RFP VRET A0001.pdf

U.S. Department of State Virtual Reality Emergency Training (VRET) Bureau of Medical Services RFP # 19AQMM23-R-0223 A001

U.S. Department of State

Office of Acquisitions Management supporting

Bureau of Medical Services

Virtual Reality Emergency Training (VRET) RFP

#: 19AQMM23-R-0223

Attachment 1 Pricing Table

Attachment 2 Template for Vendor Questions

Attachment 3 Past Performance Survey

Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a more free, prosperous, and secure world.

Mission of the Bureau of Medical Services (MED): The mission of the Bureau of Medical Services

(MED) is to safeguard and promote the health and well-being of America’s diplomatic community and to facilitate the diplomatic efforts of the Department of State (DOS). Overseas, MED provides primary care and mental health services, manages hospitalizations and medical evacuations, and assesses local health threats and medical resources for 66,000 employees and their eligible family members from more than 75 federal agencies engaged in the advancement of Americas interests and national security at U.S.

Diplomatic Missions abroad. MED promotes wellness through health promotion, education, immunizations, and attention to health maintenance. MED provides occupational and travel medicine services to ensure a safe workplace and healthy workforce worldwide. MED also prepares for medical responses to pandemics, disasters, and terrorist attacks through emergency planning, staff training, and stockpiling of emergency drugs, medical supplies, and personal protective equipment. MED strives for quality patient care by monitoring credentials, patient satisfaction, care delivered, risk assessment, and by providing continuing medical education to our nurses and medical specialists.

Scope:

Under this contract vehicle, the Contractor shall provide a Virtual Reality Emergency Training

(VRET) Program through a software-based application coupled with Virtual Reality (VR) or

Augmented Reality (AR) capability that includes, but is not limited to, a visual screen or display, and state-of-the-art sound, eye or head motion-tracking sensors and/or cameras that will be utilized worldwide for emergency training management to meet the needs of the Diplomatic community. The

VR/AR system prepares overseas nursing staff for embassy emergencies and triage care. A pilot program will be created and distributed to 10 countries around the world including Ukraine, Poland, Mexico, Canada, Brazil, Argentina, Colombia, El Salvador, Uruguay, and Panama. Upon successful completion of the pilot program, the VRET will be implemented in all Department of State Health

Units (Hus).

Type of Contract: Primarily Firm Fixed-Price (FFP), with Cost (no-fee) and Time and Materials

CLINs.

Total Small Business Set-Aside

PSC Code:

NO69 – Installation of Equipment – Training Aids and Devices

NAICS:

513210 – Software Publishers

Acquisition Procedures: FAR Subpart 15 (Contracting by Negotiation)

Place of Performance: At the contractor’s facilities, unless MED requires contractor staff to visit

Government facilities, in which case travel reimbursements and incidentals will be reimbursed by the government.

PERIOD OF PERFORMANCE: The period of performance will be a base year plus four (4) one (1) year option periods. The base year will include the operation of a pilot program (estimate 32 weeks (8 months).

Success of the first-year pilot program will be determined by MED after consideration of factors including results of internal surveys, vendor performance and delivery, learner compliance and completion of training objectives, and fiscal considerations. Upon success of pilot program, further adaptation and development of the program will include low, medium, and high-level complex emergency scenarios. This work is to be implemented during the base year and continued during successive option year periods, contingent on MED’s decision to exercise the options.

Questions Due: No later than 2:00 PM (Eastern) on August 7, 2023

Proposal Due: No later than 2:00 PM (Eastern) on August 18, 2023

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 OVERVIEW

The U.S. Department of State (“DOS”, “State”, or “the Department”), Bureau of Medical

Services (MED) has an immediate and ongoing need for Virtual Reality Emergency Training

(VRET) for Overseas Nurses. The objective is to provide training to overseas posts to ensure nurse education compliance and preparation for any scenario.

