Skip Navigation U.S. Department of Health and Human Services www.hhs.gov
Agency for Healthcare Research Quality www.ahrq.gov
Archive print banner

Evidence-based Technical Assistance for Multistakeholder,
Community-based Quality Collaboratives

This information is for reference purposes only. It was current when produced and may now be outdated. Archive material is no longer maintained, and some links may not work. Persons with disabilities having difficulty accessing this information should contact us at: https://info.ahrq.gov. Let us know the nature of the problem, the Web address of what you want, and your contact information.

Please go to www.ahrq.gov for current information.

Request for Proposal

AHRQ-09-10008

Contents

PART I
   Section A: Solicitation
   Section B: Supplies or Services & 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
   Section I. Contract Clauses
PART III
   Section J: List of Attachments
PART IV
   Section K: Representations and Instructions
   Section L: Instructions, Conditions & Notices to Offerors
   Section M: Evaluation Factors for Award
Attachments
   1. Past Performance Questionnaire and Contractor Performance Form
   2. Proposal Intent Response Sheet
   3. Breakdown of Proposed Estimated Cost and Labor Hours
   4. Performance Requirements Summary
   5. Slidedeck of CVE Program
   6. Slidedeck of CVE Learning Network
   7. Compendium of TA Needs Identified by First 14 CVEs - Excel Spreadsheet
   8. Sample Pages from Private Web Site
   9. Agenda for September 2008 Meeting of CVEs
   10. Examples of Past Webinar Agendas 

 

PART I—THE SCHEDULE

Request for Proposal No. AHRQ-09-10008

SECTION A—SOLICITATION FORM

Date Issued: December 15, 2008
Date Questions Due: January 7, 2009 12:00 PM ET
Date Notice of Intent Due: January 13, 2009
Date Proposals Due: February 17, 2009 12:00 PM ET

You are invited to submit a proposal to the Agency for Healthcare Research and Quality (AHRQ) for Request for Proposal (RFP) No. AHRQ-09-10008, entitled "Evidence-based Technical Assistance for Multistakeholder, Community-based Quality Collaboratives". Your proposal must be developed and submitted in accordance with the requirements and instructions of this RFP.

The Government anticipates awarding one (1) contract from this one solicitation.  A cost reimbursement performance-based contract is contemplated for a period of one year with 4 one-year option periods.  Please go to Section L.10, Technical Proposal Instructions, for further information.  The North American Industry Classification System (NAICS) code that best describes the requirement is 541611. 

Offerors shall submit the following:

A. Technical Proposal (Go to Section L.10) (Original, 9 copies, 1 electronic copy)
B. Past Performance Information (Go to Section L.11) (Original and 3 copies)
C. Small Disadvantaged Business Participation Plan (Go to Section L.12) (Original and 2 copies)
D. Business Proposal (Go to Section L.13) (Original and 3 copies, 1 electronic copy)

Your technical proposal must be concisely written and should be limited to 100 typewritten pages (double-spaced, single sided), exclusive of personnel qualifications (i.e., resume, etc., go to Section L.10 for additional details).  Your appendices are limited to 100 pages (single sided)including all resumes, bibliographies, exhibits and attachments.  This limitation is for administrative purposes only and exceeding the limitation shall not, of itself, be considered a basis for rejection of your proposal.

For this particular acquisition, the 2009 AHRQ recommended goal (as a percentage of total contract value for the base period) is 19% for Small Businesses,  which shall include at least 5.5% (as a percentage of total planned subcontract dollars for the base period) for Small Disadvantaged Businesses, at least 5% (as a percentage of total planned subcontract dollars total planned subcontract dollars for the base period) for Women-Owned Small Businesses, and at least 3% (as a percentage of total planned subcontract dollars for the base period) for HUBZone Small Businesses and at least 3% (as a percentage of total planned subcontract dollars for the base period) for Service Disabled Veteran-Owned Small Businesses.  These goals represent AHRQ's expectations of the minimum level for subcontracting with small business at the prime contract level.  Any goal stated less than the AHRQ recommended goal shall be justified and is subject to negotiation.

Your proposal must provide the full name of your company, the address, including county, Tax Identification Number (TIN), DUN and Bradstreet No., and if different, the address to which payment should be mailed. 

YOUR ATTENTION IS CALLED TO THE LATE PROPOSAL PROVISIONS PROVIDED IN SECTION L.3 OF THIS RFP.  YOUR ATTENTION IS ALSO DIRECTED TO THE TECHNICAL PROPOSAL INSTRUCTIONS PROVIDED IN SECTION L.10 OF THE SOLICITATION.

