R497--36C24E23Q0146 | HSR&D Professional Services - VACO | EDA: 8/15/23
Regional Procurement Office (RPO) East Research and Development Contracting Division intends to negotiate on a sole source basis, pursuant to FAR 6.302-1, with Prometheus Federal Services LLC (PFS) for the follow-on contract for professional services under Contract 36C24E18C0066 for the Health Services Research & Development (HSR&D) including VA Quality Enhancement research Initiative (QUERI), within the Office of Research and Development, VHA. This sole source contract will provide continuity of services to the government and HSR&D service before an enterprise ORD-wide solution can be started.
The Office of Research and Development (ORD) is going through a re-organization and is looking to centrally manage all contracts going forward. ORD currently has a similar support services contract (36C10X20D0006, 36C10X21N0033, CO is Christina Heller, CS is Ryan Poe, Task Order IHT TOPR 0030, COR Shawn Berrien). This contract expires 2/7/2024. Once it expires, ORD will be looking to start a new enterprise wide support services contract that would include HSR&D/QUERI needs.
The purpose of this sole source is to bridge between the current HSR&D PFS support services contract and a new ORD-wide enterprise solution. Continuing with PFS during this time will provide continuity and consistency in terms of quality services rendered. PFS is a verified Service-Disabled Veteran-Owned Small Business (SDVOSB) founded in 2014.
The general scope of this solicitation is to provide administrative, research and organizational contract services to assist HSR&D and QUERI in carrying out tasks related to 4 major categories of work: 1) Program and Policy Analyses, 2) HSR&D Strategic and Implementation Plan, 3) Administrative Project Management, and 4) Meeting Planning Support. Additional details of each task are described the attached Statement of Work.
This is a notice of intent and is not a request for competitive quotes; however, any responsible source who believes they are qualified to meet this unique need may submit a capability statement to the contracting office no later than 11:59 AM EST, Monday, July 17, 2023. Interest/capability statements may be sent to Millicent Covert at millicent.covert@va.gov and should include company name, address, point of contact, business size, and product/service information. No telephone responses will be accepted. A determination not to compete the proposed requirement based upon the responses to this notice is solely within the discretion of the Government.
See attached document: HSR&D Statement of Work - Contract Support
STATEMENT OF WORK
A. GENERAL INFORMATION
1. Title of Project: Professional Services to Achieve the Objectives of Health Services Research & Development (HSR&D) and the VA Quality Enhancement research Initiative (QUERI)
2. Background: Health Services Research & Development (HSR&D) including VA Quality Enhancement Research Initiative (QUERI), within the Office of Research and Development, VHA, seeks a prime contractor to advance and support the mission of HSR&D/QUERI in pursuing research and translational activities that underscores all aspects of VA healthcare: patient care, care delivery, health outcomes, cost, and quality. Within VA HSR&D/QUERI, VA researchers focus on identifying and evaluating innovative strategies that lead to accessible, high quality, high value care for Veterans and the nation. The VA HSRD and QUERI offices located in Washington DC, are responsible for: setting the strategic direction of the research and implementation program; identifying new research priorities and developing new initiatives; making decisions about funding priorities; communicating research progress and contributions to a broad array of stakeholders; developing new partnerships with internal and external partners, including VA clinical offices and external research funders; and monitoring and improving our internal processes to make our research more efficient, effective, and impactful.
3. Scope of Work: The general scope of this solicitation is to provide administrative, research and organizational contract services to assist HSR&D and QUERI in carrying out tasks related to 4 major categories of work:
QUERI Strategic and Implementation Plan
Meeting Planning Support
Administrative Project Management and Design Support
Select Scientific Merit Review Board Support
Additional details of each task are described below under Section C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES.
