Publishing, Public Affairs, and Knowledge Transfer Communications Support for OCKT

SECTION C—STATEMENT OF WORK

C.1 GENERAL INFORMATION AND BACKGROUND

C.1.1 BACKGROUND STATEMENT

AHRQ is the lead Federal agency charged with improving the quality, safety, effectiveness, and efficiency of health care. AHRQ sponsors and conducts research that provides evidence-based information about health care outcomes, quality, cost, use, and access. In addition, AHRQ is committed to the writing, editing, design, dissemination, and translation of this evidence from research into practice. As a result, health care decisionmakers are able to make informed decisions that improve the quality of health care services.

The Office of Communications and Knowledge Transfer (OCKT) manages and coordinates the Agency's publishing, public affairs, dissemination, and implementation activities. OCKT is the organizational unit of AHRQ that is responsible for ensuring that Agency products and sponsored research are available to a wide array of customers in a variety of formats—both print and electronic.

In support of these activities, the contractor shall assist in the designing, writing, editing, audience research, media interactions, partnership building, audiovisual activities, and information and communication dissemination activities within AHRQ's Office of Communications and Knowledge Transfer.

OCKT's Most Efficient Organization (Operations) writes, edits, designs, and publishes print and Web-based information products, produces visual information products, and exhibits AHRQ publications at professional meetings for the purpose of translating research into practice. OCKT Operations also writes, edits, and implements dissemination and translation strategies for knowledge transfer and conducts a variety of activities aimed at improving the understanding of and support for AHRQ and its activities.  Marketing through multiple means and methods, message and targeted product development, and media relations are all central to the mission of OCKT

Customers may include any organization, public or private, that develops health care policies, administers health services, or pays for health care. Specifically, AHRQ's customers include, but are not limited to: Federal and State policymakers; health program administrators; Medicare and Medicaid; integrated delivery services; hospitals, health plans and health systems; group medical practices; home health service agencies; emergency medical services; long-term care facilities; quality improvement organizations; medical, nursing, dental, pharmacy, and allied health professional societies; health care trade associations; pharmaceutical and other health product firms; employers; business and health coalitions; medical and other health care practitioners; clinicians; providers;  patients; and consumers.

C.1.2 STAKEHOLDERS AND PARTNERS

• Clinical decisionmakers: The evidence developed through AHRQ-sponsored research and analysis helps clinicians, consumers, patients, and health care institutions make informed choices about what treatments work, for whom, when, and at what cost.
• Health care system decisionmakers: Health plan and delivery system administrators use the findings and tools developed through AHRQ-sponsored research to make choices on how to improve the health care system's ability to provide access and deliver high-quality, high-value care.  Purchasers use the tools and products of AHRQ-sponsored research to improve the quality of their health care services.
• Public policy decisionmakers: Public policymakers use the information produced by AHRQ to expand their capability to monitor and evaluate changes in the health care system and to devise policies designed to improve its performance.  Federal, State, and local policymakers, as well as private-sector policy advisory groups such as the Institute of Medicine (IOM), professional societies, patient advocacy groups, and health care associations, make decisions based on AHRQ information.

C.1.3 EXPLANATION OF PURPOSE AND STRUCTURE OF STATEMENTS OF WORK

The overall goal of this contract is to support publishing, public affairs, and knowledge transfer functions located within the Agency for Healthcare Research and Quality's (AHRQ) Office of Communications and Knowledge Transfer (OCKT).

Decisions on staffing numbers and types of staff shall be based on these sections of the SOW.  Attachment 3 provides workload on which to base staffing decisions.  Section L of the solicitation also contains pertinent information regarding the expected range of full-time equivalent (FTEs) staff required to adequately perform the activities in this contract

The first period of contractor responsibility shall constitute the Phase-in Period.  (This is further defined and explained below and on the following pages). The two distinct phases of contractor responsibility emphasize different actions, primary activities, responsibilities and tasks, as well as different measures of successful performance. 

