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

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SECTION D—PACKAGING AND MARKING

Not Applicable

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SECTION E—INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

  1. The contracting officer or the duly authorized representative will perform inspection and acceptance of materials and services to be provided.
  2. For the purpose of this SECTION the Government Project Officer is the authorized technical representative of the contracting officer.
  3. Inspection and acceptance will be performed at:

    Agency for Healthcare Research and Quality
    540 Gaither Road
    Rockville, Maryland  20850

E.2  CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clause by reference, with the same force and effect as if it were given in full text.  The full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far/.

FAR Clause No. Title and Date
52.246-5 Inspection of Services-Cost Reimbursement (April 1984)

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SECTION F—PERIOD OF PERFORMANCE AND DELIVERY SCHEDULE

F.1 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clause by reference, with the same force and effect as if they were given in full text.  The full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far/.

 FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) CLAUSES

FAR Clause No. Title and Date
52.242-15   Stop Work Order (AUG 1989) Alternate 1 (APRIL 1984)

F.2 PERIOD OF PERFORMANCE

The Government anticipates the period of performance shall begin on or about April 15, 2009 and run through April 14, 2010 with four one-year options from April 15, 2010 until April 14, 2014.

F.3  DELIVERY SCHEDULE

The Contracting Officer shall receive one copy of each progress report and final report/ final deliverable. In addition, one electronic and one hard copy of final reports and all other deliverables shall be submitted to the Project Officer.

Agency for Healthcare Research and Quality
ATTN: Jessica Alderton, Contracting Officer
Contracts Management/OPART
540 Gaither Road
Rockville, Maryland 20850
Jessica.Alderton@ahrq.hhs.gov
Agency for Healthcare Research and Quality
ATTN: Peggy McNamara, Project Officer
AHRQ/CDOM
540 Gaither Road
Rockville, Maryland 20850
301-427-1440
Peggy.Mcnamara@ahrq.hhs.gov

The Contractor shall submit the following items (in electronic format) in accordance with the stated delivery schedule as noted below:

Task Subtasks Delivery

1.Administrative and 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.  Prepare draft agenda for planning/orientation meeting.

Within 1 week after award; agenda 2 business days prior to meeting

Subtask 1.2:  Convene a planning call specifically to arrange transition, particularly of private Web site.  Prepare draft agenda before call.

Within 1 week after planning/orientation meeting; agenda 2 business days prior to call

Subtask 1.3:  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; submit final workplan.

Draft within 2 weeks after planning/orientation meeting; Final within 3 weeks after planning/orientation meeting.

Subtask 1.4:  Project Lead to give 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.

April 10, 2009 through April 10, 2010

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.

5th of each month

Subtask 1.6: Plan weekly, twice weekly or more frequent coordination calls with Agency.  Prepare draft agendas for calls.   Initiate and respond to E-mail communication with Agency staff.   Actively troubleshoot to address issues that arise.

Calls at least 1x/week; agenda 2 business days prior to call; E-mail/troubleshooting ongoing.

2. Web site

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.

Webinar resources at least 2 days prior to Webinar date; 508 compliant versions within one week after receipt of slidedecks.

Subtask 2.2: Maintain up-to-date calendar on the Web site, which includes upcoming Webinars, meetings, etc.

Daily

Subtask 2.3:  Screen potential new resources related to CVE agendas, and post those that are relevant and evidence-based on Web site library.

At least weekly

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.

At least monthly

3. Webinars

Subtask 3.1: In coordination with Agency staff, plan and implement 2-3 Webinars per month.

Monthly

Subtask 3.2 Develop marketing plan for upcoming Webinars, including but not limited to keeping an up-to-date calendar on the Web site.

4/21/09

Subtask 3.3: For each Webinar, in coordination with Agency staff, draft summary of Webinar content to be used in marketing Webinar; identify and suggest potential speakers and develop Webinar agenda.

2-3 months prior to Webinar; 1-2 months prior to Webinar

Subtask 3.4: Market the Webinar; track Webinar registrants.