4. Period of Performance:
Period of performance:
Base period: 6 months
Start: Sept 1, 2023
End: February 28, 2024
Two option periods:
March 1, 2024 August 31, 2024 (6 months-Option 1)
September 1, 2024 May 31, 2025 (9 months-Option 2)
Optional Task Continuation of QUERI Strategic Planning
March 1, 2024 August 31, 2024 (6 months -Continue Task 1.1)
September 1, 2024 May 31, 2025 (9 months-Continue Task 1.2)
5. Type of Contract: Firm Fixed Price
B. GENERAL REQUIREMENTS / could be used as part of evaluation criteria
At least one key personnel with the following expertise must be clearly identified in the application. The contractor shall have expertise with:
1. VA and HSR&D Expertise. Health services and implementation research and/or experience working with HSR&D, and shall be familiar with VHA Office of Research and Development (https://www.research.va.gov/) strategic plan, priorities and initiatives. This experience shall be clearly documented in the technical and management Quote submitted by the contractor.
It is especially critical that the vendor is knowledgeable of HSR&D/QUERI, ORD and VHA and VA priority areas, emerging programs and vulnerable Veteran populations in conducting program and project analyses, and the development of the strategic plan related to health care and funding policies and processes.
2. Analytical and Design Expertise. The contractor shall possess the capabilities and staffing required to analyze and examine high visibility and/or service level projects, programs and initiatives in terms of their impact on the VA health system, VA employees, and Veterans across the nation. This includes:
Qualitative analysis, such as sampling, conducting and facilitating key informant interviews and focus groups, techniques for maximizing participation; thematic content analysis and related qualitative analyses; Delphi process
Quantitative analysis, such as sampling design; data collection and management; techniques for maximizing response rates; programming; statistical analysis
Study design and mixed methods expertise
Data visualization, such as maps and infographics, visual abstracts, and design expertise to support the development of communications tools and products for diverse stakeholders
3. Project Management Expertise. The contractor shall possess the capabilities and staffing required to effectively manage and complete all tasks with quality and timeliness. This includes experience with:
Managing multiple complex tasks and timelines according to budgets
Microsoft Office products (including Word, Excel, PowerPoint, Outlook) and other software related to tasks
IT expertise, such as database, webinar platforms
4. Task and Scientific Expertise. In order to effectively implement the tasks required of this solicitation, the identified contractor shall work closely and collaboratively with the HSR&D/QUERI leadership and staff. The contractor shall capabilities and staffing required to complete all contract tasks including:
Experience with developing strategic action plans, performing literature reviews, analyzing project portfolios, and organizing and planning professional meetings
Scientific writing expertise (Master s level) including knowledge about science, research, and healthcare to understand and write about the research funded by HSR&D and QUERI for different audiences. When writing requires specific content expertise, ability to consult and work with staff who can support such writing.
C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Task 1 QUERI Strategic and Implementation Plans
Assist QUERI in the development of a strategic plan that shall guide the funding of research that shall have real time impact on the quality of care for Veterans. With inputs and guidance from HSR&D and QUERI leadership, this shall include the QUERI 5-year Strategic Plan. The strategic planning process shall follow processes as outlined in the VA 2022-2028 Strategic Plan, particularly Appendix D (Learning Agenda). It shall include an actionable implementation plan that will achieve the goals of the Strategic Plans.