C.1.4 PERIOD OF PERFORMANCE

The Phase-in Period shall start August 15, 2008 and conclude September 15, 2008. 

The contractor shall fully perform all of the tasks specified in this SOW beginning in the first full performance period.  Full performance of support services shall be provided for a 3-year period, with the option (at the discretion of the Government) to exercise two, 1-year option periods.

The first full performance period shall start on September 16, 2008 and conclude August 14, 2011, with options to further extend the contract through August 14, 2013.   

C.1.5 PHASE IN PERIOD

The contractor shall focus on developing a program infrastructure, recruiting qualified staff, and preparing to transition into current OCKT tasks.  The period shall begin August 15, 2008 and conclude September 15, 2008.  The contractor shall take all necessary internal steps to ensure that it is prepared to fully perform all elements in the SOW.

The purposes of the Phase-in Period are five fold:

• To begin the recruitment and hiring of qualified staff to ultimately perform a broad range of publishing, public affairs, knowledge transfer (KT), and implementation support services.
• To construct, arrange, and staff an administrative infrastructure in preparation of actively managing a staff for publishing, public affairs, and knowledge transfer professionals.
• To hire and have on-board, and on-site, senior staff to orient new professional staff on their current and future roles within OCKT.
• To develop a phase-in plan in accordance with the section below, "Phase-in Plan Requirements."
• Begin to perform work tasks specified herein.

The contractor shall provide staffing in accordance with the requirements contained in the section "Phase-in Tasks."  The Government reserves the right to extend the Phase-in Period beyond September 15, 2008.

C.1.5.1 Phase-In Plan Requirements

The contractor shall develop comprehensive plans and procedures for phasing in to the level of performance prescribed, and within the time allowed under the terms of this Contract. 

The contractor shall submit a Phase-In Plan for evaluation and approval by the Government as part of the proposal.  Changes to the Phase-In Plan after award shall be submitted for evaluation by the Project Officer and approval by the Contracting Officer within the first 3 weeks of the start of the contract. (Deliverable 1)  

C.1.6 PROJECT ADMINISTRATION

The contractor shall:

• Provide project management and oversight to on-site personnel on a daily basis. 
• Produce and manage work assignments to meet the demands of fluctuating volume of work and requirements of production within a quick-turnaround time frame, while maintaining an acceptable level of progress and a steady flow of output on all projects assigned.
• Provide to the Project Officer products and services in a timely and high quality manner on a consistent basis.
• Manage production of numerous health services print and electronic publishing projects, as assigned.
• Fulfill other duties, including general editorial and production duties to be accomplished in accordance with instructions provided by the Project Officer.
• Provide a Monthly Activities Report Summary (Deliverable #2) and Monthly Budget Report (Deliverable #3) to the Project Officer.
• Prepare for and attend Monthly Status Update Meetings with the Project Officer (Deliverable #4).
• Provide an ample number of qualified, on-site personnel to provide writing, editing, design, general publication management, media, marketing, knowledge transfer support, partnership, and other services in support of OCKT. 
• Provide a Training Plan for its staff, with the first plan due September 30, 2008, and with revisions June 30^th thereafter. (Deliverable 5)
• Obtain review and approval on SOW tasks (as directed by the Government Project Officer)

C.1.6.1 Project Management Phase-In Tasks

During the Phase-In period, the contractor shall partially perform the tasks (sections 1.7-1.9) included herein, and prepare itself to assume full responsibility by the end of the 6 week phase-in period for all areas of operation in accordance with the terms and conditions of this contract.  The contractor shall take all actions necessary for a smooth transition into OCKT operations. During the Phase-In period, the contractor shall, at a minimum:

• Establish a Program Management Office at AHRQ's 540 Gaither Road, Rockville, Maryland site.
• Actively and successfully recruit qualified employees.
• Provide workforce management and supervision of Service Provider personnel.
• Interface with the Government during Phase-in, to include meetings or status reports as considered necessary.
• Conduct and/or attend training, and perform orientation of new employees.
• Determine the need to supplement Government provided equipment. (The inventory of Government provided equipment will be shared after contract award.)
• Determine the need for subcontracts and inform the Government of all sub-contracting negotiations and decisions.

