Request for Proposal No. Ahrq-06-000002




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PART I - THE SCHEDULE Request for Proposal No. AHRQ-06-000002

SECTION A - SOLICITATION FORM

Date Issued: May 22, 2006

Date Questions Due: June 7, 2006, 4PM

Date Notice of Intent Due: June 7, 2006

Date Proposals Due: July 25, 2006 12 Noon EST
You are invited to submit a proposal to the Agency for Healthcare Research and Quality (AHRQ) for Request for Proposal (RFP) No. AHRQ-06-00002, entitled “Innovations Clearinghouse.” Your proposal must be developed and submitted in accordance with the requirements and instructions of this RFP.
A cost reimbursement, performance based cost reimbursable contract is contemplated for a period of three years with one two-year option.
For this acquisition, the AHRQ recommended goal (as a percentage of total planned subcontracting dollars for the base period) is 30% for Small Businesses, which shall include at least 5% (as a percentage of total contract value for the base period) for Small Disadvantaged Businesses, at least 5% (as a percentage of 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 Veteran-Owned Small Businesses. These goals represent AHRQ’s expectation of the minimum level for subcontracting. The North American Industry Classification System (NAICS) code that best describes the requirement is 541990. The small business size standard is $6.5 million.
Offerors shall submit the following:
A. Technical Proposal (See Section L.9) (Original, 11 copies, 1 electronic)

B. Past Performance Information (See Section L.10) (Original and 3 copies)

C. Small Disadvantaged Business Participation Plan (See Section L.11) (Original and 2 copies)

D. Business Proposal (See Section L.12) (Original and 5 copies)

The Small Business Subcontracting Plan must be submitted as a separate section of the Business Proposal. (This does not apply to small business concerns).

Your technical proposal must be concisely written and should be limited to 150 typewritten pages (double-spaced), exclusive of personnel qualifications (i.e., CV or biosketch, see Section L.10 for additional details). This limitation is for administrative purposes only and exceeding the limitation shall not, of itself, be considered a basis for rejection of your proposal. Each electronic copy must be on an individual CD, the format compatible with Microsoft Word. See L.10 for instructions on Appendices.


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. A point of contact must be easily identified
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 Contract Officer of your intent by completing the Proposal Intent Response Form (Attachment 3 to this solicitation) and submit the form no later than the date specified. You may send it to the address below or fax it to 301-427-1740, Attention: Mary Haines, Contracting Officer.
Questions regarding this solicitation shall be received in this office no later than the date specified. (See Section L.7). It is preferred that all questions be submitted electronically by e-mail to Mary Haines, Contracting Officer at the following email address: mary.haines@ahrq.hhs.gov . Otherwise, please address your written questions to Mary Haines, Contracting Officer, Agency for Healthcare Research and Quality, 540 Gaither Road, Rockville, Maryland 20850 and the envelope should be marked “Proposal Questions RFP No. AHRQ-06-00002.”
Answers to questions will be provided in the form of an Amendment to this solicitation and will be posted on AHRQ’s web page: www.ahrq.gov under “Funding Opportunities,” “Contracts” and the Federal Business Opportunities web page: 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, EST, on July 25, 2006. Your proposal must be mailed to the following address:
Agency for Healthcare Research and Quality

Division of Contracts Management

540 Gaither Road, Room 4319

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 [See 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, or 269-961-5757.
Requests for any information concerning this RFP should be referred to Mary Haines at: mary.haines@ahrq.hhs.gov Please note e-mail requests must state subject as RFP AHRQ 06-00002.
Sincerely,
Mary Haines

Contracting Officer

Agency for Healthcare Research and Quality

TABLE OF CONTENTS
PART I Pages
Section A Solicitation 1-3

Table of Contents 4

Section B Supplies or Services & Prices/Costs 5-8

Section C Description/Specification/Work Statement 8

Section D Packaging and Marking 8

Section E Inspection and Acceptance 8-12

Section F Deliveries or Performance 12-15

Section G Contract Administration Data 15-20

Section H Special Contract Requirements 21-25
PART II
Section I Contract Clauses 26-32
PART III
Section J List of Attachments 32
PART IV
Section K Representations and Instructions 33-39