At least one month prior to Webinar; beginning at least one month prior to Webinar and continue through day after Webinar

Subtask 3.5: Arrange audio recording of Webinar, review draft slides from speakers and make editorial suggestions.

At least one week prior to Webinar

Subtask 3.6:  Forward CVE registration list and draft AHRQ introductory talking points to AHRQ.

At least two days prior to  Webinar

Subtask 3.7: Create 508-compliant slides of Webinar, and post with original slidedeck and audio recording on Web site.

Within 1 week of Webinar

Subtask 3.8: For each Webinar, host an online survey and analyze feedback.  

Simultaneous with Webinar

Subtask 3.9: Track Webinar participation over time by CVEs, by stakeholder categories.

Monthly

Subtask 3.10:  Develop and maintain a 6-month workplan; revisit and update quarterly in negotiation with Agency staff, for Webinar series.  Include lessons learned from previous quarter activities.  

5/1/09; update quarterly

4.In-person meetings

Subtask 4.1: Develop agenda in collaboration with Agency, suggesting potential speakers, involving select CVE stakeholders in sessions, identifying networking opportunities.

At least 3 months prior to meeting (first meeting planned for Spring 2009 which will require faster turn-around)

Subtask 4.2: Work with speakers in refining the presentations to meet needs of CVEs, in critically reviewing slides.

At least 1 month prior to meeting

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.

Within 2 weeks after award for Spring 2009 meeting; for future meetings, at least 5 months prior to meeting

Subtask 4.4: Arrange food and refreshments for meeting participants. 

At least 2 months prior to meeting

Subtask 4.5: Arrange 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; arrange for reimbursement of all participants;  pay honorarium for 10 faculty.

At least 2 months prior to meeting; within 2 weeks after meeting; within 2 weeks after meeting

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.

At least 1 week prior to meeting

Subtask 4.7:  Prepare participant name tags, speaker tent cards.

At least 1 week prior to meeting

Subtask 4.8:  Create 508-compliant versions of speaker slidedecks and post along with original slidedecks on Web site.

Within 2 weeks after meeting

Subtask 4.9:  Analyze evaluation forms after the meeting. 

Within 2 weeks after 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.  

5/1/09

5. Workgroup on standard report elements

Subtask 5.1: Draft notes to CVE stakeholders to:  identify interest in being involved, either as Workgroup member or reviewer; periodically summarize Workgroup deliberations.

5/1/09

Subtask 5.2: Draft Workgroup highlights to document deliberations of Workgroup.

Within one week after meeting or call

 Subtask 5.3: Draft Workgroup working paper to summarize the aggregate deliberations of Workgroup (and explicitly flag next steps); Final paper

Draft within 2 weeks before final meeting or call; Final within 3 weeks after final meeting or call

Subtask 5.4: Convene Webinar or conference call opportunities for Workgroup to vet deliberations with broader CVE community.

As needed

Subtask 5.5: Arrange for meeting facilitator.

Within 2 months prior to first meeting or call

Subtask 5.6: Draft agenda in collaboration with Agency, suggesting potential experts as warranted, involving select CVE stakeholders in sessions, identifying networking opportunities.

At least 2 weeks prior to each  meeting or call

Subtask 5.7: Work with experts and facilitator in refining the presentations to meet needs of CVEs, in critically reviewing slides.

Ongoing for duration of workgroup meetings/calls

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.

At least 2 months prior to meeting

Subtask 5.9: Arrange logistics and travel for CVE and expert participants, including E-mail notification and subsequent tracking of RSVPs; reimburse participants and pay honorarium for faculty.

At least 1 month prior to meeting; Within 2 weeks after meeting

Subtask 5.10: Arrange food and refreshments for meeting participants. 

At least 1 month prior to meeting

Subtask 5.11:  Prepare meeting folders, which will include at least the following: agenda, copy of presentation slidedecks.

At least 1 week prior to meeting

Subtask 5.12:  Prepare participant tent cards.

At least 1 week prior to  meeting

If exercised, the following deliverable schedule applies to contract tasks during Option Years 1-4:

Task Subtasks Delivery

1.Administrative and 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.  Prepare draft agenda for planning/orientation meeting.