The contractor shall perform the following administrative, personnel, and recruitment activities:

• Refine existing contractor administrative procedures related to tracking hours to projects, gathering and reporting cost data, and personnel procedures to meet the needs and requirements of AHRQ.  Discussions after contract award with the Project Officer will provide details of these requirements.
• Recruit, hire, begin training, and place staff (in accordance with the levels specified in the "Phase-in Plan Administrative Tasks").
• Receive transitioned tasks from existing AHRQ staff based on mutually agreed upon plans and timelines between the contractor and the Project Officer.
• Report to the Project Officer on the status of on-board staff, planned hiring, training, procedures, and all issues that directly or indirectly impact the operations of OCKT, AHRQ, and its customers.  Reports will be a combination of frequent verbal communications and a once monthly summary report on all of the topics listed above delivered to the PO on a to-be-determined negotiated date. (See Section F for more details.)

By day 15 of the contract, the staffing goal of contractor shall be no less than two full time staff, including at least one person whose primary responsibility is recruitment and training of future new staff. 

By day 45 of the contract, the goals shall be four full-time staff on-board, with no less than two staff focusing on recruiting, hiring, training, learning relevant OCKT operating procedures and practices, etc.

C.1.6.2 Contractor Staffing

The contractor shall provide staff hired that collectively demonstrate strong knowledge, abilities and experience in the following areas:

Experience in:

• Writing and/or editing technical, scientific, and/or health-related documents.
• Publishing processes and production management under tight deadlines.
• Media relations.
• Partnership development, as well as working as a partner.
• Writing materials for a wide-ranging audiences including, but not limited to: for example the public, consumers, trade associations, and medical facilities.
• Determining when scientific research is appropriate for knowledge transfer.
• Project planning and project management methodologies and practice.
• Program evaluation, which may include developing case studies and program accomplishments' summaries.
• Knowledge transfer, translation, and management and implementation.

Ability to:

• Provide clear and concise written communications.
• Communicate orally to diverse groups on topics concerning health care, health care services, and research, and present proposals and recommendations. 
• Understand scientific research, particularly health and health services research.
• Collaborate and coordinate with multiple stakeholders within programs.
• Analyze and evaluate program activities in order to develop recommendations designed to improve the quality, effectiveness, and/or responsiveness of OCKT services.
• Facilitate meetings, design interactive workshops, and orchestrate Web conferences.
• Translate English documents into Spanish, speak with Spanish-language media, and facilitate focus groups in Spanish.

Knowledge of:

• Accepted rules of editorial style, grammar usage, citation/reference use and style, and document formats.
• Current public affairs trends and practices.
• Current issues in the delivery and financing of health care services faced by stakeholders such as State and local health policymakers, hospital and other health system administrators, corporate health care purchasers, and clinicians.

C. 1.6.3 Interface with Other Contractors

Other contractors may be performing other OCKT support services in areas associated with the requirements of this Contract.  Examples may include contractors who support the AHRQ Publications Clearinghouse and Information Technology Support Center, as well as contractors who perform research dissemination and implementation activities in the Agency.  The contractor will also, on a regular basis, interact with contractors who perform custodial services, equipment maintenance/repair, or other Government-provided services. 

The Government will facilitate initial contact between the contractor and other contractors.  The contractor shall provide all further required coordination with other contractor personnel for any task specified in this Contract that relates to or impacts any other contracted work.

The contractor shall notify the Project Officer in writing of disputes in receiving support from or providing support to other contractors.  If the contractor is not able to resolve the dispute with another contractor, the issue shall be forwarded to the CO and PO for resolution.  The contractor shall provide written notice of dispute resolution(s) to the PO no later than 2 workdays after resolution.

