> **Scope of Work: Learning Laboratory (646 Demos) Meeting**
>
> **Contractor:**
>
> **Work Assignment No.:**
>
> **Work Assignment Title: Learning Laboratory (646 Demos) Meeting**
>
> **Date Prepared: May 9, 2006**
>
> **Project Officer:**
>
> **Work Assignment Originator and Leader: Michael Harrison**
>
> **=============================================================**
>
> Part I -- INITIATOR'S REQUEST
>
> A. [Period of Performance]{.underline}:7/2006-11/2007
>
> B. [Work Assignment Description]{.underline}: Responsible for planning
> and carrying out the logistics of a one-day user and expert meeting to
> be held at AHRQ for up to 50 attendees, including 35 attendees and
> experts from out of town with expenses paid through this contract.
> Approximately 5 attendees will be invited providers, researchers, or
> stakeholders from the Washington DC metro area and will not require
> airfare or overnight facilities. Approximately 10 will be Federal
> workers. Work will include:

1.  Meet with Work Assignment Originator (hereafter AHRQ lead) to plan
    preparations for meeting and develop time line for pre and post
    meeting tasks including setting date in cooperation with CMS
    (probably early fall of 2007); planning meeting format; identifying
    attendees and experts to invite; preparing and sending letters of
    invitation, hotel arrangements, conference center logistics, meeting
    synthesis.

2.  Appoint or hire meeting facilitator and senior writer for synthesis.

3.  Preparation and sending of invitations to all participants

4.  Confirmation and provision of logistical information to all
    participants.

5.  Contacting up to 35 attendees to make travel arrangements and
    reimburse for travel accommodations.

6.  Reserving and making arrangements for meeting room at AHRQ to
    include necessary audio/visual equipment.

7.  Food and beverage arrangements at meeting room.

8.  Preparation and mailing of briefing book. Delivery of additional
    briefing books and meeting summaries to about 10 federal employees
    (most of whom will be at AHRQ and CMS).

9.  Transcription of meeting

10. Preparation, editing, and mailing of synthesis (approximately 15
    pages) by senior writer, to be approved by AHRQ lead This synthesis
    must be suitable for web posting on AHRQ and CMS web sites, and
    suitable for publication as a 1500-2000 word Conference Report for a
    journal (e.g., (e.g. Health Affairs, 24, 1364-1366, 2005).
    Publication submission subject to review by AHRQ lead and other
    staff.

11. Collect and email power point presentations to all participants who
    request them. Provide AHRQ and CMS with completed set of power
    points for subsequent distribution.

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C.  [Work Assignment Leader:]{.underline}

> Michael I. Harrison, Ph.D.\
> Senior Research Scientist \-- Organizations and Systems

Center for Delivery, Organization, and Markets

> Agency for Healthcare Research and Quality\
> 540 Gaither Rd.\
> Rockville, MD 20850\
> Phone: 301-427-1434  Fax: 301-427-1430

**Email: <Michael.Harrison@ahrq.hhs.gov>**

 

> D. [Deliverables.]{.underline}

-   Meet with AHRQ lead within two weeks of award to plan meeting
    preparations, agenda development, and activities before during and
    after meeting.

-   Provide AHRQ lead with workplan containing objectives and deadlines
    for meeting preparation steps and post meeting activities, including
    dates for deliverables.

-   Provide monthly updates to AHRQ lead by email (and as needed by
    phone) on progress in terms of objectives, budget, and timeline.

-   In coordination with CMS and AHRQ set date for meeting

-   Reserve AHRQ conference center facilities

-   Secure hotel rooms

-   Appoint or hire senior level facilitator subject to approval by AHRQ
    lead

-   Facilitator works with AHRQ and CMS staff to develop agenda

-   Appoint or hire senior writer \-- to be approved by AHRQ lead \-- to
    prepare meeting synthesis

-   Assist in identification/location of appropriate attendees from CMS
    demonstration sites and experts based on AHRQ and CMS
    recommendations

-   Invite attendees (includes tracking down addresses, handling
    questions, and confirming attendance)

-   Make and pay for all necessary travel and hotel arrangements for up
    to 35 out-of-town attendee.