B.2 TYPE OF CONTRACT

a) This is a standalone hybrid type contract for commercial services, which includes firm-fixed priced (FAR 16.202), time and materials (FAR 16.601) and cost (no-fee) (FAR 16.302), contract line items (CLINs).

b) This is stand-alone contract for commercial services.

c) The following table reflects the Contract Line Item Number (CLIN) that will be funded for this contract:

CLIN Description Contract Type

X001 Labor Category 1 Fixed Fully-Loaded

Labor Rates (Time (T) portion Time-andMaterials)

X002 Labor Category 2 Fixed Fully-Loaded

Labor Rates (Time (T) portion Time-andMaterials)

X003 Other Direct Costs (ODCs) – Not to

Exceed Amt (NTE)

Materials portion (M) of

Time-and-Materials

[Cost-no-fee]

X004 Low Complexity Training

Development and Access per month

Firm-Fixed-Unit Price

X005 Medium Complexity Training

Development and Access per month

Firm-Fixed-Unit Price

X006 High Complexity Training

Development and Access per month

Firm-Fixed-Unit Price

X007 Gamulation Enhancements per year Firm-Fixed- Price

X008 Hardware cost per headset Firm-Fixed- Price

‘X’ in CLIN identifier = Contract Year (e.g., 0 = Base Period; 1 = Option Year 1, etc.)

d) Fixed Fully-Loaded Labor Rates = Negotiated labor rates which represent the Time (T) portion of Times-and-Materials.

e) Firm-fixed-price (see FAR 16.202) = Payment at negotiated firm-fixed-price. Negotiated firmfixed-price includes direct labor costs, direct non-labor costs, applicable indirect costs, and profit.

f) Firm-fixed-unit-price (FFUP) = Payment at negotiated firm-fixed-unit-price. Negotiated

FFUP includes all direct costs, applicable indirect costs, and profit.

g) Materials portion of time-and-materials (see FAR 16.601) = Payment at allowable actual incurred materials/other direct costs and applicable indirect costs, no-fee.

h) This is a non-personal services contract, as defined in FAR 37.101. Inherently governmental functions, as described in FAR 7.503 or by the ordering agency, are prohibited under this contract. The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. The Contractor shall manage its employees and guard against any actions that are of the nature of personal services or give the perception of personal services. The Contractor shall notify the Contracting Officer immediately if it perceives any actions that constitute personal services. This contract shall not be used to perform any inherently governmental functions.

B.3 PRICING TABLES

The following table displays the negotiated prices for all CLINs in the contract:

CLIN + Description Base Year Option

Year 1

Option

Year 2

Option

Year 3

Option

Year 4

Contract Type

X001 - Labor

Category 1

$TBD $TBD $TBD $TBD $TBD

Time portion of

Time and Materials

X002 - Labor

Category 2

$TBD $TBD $TBD $TBD $TBD

Time portion of

Time and Materials

X003 - Other Direct

Costs (ODCs) – Not to Exceed Amt (NTE)

$5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00

Materials portion (M) of Time-andMaterials [Cost (NoFee)]

X004 - Low

Complexity Training

Development and

$TBD $TBD $TBD $TBD $TBD FFUP

Access per month

X005 - Medium Complexity Training

Development and Access per month

$TBD $TBD $TBD $TBD $TBD FFUP

X006 - High Complexity Training

Development and Access per month

$TBD $TBD $TBD $TBD $TBD FFUP

X007 - Gamulation

Enhancements per year $TBD $TBD $TBD $TBD $TBD FFP

X008 - Hardware cost per headset

$TBD $TBD $TBD $TBD $TBD FFP

a) The negotiated fixed fully-loaded labor rates under CLINs X001 and X002, consist of fully-loaded hourly labor rates in United States currency.

b) The Government will not pay fully-loaded hourly labor rates that differ from the contract’s negotiated fixed fully-loaded hourly labor rates.

c) Labor hours for each labor category will be paid at the same negotiated fixed fully-loaded hourly labor rate regardless of whether the individual performing the labor works (either as an employee or consultant) for the prime contractor or a subcontractor.