C.1.6.4 Location of SOW Performance

The contractor shall ensure that all SOW tasks will be performed on-site, 540 Gaither Road, Rockville, MD 20850, for the duration of the contract.  The contractor may use consultants and off-site staff to supplement its workforce for specific tasks and in specific situations, as approved by the Project Officer.

On-site staff are needed because of the large volume of work and the need for immediate response for services that frequently require a quick turnaround and the need to communicate regularly and daily with programmatic staff throughout the Agency.

C.1.6.5 Hours of Operation

On-site staff will work hours consistent with the operation of the Federal government, generally 8:30 a.m. through 5:30 p.m., except for Government holidays. The contractor's Program Manager (or alternates) shall be available during the core hours of 8:30 a.m. to 5:00 p.m. In addition, the contractor shall have a minimum of at least two staff available between the hours of 8:00 a.m. and 8:30 a.m. and 5:30 p.m. and 6:30 p.m. to provide services as dictated by ongoing activities and/or to respond to immediate, unanticipated needs.

Contractor staff may be requested to provide coverage and participate in meetings and urgent product or service development activities that extend beyond the normal hours of operations.  This is an infrequent occurrence.

C.1.6.6  Employee Roster

No less than 10 workdays after the start of the Phase-In period and 10 workdays prior to the start of the period of full performance, the contractor shall provide the PO with a complete roster listing all employees and their job titles.  The contractor shall provide an updated roster to the PO no later than 15 workdays after changes occur.  (Deliverable #6)

C.1.7 PUBLICATIONS-RELATED ACTIVITIES FOR WRITING, EDITING, AND DESIGN OF AHRQ PRODUCTS

C.1.7.1 Examples of Agency Publications and Complexity of Products

The Agency's publications include scientific, technical, and non-technical reports; announcements; fact sheets; periodicals; and consumer information relating to clinical prevention and related health services research by AHRQ.

Information may be written at various levels of understanding, suitable for health services researchers, clinicians, policymakers, insurers, the press, and the general public.

C.1.7.2 Writing/Editing

The contractor shall:

• Write, revise, and/or rewrite all assigned written products that describe or summarize major findings of clinical prevention and health services research resulting from AHRQ-sponsored studies to a diverse audience.
  • Type of Assignments:  These include, but are not limited to the transfer of AHRQ research into products (fact sheets, consumer products, and semi-annual release of periodicals, journal and newsletter articles, implementation guides, and other materials.).
  • Standards: Edit all work to ensure conformance with U.S. Government Printing Office and AHRQ styles and in accordance with AHRQ level of edit criteria. In addition, editing shall identify any figures, tables, and text that may be subject to copyright law, as described in the Copyright Law of 1976 and any updates, revisions, or amendments, and work with the Project Officer to ensure that permission to use such materials is obtained.
• Query authors or the Project Officer for all questions that require resolution.
  • Method and Format of Communication: Embedded queries will be within electronic files or a query sheet.  First, each query shall be identifiable by line in manuscript, and correspond to a queries typed on a separate sheet.
• Prepare manuscript revisions, using the most recent version of Word®, WordPerfect®, PowerPoint®, and/or other programs used on-site at AHRQ.
  • Editorial changes that do not require author approval shall be incorporated into the word processing and graphics files with the initial editing.
  • Changes that require author clarification or approval shall be incorporated upon receipt of responses to the query sheet.
• Proofread manuscript revisions to ensure that all editorial changes and responses to queries have been incorporated and that no new errors have been introduced during the revision process.
• Proofread and revise page proofs to ensure conformance to format and style for the particular publication and that the proofs meet type, spacing, and other specifications of the publication series; meet rules governing spacing, spelling, and division of words; and meet all other requirements of good English and good printing.
  • Required Quality Control Step: The on-site editor shall proofread page proofs following any corrections or revisions to ensure changes have been incorporated and that no new errors have been introduced.
• Review of final page proofs.
  • Review Components: The review shall include, but is not limited to: The general quality of the reproducible pages: the table of contents; proper placement of tables and charts; page makeup; folios and running heads; etc.
• Perform Production Management.
  • Ensure that products are properly prepared for graphics design, layout, and print production, and subsequent Web posting.
  • Provide project management oversight to ensure products are produced to meet deadlines.