Section L Instructions, Conditions & Notices to Offerors 40-64

Section M Evaluation Factors for Award 65-69

Attachments
1. Statement of Work 70 - 107

with Appendices

A. Glossary of Key Terms Used in the Innovations Clearinghouse RFP 2 pgs

B. Innovations Clearinghouse Expert Panel Meeting 20 pgs

C. AHRQ Web Product and web Site Development Guidelines 6 pgs

D Guidelines for Developing AHRQ Web-based Tools 6 pgs

E DRAFT AHRQ Technical Reference Model, Version 0.1

January 24, 2006 19 pgs

2. Past Performance Questionnaire and Contractor Performance Form 5 pgs

3. Proposal Intent Response Sheet 1 pg

4. Breakdown of Proposed Estimated Cost and Labor Hours 2 pg
Exhibit 1 Performance Requirements Summary

(to be provided as amendment to the RFP)



SECTION B-SUPPLIES OR SERVICES AND PRICES/COSTS
B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES
“Innovations Clearinghouse” See Section C (Attachment 1) for a complete description.
B.2. ESTIMATED COST
Note: The Government estimates the cost of this procurement at approximately $3.3 Million for Year 1, $3.2 Million for Year 2, $3.4 Million for Year 3 and $6.6 Million for the two-year option period.
a. The estimated cost (exclusive of fees) for performance of the work under this three (3) year contract, including direct and indirect costs is $ (TO BE NEGOTIATED)


  1. 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.




  1. 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 seimi-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.1 Performance Evaluation and Award Fee.

    2. The criteria set forth in the Performance Requirements Summary, Attachment 1, 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.1, 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 through correspondence initiated by the Contracting Officer. When the award fee is determined, the Contractor will be notified. At that time 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.”

d. 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


Year 1

09/27/06 – 09/26/07















Year 2

09/27/07 - 09/26/08















Year 3

09/27/08 –

09/26/09













TOTAL













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 PERIOD
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

09/30/08 – 09/29/09















TOTAL
















B.4 PROVISIONS APPLICABLE TO DIRECT COSTS
a. 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; and
(11) Information Technology hardware or software.


  1. 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.


SECTION C/ STATEMENT OF WORK
DESCRIPTION/SPECIFICATION/WORK STATEMENT
The Statement of Work is located at Attachment 1.
1 SECTION D - PACKAGING AND MARKING

Not Applicable



SECTION E - INSPECTION AND ACCEPTANCE
E.1 INSPECTION AND ACCEPTANCE
a. The contracting officer or the duly authorized representative will perform inspection and acceptance of materials and services to be provided.
b. For the purpose of this SECTION the Government Project Officer is the authorized technical representative of the contracting officer.
c. 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. Upon request, the Contracting Officer will make its full text available.
FAR Clause No. Title and Date
52.246-5 Inspection of Services-Cost Reimbursement (April 1984)
E.3 PERFORMANCE EVALUATION AND AWARD FEE
The contract will be awarded and managed as a Performance-Based Service Contract (PBSC), using the Award Fee mechanism.
1. Performance Evaluation Factors
The Government will evaluate the following factors of the Contractor’s performance, weights will be provided in an amendment to the RFP:



Performance Factor

Related SOW Tasks

Weight (Year 1)



Weight (Year 2 and Beyond)

1. Recruit, Manage, and Support an Expert Panel.

Task 1







2. Establish, Test and Apply Inclusion Criteria.

Task 2







3. Design, Develop, Implement, and Maintain a System to Obtain, Publish, Update and Archive Innovations.

Task 3







4. Design, Develop, Implement, and Maintain a System for Indexing and Abstracting and Validating the Indexing and Abstracting of Innovations.

Task 4







5. Design, Develop, Test, Deploy, Maintain and Operate the Innovations Clearinghouse Technical Infrastructure and Web Site.

Task 5







6. Maintain and Operate AHRQ’s QualityTools Database and Web Site.

Task 6







7. Provide Technical Assistance to QualityTools and Innovations Clearinghouse and Users.

Task 7







8. Design, Develop, Implement, and Maintain Opportunities for Learning and Networking Among Innovations Clearinghouse Users.