To assist in developing the strategic plan, the contractor may:
Conduct portfolio analyses including gap analyses and summarize findings for strategic planning
Conduct semi-structured qualitative interviews with multi-level stakeholders (e.g., Network Directors, Chief Medical Officers, QUERI investigators/teams, clinicians, Veterans, caregivers, and healthcare managers) (up to 100 interviews)
Analyze and summarize results from health system leadership and investigator surveys; up to 4 surveys; approximately 50-120 responses expected per survey
Conduct at least 9 focus groups to set priorities including at least 3 Delphi panels
Support annual priority nomination and QUERI feedback survey distribution and analysis
Develop, administer, field, analyze, and summarize results of surveys on emerging/key priorities (e.g., opioid/pain, genomics, clinical trials) up to 3 surveys per year to different stakeholders (e.g., Network Directors, Chief Medical Officers, VA investigators/teams, clinicians, Veterans, caregivers, and healthcare managers); distribution to approximately 200 stakeholders in total across the three surveys
Deliverables:
A designed QUERI strategic plan report and implementation roadmap for 2024-2028
Summary of each interview; spreadsheet with all interview data and analysis
Health system leadership and investigator surveys: summary of each survey; spreadsheet with analysis
Overall comprehensive analysis and recommendations: Deliverable: Overall report summarizing mixed methods evaluation of QUERI (from above tasks) (upon award can provide example from ICF in 2014)
Design support: Designed 508 compliant QUERI Strategic Plan, editable graphics, logo, summary/slide deck templates
Summary of each focus group meeting
Overall report summarizing mixed methods evaluation/report for each emerging/key priority area (e.g., opioid/pain, genomics, clinical trials)
Annual priority nomination survey: distribution list; summary; spreadsheet with analysis; list/table of top nominations
Optional Task 1 Continuation of QUERI Strategic Planning through mid-2025
Task 2 Meeting Planning Support
This task includes providing meeting support for both re-occuring and ad-hoc meetings. The contractor shall provide administrative, organizational and technical support for up to 12 re-occurring workstreams (convene varying intervals) and up to 20 one-time meetings/conferences with 25-100+ attendees. The meeting support is designed to support HSR&D and ORD program management, ad-hoc scientific review meetings, inform research areas, build research partnerships, inform strategic planning, and related objectives.
The re-occuring meeting support may include support to the following meetings:
Data and Safety Monitoring Board (DSMB),
ORD Diversity Working Group,
Independent VA Investigator (IVI) Workgroup and its subcommittees,
Service Director Meeting,
ISRM Leadership Council,
ORPPE Webinars,
Central IRB,
HSRD Strategic Planning/Realignment,
Veteran Engagement Workgroup
And related HSR&D/QUERI meetings.
The ad-hoc/one-time meetings may include support to ad-hoc scientific merit reviews, state of the art conferences (SOTAs), COIN/CORE meetings, field-based meetings, workshops, annual QUERI Strategy Meeting, and other meetings to support HSR&D/QUERI.
For each meeting the contractor shall provide support throughout the meeting planning process (pre, during, and post), as needed. This may include:
Serve as primary point-of-contact for meeting preparations.
Locate and develop contracts for meeting space, audio visual and sleeping rooms
Provide support in scheduling meetings
Provide pre-meeting support including logistics with the presenters, tech runs, reviewing slide decks
Work with ORD staff to develop meeting agenda, prepare and distribute meeting materials and (as needed) facilitate meeting discussion.
Assist in travel planning and reimbursement for non-VA travelers.
Take meeting minutes and prepare draft meeting summary.
Prepare materials for dissemination or Web posting and ensure 508 compliance
Provide meeting supplies, as needed
Provide the webinar capabilities for virtual meetings
Provide post-meeting support including support with development, administration, and analysis of post-meeting surveys
Deliverables:
Provide administrative, organizational, and technical support for up to 12 re-occurring workstreams (convene varying intervals) and up to 20 one-time meetings/conferences with 25-100+ attendees. Deliverables shall include support as described above as well as final meetings notes and summaries.
Task 3 --Administrative Project Management and Design Support
Task 3.1. Progress reports. Provide written monthly progress reports that coincide with submission of monthly invoice to describe all activities conducted related to each task in the reporting period.
Task 3.2. Bimonthly calls. Schedule and facilitate bimonthly calls with the COR and relevant project staff to discuss any questions and issues regarding work in-progress.
Task 3.3 Project Management Support. Provide administrative support on projects related to high priority areas within HSR&D/QUERI including:
SharePoint/MS Teams sites. Developing SharePoint or MS Teams sites (up to 5 per year) related to project and task needs, such as serving as central repositories for various workgroups, file management, documenting information. etc.
Design support, including graphics and PowerPoints. Developing graphics and assist in developing professional PowerPoint presentations for HSR&D/QUERI leadership and staff for external and internal presentations based on content provided by HSRD or QUERI staff (developing up to 10 full PowerPoints/year and assisting with up to 25 PowerPoints/year).