d) The contract’s negotiated fixed fully-loaded hourly labor rates apply to a normal workweek of 40 hours. The Government defines a normal workweek, pursuant to FAR

22.103-1, as: 1) generally, 40 hours; or 2) if longer than 40 hours and outside the United

States and its outlying areas, it does not exceed the norm for the area, as determined by local custom, tradition, or law, and the hours worked in excess of 40 in the workweek are not compensated at a premium rate of pay. The Government anticipates most contract requirements being performed in an area(s) where a 40-hour workweek is considered normal.

e) Each negotiated fixed fully-loaded hourly labor rate consists of an unloaded hourly labor rate, fringe benefits (if not included in applicable indirect costs), bonus cost (if not included in applicable indirect costs), applicable indirect costs, and profit amount. It does not consist of any other costs.

f) Any cost elements included in the negotiated fixed fully-loaded hourly labor rates shall not be charged elsewhere in this contract.

g) For the time portion of time-and-materials arrangements, the Government will pay the negotiated fixed fully-loaded hourly labor rate minus the rate attributable to profit for those hours the Contractor incurs when replacing or correcting services or materials

[reference FAR 52.246-6(f) (Inspection – Time-and-Material and Labor-Hour)].

h) The Government may at any time require the Contractor to remedy by correction or replacement, without cost to the Government, any failure by the Contractor to comply with the requirements of this contract, if the failure is due to:

a. Fraud, lack of good faith, or willful misconduct on the part of the Contractor’s managerial personnel; or

b. The conduct of one or more of the Contractor’s employees selected or retained by the Contractor after any of the Contractor’s managerial personnel has reasonable grounds to believe that the employee is habitually careless or unqualified

[reference FAR 52.246-6-(h)].

i) Additional labor categories may be added to the list above via contract modification. If additional labor categories are added, the fully loaded rates for such labor categories will be negotiated at the time of contract modification.

j) A Not to Exceed Amount of $5,000.00 will be made available for each performance period of the contract under CLIN X003. The NTE amount represents the Materials portion of the time-and-materials arrangement. This amount is intended to cover any incidental other direct cost expenses such as travel related costs if incurred. All such costs must be pre-approved by the COR or Contracting Officer or the costs may not be reimbursed. The NTE amount may be modified during any period of performance.

k) The negotiated firm-fixed-unit prices per month for CLINs X004 through X006 represent the negotiated FFUP [based on complexity] per month for scenario specific training development and access for up to 100 users. The Government will only pay for the actual number of months each CLIN is utilized during each performance period.

l) The negotiated firm-fixed-prices per year for CLIN X007 represent the FFP for unlimited gamulation enhancements and unlimited access per performance period.

m) The negotiated firm-fixed-prices per headset for CLIN X008 represent the FFP per headset for the quantities ordered during each performance period. The quantities ordered each performance may vary from the initial estimated amounts.

B.4 TRAVEL COSTS

a) All travel must be approved prior to travel by the COR.

b) Travel under this contract is generally defined as Contractor air and ground transportation, Contractor lodging, and Contractor meals and incidental expenses.

c) Travel costs shall be allocated to the Other Direct Costs CLIN.

d) Except as otherwise provided herein, the Contractor shall be paid its allowable travel costs in accordance with FAR 31.205-46 (Travel Costs).

e) Travel must be directly related to and be required for performance of the contract.

f) Travel costs are authorized only for travel beyond a 50-mile radius of the Contractor employee’s local place of performance (official duty station) whenever work is required to be accomplished at a remote work site. No travel costs (or associated labor time during travel) shall be allowable for work performed at a Contractor’s local office or any other work site within a 50-mile radius of the Contractor employee’s local place of performance (official duty station). No travel costs (or associated labor time during travel) shall be allowable for telecommuting beyond (or within) a 50-mile radius of the

Contractor’s local place of performance (official duty station).