Task 8

---




9. Assist the Agency in Evaluation of the Innovations Clearinghouse Web Site.

Task 9

---




10. Project Management.

Task 10








2. Performance Requirements Summary
Exhibit 1 summarizes the performance standards and Government surveillance methods for each of the above performance factors.
3. Award Fee Plan

(Note to Offerors: The Government anticipates a Cost-Plus-Award Fee (CPAF) contract to result from this solicitation. In this type of contract, the Contractor will receive a small base fee. In addition to the base fee, award fee will be tied to the evaluation of specific products and services in accordance with Exhibit 1- Performance Requirements Summary.


The Agency’s decision to pay or not to pay Award Fee in no way alters the Contractor’s responsibilities to perform any services or produce any deliverables required by this contract. The Agency’s decision to pay or not to pay Award Fee in no way alters the Agency’s obligation to pay the Contractor for satisfactory deliverables in accordance with this contract.
Award Fee is available for services and products identified below.
Annual Amounts Available for Award Fee (to be evaluated semi-annually):
Contract Year


Performance Evaluation Factor

% of Award Fee Pool

Year 1

______

Years 2-5

Award for Evaluation Unacceptable
Rating score of below 60 reduces Base Fee by 50% for rating period.

Award for Evaluation

Satisfactory
60-79 score

40%


Award for

Evaluation

Exceeds Expectations

80-89 score

80%


Award for

Evaluation Outstanding
90-100 score

100%



Recruit, Manage, and Support an Expert Panel.

TBD%______
TBD%








Establish, Test and Apply Inclusion Criteria.


TBD%______


TBD%








Design, Develop, Implement, and Maintain a System to Obtain, Publish, Update and Archive Innovations.


TBD%______


TBD%










Design, Develop, Implement, and Maintain a System for Indexing and Abstracting Innovations.

TBD%______

TBD%










Design, Develop, Test, Deploy, Maintain and Operate the Innovations Clearinghouse Technical Infrastructure and Web Site.

TBD%______
TBD%













Maintain and Operate AHRQ’s QualityTools Database and Web Site.

TBD%______
TBD%













Provide Technical Assistance to QualityTools and Innovations Clearinghouse Users.

TBD%______
TBD%













Design, Develop, Implement, and Maintain Opportunities for Learning and Networking of Clearinghouse Users.

---

______
TBD%















Assist the Agency in Evaluation of the Innovations Clearinghouse Web Site.

---

______
TBD%















Project Management.

TBD%______
TBD%













On a semi-annual basis, the Contractor’s products and services will be evaluated in terms of the above performance factors by an Award Fee Evaluation Group (AFEG). The AFEG will consist of the Project Officer, the Contracting Officer or his/her designee, and, as appropriate, other Government officials selected by the Project Officer (depending on specific expertise) and approved by the Contracting Officer.


Each member of the Award Fee Evaluation Group will evaluate the Contractor’s performance against the performance standards of quality and timeliness listed in Exhibit 1.
A numerical rating scale of 0 to 100 will be used. The scale is defined as follows:




Definition of Rating


Adjective Rating


Numerical Rating


Fee %

Outstanding- Contractor’s performance exceeds standards by substantial margin; the performance monitor can cite few areas for improvement, all of which are minor.

Outstanding


90 - 100

100%


Exceeds Expectations- Contractor’s performance exceeds standards, and although there may be several areas for improvement, these are more than offset by better performance in other areas.


Exceeds Expectations



80 – 89


80%



Satisfactory- Contractor’s performance is generally satisfactory, and areas for improvement are approximately offset by better performance in other areas.


Satisfactory


60 – 79


40%


Unacceptable- Contractor’s performance is less than standards by a substantial margin, and the performance monitor can cite many areas for improvement which are not offset by better performance in other areas.


Unacceptable

Below 60

Base Fee Reduced by 50%

Each member of the AFEG will give each performance factor a numerical rating, and those ratings will be averaged. An average score of less than 60 (Unacceptable) will result in a reduction in the base fee of 50% for the performance factor for the rating period. An average score of 60-79 (Satisfactory) will result in award of 40% of the Award Fee for the performance factor. An average score of 80-89 (Exceeds Expectations) will result in award of 80% of the Award Fee, and an average of 90-100 (Outstanding) will result in award of 100% of the Award Fee for the performance factor. The Award Fee determinations are not subject to the disputes clause.