If you intend to submit a proposal in response to this solicitation, please inform the Contracting Officer of your intent by completing the Proposal Intent Response Form (attached) and submit the form no later than January 13, 2009.  Please fax it to 301-427-1740, Attention: Jessica Alderton, Contracting Officer or E-mail to jessica.alderton@ahrq.hhs.gov.

Questions regarding this solicitation shall be received in this office no later than January 7, 2009. (Refer to Section L.7).   All questions shall be submitted electronically by E-mail to Jessica Alderton, Contracting Officer at the following E-mail address: jessica.alderton@ahrq.hhs.gov .   The subject line should be marked "Proposal Questions RFP No. AHRQ-09-10008." 

Answers to questions will be provided in the form of an Amendment to this solicitation and will be posted on AHRQ's Web page: http://www.ahrq.gov under "Funding Opportunities," "Contracts" and the Federal Business Opportunities Web page: http://www.fedbizopps.gov.  It is your responsibility to monitor the Web sites where the RFP will be posted to learn about any amendments to the solicitation.

Discussions with any other individual outside the Division of Contracts Management, may result in rejection of the potential offeror's proposal.

The proposal shall be signed by an authorized official to bind your organization and must be received in our Contracts Office no later than 12 noon, ET, on February 17, 2009.  Your proposal must be mailed to the following address:

Agency for Healthcare Research and Quality
Division of Contracts Management
540 Gaither Road
Rockville, Maryland  20850

Hand carried proposals may be dropped off at the above location.  However, please allow ample time as proposals cannot be accepted until they have gone through security.  We will not be held responsible for any delays that may be incurred getting your proposal through security. 

NOTE: The U.S. Postal Service's "Express Mail" does not deliver to our Rockville, Maryland address.  Packages delivered via this service will be held at a local post office for pick-up.  The Government will not be responsible for picking up any mail at a local post office.   If a proposal is not received at the place, date, and time specified herein, it will be considered a "late proposal."

The RFP does not commit the Government to pay any cost for the preparation and submission of a proposal.  It is also brought to your attention that the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with the proposed acquisition.

In accordance with Federal Acquisition Circular (FAC) 2001-16, all contractors must be registered in the central contractor registration (CCR) database in order to conduct business with the government [Go to Section I—FAR clause 52.204-7 Central Contractor Registration (OCT 2003), Alternate 1 (Oct 2003)].  As stated in paragraph (h) of this clause, additional information can be obtained at http://www.ccr.gov or by calling 1-888-227-2423.

Return to Contents

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1   BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

"Evidence-based Technical Assistance for Multistakeholder, Community-based Quality Collaboratives".  Go to Section C for a complete description.

B.2      ESTIMATED COST

  1. The estimated cost (exclusive of fees) for performance of the work under this one year (1) year contract, including direct and indirect costs is $ (TO BE NEGOTIATED)
  2. The fixed fee for this contract is $ (TO BE NEGOTIATED).  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.
  3. The maximum amount of award fee that may be earned for this contract is $ (TO BE NEGOTIATED).  Award fee earned shall be based upon an evaluation and determination by the Government as to the Contractor's level of performance in accordance with the following procedures:
    1. The Contractor's performance shall be evaluated on a semi-annual basis, during the performance of the contract.  The award periods and maximum amounts for each are listed in Section H, Special Contract Requirements, H.8 Performance Evaluation and Award Fee.
    2. The criteria set forth in the Performance Requirements Summary, Attachment 4, shall be used to evaluate the Contractor's performance.
    3. The Contractor further agrees that the final determination as to the amount of Award Fee earned will be made by the Contracting Officer, taking into consideration an analysis and evaluation of the Contractor's performance made by the Evaluation Group described in Section H.8, and shall not be subject to the terms of the "Disputes" clause of this contract.  The Contractor shall be advised in writing of the decision setting forth reasons why the Award Fee was earned or why it was not earned, in order that the Contractor may improve its performance during the next six (6) month period, if the latter is applicable.
    4. Notwithstanding any other provisions of this contract, the fee for performing this contract shall not exceed the statutory limitations prescribed in the first sentence of Section 304(b) of the Federal Property and Administrative Services Act (41 USC 254(b)) for services other than research, development or experimental work.
    5. Authorization to claim and be reimbursed for award fee under this contract will be accomplished by a signed Contracting Officer's Authorization (COA) letter, issued when the award fee is determined to be due.  The COA letter shall set forth the amount of award fee to be paid and shall indicate the performance period evaluated.  Upon receipt of the COA letter, the Contractor may submit a public voucher for payment of the total award fee earned for the period evaluated.  Payment of the award fee shall be subject to the withholding provision of the clause entitled "Fixed Fee."
  4. The Government's maximum obligation, represented by the sum of the estimated cost plus the fixed fee and award fee obtainable for the contract period is as follows: (TO BE NEGOTIATED)
Period of Performance Estimated Cost Fixed Fee Maximum Award Fee Total Estimated Cost
Plus All Fees

