Technical Questions for RFP AHRQ-05-0003

1.  Will all meetings be held in the Rockville, Gaithersburg, Bethesda
    area as indicated.  If not, please state general areas for meetings?

> **In the past, we have always held all of our meetings in the
> Washington, DC, metropolitan area. Our anticipation is that we will
> continue to hold our meetings within this location.**

2\. Will the contractor be required to provide subsidized taxi/limo
service to and from airport for all meetings specified in the
solicitation or just some?  Please specify.

> **Taxis/limo service is paid for by the individual reviewers and will
> submit their reimbursement form with the charges included for
> reimbursement. However, shuttle service that transports the reviewers
> to and from the hotel to the AHRQ building will be paid for out of the
> contract funds.**

3\. If any, what equipment (e.g computers, copiers, projectors, etc),
furniture, or other government-owned materials shall be transferred from
the current contract to the new contract?

> **AHRQ does not provide any equipment, furniture, or other
> government-owned materials to the contractor.**

4\. Please describe the process of receiving the applications from
potential grantees?

> **All applications are mailed to the National Institutes of Health
> (NIH), Center for Scientific Review (CSR), for processing.**

5\. What is the role of NIH on behalf of AHRQ in the
monitoring/implementation of this work if any?

> **All research, training, and large conference grant applications are
> received by NIH, CSR, for processing and the contractor does not have
> tasks related to this process.**

6\. How does AHRQ monitor and track the receipt and review of each
application and are there any "tools" that AHRQ employs in this process?

> **AHRQ uses the IMPAC II system to monitor and track the receipt and
> review of each grant application.**

7\. This question has several parts.

a)  For the set up of review meetings, will there be any need for
    breakout rooms?

> **There will be no need for breakout rooms for the regularly scheduled
> review meetings. The review meetings will be held at the AHRQ
> conference center. When AHRQ convenes the bi-annual study section
> meetings, there will be a need for breakout rooms.**

b)  Also, for the set up of review meetings, as a guide, what types of
    audio/visual equipment will be required in addition to telephone
    connection and flip charts?

> **Only during rare exceptions, this equipment will be provided by the
> AHRQ conference center coordinator.**

c)  For example, will there be a requirement for the provisions of
    laptop computers?

**Only on very rare occasions will this request be made from the
contractor.**

d)  If so, is there a need for Internet connections?

**No**

e)  If laptops will be required and provided by the contractor what
    software will be required?

**N/A**

f)  Is there a need for the contractor to provide the services of an
    audio/visual/IT technician on site during the review meetings?

> **No**

8\. Section F of the Solicitation discusses among others the delivery
schedule. In Subsection F.3, Delivery Schedule, the table notes that
"IRS 1099 Tax Forms" as a deliverable. Is it the request of AHRQ to
receive the "1099 Tax Forms" or be assured that they have been
distributed to the appropriate parties in accordance and compliance with
the IRS regulations?

> **AHRQ needs to be assured that the contractor is knowledgeable of the
> IRS regulations concerning the report of honoraria and that the
> reviewers receive the appropriate forms for tax reporting from the
> contractor by the date required by the IRS.**

9\. There is no evidence of an AHRQ suggested staffing LEVEL OF EFFORT
to carry out the identified tasks. Can AHRQ provide, for costing
guidelines, their suggested staffing LEVEL OF EFFORT based on previous
experience? For example, would it be advisable to have a 4 FTE based
upon 2080 hours?

> **Offerors should determine the level of effort for this requirement
> based on their understanding of the RFP's statement of work.**

10\. Reference L.8, Section A-Methodology and Approach - What tracking
system, if any, is in place for monitoring and updating guidelines and
logistics?

> **Currently, we have a logistics tracking system in place, an on-line
> registration system, but no tracking system for updating guidelines.**

11\. Background 1.2

a)  Will the applicant describe the process for policy development or
    does AHRQ have a process for policy development already established?

> **AHRQ currently does not have a process established. AHRQ will be
> responsible for developing this process when this task will be
> required from the contractor.**

b)  On the development of policy related issues, is there an expectation
    that minority opinion will also be detailed in the reports?

> **Minority opinions may be included in the summary of the discussion
> of grant applications.**

12\. Background 1.5

a)  Would the government provide a chart of all of the meetings of the
    SEP and the number of members that attended each meeting and the
    place where the SEP met? 