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. Upon request, the Contracting Officer will make their full text available.
FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1) CLAUSES

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

Alternate I (APRIL 1984)




F.2 PERIOD OF PERFORMANCE
The Government anticipates the period of performance shall begin on or about September 27, 2006 and run through September 26, 2009 with one two-year option (if exercised) from September 27, 2009 through September 26, 2011.

F.3 DELIVERY SCHEDULE
Schedule of Deliverables and/or Reporting Requirements
The items specified for delivery below are subject to the review and approval of the Project Officer before final acceptance. The Contractor shall be required to make revisions deemed necessary by the Project Officer.
The Contractor shall produce the following scheduled reports/deliverables in the amount, and within the time frame indicated. Deliverables shall be submitted to the Project Officer, Agency for Healthcare Research and Quality, 540 Gaither Road, Room 6361, Rockville, Maryland 20850.

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





Task

Description

Quantity

Due Date

3.10.2

Kick-off Meeting

1

Within 1 week of the effective date of the contract (EDOC)

3.5.7

Final Vision/Project Initiation Document

1 electronic copy to PO

Within 2 weeks of EDOC

3.5.8, 3.5.9,

3.10.6, 3.10.7



Project Work Plan, including deliverables-oriented (systems and content) work breakdown structure, an IMS and Critical Path

1 electronic copy to PO

Draft: Within 3 weeks of EDOC

Final: within 1 week after receipt of PO approval



3.5.15

Name of Web site/Project

Per requirements of SOW

Within 1 month EDOC

3.1.2

Finalize Project Expert Panel and Editorial Board Nomination

1 electronic copy to PO

Within 2 months EDOC

3.6.1 – 3.6.5

Participate in activities oriented to transitioning into maintaining the QualityTools database and Web site

Per requirements of SOW

Ongoing between EDOC and December 1, 2006

3.6.6 – 3.6.19

Maintain QualityTools legacy database and Web site: systems and content

Per requirements of SOW

December 1, 2006 and ongoing thereafter

3.6.15

Publish on a weekly basis for a total of at least 150 new or updated tools between December 1, 2006 and launch of the fully operational Innovations Clearinghouse Web site

Per requirements of SOW

December 1, 2006 until 18 months EDOC

3.1.3, 3.1.4

Finalize Project Expert Panel Membership and Editorial Board

1 electronic copy to PO

Within 3 months EDOC

3.1.6

Project Expert Panel Meeting Agenda and Materials


Draft: 1 electronic copy to PO

Final: 1 copy to each meeting participant



Draft to PO, 21 calendar days prior to meeting
Final to participants 14 calendar days prior to meeting