Design of key QUERI graphics, products, summaries, implementation playbooks, policy briefs, visual abstracts, slide decks, and other deliverables for different audiences (e.g., Veterans, providers, managers, researchers)
Creation of knowledge translation documents, including quarterly (4 per year) impact and implementation summaries (e.g., implementation playbooks, visual abstracts) based on HSRD or QUERI scientific findings that are informed by the QUERI Roadmap and tailored to practitioners to help them further implement and maintain scientifically supported treatments or practices. Implementation summaries should provide a summary describing the effective programs and treatments, one-page summaries to Veterans, providers caregivers, family members describing the programs and treatments, as well as a brief (3-5 page) manual of how the program or treatment was implemented in practice for clinical managers and providers.
Collation of information and analyses. Collate information and support various program analyses, including HSR&D realignment. This may include development of spreadsheets/data bases for summarizing information and progress for various projects and initiatives; assisting program staff in collecting, organizing and monitoring information, metrics, and/or annual reports related to specific topics, HSR&D realignment, etc.
Records management. Provide support with records management, such as developing and maintaining a detailed records inventory/file plan for paper and electronic records.
SOPs. Assist in drafting standard operating procedures (SOPs) for programmatic needs (up to 5 per year)
Union notification support. Notification to the union is required for all research and operational projects involving VA personnel (e.g., interviews, surveys, or other data collection methods) when asking about conditions of employment of bargaining unit employees. The contractor shall work with HSR&D program staff to receive, track, and process such requests.
Data Safety Monitoring Board (DSMB) Support. Provide meeting logistics for annual DSMB meeting (technical, note-taking). In addition, provide support for:
pre-meeting: downloading, organizing and tracking studies submit in ART; assisting with reviewer assignments, tracking studies requiring teleconference meeting and developing agenda;
post-meeting: organizing notes and preparing meeting minutes; organizing notification letters to the PIs regarding their studies statuses.
Deliverables:
Monthly progress reports
Bimonthly calls and call summaries
Development of up to 5 SharePoint sites related to HSR&D/QUERI priority areas (e.g. recruitment metrics,
Develop up to 10 PowerPoint presentations and assist with up to 25 PowerPoints per year
QUERI designed 508 compliant products: 2 large documents (e.g., 25-page guide) or several small documents (e.g., 20 2-page summaries), 15 editable graphics/logos/visual abstracts, 5 summaries, 3 slide decks or templates, etc. per year
Knowledge translation documents (508 compliant) including one-page descriptions of the programs and treatments for Veterans, providers, caregivers, and families and a 3-5 page summary for clinical managers and providers on how to implement the effective program or treatment. Documents also include quarterly updated summaries of major impacts of HSR&D and QUERI research.
Up to 15 summaries of information collected, e.g., of new priority areas
Inventory/file plan for HSRD electronic records.
Standard operating procedures (up to 5 per year)
Documentation and tracking of union notification support (managing mailbox checks and approx. volume per year of 100 approx)
Meeting support, planning and notes for annual DSMB meetings
Task 4 Provide Select Scientific Merit Review Board Support
The contractor shall provide select support to HSR&D s Scientific Merit Review Board (SMRB) meetings that typically occur in the summer and winter each year, as well as ad-hoc meetings. This support may include the following:
Pre-meeting Support: Work with the Program Manager to provide support for key tasks, including identifying conflicts of interest and updating key SMRB spreadsheets and documents.
Notetaker with Scientific Writing Expertise for Panel Meetings: Provide support to the HSR&D by taking notes during the review meetings. Note taker must have specific skillsets such as scientific writing to support capturing the technical conversations.
Summary Statement Initial Edits. Provide assistance reviewing and editing summary statements according to specifications provided by HSR&D. Editor must have specific skillsets such as scientific writing to support capturing the technical conversations.
Deliverables:
Meeting notes and summaries
Edited summary statements
Updated SMRB spreadsheets/documents
36C24E23Q0146 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 4
7/10/23, 4:52 PM