REQUEST FOR PROPOSALS MEDICAL EDUCATION COMPANY PARTNER FOR SATELLITE SYMPOSIA AT THE 2018 CROHN S & COLITIS CONGRESS July 7, 2017 CONTACT AMY WOODWARD SENIOR DIRECTOR, CORPORATE RELATIONS AMERICAN GASTROENTEROLOGICAL ASSOCIATION AWOODWARD@GASTRO.ORG 301-272-1613
TABLE OF CONTENTS Educational Opportunity 3 Educational Need Educational Ares of Interest Crohn s & Colitis Congress Response to Request for Proposals Deadlines and Milestones Terms and Conditions Information for Proposal Development 6 Crohn s and Colitis Congress Audience Promotional Opportunities Accreditation Program Management Funder Acknowledgement About the American Gastroenterological Association About the Crohn s & Colitis Foundation Additional Documents Policies and Procedures 9 Roles and Responsibilities Disbursement of Funds and Formal Agreement Cancelation Policy Intellectual Property and Use of Logos Regulation Compliance Contact Information Page 1
PRIVILEGED AND CONFIDENTIAL INFORMATION This Request for Proposal (RFP) contains privileged and confidential information of the Crohn s & Colitis Foundation (Foundation) and the American Gastroenterological Association (AGA) that is provided for the sole purpose of allowing the recipient to respond to this RFP. In accepting receipt of this RFP, the recipient agrees to maintain this information in confidence and not to reproduce or otherwise disclose this information to any person outside the recipient employees responding to its contents. These restrictions do not apply to confidential information that: (i) was known to recipient prior to receipt hereunder as demonstrated in written records; (ii) at the time of disclosure to recipient was generally available to the public through no fault of recipient; (iii) is hereafter made available to recipient from any third party having a right to do so on a non-confidential basis. The Foundation and the AGA not obligated to take any course of action as the result of this RFP. The Foundation and the AGA are not responsible for any costs incurred by any recipient company or other companies engaged by recipient in its RFP Response Process. AGA and the Foundation reserve the right to modify this RFP at any time and reserves the right to reject any and all responses to this RFP, in whole or in part, at any time. Page 2
EDUCATIONAL OPPORTUNITY The Foundation and the AGA are seeking to partner with third party medical education companies to develop high-quality, accredited satellite symposia at the 2018 Crohn s & Colitis Congress January 18-20. A total of 6 symposia slots are available. Educational Need The Crohn s & Colitis Foundation and the American Gastroenterological Association aim to establish an annual meeting to encourage scientific collaboration on patient-centric care. Approaches to the treatment of inflammatory bowel diseases (IBD) remain challenging in the GI community. While many new treatment options have emerged over the past few years, there are still many patients unable to achieve and retain remission or who are simply receiving suboptimal care. The Foundation and the AGA are committed to assembling practicing providers and leading investigators to discuss best practices and new approaches to optimal care. The medical and surgical management of complex IBD patients present on-going challenges for both the patient and provider. Educational programming is needed to address the genetics, medical management, new approaches and the treatment horizon as it relates to biologic non-responders, perianal disease and the management of pouchitis. Additionally, the management of complex IBD patients includes the impact of pain and depression, diet as treatment, adherence in young adults and flares in pregnancy. Increasing knowledge and assuring best practices as new therapies and monitoring techniques emerge is critical to improving the care of IBD patients. Educational programming needs to explore incorporating new therapies into practice, use of biomarkers, current treatment algorithms, using research to guide practice, predictors of immune response and proactive therapeutic drug monitoring. Additionally, there are opportunities to focus educational programs on the emerging science in the gut environment as treatment, advancing immunology and addressing challenges in everyday practice such as reducing narcotic use and patient access to care. Educational programs need to emphasize dialogue across the provider community ensuring a patientcentric approach between the medical, surgical, nursing and psychosocial providers essential to caring for those with Crohn s or ulcerative colitis. Educational Ares of Interest The following areas of interest in IBD have been identified by the AGA and the Foundation: Optimal treatment of the IBD Patient Management of complicated IBD Treatment and care for the patient with mild to moderate IBD New mechanisms of action in the treatment of IBD Treatment considerations for special populations with IBD, including pediatric patients and women of child-bearing age Safety, efficacy, and appropriate use of biologic and biosimilar therapies, including biomarkers and drug monitoring Best practices and successful strategies in shared decision-making Clinical and research challenges Page 3
Crohn s & Colitis Congress The Crohn s & Colitis Congress is a new joint venture of the Foundation and the AGA. Debuting January 18-20, 2018, the first Congress will be held at the Aria Hotel in Las Vegas, Nevada. A total of six satellite symposia slots that can accommodate up to 250 attendees are available at the 2018 Congress. Satellite symposia must provide CME education. Date Time Number of Symposia Thursday, January 18 6:30-9:00pm 2 Friday, January 19 6:00-7:30am 1 Friday, January 19 12:30-1:30pm 1 Saturday, January 20 6:00-7:30am 2 Response to Request for Proposals Proposals must include a live educational program presented at the Congress. Third parties are also encouraged to include enduring educational components. To be considered, third parties must, at a minimum, submit: Complete proposal including comprehensive (1) needs assessment, (2) identified gaps and (3) specific, actionable learning objectives, (4) outcomes