3.1.5, 3.1.7

Expert Panel Meeting

Per requirements of SOW

At least once every year of the contract

3.1.8

Expert Panel Meeting Summary

Draft: 1 electronic copy

Final: 1 electronic and three print copies to PO



Draft: 14 days after Meeting

Final: 7 days after receiving PO comments



3.2.1, 3.2.4

Inclusion Criteria

1 electronic copy to PO; 1 copy for each Expert Panel Member

Within 4 months EDOC

3.2.8

Electronic Log of Actions and Summary of Reasons for Exclusion

1 electronic copy to PO

Monthly with Progress Report beginning 6 months EDOC

3.3.1

Incentive and Reward System

1 electronic copy to PO

Draft: within 2 months EDOC

Implemented within 3 months EDOC



3.3.2

Federal Register mailing

Per requirements of SOW

Within 1 month of the posting in the Federal Register

3.3.5

Database of Innovators and Organizations That Support Innovation

Per requirements of SOW

Implemented within 4 months EDOC and then ongoing

3.4.2.1-

3.4.2.6


Template of Attributes and Definitions

1 electronic copy to PO

Draft within 4 months EDOC; final within 2 weeks of receiving comments

3.3.6, 3.3.7

On-line submission package

Per requirements of SOW

Within 1 month of finalizing the inclusion criteria and database record template

3.3.8

Submit Information Collection Package for OMB Clearance

Per requirements of SOW

Within 1 week after receiving approval from PO of online submission form

3.4.5

Content Prioritization Strategy

1 electronic copy to PO

Within 6 months of EDOC

3.5.18

Contractor-moderated mechanism for users to post comments

Per requirements of SOW

Draft within 13 months EDOC; implemented within 18 months EDOC

3.5.16.1

Stage I of Innovations Web site deployment

Per requirements of SOW

Within 9 months EDOC

3.5.22

Usability testing completed

Per requirements of SOW

Within 15 months of EDOC

3.5.22

Usability testing results

Per requirements of SOW

Within 10 days of completing testing

3.5.16.2

Stage II of Innovations Web site deployment

Per requirements of SOW

Within 18 months EDOC

3.4.4

200 Innovations in database with associated Lessons Learned for Web site launch and then 250-300 every year thereafter

Per requirements of SOW

Within 18 months EDOC, then on-going

3.6.15

Publish tool content on a weekly basis for a total of 250-300 tools per year in Innovations Web site

Per requirements of SOW

19 months of EDOC and yearly thereafter

3.5.16.3

Stage III of Innovations Web site deployment

Per requirements of SOW

Within 26 months EDOC

3.7

Technical Assistance

Per requirements of SOW

December 1, 2006 for QualityTools; within 9 months EDOC for Innovations Clearinghouse (stage I deployment)

3.7.6

Electronic Mail Box for Web Site: Set up, maintain, timely responses

Per requirements of SOW

QualityTools: beginning December 1, 2006; Innovations: On-going after Site activation

3.8

Learning and Networking Opportunities

Plan: 1 electronic copy to PO
Implementation: per requirements of SOW

Draft Plan: within 13 months of EDOC
Final Plan: within 15 months EDOC
Plan Implementation: within 18 months EDOC (coincident with stage II Web site deployment)

3.6.19; 3.9

Evaluating Web sites

Per requirements of SOW

QualityTools: quarterly after December 1, 2006
Innovations: quarterly after code deployment to live site

3.7.7

Innovations Clearinghouse Tutorial: Online and CD-ROM

Per requirements of SOW

Mock-up within 24 months EDOC; final within 26 months of EDOC

3.10.12

Systems Documentation

Per requirements of SOW

Ongoing through life of the contract in accordance with SDLC, Configuration Management Plan and Project Work Plan

3.10.13

Web Site Archive

Per requirements of SOW

Weekly after initiation of Web Site

3.10.14, 3.10.15


Contract Progress Reports*

1 electronic copy to PO and 1 to CO

10 calendar days after the end of the month beginning 2nd month of EDOC and every month thereafter

3.10.16

Management Meetings

Per Requirements of SOW

Monthly

3.10.16

Management Meeting Action Items

1 electronic copy to PO

Within 3 business days after monthly meeting

3.10.17 through 3.10.20


Annual Report*

Outline and Draft: 1 electronic copy to PO
Final: 1 electronic and 3 print copies to PO; 1 electronic copy and 1 print copy to CO

Outline: every 11th month of the yearly cycle; Draft: every 12th month of the yearly cycle; Final: 2 weeks after PO approval of draft

3.10.22

Close-out/Transition Plan

Draft: 1 electronic copy to PO
Final: integrated into and delivered via Final Report

Draft: 4 months before contract expires

Final: in Final Report



3.10.21

Final Report*

Draft: 1 electronic copy to PO
Final: 1 electronic and 4 print copies to PO; 1 electronic copy and 1 print copy to CO

Draft: within 2 months of contract expiration;
Final: at the end of the final month of the contract

Section

L.13


Subcontracting Report for Individual Conracts (SF-294)

Submission via eSRS (DHHS)

April 30 (annually)

October 30 (annually)



Section

L.13


Summry Subconactor Report (SF 295)

Submission via eSrRS (DHHS)

April 30( annually)

June 30 (annually)



Section

L.12


Small Disadvantaged Business Participation Report

1 hard copy

1 submission via eSRS (DHHHS)



Contract Completion

*In addition, one copy of the final work plan, the monthly progress reports and annual final reports shall be submitted to the Contracting Officer at the following address:


Agency for Healthcare Research and Quality

ATTN: Contracting Officer

Division of Contracts Management

540 Gaither Road

Rockville, Maryland 20850
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 CONTRACT 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 & ALTERNATE PROJECT OFFICER
1The following Project Officer(s) and Task Order Officer(s) will represent the Government for the purpose of this contract:
(TO BE COMPLETED AT TIME OF CONTRACT AWARD)
The Project Officer and Task Order Officer 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 or Task Order Officer designation
G.3 INVOICE SUBMISSION
a. INVOICE SUBMISSION
Billing Instructions are attached and 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 three 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:
(a) Contractor’s name and invoice date;
(b) Contract Number;
(c) Description and price of services actually rendered;
(d) Other substantiating documentation or information as required by the contract;
(e) Name (where practicable), title, phone number, and complete mailing address or responsible official to whom payment is to be sent; and
(f) The Internal Revenue Service Taxpayer Identification Number.
(2) The Contractor shall furnish the following minimum information in support of costs submitted:
(a) 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;
(b) Fringe Costs - show rate, base and total amount as well as verification/allowability or rate changes (when applicable);
(c) Overhead or Indirect Costs - show rate, base and total amount as well as verification/allowability or rate changes (when applicable);
(d) Consultants - include the name, number of days or hours worked, a total amount per consultant and a total amount for this category;
(e) 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;
(f) 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.
(g) 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.
(h) Other - include a listing of all other direct charges to the contract, i.e., office supplies, telephone, equipment rental, duplication, etc.
(i) Equipment Cost - itemize and identify separately from material costs including reference to approval in all cases;
(j) G&A - show rate, base and total as well as verification/allowability of rate changes (when applicable); and


  1. Fee - show rate, base and total;




  1. Current amount billed by individual cost element and total dollar amount; and




  1. 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.

SECTION H - SPECIAL CONTRACT REQUIREMENTS
H.1 RELEASE AND USE AND COPYRIGHT OF DATA FIRST PRODUCED FROM WORK PERFORMED UNDER THIS CONTRACT
(a) Release and Use – Data first produced in the performance of the Contract. As permitted in FAR 52.227-17, the provisions of this Section H.1 shall apply to any release or use of data first produced in the performance of the Contract and any analysis, tools, methodologies, or recorded product based on such data.
(b) Release and Use – Requirements related to confidentiality and quality. To ensure public trust in the confidentiality protections afforded participants in Agency for Healthcare Research and Quality (AHRQ)-supported research, AHRQ requires and monitors compliance by its contractors with section 934(c) of the Public Health Service Act (PHS Act) (42 U.S.C. 299c-3(c)), which states in part that
No information, if the establishment or person supplying the information or described in it is identifiable, obtained in the course of activities undertaken or supported under this title, may be used for any purpose other than the purpose for which it was supplied unless such establishment or person has consented...to its use for such other purpose. Such information may not be published or released in other form if the person who supplied the information or who is described in it is identifiable unless such person has consented...to its publication or release in other form.
In addition to this requirement, section 933(b)(1) of the PHS Act (42 U.S.C. 299c-2(b)(1)) requires AHRQ to assure that statistics and analyses developed with Agency support are of high quality, comprehensive, timely, and adequately analyzed. Accordingly --
(1) prior to the release or use of data based upon work performed under this Contract, the Contractor agrees to consult with the Project and Contract Officers regarding the proposed release or use. The Contractor will in good faith consider, discuss, and respond to any comments or suggested modifications that are provided by AHRQ within two months of receiving the proposed release or use.
The purpose of such consultation is to assure that:
(A) identifiable information is being used exclusively for the purpose(s) for which it was supplied or appropriate consents have been obtained;

(B) the confidentiality promised to individuals and establishments supplying identifiable information or described in it is not violated; and

(C) the quality of statistical and analytical work meets the statutory standards cited above.
(2) The Contractor must satisfy conditions (1)(A) and (1)(B). At the conclusion of any consultation required by paragraph (b)(1) above, if AHRQ and the Contractor cannot agree that a proposed use or release satisfies condition (1)(C) above:
(A) the research professional at the Contractor responsible for the quality of the Contract work will, in advance of any release or use of such data, certify in a letter to the Contracting Officer what differences of opinion cannot be resolved regarding the statutory standards referenced in condition (1)(C) and the basis for Contractor assertions that these standards have been met; and