### A chart will be provided after the award is made, although the majority of the information can be found throughout this document.

b)  Are all meetings of the IRG/SEP conducted in hotels?

> **No, most meetings will be conducted at the AHRQ conference center.
> There may be a few meetings that require a one-night meeting to be
> held at a hotel prior to the first full day of the meeting.**

c)  Could small meetings (groups of five to ten) be held in the
    conference room of the contractor provided facilities were
    appropriate?

**This will not be necessary.**

13\. Background 1.6

a)  Will the TA workshops specified in 1.6 be conducted by the
    contractor or an expert selected by the contractor or someone
    specifically selected by the agency?

**TA workshops will be convened by Agency staff.**

b)  How many days will be devoted to the TA workshops for staff. 

> **The TA workshops will be 1-2 day sessions.**

c)  Will these workshops be held within the 50 mile radius which
    precludes per diem payments to attendees?

### No

d)  Does AHRQ currently use a criteria for ranking of scientific
    evidence for clinical guidance, such as that used by the Guide to
    Community Preventive Services or Cochrane Collaboration? If not, is
    there an expectation that the applicant develops a ranking for
    scientific evidence or would AHRQ develop this?

**AHRQ will be responsible for this task.**

14\. Background 1.7

a)  Will the E/T workshops specified in 1.7 be conducted by the
    contractor or an expert selected by the contractor or someone
    specifically selected by the agency? 

**TA workshops will be convened by Agency staff.**

b)  How many days will be devoted to the workshops for program staff?

> **The TA workshops will be 1-2 day sessions.**

c)  Will these workshops be held within the 50 mile radius which
    precludes per diem payments to attendees? 

> **No**

15\. Background 1.8

a)  Will the contractor be required to develop new IRB processes,
    procedures, forms and documents or are such documents already in
    existence? If in existence, can they be made available?

> **The IRB is responsible for all processes, procedures, forms and
> documents.**

16\. Task 1 - Subtask 1.1 -- Meet with Project Officer

a)  The government identifies certain staff members to be present at the
    startup meeting. What is the anticipated or expected staffing which
    the government expects a contractor to maintain in order to fully
    service this contract? 

> **The offeror should determine the staffing level based on their
> understanding of the statement of work.**

b)  Are there minimum acceptable qualifications for the Project Manager
    or the persons responsible for overseeing IRG or IRB activities?

**Please refer to Statement of Work; no further qualifications are
required.**

17\. Task 2 -- Provide Technical and Logistical Support for IRG/SEP
Meetings

a)  How many 2-3 day IRG/SEP meetings will be held in each contract
    year?

### 15 IRG meetings and an estimate of 8 SEP meetings

18\. Task 2 -- Subtask 2.1 -- Arrange Hotel Accommodations

a)  How many sleeping rooms will be required for federal reviewers?

> **Approximately 1-2 sleeping rooms will be required for federal
> reviewers for each meeting.**

b)  How many sleeping rooms will be needed for the SEP panel meetings?

**This will vary from 14 to 40 sleeping rooms per SEP meeting.**

c)  How many times does the SEP panel members meet and how many members
    meet outside of the regular SEP panel meetings?

> **There are an estimated 8 SEP meetings per year. They do not convene
> outside of the SEP meetings.**

d)  Will the government authorize a physical site visit to a hotel prior
    to contractual engagement? 

**Yes**

19\. Task 2 -- Subtask 2.2 -- Arrange for Conference Rooms

a)  How many meetings have been held at AHRQ headquarters in the past?

**We currently hold all of our review meetings at the AHRQ building.**

b)  How many meetings are going to require lunch?

> **There will be 15 regular review meetings and approximately 8 SEP
> meetings. Each meeting requires a luncheon for each day the meeting
> last.**

c)  Will the government require that reviewers receive the government
    rate for all rooms booked to this contract?

**Yes**

d)  Will the phone referred to in this subtask require long distance
    access?

**Yes**

e)  Will there be a need for audio/visual equipment and support, such as
    video tapping sessions and presentations?

> **Not for the regular study section meetings and SEPs,however for
> other meetings this may be a requirement.**

f)  The second paragraph mentions that meetings may be held at AHRQ
    facilities. Is there a need for the contractor to provide telephone
    access, and other equipment?

**No**

20\. Task 2 -- Subtask 2.4 -- Identify Travel Agency

a)  Will the contractor have the option where considered prudent to book
    travel online using internal resources or must all travel be done
    through an outside travel agency?