C.1.7.3 Design

The contractor shall:

• Provide presentation support in developing graphics and other materials using PowerPoint® (or other programs utilized by AHRQ) for purposes of developing slide or other presentations (see Slide Library requirement later in Section C.5) related to clinical prevention.
• Ensure all designs are in conformance with the latest Section 508 compliance requirements.  Details of Section 508 requirements can be found at OMB.gov. 
• Provide support (on an as-needed basis) for graphic design of publications for print and Web products that utilize currently accepted industry standards of hardware and software.

C.1.7.4 Miscellaneous Publishing-Related Activities

Journal Submission Management

• Manage and evaluate the usefulness and potential use of journal submission of USPSTF manuscripts.  Evaluate and manage the work products with consultation with outside journal editors to coordinate the placement of articles about Task Force recommendations.  Perform the same activities for other Agency initiatives and with major medical and health-related publications.

Database Tracking

• Maintain/manage/populate database tracking systems, including Publications data base, to manage multiple products/publications of AHRQ, as required.

Exhibits

• Staff approximately 3-6 AHRQ exhibits at scientific and professional meetings annually, as assigned, to provide attendees Agency publications and information about the mission and activities of AHRQ.

Translation Services

• Provide support (on an as-needed basis) for translation of documents into Spanish and proofread all such documents.

Manage Slide Library

• Oversee and manage the AHRQ Slide Program and Slide Library on the Intranet so that staff can access slides that reflect the Agency's mission and areas of special interest.
• Create and write new slides from source material (i.e., press releases, impact case studies, journal articles, charts, and graphs); edit and format slides.
• Design and create slide templates for specific projects (e.g., patient safety, health IT, and other program areas); update and redesign templates to reflect current Agency needs and graphics.
• Merge existing slides into current templates, as needed.
• Appropriately categorize and load slides into Slide Library.
• Review AHRQ staff-submitted slide presentations in the Slide Library to ensure that content is accurate, current, and easy to navigate.
• Provide descriptors for slides to conform to Section 508 accessibility requirements and provide HTML coding for all text.

C.1.7.5 Develop Partnerships in Support of AHRQ Program Goals

Partnerships are a strategic and tactical means to leverage resources and assist in the dissemination of information to target audiences and the implementation of evidence-based practices in order to improve the efficiency and effectiveness of health services. Partnerships involve both public- and private-sector groups (e.g., other Federal agencies, provider groups, purchasers, policymakers, continuing medical education community, patient/consumer organizations).

A number of AHRQ's partnerships are focused on agreements to reprint Agency publications when outside groups are interested in large quantities (e.g., 1,000 copies or more) for distribution to their employees, members, or constituents; or to facilitate Web linkages between another organization's site and material on AHRQ's Web site.  In the case of these reprint or electronic partnerships, a specific agreement, led by the Government, is negotiated outlining the details of the copyright and other issues involved. 

The contractor shall pursue partnership opportunities and present these opportunities to the Government for approval, as well as assist in the development and support of AHRQ working partnerships.

C.1.8 PUBLIC AFFAIRS AND DISSEMINATION ACTIVITIES

The contractor shall provide on-site personnel to support the media efforts, numerous dissemination initiatives, and knowledge transfer activities.  This support shall encompass writing, editing, planning, development, implementation, promotion, marketing, and assessment of strategies and tactics.   The contractor shall be responsible to develop a range of products from press releases to TV and audio scripts to other appropriate dissemination vehicles. The contractor also will be responsible for studying, tracking and implementing new media and implementation activities as technology continues to change, especially, but not limited to the use of Web as a dissemination vehicle.