(B) the Contractor must print prominently on the release or other product, or on any portion that is released, or state prior to any oral presentation or release of such material, the following disclaimer:


THIS presentation/ publication/or other product is derived from work supported under a contract with THE AGENCY FOR HEALTHCARE RESEARCH AND QUALITY (AHRQ) (# ). However, this presentation/ publication/or other product HAS NOT BEEN APPROVED by the agency.
(c) Required Statement Regarding Protected Information. On all written material or other recorded products, or preceding any presentation or other oral disclosure, release or use of material based on identifiable information obtained in the course of work performed under this contract, the Contractor shall make the following statement:
IDENTIFIABLE INFORMATION ON WHICH THIS REPORT, PRESENTATION, OR OTHER FORM OF DISCLOSURE IS BASED IS PROTECTED BY FEDERAL LAW, SECTION 934(c) OF THE PUBLIC HEALTH SERVICE ACT, 42 U.S.C. 299c-3(c). NO IDENTIFIABLE INFORMATION ABOUT ANY INDIVIDUALS OR ENTITIES SUPPLYING THE INFORMATION OR DESCRIBED IN IT MAY BE KNOWINGLY USED EXCEPT IN ACCORDANCE WITH THEIR PRIOR CONSENT. ANY CONFIDENTIAL IDENTIFIABLE INFORMATION IN THIS REPORT OR PRESENTATION THAT IS KNOWINGLY DISCLOSED IS DISCLOSED SOLELY FOR THE PURPOSE FOR WHICH IT WAS PROVIDED.
(d) Copyright – Data first produced in the performance of the Contract. Subject to the terms of this Section regarding release and use of data, AHRQ, through its Contracting Officer, will grant permission under FAR 52.227-17(c)(1)(i) to the Contractor to establish claim to copyright subsisting in scientific and technical articles based on or containing data first produced in the performance of this contract that are submitted for publication in academic, technical or professional journals, symposia proceedings or similar works. When claim to copyright is made, the Contractor shall affix the applicable copyright notice of 17 U.S.C. 401 or 402 and acknowledgment of Government sponsorship (including contract number) to the data when such data are delivered to the Government, as well as when the data are published or deposited for registration as a published work in the U.S. Copyright Office. In such circumstances, the Contractor hereby agrees to grant to AHRQ, and others acting on its behalf, a paid-up, nonexclusive, irrevocable, worldwide license for all such data to reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly, by or on behalf of AHRQ. A description of this license will be incorporated into the copyright notices required above.
(e) Subcontracts. Whenever data, analyses, or other recorded products are to be developed by a subcontractor under this Contract, the Contractor must include the terms of H.1 in the subcontract, without substantive alteration, with a provision that the subcontractor may not further assign to another party any of its obligations to the Contractor. No clause may be included to diminish the Government’s stated requirements or rights regarding release or use of products or materials based on data derived from work performed under this contract.
H.2 LACK OF COMPLIANCE WITH REQUIREMENTS FOR RELEASE OR USE
Failure to submit materials for statutorily mandated confidentiality and statistical and analytic quality reviews as required by Section H.1 of this contract will be viewed as a material violation and breach of the terms of this contract, as the requirements of this provision are necessary for AHRQ to carry out its statutory obligations and responsibilities. Such violations, as well as other violations, of the contract terms, which are deemed serious, could result in the initiation of debarment proceedings in accordance with the Federal Acquisition Regulations and the Department of Health and Human Services implementing regulations. Records of the Contractor's performance, including the Contractor's performance pertaining to this Contract, will be maintained in AHRQ's Contracts Management Office and will be considered as an element of past performance which is part of all subsequent competitive contract proposal reviews.
H.3 SUBCONTRACTS
Award of any subcontract is subject to the prior written approval of the Contracting Officer upon review of the supporting documentation. Failure to obtain prior written approval of the Contracting Officer may result in disallowance of use of Federal funds to cover services under the subcontract. The contractor must include in any subcontracts executed or used to provide the support specified in this contract the terms of requirements H.1 and H.2. These requirements are to be included without substantive alteration, and no clause may be included to diminish these requirements. If approved, a copy of the signed subcontract shall be provided to the Contracting Officer.