> **The contractor should propose the most efficient and effective
> method of providing travel arrangements, If performed in-house,
> adequate documentation of capability to deal with substantial travel
> arrangements must be provided.**

21\. Task 2 -- Subtask 2.5 -- Provide Logistics and Information
Pertaining to Reimbursement

a)  Are the consultant fees mentioned in this section equivalent to an
    honorarium paid to each non-Federal IRG/SEP reviewer?

**Yes**

22\. Task 2 -- Subtask 2.6 -- Provide Meeting Administrative and
Logistical Support

a)  Does the government have minimum expectations regarding staffing
    levels necessary to provide on site logistical support for IRG/SEP
    meetings? If so, specify.

> **Yes. The contractor will be expected to have on-site staff for each
> morning of the meeting. One staff person is expected to be on-site at
> the hotel and at least one staff person on-site at the meeting
> facility.**

23\. Task 2 -- Subtask 2.7 -- Provide Support for Site Visits

a)  Are there minimum acceptable qualifications for person conducting
    PSVs?

> **The site visits will be conducted by reviewers identified by AHRQ
> staff. The responsibility of the contractor will be to perform the
> usual logistics and reimbursement tasks.**

b)  How much notice will the contractor have prior to a PSV?

**2-months **

c)  Should the contractor cost out meeting facilities for the long
    distance site visit meetings?

**Yes**

d)  Please provide illustrative site locations for accurate cost
    estimate development.

> **Site visits may convene at Academic Centers throughout the U.S.**

e)  How many persons attend these meetings and is there a need for
    telephone access and audio/visual equipment to be supplied?

> **Approximately 4 people will attend and no need for audio/visual
> equipment. Telephone access may be necessary.**

f)  For costing purposes how many days should we consider the site visit
    meetings to be?

**Two days**

24\. Task 2 -- Subtask 2.8 -- Provide Support for Orientation Meetings

a)  From the SOW -- "or may take place in conjunction with other ongoing
    professional meetings"... "not to exceed 1 day" -- does this mean
    little or no travel cost and no lodging cost for these people (15-25
    people, 1 to 3 times per year)?

> **No. These meetings would be held annually for 10-20 people, with one
> night of lodging.**

25\. Task 2 -- Subtask 2.9 -- Provide Support for AHRQ Annual Meeting

a)  Will the annual meeting or similar large congregate meetings require
    support for consultant/guest speakers?

**Yes**

26\. Task 2 -- Subtask 2.10 -- Provide Reimbursement for Special Reviews

a)  The subtask states that "the contractor shall reimburse non-Federal
    persons who will be preparing and submitting approximately 50
    written collateral/field reviews (\$100 per review) or non-competing
    continuation reviews (\$50 per review) per year." Do we know what
    portion of the 50 reviews are collateral/field and what portion are
    non-competing continuation reviews?

> **50 written collateral/field reviews and 10 non-competing
> continuation reviews.**

b)  Please provide the number of "non competing review" reviews that may
    be read?

**10 non-competing reviews**

27\. Task 2 -- Subtask 2.11 -- Prepare Annual Reports of IRG/SEP
Activities

a)  What length (average) is the annual report?

**10 pages**

28\. Task 3.0 -- Provide Technical and Logistical Support for Extramural
Research Workshops

a)  For the 1-Day meeting will there be travel reimbursement?

**Yes**

b)  Is there overnight lodging?

**Yes**

c)  Is the contractor responsible for Lunch and refreshment?

**Yes**

d)  Will the extramural research workshops require support for
    consultant/guest speakers? 

**Yes**

29\. Task 4 -- Prepare Summary Statements for IRG/SEP Reviews

a)  With 5 standing IRGs, each meeting three times a year, this means
    making pre-, on site, and post meeting arrangements for 15 such
    meetings per year. The arithmetic on peer review suggests that the
    number of approximately 150 summary statements that the RFP
    indicates may be on the low side, would you clarify or provide
    guidance if the number of statements significantly goes higher than
    150 during the implementation of the project?

**The estimate of 150 is reasonable based on past history.**

b)  How many summary statements per year are prepared under the current
    contract?

**Approximately 150**

c)  Is there a need for a "science specialist" in the preparation of
    summary review report?

**Yes, we need specialist in health services research.**

d)  If, so, does AHRQ have certain professionals that they would like to
    continue to use?