g) Costs when using a privately owned vehicle (POV) for official travel are allowable provided that such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train). Reasonable associated costs, such as tolls and parking fees, are also generally allowable. The Contractor shall submit, as an attachment to its invoice, evidence to support the reasonableness of POV costs.

h) When traveling in a POV for official travel, the Contractor shall be paid mileage costs at a rate that does not exceed the POV mileage rate established by the Internal Revenue

Service.

i) Costs for car rentals for official travel are allowable provided that: such rentals are consistent with good business practice; such costs do not exceed costs that would have resulted from use of other reasonable transportation methods (e.g., taxi, airplane, train);

and such costs do not exceed the actual cost of renting a compact automobile (maximum of one automobile for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and Contracting Officer or Contracting

Officer’s Representative approval is obtained. Reasonable associated costs, such as tolls and parking fees, are also generally allowable.

j) The Government will pay the Contractor for each Contractor employee’s travel time to or from authorized work locations as long as such travel time is during the Contractor employee’s regular working hours during its normal 40-hour workweek (for performance inside the United States) or 60-hour workweek (for performance within the United States’ outlying areas and outside the United States), and such payment is in accordance with the

Contractor’s established travel policy. For travel outside the United States, including its outlying areas (i.e., American Samoa, Federated States of Micronesia, Guam, Marshall

Islands, Northern Mariana Islands, Palau, Puerto Rico, and Virgin Islands of the United

States), travel time begins no earlier than three hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance. For travel inside the United States, travel time begins no earlier than two hours prior to the scheduled departure time and concludes upon arrival to the initial destination point (e.g., airport) at the place of performance. The Contractor shall not be paid for time spent in layovers that are for the convenience of the Contractor. The

Government will not pay more than eight hours per day per Contractor employee for

Contractor employees’ travel time when traveling inside the United States, and will not pay more than 10 hours per day per Contractor employee for Contractor employees’ travel time when traveling within the United States’ outlying areas and outside the United

States.

Exceptions must be authorized in advance and in writing by the Contracting Officer.

k) Travel must be authorized in advance by the Contracting Officer’s Representative or

Government Technical Monitor.

l) The Contractor shall be responsible for ensuring that all personnel who will be required to travel outside the United States have a current and valid passport. The Contractor shall be responsible for obtaining any visas required for travel to foreign countries under this contract. The Contractor’s costs for obtaining and maintaining passports and/or visas will be generally allowable, but the Contractor shall pro-rate equitably such costs if they will benefit cost objectives (e.g., contracts) other than this cost objective. The Government will not reimburse the Contractor for travel expenses when travel is cancelled or modified as a result of the Contractor’s failure to obtain a visa. The Government will not reimburse the Contractor for the use of private visa procurement services provided by a third party.

m) If work under this contract will be performed at the Government site at the Department of

State main building, 21st and Virginia Avenue, NW, Washington, DC 20520, or other

State Annexes in the metropolitan Washington, DC area, daily commuting time and expenses between the Department of State site and some other location, such as a home office, shall not be allowable under this contract. However, commuting time and expenses between the Department of State site and some other location, such as a home office, shall be allowable when performing occasional official business (e.g., to attend a meeting at the Department of State site).

n) Pursuant to FAR 47.402, 47.403, and the Fly America Act, the Contractor is required to use a U.S.-flag air carrier service unless specific conditions exist. If such conditions exist, the Contractor shall submit with its voucher a memorandum explaining why it did not use a U.S.-flag air carrier service. Reimbursement is contingent upon Government acceptance of such explanation.

o) Foreign transaction fees for ATMs (automated teller machines) and credit cards while

Contractor employees work overseas are allowable as long as such fees are in accordance with each of the following:

1. All of the “allowability” requirements identified in FAR 31.201-2.

2. Contractor’s established cost accounting practices; and

3. Contractor’s established travel plan, policy, and/or procedures.

The Contractor shall show on each applicable voucher the details of the actual incurred foreign transaction fees for ATMs and credit cards while working overseas, including the rate of conversion and any commission charges.