C.1.8.1 Marketing and Partnership Activities

The contractor shall:

• Develop and implement marketing plans, at the specific direction of the Project Officer, which typically contain details such as purpose of marketing activity, intended audience, method of dissemination, benefits and limitations of chosen approaches, etc.

Dissemination Strategies

• Write and edit individualized dissemination and knowledge transfer and implementation strategies.
• Write and edit reports that describe strategies for disseminating a diverse array of scientific, technical, and consumer products, such as health policy research databases; data products; quality measurement and improvement tools; recommendations; Evidence-Based Practice Center syntheses; grantee research findings; and consumer publications for the general population and for various ethnic groups.

Impact Case Studies and Partnership Research

• Write, edit, research, and clear impact case studies that illustrate the actual use of AHRQ-funded research and its impact on health care and the health care system.
• Write and edit strategies for developing partnerships with a number of government and private-sector entities. Partnership activities may include outreach to: intermediary organizations (such as Federal and State government agencies); health care providers; continuing medical education organizations; health insurers; health services research organizations; health professional organizations; mainstream and minority patient advocacy groups; Web sites; clinical information systems vendors; pharmaceutical and health product manufacturers; and health trade organizations.
• Examples of materials to be written and edited for partnership dissemination may include: direct mail products, cover letters, and other materials related to AHRQ's research
• Forge Web partnerships for disseminating AHRQ information and promoting content linkages; plan and write scripts and FAQs for Web casts; pitch AHRQ consumer information to Web sites, etc.
• Research and facilitate partnerships with clinical information systems vendors to incorporate AHRQ materials into provider- and payer-oriented systems.
• Serve as OCKT liaisons to AHRQ Offices, Centers, and portfolios, as assigned, to facilitate their communication with internal and external constituencies, and represent OCKT, as assigned, at information dissemination-related meetings with other Federal agencies, State agencies, quality improvement organizations, health professional and health provider associations, and other private-sector organizations.

C.1.8.2 Market Research

• Write and implement strategies for conducting audience research that profiles target audiences through analysis of their demographics, media usage, credible information sources, and significant intermediary channels.
  • Audience research also may consist of personal, one-on-one interviews; focus groups; Web-based surveys; and other means to gather information for targeting key audiences. For example, for focus group testing, the contractor shall write a screener's guide and a facilitator's script describing the strategy for eliciting responses.
  • In addition, analyze the responses of the focus groups and other audiences, and write and present report(s) detailing the analysis.
• Write and present analyses of current and past AHRQ research to produce written information needed for internal and external reports and other information products.
• Write and implement plans to ensure adequate pre-testing of AHRQ products and conducting focus group testing, in English and Spanish, to obtain customer reaction to new AHRQ products. This also includes writing the screener's guide, the facilitator's script, and the final report in English and Spanish.

C.1.8.3 Media Relations

These activities require the contractor to write, edit, and clear a substantial number of products, in both English and Spanish, under tight deadlines.  To accomplish each task listed in this section, significant interaction with different facets of AHRQ is a pre-requisite for successful completion of the task.

Media Strategies and Events

The contractor shall:

• Write analyses of the news and information value of new AHRQ and AHRQ-funded research, with an emphasis on the most effective dissemination techniques, as described above.
• Write and edit strategies for media events and educational tutorials for AHRQ officials and researchers, including arranging interviews of AHRQ officials and study authors; writing talking points, Q&As, and background information for interviews; planning and organizing press events; and planning and writing materials for press kits.
• Write and edit media strategies to support specific AHRQ priority areas, such as, but not limited to: patient safety and prevention, health information systems, bioterrorism, etc. These strategies may include television, radio, Web, and print media, and may target different audiences.
• Write media primers and other materials to facilitate media training, in Spanish and English, for AHRQ Office and Center directors, grantees, and others.
• Arrange television, radio, print, and electronic media interviews of AHRQ officials and grantees.
• Secure story placements with widely read syndicated columnists, trade journals, and consumer publications, which may include writing news stories or reviewing and editing news stories for media outlets.
• Work with producers of radio and television shows to place AHRQ information.