Base Year 1
04/15/09 - 04/14/10

       

 

e. Total funds currently available for payment and allotted to this contract are $(TO BE NEGOTIATED) of which $ (TO BE NEGOTIATED) represents the estimated cost, and of which $(TO BE NEGOTIATED) represents the fixed fee and $(TO BE NEGOTIATED) represents the award fee pool.
f. It is estimated that the amount currently allotted will cover performance of the contract through (TO BE NEGOTIATED).
g. The Contracting Officer may allot additional funds to the contract without the concurrence of the Contractor.  For further provisions on funding, see the LIMITATION OF COST/LIMITATION OF FUNDS and the ALLOWABLE COST AND PAYMENT (AND FIXED FEE) clauses incorporated herein.
h. COST AND PAYMENT (AND FIXED FEE) clauses incorporated into this contract.

B.3 OPTION PERIODS

In the event that the option period is exercised, the total estimated cost, fixed fee and award fee will be increased by the following amounts:  (TO BE NEGOTIATED)

Period of Performance Estimated Cost Fixed Fee Maximum Award Fee Total Estimated Cost
Plus All Fees
Option Year 1
04/15/10 - 04/14/11
       
Option Year 2
04/15/11 - 04/14/12
       
Option Year 3
04/15/12 - 04/14/13
       
Option Year 4
04/15/12 - 04/14/13
       

B.4 PROVISIONS APPLICABLE TO DIRECT COSTS

  1. Items Unallowable Unless Otherwise Provided Notwithstanding the clauses, ALLOWABLE COST AND PAYMENT, and FIXED FEE, incorporated into this contract, unless authorized in writing by the Contracting Officer, the costs of the following items or activities shall be unallowable as direct costs:
    1.  Acquisition, by purchase or lease, of any interest in real property.
    2. Rearrangement or alteration of facilities.
    3. Purchase or lease of any item of general purpose-office furniture or office equipment regardless of dollar value. (General purpose equipment is defined as any items of personal property which are usable for purposes other than research, such as office equipment and furnishings, pocket calculators, etc.).
    4. Accountable Government property (defined as both real and personal property with an acquisition cost of $1,000 or more, with a life expectancy of more than two years) and "sensitive items" (defined and listed in the Contractor's Guide for Control of Government Property, 1990, regardless of acquisition value.
    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 formal subcontract arrangements not otherwise expressly provided for in the contract.
    10. Consultant fees in excess of $1000/day. 
    11.      
    12. Information Technology hardware or software.
    13. Food and Beverages.
  2. 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.

Return to Contents

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 below:

A. Background statement/project history

Support for local, multistakeholder quality collaboratives, referred to as Chartered Value Exchanges (CVEs), represents one of the Agency's efforts to systematically foster public-private efforts to use evidence-based strategies to improve health care quality and contain costs, one community at a time. Applications from twenty-four (24) local or regional collaboratives have been awarded CVE status, which entitles them to participate in AHRQ's CVE Learning Network, the vehicle for receiving technical assistance from experts and from each other, and the focus of this solicitation.

The 24 collaboratives, which may increase in number over time, are tasked with measuring and reporting on physician or hospital practice in a meaningful and transparent way to influence value-based decisionmaking by consumers and purchasers of health care.  Some collaboratives have been in existence a number of years and are mature; other collaboratives were formed only in the last year.  A fundamental principle of CVEs is active participation by representatives from four stakeholder groups -- providers, purchasers, health plans and consumer organizations - in CVE activities and CVE decisionmaking.

The purpose of this solicitation is to provide technical assistance to the CVEs, which succeeds a previous contract that has been providing technical assistance to CVEs since March 2008.  

Additional information about the local, multistakeholder quality collaboratives can be found in the following attachment:  Attachment #5: Slidedeck of CVE Program.

B. Objectives

The goal of this award is to implement an evidence-based technical assistance program for 24 (and possibly more) CVE teams, each of which includes representatives from four stakeholder groups: providers, purchasers, health plans and consumer organizations as well as other local stakeholders (such as state data organizations) as identified by the CVE leadership team.

The four primary venues for providing technical assistance are: 

  • Private Web site for CVEs
  • Webinar series
  • In-person conferences
  • Workgroup on standard public report elements

Technical assistance priorities are 100% driven by needs of the collaboratives, identified informally and formally by discussions with the collaboratives, and prioritized in partnership with Agency staff.  This contract will focus on demand-driven, practical, applied topics that are of direct, practical interest to collaborative teams. A wide range of technical and practical topics will be covered.  Topics will include but are not limited to: 1) Collaborative Leadership and CVE Sustainability; 2) Public at-large Engagement; 3) Data Aggregation and Quality and Efficiency Measurement; 4) Public Reporting on Quality and Efficiency; 5) Provider Incentives for Quality; 6) Consumer Incentives for Quality; 7) Cross-organizational Capacity for Improving Quality; and 8) Health Information Technology.  