Within 1 week after award; agenda 2 business days prior to meeting

Subtask 1.2:  Convene a planning call specifically to arrange transition, particularly of private Web site.  Prepare draft agenda before call.

Within 1 week after planning/orientation meeting; agenda 2 business days prior to call

Subtask 1.3:  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; submit final workplan.

Draft within 2 weeks after planning/orientation meeting; Final within 3 weeks after planning/orientation meeting.

Subtask 1.4:  Project Lead to give 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.

Within 1 year timeframe

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.

5th of each month

Subtask 1.6: Plan weekly, twice weekly or more frequent coordination calls with Agency.  Prepare draft agendas for calls.   Initiate and respond to E-mail communication with Agency staff.   Actively troubleshoot to address issues that arise.

Calls at least 1x/week; agenda 2 business days prior to call; E-mail/troubleshooting ongoing.

2. Web site

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.

Webinar resources at least 2 days prior to Webinar date; 508 compliant versions within one week after receipt of slidedecks.

Subtask 2.2: Maintain up-to-date calendar on the Web site, which includes upcoming Webinars, meetings, etc.

Daily

Subtask 2.3:  Screen potential new resources related to CVE agendas, and post those that are relevant and evidence-based on Web site library.

At least weekly

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.

At least monthly

3. Webinars

Subtask 3.1: In coordination with Agency staff, plan and implement 2-3 Webinars per month.

Monthly

Subtask 3.2 Develop marketing plan for upcoming Webinars, including but not limited to keeping an up-to-date calendar on the Web site.

Within 3 weeks of Agency exercising option year

Subtask 3.3: For each Webinar, in coordination with Agency staff, draft summary of Webinar content to be used in marketing Webinar; identify and suggest potential speakers and develop Webinar agenda.

2-3 months prior to Webinar; 1-2 months prior to Webinar

Subtask 3.4: Market the Webinar; track Webinar registrants.

At least one month prior to Webinar; beginning at least one month prior to Webinar and continue through day after Webinar

Subtask 3.5: Arrange audio recording of Webinar, review draft slides from speakers and make editorial suggestions.

At least one week prior to Webinar

Subtask 3.6:  Forward CVE registration list and draft AHRQ introductory talking points to AHRQ.

At least two days prior to  Webinar

Subtask 3.7: Create 508-compliant slides of Webinar, and post with original slidedeck and audio recording on Web site.

Within 1 week of Webinar

Subtask 3.8: For each Webinar, host an online survey and analyze feedback.

Simultaneous with Webinar

Subtask 3.9: Track Webinar participation over time by CVEs, by stakeholder categories.

Monthly

Subtask 3.10:  Develop and maintain a 6-month workplan; revisit and update quarterly in negotiation with Agency staff, for Webinar series. Include lessons learned from previous quarter activities.

Within one month of Agency exercising option; update quarterly

4.In-person meeting

Subtask 4.1: Develop agenda in collaboration with Agency, suggesting potential speakers, involving select CVE stakeholders in sessions, identifying networking opportunities.

At least 3 months prior to meeting

Subtask 4.2: Work with speakers in refining the presentations to meet needs of CVEs, in critically reviewing slides.

At least 1 month prior to meeting

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.

At least 5 months prior to meeting

Subtask 4.4: Arrange food and refreshments for meeting participants (using per diem). 

At least 2 months prior to meeting

Subtask 4.5: Arrange 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; arrange for reimbursement of all participants;  pay honorarium for 10 faculty.

At least 2 months prior to meeting; within 2 weeks after meeting; within 2 weeks after meeting

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.

At least 1 week prior to meeting

Subtask 4.7:  Prepare participant name tags, speaker tent cards.

At least 1 week prior to meeting

Subtask 4.8:  Create 508-compliant versions of speaker slidedecks and post along with original slidedecks on Web site.

Within 2 weeks after meeting

Subtask 4.9:  Analyze evaluation forms after the meeting. 

Within 2 weeks after 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.  

Within first 2 weeks of Agency exercising option

* The Contracting Officer shall receive one copy of each deliverable denoted by an asterisk.