B.5 PERIOD OF PERFORMANCE

The period of performance will be a base year plus four (4) one (1) year option periods. The base year will include the operation of a pilot program (estimate 32 weeks (8 months).

Success of the first-year pilot program will be determined by MED after consideration of factors including results of internal surveys, vendor performance and delivery, learner compliance and completion of training objectives, and fiscal considerations. Upon success of pilot program, further adaptation and development of the program will include low, medium, and high-level complex emergency scenarios. This work is to be implemented during the base year and continued during successive option year periods, contingent on MED’s decision to exercise the options.

Base Year: To be completed at time of award

Option Year 1: To be completed at time of award

Option Year 2: To be completed at time of award

Option Year 3: To be completed at time of award

Option Year 4:

To be completed at time of award

SECTION C – STATEMENT OF WORK (SOW)

C.1 INTRODUCTION AND BACKGROUND

C. 1.1 Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a more free, prosperous, and secure world.

C.1.2 Mission of the Bureau of Medical Services (MED): The mission of the Bureau of

Medical Services (MED) is to safeguard and promote the health and well-being of America’s diplomatic community and to facilitate the diplomatic efforts of the Department of State (DOS).

Overseas, MED provides primary care and mental health services, manages hospitalizations and medical evacuations, and assesses local health threats and medical resources for 66,000 employees and their eligible family members from more than 75 federal agencies engaged in the advancement of Americas interests and national security at U.S. Diplomatic Missions abroad.

MED promotes wellness through health promotion, education, immunizations, and attention to health maintenance. MED provides occupational and travel medicine services to ensure a safe workplace and healthy workforce worldwide. MED also prepares for medical responses to pandemics, disasters, and terrorist attacks through emergency planning, staff training, and stockpiling of emergency drugs, medical supplies, and personal protective equipment. MED strives for quality patient care by monitoring credentials, patient satisfaction, care delivered, risk assessment, and by providing continuing medical education to our nurses and medical specialists.

C.2. BACKGROUND

The mission of the Medical Specialists Staff Office (MED/PD/MSSO) is to manage the hiring and on-boarding of medical professionals, make post assignments, provide ongoing continuing education and a path for professional development in support of the Department of State's worldwide medical program so the diplomatic community has access to adequate medical care and health service support while posted abroad.

MED/PD/MSSO’s priority objective is to support four inter-related sub-programs:

Medical Provider Program: The Medical Provider Program Manager (MPPM) manages approximately 115 Medical Providers (MP), including making post assignments and establishing new positions for additional medical providers stationed overseas. The MPPM is also responsible for managing the Medical Provider Mentor Program, which pairs new MPs with those already experienced in the field.

Training and Professional Development Program: The Education and Training Office (ETO) coordinates the educational and professional development for medical professionals employed by the Bureau of Medical Services and the nurses and other health professionals employed by

Missions overseas. The ETO is responsible for planning, coordinating, and implementing staff orientation, development, continuing education, annual updates, and competency evaluation processes.

Overseas Nursing Program: Overseas Nursing (ON) is responsible for formulating, developing, and implementing MED's Overseas Nursing Program which supports over 200 embassies and consulates. The Director of Overseas Nurses (DON) along with other MED leadership establishes specialized nursing policies, practice standards, and protocols governing nursing care in all Health Units (HUs) operated by the Department of State. ON creates and assesses on-site and off-site orientations for new nurses, nurse training programs, and Continuing Nurse

Education (CNE) activities, including conferences or symposia, online activities, hands-on skills, and competency and proficiency training.

Talent Acquisition Team: Talent Acquisition (TAQ) recruits for all medical specialists, manages social media accounts and all hiring efforts including vacancy announcements, hiring pipeline, oral assessment schedule and seats in classes. This program is also responsible for acquiring feedback and promotional material from overseas Foreign Service Medical Specialists to help in recruitment efforts.