Additional information about the 24 local, multistakeholder quality collaboratives and the CVE Learning Network can be found in the following attachments:

Attachment #6: Slidedeck of CVE Learning Network
Attachment #7: Compendium of TA Needs Identified by First 14 CVEs
Attachment #8: Sample Pages from Private Web Site
Attachment #9: Agenda for September 2008 Meeting of CVEs
Attachment #10: Examples of Past Webinar Agendas 

C. Specific Requirements

This is a 1-year contract (with four 1-year options).  The contractor shall be located within 100 miles of AHRQ.  The contractor shall have the Project Director on-site at AHRQ for at least 20 hours per week.  AHRQ will provide office space and a telephone for the Project Director working on-site.  The Project Director must possess graduate level training and have at least 10 year's experience managing projects similar in size and nature to the one listed below.

The contractor shall engage in a range of rapid cycle tasks and activities in delivering technical assistance, with the specific aim of assisting CVEs and their respective stakeholders (i.e., purchasers, providers, health plans and consumer organizations) make informed and evidence-based decisions related to their respective quality agendas.    Tasks and activities will be geared for collaborative participants at both introductory and advanced levels, and will include but are not limited to: 1) Collaborative Leadership and CVE Sustainability; 2) Public at-large Engagement; 3) Data Aggregation and Quality and Efficiency Measurement; 4) Public Reporting on Quality and Efficiency; 5) Provider Incentives for Quality; 6) Consumer Incentives for Quality; 7) Cross-organizational Capacity for Improving Quality; and 8) Health Information Technology.  

Web site, Webinar, conference and workgroup content will overlap significantly with existing AHRQ portfolios of work and will feature AHRQ experts and AHRQ products.  Because of this significant overlap, along with a need for the Project Lead to be an integral part of routine meetings with Agency staff, including ongoing discussion with the Agency's knowledge transfer staff, and the dynamic, rapid cycle nature of the scope of work, the contractor must have its office (or a satellite office) within 100 miles of the Agency office.   Further, Project Lead is to work out of the Agency office at least 20 hours per week.  

The tasks to be completed by the contractor are outlined below:

Task 1:  Undertake administrative and planning activities. The contractor team must be flexible and responsive to the Agency.  They must have the capability to effectively troubleshoot and do advance planning (including contingency planning).

Subtask 1.1:  Participate in planning/orientation meeting to discuss project goals, tasks, rough workplan, Agency-contractor coordination and transition of tasks, especially private Web site, from initial contractor.    Meet with AHRQ staff within 1 week of award.    At least 2 work days before planning/orientation meeting, contractor to prepare draft agenda for planning/orientation meeting.
Subtask 1.2:  Within 1 week after planning/orientation meeting, the contractor to convene a planning call specifically to arrange transition, especially of private Web site.  At least 2 work days before meeting, contractor to prepare draft agenda.
Subtask 1.3:  Within 2 weeks after planning/orientation meeting, the contractor to submit a draft, workplan that spans four primary components (Web site, Webinars, in-person conferences, workgroup) and addresses the specific tasks outlined in the RFC.  Within 3 weeks after planning/orientation meeting, the contractor to submit a final workplan.  The contractor shall deliver to the PO an electronic project plan including deliverables, tasks and schedule and provide updates for the completion of Phase I, using Microsoft Office Project (version 2003). The electronic project plan should include a work breakdown structure (WBS) with a minimum of 3 levels of detail with unique numbering, deliverables, milestones, and Gantt chart. Also, the contractor shall deliver to the TOO and PO a hierarchical-type Project Organization Chart and a Responsibility Assignment Matrix (RAM).
Subtask 1.4:  Project Director shall provide at least 3 briefings per year on CVE technical assistance program, as requested by Agency staff.  Task to include travel, lodging and preparation of briefing materials.
Subtask 1.5: Submit monthly progress report for Agency to review hand-in-hand with monthly invoice.  Report shall include activities performed, accomplishments, barriers, Web site activity, etc.
Subtask 1.6: Plan weekly, twice weekly or more frequent coordination calls with Agency. At least 2 work days before calls, contractor to prepare draft agendas.   Initiate and respond to E-mail communication with Agency staff.   Actively troubleshoot to address issues that arise.