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-   Mail airline/travel tickets, reimbursement claim forms, and
    instructions to each non-Federal attendee prior to the meeting.
    Reimbursement claim forms will be received, and approved expenses
    for non-Federal participants will be paid no later than 30 days
    after receipt of forms.

-   Other correspondence, e.g., including mailing of agenda, briefing
    book, and post meeting summary.

-   Prepare written synthesis (approximately 15 pages). This synthesis
    must be suitable for web posting on AHRQ and CMS web sites and
    suitable for publication as a 1500-2000 word Conference Report for a
    journal (e.g., (e.g. Health Affairs, 24, 1364-1366, 2005).

-   Prepare AHRQ meeting rooms, including audio/visual support if
    needed. Arrange for afternoon beverage breaks, and lunch for
    attendees. Federal participants will pay out-of-pocket for their
    lunches.

-   Prepare and supply binder for meeting participants which includes
    pre-meeting documents, meeting handouts, discussion questions, list
    of attendees, and agenda. Binder will have appropriate graphic
    cover. Binder subject to approval by AHRQ lead.

-   Provide all meeting materials and supplies, including name tags,
    tent cards, and on-site logistical support, agenda, attendee list.

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-   All materials to be proofed by second staff person prior to their
    being sent to AHRQ for review.

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-   During two months prior to meeting update AHRQ lead or other
    designated staff member with weekly status update on all outstanding
    matters.

-   After meeting compile set of power points and digitalized scans of
    any short documents handed out by presenters during their
    presentations (e.g. tables) -- distribute the complete presentation
    set by email to all attendees requesting this service and provide
    set to AHRQ lead and CMS contact.

-   At conclusion of contract facilitator and other lead staff on
    project to schedule conference call or meeting with AHRQ lead to
    debrief on what worked particularly well and what was learned that
    might be applied to similar future projects.

> **Estimated Budget (for internal use by AHRQ)**

  ------------------------------------------------- ------- --------- --------------
  **Budget Estimate for Learning Lab Meeting**                        

                                                    Hrs/#   \$/hr. or Cost
                                                            \#        

  Personnel                                                           

  Project director                                  48      \$32.7    \$ 1,570

  Deputy project director                           18      \$21.65   \$ 390

  Meeting planner                                   450     \$22      \$ 9,900

  Writer -- meeting summary                         340     \$30      \$10,200

  Meeting specialist- materials editor              120     \$17      \$ 2,040

  IT                                                4       \$32      \$ 128

  Messenger, reproduction                           20      \$17      \$ 340

                                                                      

  Subtotal                                                            \$24,586

  Fringe (31%)                                                        \$ 7,616

  Subtotal                                                            \$32,184

  Overhead (35%)                                                      \$11,264

  Total labor                                                         \$43,448

                                                                      

  Consultant                                                          

  Facilitator                                       15      \$ 287    \$ 4,305

                                                                      

  Other direct costs                                                  

  Supplies                                          50      \$15      \$ 750

                                                                      

  LOCAL TRAVEL -- parking and mileage               10      \$20      \$ 200

                                                                      

  POSTAGE, DELIVERY, COMMUNICATION, REPRODUCTION                      

  Binders                                           50      \$15      \$ 750

  Phones and fax                                                      \$ 125

  Misc.                                                               \$ 100

                                                                      

  TRAVEL AND LODGING                                                  

                                                                      

  Air fare for non-federal participants             35      \$700     \$24,500

  Ground transit for non-federal participants       35      \$ 50     \$ 1,750

  Per diem for non-federal participants             35      \$51      \$ 1,785

                                                                      

  MEETING SERVICES                                                    

                                                                      

  AV (per day)                                      1       \$1800    \$ 1,800

  Meeting package (breaks, breakfast, room rental,  50      \$75      \$ 3,750
  phones)                                                             

                                                                      

  Subtotal                                                            \$83,263

  Fees and handling (about 18%)                                       \$14,987

                                                                      

  **TOTAL**                                                           **\$98,250**

                                                                      
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