measurement plan Clearly-defined program description and scope for live and optional enduring components Program agenda Target audience(s) and reach Promotion / marketing tactics beyond the standard package provided by the Congress Budget in Congress format (see attached for format and required costs) Respondents are encouraged to incorporate published materials developed by AGA and the Foundation including clinical practice guidelines, clinical decision support tools, and patient education in final proposals. Deadlines and Milestones Failure to comply with stated deadlines will result in disqualification of proposal from consideration by AGA and the Foundation. July 7 July 17 July 20 August 2 August 9 August 18 August 31 RFP released Intent to respond to RFP including outline of program content received by AGA The Foundation and AGA provide feedback on proposed content Draft of complete proposal and all supporting documents received by AGA AGA and Foundation provide comments to third parties Final proposal and supporting documents uploaded into funder(s) portals for review by AGA Final proposal submitted to potential funder(s) by AGA Page 4
Upon confirmation of support from funder(s), the Foundation and AGA will provide marketing and promotion deadlines and contact information for the Aria Hotel. Terms and Conditions By agreeing to respond to this request for proposals, third parties agree to the following terms and conditions: AGA will be the sole ACCME accreditor for all educational activities associated with the Congress The Foundation and the AGA reserve the right to request changes to proposal content, proposed speakers and proposed funders in order to provide third parties with equal opportunities for support Certain costs identified in the attached budget must be accounted for in each proposal and are non-negotiable: o Accreditation o Program management o Room rental o Food and beverage for a minimum of 250 attendees o Marketing Date and time of satellite symposia will be assigned after receipt of funding notice from funder(s). All slots will be assigned on first come, first served basis. Page 5
INFORMATION FOR PROPOSAL DEVELOPMENT Crohn s and Colitis Congress The Crohn s & Colitis Congress will convene the nation s leading IBD patient organization, the premier gastroenterological professional organization, and the nation s foremost clinical and research thought leaders. Together, the organizations are at the forefront of comprehensive patient care and groundbreaking research, and will forge the roadmap toward advanced treatments and cures for inflammatory bowel disease. In its inaugural year, the Congress is anticipating 800 attendees from a variety of disciplines with an interest in IBD including researchers, pediatric and adult clinicians, surgeons, pathologists, mental health practitioners, nurses and advanced practice professionals, dieticians and nutritionists, radiologists, and junior faculty and young investigators. The Congress will be the penultimate gathering of the influential individuals dedicated to catalyzing IBD research and accelerating precision medicine, with the goal of answering critical clinical and challenging research questions. The Congress will take place January 18-20, 2018 at the Aria Hotel in Las Vegas, Nevada. Aria Hotel 3730 S Las Vegas Blvd Las Vegas, NV 89158 Audience The primary audiences for the Congress are US-based clinicians and researchers who treat or study IBD. Clinicians include: IBD physicians in private and academic settings Care Team General GIs Surgeons Pediatricians NP/PA IBD Nurses Dieticians Mental health professionals Radiologists Pathologists The meeting will also attract basic, translational and clinical researchers from academia, government and industry. Promotional Opportunities Marketing included in the satellite symposium packing includes: Listing on meeting microsite Announcement in meeting email Signage onsite Additional marketing must be approved by the Foundation and AGA. Page 6
Accreditation The American Gastroenterological Association is accredited with commendation by the Accreditation Council for Continuing Medical Education (ACCME) to provide continuing medical education to physicians. Any CME-accredited program developed in partnership with the AGA must meet the requirements set forth in the ACCME s Essential Areas and Elements. As the accredited provider, AGA is responsible for final review and approval of content. AGA s ACCME Accreditation Number: 0000130 AGA s is Accredited with Commendation through July 31, 2022 Program Management The Foundation and AGA are leaders in the development of GI-related medical education. With deep program management experience, AGA staff will work closely with third parties to develop educational programs that address identified gaps and needs of the GI community. Funder Acknowledgement Funders will be acknowledged with the following statement: This program was supported by an independent educational grant from [insert company name(s) here]. About the American Gastroenterological Association The American Gastroenterological Association is the trusted voice of the GI community. Founded in 1897, AGA has grown to include more than 16,000 members from around the globe who are involved in all aspects of the science, practice and advancement of gastroenterology. AGA supports both researchers and clinicians in meaningful ways, supporting AGA s commitment To Advance the Science and Practice of Gastroenterology. AGA, a 501(c)(6) organization, administers all membership and public policy activities, while the AGA Institute, a 501(c)(3) organization, runs the organization s practice, research and educational programs, for both health-care professionals and patients. The AGA Institute publishes three highly respected journals, Gastroenterology, Clinical Gastroenterology and Hepatology, and Cellular and Molecular Gastroenterology and Hepatology. The organization's annual meeting, Digestive Disease Week, held each May, is the largest international gathering of physicians, researchers and academics in the fields of gastroenterology, hepatology, endoscopy and gastrointestinal surgery. AGA s educational programs engage professionals through multiple platforms that support all learning styles. Ranging from research protocols that help inform behavioral change to self-administered training modules, AGA s educational initiatives arm gastroenterologists and other members of the GI healthcare team the tools needed to provide high-quality, efficient care. About the Crohn s & Colitis Foundation The Crohn's & Colitis Foundation is the largest non-profit, voluntary, health organization dedicated to finding cures for inflammatory bowel diseases (IBD). The Foundation's mission is to cure Crohn's disease and ulcerative colitis, and to improve the quality of life of children and adults who suffer from these diseases. The Foundation works to fulfill its mission by funding research; providing educational Page 7