Task 2:  Maintain and update private Web site for CVEs. Web site, designed to be transferable, currently includes 24 CVE profiles, roughly 450 individual CVE stakeholder registrants, calendar of upcoming TA activities, TA Webinar audio and slide archive, conference slide archive, library of resources, Chat Forum for peer-to-peer exchange.   All postings on the Web site must be made 508-compliant by contractor.

Subtask 2.1: Post TA resources, including audios arranged by contractor of past Webinars, slidedecks from past Webinars, slidedecks from conference presentations, including 508-compliant versions.
Subtask 2.2: Maintain up-to-date calendar on the Web site, which includes upcoming Webinars, meetings, etc.
Subtask 2.3:  Screen potential new resources related to CVE agendas, and post those that are relevant and evidence-based on Web site library.

Subtask 2.4:  Track Web site activity by CVEs, such as monthly statistics by number of hits, unique visitors to the site, pages visited, etc.

Go to sample pages from existing CVE Web site in Attachment #8.

Task 3: Convene Webinar series. Webinar topics will be driven by needs of collaboratives and prioritized with Agency staff and will include but are not necessarily limited to the following areas: 1) Collaborative Leadership and CVE Sustainability; 2) Public at-large Engagement; 3) Data Aggregation and Quality and Efficiency Measurement; 4) Public Reporting on Quality and Efficiency; 5) Provider Incentives for Quality; 6) Consumer Incentives for Quality; 7) Cross-organizational Capacity for Improving Quality; and 8) Health Information Technology.  Needs of CVEs have been identified via already completed needs assessments, as augmented by Webinar and meeting evaluations and informal conversations among CVE stakeholders, Agency staff and contractor.  Webinar speakers may include experts familiar with the evidence base and collaboratives with peer-to-peer experiences to share, depending on the specific Webinar agenda.  Webinars periodically will feature and focus on key updates from the Quality Alliance Steering Committee (QASC), e.g., two per year, and Agency Director, e.g., quarterly.

For each Webinar, assume roughly 100 CVE participants on each.  For each Webinar, assume honoraria for 1 expert.  

Subtask 3.1: In coordination with Agency staff, plan and implement 2-3 Webinars per month.
Subtask 3.2 Develop a marketing plan for upcoming Webinars, including but not limited to keeping an up-to-date calendar on the Web site.
Subtask 3.3: For each Webinar, in coordination with Agency staff, identify and suggest potential speakers, develop Webinar agenda  (1-2 months in advance of Webinar).,  and draft summary of Webinar content can be used in marketing Webinar (2-3 months in advance of Webinar).
Subtask 3.4: Market the Webinar, and track Webinar registrants.
Subtask 3.5: Arrange audio recording of Webinar, review draft slides from speakers and make editorial suggestions.
Subtask 3.6: At least two days in advance of each Webinar, forward CVE registration list and draft AHRQ introductory talking points to AHRQ.
Subtask 3.7: Within 1 week of Webinar, create 508-compliant slides of Webnar, and post with original slidedeck and audio recording on Web site.
Subtask 3.8: For each Webinar, host an online survey and analyze feedback.  
Subtask 3.9: Track Webinar participation over time by CVEs, by stakeholder categories.
Subtask 3.10:  Develop and maintain a 6-month workplan, to be revisited and updated quarterly in negotiation with Agency staff, for Webinar series.  Include lessons learned from previous quarter activities.  

Task 4: Convene two in-person meetings per year for roughly 175 persons each. Meeting will feature TA presentations by experts, peer-to-peer learning, and informal networking opportunities.  Meeting also may feature updates from, e.g., Department, Agency and Quality Alignment Steering Committee (QASC) representatives.

Subtask 4.1: Develop agenda in collaboration with Agency, suggesting potential speakers, involving select CVE stakeholders in sessions, identifying networking opportunities.
Subtask 4.2: Work with speakers in refining the presentations to meet needs of CVEs, in critically reviewing slides.
Subtask 4.3: Identify potential hotels in DC metro area that meet needs (lodging and meeting room, including AV, unless Agency uses own facilities for meeting space), and select hotel in consultation with Agency.    Enter into contract with hotel.
Subtask 4.4: Arrange and pay for food and refreshments for meeting participants, pending waiver or other arrangement. 
Subtask 4.5: Arrange and reimburse for logistics and travel for up to 144 CVE stakeholders (up to 6 from each CVE), including letters of invitation and subsequent tracking of RSVPs -- plus roughly 20 guests, 10 of which are speakers/faculty.  Pay honorarium for 10 faculty.
Subtask 4.6:  Prepare meeting folders, which will include at least the following: agenda, participant lists (2 versions -sorted alphabetically by CVEs and sorted alphabetically by individuals), speaker bios, copy of presentation slidedecks, evaluation form.
Subtask 4.7:  Prepare participant name tags, speaker tent cards.
Subtask 4.8:  Create 508-compliant versions of speaker slidedecks and post along with original slidedecks on Web site.
Subtask 4.9:  Analyze evaluation forms after the meeting. 
Subtask 4.10:  Develop and maintain a 6-month workplan, to be revisited and updated quarterly in negotiation with Agency staff, for meeting activities.  Include lessons learned from previous quarter activities.  