> **AHRQ would expect the contractor to identify writers with the
> expertise required and provide resumes to the Project Officer**.

e)  If so, can these individuals be identified for inclusion as team
    members?

**See answer above.**

30\. Task 4 -- Subtask 4.1 -- Provide List of Candidate Writers

a)  Is the government expecting a list of summary statement writers as
    part of the technical proposal?

**No**

b)  Is AHRQ presently utilizing the services of summary statement
    writers and, if so, can the list be made available?

> **Yes, there is a list and it will be provided to the contractor who
> is awarded this contract.**

c)  What is the approximate number of writer candidates that AHRQ
    expects?

**1-3 **

d)  Is the agency expecting that the writer candidates hold certain
    degrees or credentials other than demonstrated experience?

**No**

e)  What is the number of writers currently on the project?

**One**

31\. Task 4 -- Subtask 4.3 -- Prepare Summary Statements

a)  Who is responsible for ensuring that the writers receive the reviews
    and application promptly at the end of the review meeting?  

**AHRQ staff**

b)  Since the writers must respond within 5 working days of the review,
    what happens if there is a delay, not caused by the writer, in
    providing the materials to the writer?

**This is worked out with the writer and AHRQ review staff.  **

c)  What is meant by  "writers shall submit.... on subsequent working
    days, a minimum of three draft summary statements for the Project
    Officer's review and approval in order to ensure that summary
    statements meet the qualitative requirements..." What is submission
    and review process?

> **AHRQ review staff has written guidelines for the preparation of
> summary statements that include timelines and other pertinent
> information that the writer needs. Prior to the review meeting the
> writer meets with the appropriate AHRQ staff and will work out all
> details concerning the preparation of the summary statements.**

d)  AHRQ seems to be asking that all summaries be submitted within 5
    working days, however the above statement seems to suggest that the
    first summaries must be submitted within 5 working days and
    subsequent summaries can be submitted "three per day" until
    complete.  Is this true?  If so, how many summaries must be
    submitted by the 5^th^ working day?

**Same as above.**

e)  What provisions are made for the unforeseen occasion that changes,
    corrections and modifications are not communicated to the writer in
    time to meet the post-meeting 30 working day deadline?

> **There is constant communication between the AHRQ review staff and
> the writers. All issues are worked out between the two parties.**

f)  Could AHRQ provide for review a copy of a summary statement?

> **No, we cannot provide a copy. Summary statements contain information
> that is considered proprietary.**

g)  Will AHRQ provide SRAs or should Offerors propose?

> **SRAS are Scientific Review Administrators and are government
> employees currently serving as AHRQ employees.**

32\. Task 5 -- Prepare Analytic Reports

a)  What length (average number of pages) are the analytical reports?

> **5-10 pages**

33\. Task 6 -- Provide Technical and Logistical Support for
Education/Training Events

a)  What equipment (audio/visual and telephone) will be required?

**None**

34\. Task 7 -- Provide Technical and Logistical Support for IRB Reviews

a)  Will AHRQ participate in a review and approval process regarding
    curriculum, personnel, agenda, handout materials etc. for the IRB
    Reviews?  If so, what is the expected protocol for obtaining
    approval and direction to proceed?

**No the IRB will manage all aspects of proposal review.**

b)  Is there a specific IRB that AHRQ works with on a regular basis that
    should be included in our team?

> **There is no specific IRB Organization that AHRQ requests be included
> in an offerors proposal. The offeror shall ensure that the
> requirements stipulated in Task 7 regarding the IRB are met and
> adequately documented in the proposal.\
> **

35\. The instructions on page 75 for Section C, Experience of Offeror,
indicate that offerors should provide references. Specifically what
information would the government like to receive for each reference
(i.e., do you want both P.O. and C.O. contact information, contract
dollar volume, period of performance, etc.)?

**Yes, please include the information mentioned above.**

Also, is the information above (the references) required for
subcontractors?

**Yes, please include the information on subcontractors as well.**

36\. B.2 Estimated Cost

Based upon the Government\'s estimate of \$8 million for the 4-year
contract period, is the government\'s estimate for the one option year
\$2 million?

**Specific budgetary information will not be disclosed.**

37\. L.7 General Instructions

Item L.7.C. states that the proposals shall be in three parts I.
Technical, II. Past performance Information and (3) Business Proposal,
but then lists four parts. (1) Technical Proposal; (2) Past Performance
Information; (3) Small Business Participation Plan; and (4) Business
Proposal. Please clarify.