Clearance Process

• For each item to be published, the contractor shall develop a recommendation for the PO's approval whether the product requires HHS clearance, and write departmental clearances (HHS Form 615 and others) based on the product specifications, including all required justification criteria and submit required documentation to the PO for approval and signature. In addition, the contractor shall, as requested:
  • Manage the editorial clearance process of all written dissemination and transfer materials with appropriate AHRQ officials, extramural researchers, the press offices of other HHS agencies, and private-sector organizations.
  • Maintain on-site and update a central backup hard copy file of all clearance requests and dispositions.
  • Notify Agency program staff of any problems with clearances.

C.1.8.4 Script Development

The contractor shall:

• Write scripts for (and work with) developers of audiovisual products, including scripts for videos and video news releases, audio news releases, audio and video podcasts, and public service announcements, in English and in Spanish.
• Manage the script development project timeline, to include determining feasible development and production dates, coordination with other AHRQ products, and coordination with other public affairs activities.

C.1.8.5 Outreach and Partnerships

The contractor shall:

• Write, edit, and clear effective education and information outreach strategies to assure that AHRQ's consumer information is available to Spanish-speaking Americans; African-Americans; Asian-Americans and Pacific Islanders; American Indians and Alaska Natives; and selected other priority populations.
  • This responsibility includes researching said audiences and writing and editing targeted strategies for different sub audiences within these groups; writing and editing culturally and age relevant materials; writing materials in other languages; and developing working relationships and partnerships with minority intermediary organizations.
• Write or assist AHRQ officials in the writing of articles and materials for use in presentations or with the media, including professional journals such the JAMA and Health Services Research. Manage AHRQ's internal editorial process with editors of professional journals.
• Identify and cultivate relationships with potential intermediary organizations that, because of their credibility with target customers, can help disseminate AHRQ's information to these customers. This includes researching the policies, purposes, and information needs of these organizations.
• Seek out and manage public-private dissemination partnerships with public health departments, managed care organizations, hospitals, trade associations, pharmaceutical firms, and other key organizations.
• Design, write, edit, and implement E-mail dissemination strategies to reach out to specific audiences, such as human resource executives. Research and develop new mailing lists, listservs, and other resources for information dissemination.
• Maintain a system to track partnerships under development, in process, status, and renewal.

Agency Electronic Newsletters

• Prepare electronic newsletters for people who are interested in receiving announcements and information by E-mail about AHRQ activities. The contractor shall prepare assigned newsletters for approval and then distribute the approved documents using the specified media (e.g., via E-mail or Web posting).  Basic requirements of the newsletters includes:
  • Identification of potential items for inclusion.
  • Meeting production schedules.
  • Clearing newsletters.

1.8.6 Support Speech Writing Process for Agency Director and Other Senior Staff

At the request of the PO, the contractor shall interface with the staff from the Office of the Director and attend AHRQ Speech Team meetings.  This activity will not be a primary activity, but per request it may encompass the following activities.  The contractor shall:

• Prepare the information needed to develop responses to requests/invitations.
• Assemble all background information.
• Attend planning and production meetings, as necessary.
• Assist in the development of related speeches for the AHRQ Director and other senior staff.
• Write sections of speeches or entire speeches.
• Assist in the development of related products e.g.; slide presentations, multi-media presentations, etc). 

C.1.9 KNOWLEDGE TRANSFER AND IMPLEMENTATION SUPPORT

The contractor shall provide a broad array of support services and product development in the support of OCKT's knowledge transfer and implementation program.  The specific projects that the contractor shall support will be assigned by the Project Officer based on AHRQ needs and the skill sets of the contractor.  Not all of the specific tasks will be required by contractors on all knowledge transfer and implementation projects.