Task 5: Convene workgroup on standard public report elements. CVEs have indicated interest in exploring common, evidence-based (voluntary) report elements across CVE report cards, so that each individual CVE won't have to sort out and apply the evidence base, thereby conserving limited resources.

Assume roughly 10 CVE participants and 2 experts will participate in three in-person meetings and three conference calls. 

Subtask 5.1: Draft an E-mail to CVE stakeholders to: identify interest in being involved as a member of the Workgroup; periodically summarize Workgroup deliberations.
Subtask 5.2: Draft Workgroup highlights to document deliberations of Workgroup.
Subtask 5.3: Draft Workgroup working paper to summarize the aggregate deliberations of Workgroup (and explicitly flag next steps).
Subtask 5.4: Convene Webinar or conference call opportunities for Workgroup to vet deliberations with broader CVE community.
Subtask 5.5: Arrange for meeting facilitator.
Subtask 5.6: At least 2 weeks before each Workgroup meeting or call, draft agenda in collaboration with Agency, suggesting potential experts as warranted, involving select CVE stakeholders in sessions, identifying networking opportunities.
Subtask 5.7: Work with experts and facilitator in refining the presentations to meet needs of CVEs, in critically reviewing slides.
Subtask 5.8: Identify potential hotels in DC metro area that meet needs (lodging and meeting room, unless Agency uses own facilities for meeting space), and select hotel in consultation with Agency.   Enter into contract with hotel.
Subtask 5.9: Arrange and pay logistics and travel for CVE and expert participants, including E-mail notification and subsequent tracking of RSVPs.  Pay honorarium for faculty.
Subtask 5.10: Arrange and pay for food and refreshments for meeting participants, pending waiver or other arrangement.  
Subtask 5.11:  Prepare meeting folders, which will include at least the following: agenda, copy of presentation slidedecks.
Subtask 5.12:  Prepare participant tent cards.

Unpriced Agency options. In future the Contractor may be asked to develop a proposal for the following additional tasks.  Provide a technical response to each of the unpriced Agency options (identified by task #).  These will be evaluated in accordance with the Technical Evaluation Criteria.  NOTE:  A cost proposal is NOT required for the unpriced options.

Task 6: In the event new CVEs are added, vendor to complete related requisite tasks to include them in CVE Learning Network (eg, conduct welcome calls, draft Web site CVE profiles, conduct baseline interviews, etc)

Task 7: In addition to Task #5, Agency may opt to convene additional topic-specific, time-limited workgroups and/or special workshops.  As an example of a workgroup, the Agency may, at the suggestion of CVEs, opt to convene a workgroup to identify and analyze use of cost/price/efficiency measures by CVEs, eg, in report cards, pay for performance and consumer incentives.  As an example of a workshop, the Agency may opt to host a workshop just for provider participants of CVEs to identify and analyze strategies for involving the broader provider community in quality improvement, or a workshop just for consumer participants of CVEs on 'health care acronyms 101.'

Task 8: While most technical assistance is designed for all CVEs or a cluster of CVEs, occasions may arise for which the Agency opts to arrange and facilitate one-on-one consulting to address CVE TA need that is unique to one or more specific CVEs.

Task 9: Refine (and in some cases develop) a demand-driven, applied, evidence-based tool or product, such as a synthesis, case study or decision guide, evaluation, tailored for CVEs.  

Option Years 1-4, Scope of Work

Specific Requirements

The contractor shall be located within 100 miles of AHRQ.  The contractor shall have the Project Director on-site at AHRQ for at least 20 hours per week.  AHRQ will provide office space and a telephone for the Project Director working on-site.

The contractor shall engage in a range of rapid cycle tasks and activities in delivering technical assistance, with the specific aim of assisting CVEs and their respective stakeholders (i.e., purchasers, providers, health plans and consumer organizations) make informed and evidence-based decisions related to their respective quality agendas.    Tasks and activities will be geared for collaborative participants at both introductory and advanced levels, and will include but are not limited to: 1) Collaborative Leadership and CVE Sustainability; 2) Public at-large Engagement; 3) Data Aggregation and Quality and Efficiency Measurement; 4) Public Reporting on Quality and Efficiency; 5) Provider Incentives for Quality; 6) Consumer Incentives for Quality; 7) Cross-organizational Capacity for Improving Quality; and 8) Health Information Technology.  