resources for patients and their families, medical professionals, and the public; and furnishing supportive services for those afflicted with IBD. Additional Documents Additional documents including ACCME accreditation certificate, AGA s W-9 and IRS determination letter will be provided on an as-needed basis. Page 8
POLICIES AND PROCEDURES Roles and Responsibilities American Gastroenterological Association and Crohn s & Colitis Foundation Review and approve proposed activity, budget and other materials, as appropriate Review and approve of all program materials including but not limited to marketing collateral, onsite signage, syllabus/handouts, faculty slides, enduring materials Manage online and onsite registration, as appropriate American Gastroenterological Association AGA is the sole ACCME accreditor for all programs associated with the Crohn s and Colitis Congress. In its role as accreditor, AGA will be responsible for Providing third parties access to the AGA profile in funders grant management systems in order to submit proposals Final review and submission of grant proposals in funders grant management systems Drafting or signing all agreements with funders, third parties and other partners, as appropriate Disbursing awarded funds to third parties according to AGA standard operating procedures (see Disbursement of Funds section below for more information) Assigning dedicated program management staff Managing invitation and confirmation of all faculty members Payment of all honoraria to faculty Issuing all CME certificates Final review and submission of grant reconciliation Third Party Medical Education Provider Prior to submission to potential funders, provide AGA and the Foundation with o Complete proposal in draft form o Program agenda o Proposed budget in Congress format Upon review and approval of proposal by AGA and the Foundation, key proposal information into potential funder(s) grant management system(s); alert the AGA to provide final review and submit the proposal Upon confirmation of support by funder(s) sign formal agreement with AGA and the Foundation (see Formal Agreement section before for more information) Invoice AGA for payment per milestones outlined in formal agreement Lead all management of funded program including o Engagement of AGA and the Foundation staff, as appropriate o Support of faculty in development of materials o Creation of all marketing materials and provide for AGA and Foundation review o Coordination with Aria Hotel for all logistics including room set-up, food and beverage orders, AV requirements beyond standard package offered at the Congress, shipping o Management of faculty and third party staff travel Within four weeks of completion of program, provide AGA and the Foundation with o Outcomes data and final outcomes report o Complete financial reconciliation o Information needed to comply with Physician Payment Sunshine Act Upload final report and financial reconciliation to funder(s) grant management system Page 9
Disbursement of Funds and Formal Agreement Third parties will be expected to enter a formal agreement with AGA if funding is secured for satellite symposia at the Crohn s & Colitis Congress 2018. This agreement will outline roles and responsibilities of each party and financial milestones. Per ACCME requirements, AGA must be the recipient of all funds in the form of an independent medical education grant from funder(s). AGA will disburse funds to the third party once received. AGA s standard payment process is: 90% at commencement of program 10% upon reconciliation of program AGA reserves the right to structure payment to third parties according to the disbursement policies of funders. Cancelation Policy Work on proposed programming will commence only after a signed letter of agreement is completed between AGA and the funder(s). In the event the third party begins work prior to a signed letter of agreement and the funder(s) does not provide support, AGA and the Foundation will not be liable for expenses incurred. In the event a funder withdraws support after a letter of agreement is signed and work has commenced, the Foundation and AGA will impose a $15,000 fee and expect all out of pocket and program management costs associated with the program be paid by the funder. Intellectual Property and Use of Logos All content and materials stemming from responses to this RFP will be considered the intellectual property of the Foundation AGA. The Foundation and AGA reserve the right to review and approve all materials produced by third parties for accuracy and completeness. All materials that use the AGA, the Foundation or the Congress logo must abide by standards set forth in appropriate brand guidelines. Regulation Compliance All materials developed by third parties must abide by all relevant regulations including but not limited to ACCME Standards for Commercial Support of Continuing Medical Education, PhRMA Code on Interactions with Health Care Providers and the Physician Payment Sunshine Act. Contact Information Unless otherwise noted, AGA prefers to communicate via email. During the RFP response process, please direct all contact with AGA to Amy Woodward, Senior Director of Corporate Relations. Amy s contact information is: awoodward@gastro.org and 301-272-1613. Please do not contact other AGA or Foundation staff members without approval. Page 10