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SECTION G—CONTRACT ADMINISTRATION DATA

G.1 KEY PERSONNEL

Pursuant to the Key Personnel clause incorporated in Section I of this contract, the following individual(s) is/are considered to be essential to the work being performed hereunder:

  NAME   TITLE

  (TO BE COMPLETED AT TIME OF AWARD) 

The clause cited above contains a requirement for review and approval by the Contracting Officer of written requests for a change of Key Personnel reasonably in advance of diverting any of these individuals from this contract.  Receipt of written requests at least 30 days prior to a proposed change is considered reasonable.

G.2  PROJECT OFFICER

The following Project Officer(s) will represent the Government for the purpose of this contract:

Peggy McNamara, AHRQ/CDOM

The Project Officer(s) is/are responsible for: (1) monitoring the contractor's technical progress, including the surveillance and assessment of performance and recommending to the contracting officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as an agent of the Government under this contract.  Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the contractor of any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract.

The Government may unilaterally change its Project Officer designation.

G.3  INVOICE SUBMISSION

a. INVOICE SUBMISSION

Billing Instructions follow and are made part of this contract. Instructions and the following directions for the submission of invoices must be followed to meet the requirements  of a "proper" payment request pursuant to FAR 32.9, and must be in accordance with the General Provisions clause 52.232-25 Prompt Payment (OCT 2003).

 Invoices/financing requests shall be submitted in an original and two copies to:

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

G.4      INFORMATION ON VOUCHERS

  1. The Contractor IS REQUIRED to include the following minimum information on vouchers:
    1. Contractor's name and invoice date.
    2.  
    3. Contract Number.
    4.  
    5. Description and price of services actually rendered.
    6. Other substantiating documentation or information as required by the contract.
    7. Name (where practicable), title, phone number, and complete mailing address or responsible official to whom payment is to be sent.
    8. The Internal Revenue Service Taxpayer Identification Number.

  2. The Contractor shall furnish the following minimum information in support of costs submitted:
       
    1. Direct Labor—include all persons, listing the person's name, title, number of hours or days worked, hourly rate (unburdened) the total cost per person and a total amount of this category.
    2. Fringe Costs—show rate, base and total amount as well as verification/allowability or rate changes (when applicable).
    3. Overhead or Indirect Costs—show rate, base and total amount as well as verification/allowability or rate changes (when applicable).
    4. Consultants—include the name, number of days or hours worked, a total amount per consultant and a total amount for this category.
    5.  Travel—include for each airplane or train trip taken the name of the traveler, date of travel, destination, the transportation costs including ground transportation, shown separately, and per diem costs.  Other travel costs shall also be listed.  A total amount for this category shall be provided.
    6. Subcontractors—include for each subcontractor, the same data and level of detail that is being provided for the prime contractor.  A total number for this category shall be provided.
    7. Data Processing—include all non-labor costs, i.e., computer time, equipment purchase, lease or rental, data tapes, etc.  A total amount for this category shall be provided.
    8. Other—include a listing of all other direct charges to the contract, i.e., office supplies, telephone, equipment rental, duplication, etc.
    9. Equipment Cost—itemize and identify separately from material costs including reference to approval in all cases.
    10. G&A—show rate, base and total as well as verification/allowability of rate changes (when applicable).
    11. Fee—show rate, base and total;
    12. Current amount billed by individual cost element and total dollar amount.
    13. Cumulative amount billed by individual cost element and total dollar amount.

  3. Payment shall be made by:

    PSC Finance
    Parklawn Building, Room 16-23
    5600 Fishers Lane
    Rockville, Maryland 20857
    Telephone Number (301) 443-6766

G.5  INDIRECT COST RATES and FEE

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

Reimbursement will be limited to the rates and time periods covered by the negotiated agreements.  The rates, if negotiated, are hereby incorporated without further action of the contracting officer.

G.6   ELECTRONIC FUNDS TRANSFER

Pursuant to FAR 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration (OCT 2003), the Contractor shall designate a financial institution for receipt of electronic funds transfer payments.  This designation shall be submitted, in writing, to the finance office designated in the contract.

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