Web site, Webinar, conference and workgroup content will overlap significantly with existing AHRQ portfolios of work and will feature AHRQ experts and AHRQ products.  Because of this significant overlap, along with a need for the Project Lead to be an integral part of routine meetings with Agency staff, including ongoing discussion with the Agency's knowledge transfer staff, and the dynamic, rapid cycle nature of the scope of work, the contractor must have its office (or a satellite office) within 100 miles of the Agency office.   Further, Project Lead is to work out of the Agency office at least 20 hours per week. 

The tasks to be completed by the contractor in the option years are outlined below:

Task 1:  Undertake administrative and planning activities. The contractor team must be flexible and responsive to the Agency.  They must have the capability to effectively troubleshoot and do advance planning (including contingency planning).

Subtask 1.1:  Participate in planning/orientation meeting to discuss project goals, tasks, rough workplan, Agency-contractor coordination and transition of tasks, especially private Web site, from initial contractor.    Meet with AHRQ staff within 1 week of award.    At least 2 work days before planning/orientation meeting, contractor to prepare draft agenda for planning/orientation meeting.
Subtask 1.2:  Within 1 week after planning/orientation meeting, the contractor to convene a planning call specifically to arrange transition, especially of private Web site.  At least 2 work days before meeting, contractor to prepare draft agenda.
Subtask 1.3:  Within 2 weeks after planning/orientation meeting, the contractor to submit a draft, workplan that spans four primary components (Web site, Webinars, in-person conferences, workgroup) and addresses the specific tasks outlined in the RFC.  Within 3 weeks after planning/orientation meeting, the contractor to submit a final workplan.  The contractor shall deliver to the PO an electronic project plan including deliverables, tasks and schedule and provide updates for the completion of Phase I, using Microsoft Office Project (version 2003). The electronic project plan should include a work breakdown structure (WBS) with a minimum of 3 levels of detail with unique numbering, deliverables, milestones, and Gantt chart. Also, the contractor shall deliver to the TOO and PO a hierarchical-type Project Organization Chart and a Responsibility Assignment Matrix (RAM).
Subtask 1.4:  Project Lead shall provide at least 3 briefings per year on CVE technical assistance program, as requested by Agency staff.  Task to include travel, lodging and preparation of briefing materials.
Subtask 1.5: Submit monthly progress report for Agency to review hand-in-hand with monthly invoice.  Report shall include activities performed, accomplishments, barriers, Web site activity, etc.
Subtask 1.6: Plan weekly, twice weekly or more frequent coordination calls with Agency. At least 2 work days before calls, contractor to prepare draft agendas.   Initiate and respond to E-mail communication with Agency staff.   Actively troubleshoot to address issues that arise.

Task 2:  Maintain and update private Web site for CVEs. Web site, designed to be transferable, currently includes 24 CVE profiles, roughly 450 individual CVE stakeholder registrants, calendar of upcoming TA activities, TA Webinar audio and slide archive, conference slide archive, library of resources, Chat Forum for peer-to-peer exchange.   All postings on the Web site must be made 508-compliant by contractor.

Subtask 2.1: Post TA resources, including audios arranged by contractor of past Webinars, slidedecks from past Webinars, slidedecks from conference presentations, including 508-compliant versions.
Subtask 2.2: Maintain up-to-date calendar on the Web site, which includes upcoming Webinars, meetings, etc.
Subtask 2.3:  Screen potential new resources related to CVE agendas, and post those that are relevant and evidence-based on Web site library.
Subtask 2.4:  Track Web site activity by CVEs, such as monthly statistics by number of hits, unique visitors to the site, pages visited, etc.

Go to sample pages from existing CVE Web site in Attachment #8.

Task 3: Convene Webinar series.  Webinar topics will be driven by needs of collaboratives and prioritized with Agency staff and will include but are not necessarily limited to the following areas: 1) Collaborative Leadership and CVE Sustainability; 2) Public at-large Engagement; 3) Data Aggregation and Quality and Efficiency Measurement; 4) Public Reporting on Quality and Efficiency; 5) Provider Incentives for Quality; 6) Consumer Incentives for Quality; 7) Cross-organizational Capacity for Improving Quality; and 8) Health Information Technology.  Needs of CVEs have been identified via already completed needs assessments, as augmented by Webinar and meeting evaluations and informal conversations among CVE stakeholders, Agency staff and contractor.  Webinar speakers may include experts familiar with the evidence base and collaboratives with peer-to-peer experiences to share, depending on the specific Webinar agenda.  Webinars periodically will feature and focus on key updates from the Quality Alliance Steering Committee (QASC), e.g., two per year, and Agency Director, e.g., quarterly.

For each Webinar, assume roughly 100 CVE participants on each.  For each Webinar, assume honoraria for 1 expert.  