H.4 LATE PAYMENTS TO THE GOVERNMENT
Late payment of debts owed the Government by the Contractor, arising from whatever cause, under this contract/order shall bear interest at a rate or rates to be established in accordance with the Treasury Fiscal Requirements Manual. For purposes of this provision, late payments are defined as payments received by the Government more than 30 days after the Contractor has been notified in writing by the Contracting Officer of:
a. The basis of indebtedness.
b. The amount due.
c. The fact that interest will be applied if payment is not received within 30 days from the date of mailing of the notice.
d. The approximate interest rate that will be charged.


H.5 PRIVACY ACT
The Privacy Act clauses cited in Section I (FAR 52.224-1 and 52.224-2) are applicable to the consultant records kept by the Contractor for the Agency for Healthcare Research and Quality.
You are hereby notified that the Contractor and its employees are subject to criminal penalties for violations of the Act (5 U.S.C. 552a(i)) to the same extent as employees of the Department. The Contractor shall assure that each Contractor employee is aware that he/she can be subjected to criminal penalties for violations of the Act. Disposition instructions: Records are to be destroyed after contract closeout is completed and final payment is made and in accordance with IRS regulations.
H.6 PRO-CHILDREN ACT of 1994
The Pro-Children Act of 1994, P.L. 103-227, imposes restrictions on smoking where certain federally funded children’s’ services are provided. P.L. 103-227 states in pertinent part:
PHS strongly encourages all grant and contract recipients to provide a smoke-free workplace and to promote the non-use of all tobacco products. In addition, P.L. 103-227, the Pro-Children Act of 1994, prohibits smoking in certain facilities (or in some cases, any portion of a facility) in which regular or routine education, library, day care, health care or early childhood development services are provided to children.”
H.7 SALARY CAP GUIDE NOTICE
1Pursuant to P.L. 109-149, no Fiscal Year 2006 (October 1, 2005 - September 30, 2006) funds may be used to pay the direct salary of an individual through this contract at a rate in excess of the direct salary rate for Executive Level I of the Federal Executive Pay Scale. That rate is $183,500 per year for the period of January 1, 2006 through December 31, 2006. Direct salary is exclusive of overhead, fringe benefits, and general and administrative expenses. The salary limit also applies to individuals proposed under subcontracts. If this is a multi-year contract, it may be subject to unilateral modifications by the Government if any salary rate ceilings are established in future DHHS appropriation acts. P.L. 109-149 states in pertinent part:

None of the funds appropriated in this Act for the National Institutes of Health, the Agency for Healthcare Research and Quality, and the Substance Abuse and Mental Health Services Administration shall be used to pay the salary of an individual, through a grant or other extramural mechanism, at a rate in excess of Executive Level I.


Contractors shall absorb that portion of an employee’s salary (plus the dollar amount for fringe benefits and indirect costs associated with the excess) that exceeds a rate in excess of Executive Level I
H.8 PERSONNEL SECURITY REQUIREMENTS (Information only, not required for contractor employees not working in DHHS owned or leased space)
1BACKGROUND

The Office of Assistant Secretary for Management and Budget, Department of Health and Human Services (DHHS), requires that all DHHS employees and contractor employees (including subcontractors) who will be working in a DHHS-owned or leased space and/or who will have access to DHHS equipment, and non-public privileged, proprietary, or trade secret information, undergo a background investigation.


GENERAL
Notwithstanding other submission requirements stated elsewhere in this contract, the contractor shall appoint and identify a Contractor Security Representative and submit the following information for each employee to the Contracting Officer within thirty (30) calendar days after contract award.
SF-85 Questionnaire for Non-Sensitive Positions

HHS Credit Release

OF-306 Declaration for Federal Employment Current resume

Note: Forms are available at: http://www.gsa.gov/Portal/formslibrary.jsp

Within thirty (30) days after contract award each employee will be required to have electronic fingerprinting performed –– Fingerprinting services are available by appointment only through the Program Support Staff (PSC) and will be arranged by AHRQ.



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