> **Please ignore L.7 c.(3) Small Business Participation Plan. As an
> 8(a) set-aside project this section is not required. The proposal
> should be in three parts -- Technical, Past Performance, and
> Business.**

38\. L.8 Technical Proposal Instructions

If an offeror would like to submit copies of sample forms used to manage
contract processes, may these be submitted in an appendix and not
counted against the 100-page limit for the technical proposal?

**Yes -- submit as part of the appendix.**

39\. Similarly, if an offeror would like to submit other important
documents from clients, may these be submitted in an appendix and not
counted against the 100-page limit for the technical proposal?

**Yes -- submit as part of the appendix.**

40\. The introductory text to Item a (4) on page 73 refers to evaluation
criteria A through F, but only lists criteria A through E. Please
clarify.

**This should read A through E.**

41\. Section L.2 (a)

Please direct me accordingly to the \"cover page of this offer\" as
referred to.

**There is no specific cover page form offerors are required to use.**

42\. Does the cover page, table of contents and resumes count toward the
100-page limitation?

> **The resumes should be submitted in the appendix which does not count
> toward the page limitation. The table of contents and cover page will
> be included in the technical proposal and therefore count toward the
> 100-page limit.**

43\. The title page of the solicitation states the Solicitation number
to be AHRQ-05-0003 (formerly-04-0007). However, in Attachment 2 Past
Performance Questionnaire, (page 90) reference is made only to
AHRQ-04-0007. Please advise on which is the correct term of reference?

> **The solicitation number is AHRQ-05-0003. It should have been changed
> on the Past Performance questionnaire. All questionnaires received
> with the old (AHRQ-04-0007) solicitation number will be accepted and
> included in rating past performance.**

44\. Attachment 4, HHS Credit Release, appears to relate solely to
individuals seeking Federal employment. Please clarify the intent of
requesting the Contractor to complete this release form?

> **This form does not only apply to those seeking Federal Employment.
> Paragraph 2 of the Credit Release form indicates this form is required
> for "clearance to perform contractual service for the Federal
> Government."**

## 45. Reference L.9, Page 74 

Please clarify that AHRQ is requesting a list of the last (5) contracts
and subcontracts completed during the past three years and not just (5)
pertinent contracts completed during the past three years. Also, please
confirm that you are requesting an entire list of all contracts and
subcontracts currently in process with all of the information identified
in A through I.

> **The list of the last 5 contracts and subcontract completed during
> the past three years does not have to be pertinent to this specific
> project. In addition, AHRQ is requesting an entire list of all
> contracts and subcontracts currently in process with all of the
> information identified in a through i.**

## 46. Reference L.9, a, Page 71

Please clarify what you mean when you say use "no less than an 11 point
pitch font. (11 pt. or 12 pt. Times, Ariel, Courier)

**Please do not use font smaller than size 11.**

## 47. Reference L.10, B.3.a, Page 79

Does the contractor have to provide all facilities necessary for
performance of contracts? Please clarify.

**No. Most meetings will take place at the AHRQ conference facility.**

48\. Is there an incumbent for this solicitation?  If so, please
identify and state whether the incumbent is eligible for this
solicitation.

> **Yes, the incumbent is AFYA, Inc. We cannot respond to questions
> concerning another business's 8(a) eligibility.**

49\. Section L.7.c.4.e indicates past performance information from
Section L.9 be incorporated in the technical volume, as Section E.
Please clarify.

> **The Past Performance information should be separate from the
> Technical Proposal.**

50\. Is the past performance volume included in the 100 page limit?

**No, the Past Performance Volume is not included in the 100 page
limit.**

51\. Section L.8 C.3 -- Experience of Offeror requests that we provide
project references. Please confirm that it is the same as the Past
Performance Questionnaire required in L.9.4. If not, what would you like
to see in this section?

> **The Past Performance Questionnaire is a separate part of the
> proposal and is not the same as the references requested in the
> evaluation criteria. L.8 C.3 is asking for references related to the
> organizational experience described in L.8 C.2.**

52\. Can we single-space items in text boxes or graphics?

**Yes**

53\. Of the \$8 million for the 4 year period how much of that is
reimbursable items and how much for labor?

**Specific budgetary information will not be disclosed.**