQ. The contractor shall also update AHRQ on the status of the resident rotations and if any variances are expected.

Summaries of calls due within 2 business days of each call.

Subtask 3.4: Quarterly Progress Reports progress report in electronic format. Draft report due within ten (10) days after the end of the quarter being reported. Final report due within 2 days of receipt of feedback from

AHRQ.

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

Status, expenditures, and a brief description of all ongoing assigned tasks and efforts; details regarding any issues encountered and how they are being resolved.

Explanations for any tasks that are behind schedule; anticipated challenges/issues.

Current and proposed expenditures relative to original schedule and budget.

Schedule and cost variances for each task compared to the baseline plan, this shall include information about any cost variances for rotations from the base.

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

Description of the number of residents who completed a rotation, a summary of the projects completed by each resident and the impact of the residents’ work in

Option Year 4

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

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

1.1.1 Revised Communication Plan (due one week after start of option year 4)

1.1.2 Final Communication Plan (due within 2 days of receipt of feedback from

Subtask 1.2: Coordination of Application Process

The Contractor shall manage, coordinate and facilitate the resident application process.

The Contractor shall review the application plan and the application for submission developed during the previous period of performance and revise them as needed. The contractor shall perform the following tasks:

Serve as the central administrator for resident application submissions Serve as the first point of contact for any questions about the application process and the AHRQ primary care rotation. The Contractor shall answer residents’ logistical questions regarding the application process and shall facilitate residents’ communications with AHRQ staff as needed regarding questions about the substance of the rotational experience.

Revise an application that includes at a minimum: the resident’s contact information; CV (including a list of coursework completed in epidemiology and biostatistics); brief statement on interest in completing a rotation at AHRQ; 3 preferences for timing of rotation; if an administrative fee is required by the resident’s institution and the amount; target academic year 2025-2026 for rotation.

Ensure that residents can successfully submit applications for the program and that received applications are complete. Applications should open fall 2024 (no later than November 1, 2024) and close January 2025 (although the closing date may be extended depending on the number of completed applications received).

closing of the rotation opportunity announcement. The COR will notify the Contractor within 4 weeks of application receipt about final placement decisions.

1.2.1 Revised Application Plan (due within 2 weeks of start of option year)

1.2.2 Final Application Plan (due within 2 days of receipt of feedback from

1.2.3 Revised Application for Submission (due fall 2024)

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1.2.4 Final Application for Submission (due within 1 week of receipt of feedback from AHRQ)

1.2.5 Completed applications (due within 1 week of application deadline closing for option year 4)

Subtask 1.3 Promotion of the Rotation Program

The Contractor shall review the announcement(s) created during the previous period of performance and revise it as needed. Announcements should target residency program directors and residents separately. The contractor shall make the announcement public no later than the date the final application goes public. Additionally, the Contractor shall develop multimedia promotional materials for the rotation and application process such as an informational and/or technical assistance webinar. These multimedia promotional materials shall be made public no later than 4 weeks prior to closing of the application period.

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

1.3.1 Revised Announcement (due no later than 2 weeks prior to final application being made public)

1.3.2 Final Announcement (due within 2 days of feedback from

1.3.3. Revised Multimedia Promotional materials (due no later than 8 weeks prior to closing of the application period)

1.3.4. Final Multimedia Promotional materials (due no later than 4 weeks prior to closing of the application period)

1.3.5 Promotional Activities Report (due within one month after the application period closing for option year 4)

Subtask 1.4: Resident Selection and Notification

The Contractor, with AHRQ’s approval, shall execute the acceptance/rejection notification process with individual residents and residency programs. The Contractor shall serve as the central administrator for the award and notification of resident rotation slots. The

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Contractor shall review the acceptance and rejection letters developed during the previous period of performance and revise them as needed.

Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation (using acceptance letter developed) within 1 week of being informed by AHRQ. The Contractor shall also notify applicants that were not selected by AHRQ for a rotation. The Contractor shall notify AHRQ once all of the letters have been sent out. The Contractor shall facilitate, with approval from AHRQ, any alterations to the rotation schedule requested by residents. If a rotation slot becomes unexpectedly vacant, the Contractor shall facilitate filling that slot with an acceptable resident and shall follow the same guidelines and qualifications for the selection of the additional residents. The Contractor shall submit a calendar of the rotations including the residents’ names, institutions and months of rotations.

1.4.1 Revised template of Acceptance and Rejection Letters (due within 1 month prior to application deadline closing). Letters should include the applicant of AHRQ’s decision (accept, waitlist or reject) and the dates of rotation being offered (if accepted).

1.4.2 Final template of Acceptance and Rejection Letters (due within 2 days of receipt of feedback from AHRQ). Once AHRQ has informed the Contractor regarding its selections, the Contractor shall notify residents of the award and the proposed dates for the rotation within 1 week of being informed by AHRQ.

1.4.3 Calendar of Resident Rotations (due spring 2025)

$4,000/resident/month. Each resident rotation is expected to be a…