Subtask 3.1: In coordination with Agency staff, plan and implement 2-3 Webinars per month.
Subtask 3.2 Develop a marketing plan for upcoming Webinars, including but not limited to keeping an up-to-date calendar on the Web site.
Subtask 3.3: For each Webinar, in coordination with Agency staff, identify and suggest potential speakers, develop Webinar agenda  (1-2 months in advance of Webinar).,  and draft summary of Webinar content can be used in marketing Webinar (2-3 months in advance of Webinar).
Subtask 3.4: Market the Webinar, and track Webinar registrants.
Subtask 3.5: Arrange audio recording of Webinar, review draft slides from speakers and make editorial suggestions.
Subtask 3.6: At least two days in advance of each Webinar, forward CVE registration list and draft AHRQ introductory talking points to AHRQ.
Subtask 3.7: Within 1 week of Webinar, create 508-compliant slides of Webnar, and post with original slidedeck and audio recording on Web site.
Subtask 3.8: For each Webinar, host an online survey and analyze feedback.  
Subtask 3.9: Track Webinar participation over time by CVEs, by stakeholder categories.
Subtask 3.10:  Develop and maintain a 6-month workplan, to be revisited and updated quarterly in negotiation with Agency staff, for Webinar series.  Include lessons learned from previous quarter activities.  

Task 4: Convene one in-person meeting for roughly 175 persons each. Meeting will feature TA presentations by experts, peer-to-peer learning, and informal networking opportunities. Meeting also may feature updates from, e.g., Department, Agency and Quality Alignment Steering Committee (QASC) representatives.

Subtask 4.1: Develop agenda in collaboration with Agency, suggesting potential speakers, involving select CVE stakeholders in sessions, identifying networking opportunities.
Subtask 4.2: Work with speakers in refining the presentations to meet needs of CVEs, in critically reviewing slides.
Subtask 4.3: Identify potential hotels in DC metro area that meet needs (lodging and meeting room, including AV, unless Agency uses own facilities for meeting space), and select hotel in consultation with Agency.    Enter into contract with hotel.
Subtask 4.4: Arrange and pay for food and refreshments for meeting participants, pending waiver or other arrangement. 
Subtask 4.5: Arrange and reimburse for logistics and travel for up to 144 CVE stakeholders (up to 6 from each CVE), including letters of invitation and subsequent tracking of RSVPs—plus roughly 20 guests, 10 of which are speakers/faculty.  Pay honorarium for 10 faculty.
Subtask 4.6:  Prepare meeting folders, which will include at least the following: agenda, participant lists (2 versions—sorted alphabetically by CVEs and sorted alphabetically by individuals), speaker bios, copy of presentation slidedecks, evaluation form.
Subtask 4.7:  Prepare participant name tags, speaker tent cards.
Subtask 4.8:  Create 508-compliant versions of speaker slidedecks and post along with original slidedecks on Web site.
Subtask 4.9:  Analyze evaluation forms after the meeting. 
Subtask 4.10:  Develop and maintain a 6-month workplan, to be revisited and updated quarterly in negotiation with Agency staff, for meeting activities.  Include lessons learned from previous quarter activities. 

Unpriced Agency options. In future the Contractor may be asked to develop a proposal for the following additional tasks.  Provide a technical response to each of the unpriced Agency options (identified by task #).  These will be evaluated in accordance with the Technical Evaluation Criteria.  NOTE:  A cost proposal is NOT required for the unpriced options.

Task 5: In the event new CVEs are added, vendor to complete related requisite tasks to include them in CVE Learning Network (eg, conduct welcome calls, draft Web site CVE profiles, conduct baseline interviews, etc)

Task 6: In addition to Task #5, Agency may opt to convene additional topic-specific, time-limited workgroups and/or special workshops.  As an example of a workgroup, the Agency may, at the suggestion of CVEs, opt to convene a workgroup to identify and analyze use of cost/price/efficiency measures by CVEs, eg, in report cards, pay for performance and consumer incentives.  As an example of a workshop, the Agency may opt to host a workshop just for provider participants of CVEs to identify and analyze strategies for involving the broader provider community in quality improvement, or a workshop just for consumer participants of CVEs on 'health care acronyms 101.'

Task 7: While most technical assistance is designed for all CVEs or a cluster of CVEs, occasions may arise for which the Agency opts to arrange and facilitate one-on-one consulting to address CVE TA need that is unique to one or more specific CVEs.

Task 8: Refine (and in some cases develop) a demand-driven, applied, evidence-based tool or product, such as a synthesis, case study or decision guide, evaluation, tailored for CVEs.  

Return to Contents
Proceed to Next Section

 

The information on this page is archived and provided for reference purposes only.

 

AHRQ Advancing Excellence in Health Care