C.1.9.1 Introduction and Background

AHRQ's knowledge transfer (KT) and implementation program is intended to accelerate the implementation of high-impact AHRQ research findings, products, and tools in health care. AHRQ has identified the following target audiences for its KT program: health system leaders; national, State and local policymakers; health care purchasers and providers.  These groups shall be targeted as candidates for implementation of AHRQ products, services, and tools that hold the potential to improve results in health care policy, operations, and disparities. 

Recognizing these needs, AHRQ, through its KT and implementation program, has been developing strategies that assist stakeholders implement research findings that hold the most promise to their specific organizations and their States.

Most projects will be geared to producing replicable results; results which can be communicated to multiple audiences. KT and implementation projects, after agency approval of the project, typically run 6 months to multiple years.  Projects will reflect the mission and policy emphases of AHRQ. The nature of the products used and the complexity of the health issue will directly impact project timelines.

C.1.9.2 Specific Information on KT Workload

Currently, there are 10 new and 7 ongoing KT projects.  These projects are projected to require an approximate set number of hours.  The contractor shall translate these hours into FTE.  This staffing information is contained in Section 5.4 of Technical Exhibit 1-002.

C.1.9.3 Scope of KT and Implementation Activities

The contractor shall perform the following tasks in support of AHRQ's KT/Implementation projects:

Planning and Tracking Activities

• Analyze stakeholder needs identified as a result of the on-going broad assessment and identification of AHRQ research activities.
• Seek out possible AHRQ product and services that hold potential for implementation in the field, specifically with the above identified stakeholders, and continually search out ways to understand the evolving needs of stakeholders. 
• Contribute, as requested and as assigned, to the development of 1) pre-project conceptualization, 2) project tracking and timelines 3) mid-stream project strategy, and 4) project results.

Consultative and Analytical Activities

• Participate in various KT/Implementation meetings as needed and as requested by the Project Officer.
• Participate in Meetings on AHRQ-wide Issues.
• Assess the needs of the various stakeholders regarding knowledge transfer and implementation, at the direction of the Government's Project Lead(s).
• Perform analytical and evaluative work to ensure that the research findings and tools selected for diffusion meet the needs of the targeted audience. 
• Meet with Center/Office leadership, AHRQ Center staff, portfolio leaders, and AHRQ staff identified by Office/Center directors at the direction of the Project Officer.

Research and Development

• Review currently applied-in-the field knowledge transfer and implementation projects at other Federal, State, local, and private-sector settings, as well as external academic research.
• Become knowledgeable of, and past and present AHRQ-sponsored research for translatable findings consistent with the current priorities of AHRQ.
• Propose and contribute to the development of appropriate KT strategies based on close collaboration with senior Government staff, program officials, and portfolio leads.
• Identify priority issues and areas for AHRQ and work in close concert with a wide range of audiences including internal AHRQ stakeholders, portfolio leads, Programs, and external parties.

Project-Specific Activities

• Participate in ongoing KT/Implementation projects, which may include, but not be limited to: facilitating group meetings, summarizing and tracking group goals and results, monitoring the progress of internal timelines (established by the Government), and contributing to any reporting requirements of the project.
• Coordinate all KT activities with other areas within OCKT.

As required, the contractor shall perform the following activities:

• Work collaboratively with AHRQ staff to outline, develop components of implementation strategies for selected programs, and develop methods for evaluating success.
• Develop comprehensive print and Web-based products that synthesize AHRQ research into a variety of mediums for dissemination to stakeholders. (e.g., white papers, talking points, FAQs, etc.). 
• Participate (as requested) in the needs assessment processes, such as workshops and focus groups.
• Analyze the effectiveness of knowledge transfer strategies in meeting established goals and objectives. 
• Prepare the strategy for implementation and knowledge management literature searches/reviews, as well as discuss current trends and practices with stakeholder representatives.
• Cultivate contacts with experts who study health services issues.

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SECTION D—PACKAGING AND MARKING

Not Applicable

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