MED develops various programs to identify and mitigate emergent health threats, whether natural or man-made disasters. Individual MED/PD/MSSO programs have developed methods and processes to schedule, track, monitor and evaluate project initiatives and training programs supporting MED’s mission objectives.

Regional and country in-person trainings are currently conducted on a two-to-four-year basis and have identified deficiencies in nurse training requirements and preparedness for emergency and crisis situations. Without the ability to consistently provide readily available hands-on training at U.S. standards of care, our overseas nurses are unable to maintain skills and provide the quality care needed to support our military and Foreign Service officials and their Mission communities. ON needs a mechanism to assess and evaluate the status of the overseas nurses’ skillset and training to determine their competence and viability in the field. Comparing training data on a macro level will help determine which regions or countries need more inperson training support. The implementation of a virtual training program will save the Bureau tens of thousands of dollars a year in travel and equipment transportation costs, while also allowing senior management to monitor and evaluate metrics that MED previously has not had the capability of tracking. MSSO has officially identified a need for the Office of Overseas Nursing to develop a Virtual Reality Emergency Training Program to support this initiative.

C.3. SCOPE

Under this contract vehicle, the Contractor shall provide a Virtual Reality Emergency

Training (VRET) Program through a software-based application coupled with Virtual Reality

(VR) or Augmented Reality (AR) capability that includes, but is not limited to, a visual screen or display, and state-of-the-art sound, eye or head motion-tracking sensors and/or cameras that will be utilized worldwide for emergency training management to meet the needs of the

Diplomatic community. The VR/AR system prepares overseas nursing staff for embassy emergencies and triage care. A pilot program will be created and distributed to 10 countries around the world to potentially include Ukraine, Poland, Mexico, Canada, Brazil, Argentina, Colombia, El Salvador, Uruguay, and Panama. Upon successful completion of the pilot program, the VRET will be implemented in all Department of State HUs.

C.4. WORK REQUIREMENTS

C.4.1 OBJECTIVE

The Director of Overseas Nurses provides training to overseas posts to ensure nurse education compliance and preparation for any scenario. A comprehensive system that can support these major lines of effort will help DOS/MED to achieve its programmatic and organizational objectives, better understand the scope and impact of its operations and identify areas for improvement.

DOS/MED seeks to establish a comprehensive enterprise virtual and augmented reality (VR/AR) training management system utilizing VR/AR technologies that tailors content and features and includes modifications to meet the Bureau’s overall operational needs, both domestically and overseas. A VRET program would optimize MED’s training capabilities and ensure that overseas staff have access to training 24/7, based around their schedule and time zones. This solution will centralize training program planning and implementation, and standardize and optimize training metadata collection, evaluation, and management.

The VRET program should provide instructions in several selected languages on use of the

VR/AR software and hardware to facilitate trainee understanding and utilization of the program.

The program will reinforce medical triage training through nationally recognized/accredited curricula such as Continuous Nursing Education (CNE), Massive Hemorrhage Airway

Respiratory Circulation and Hypothermia (MARCH), and Simple Triage and Rapid Treatment

(START). The platform should incorporate an interface capable of compiling and analyzing data over time, and by sector, country, region, or globally.

Program Outcome: By interacting with the VRET platform, U.S. Mission Health Unit nurses will complete training programs of a variety of low complexity to high complexity medical and emergency scenarios that allow them to respond as they would in a real-time situation. The nurses will have an increased competence and confidence level in their ability to manage patients requiring emergency intervention, whether for a single patient episode or a multi-casualty event.

These outcomes will be measured by Key Performance Indicators (KPI) within the platform, collated for analysis via reporting tools and augmented by external surveys by the DON.

Capabilities Requirements

1. Virtual Reality/Augmented Reality capable (VR/AR): The training platform must incorporate VR/AR systems compatible with a VR/AR hardware.

2. Medical based guidance/consulting: The software platform must utilize modules of U.S.

standard, evidence-based medical practice guidelines and expertise that are presented in a manner that will facilitate the learner’s ability to understand and collaborate employing familiar phrases and training methods utilized in the medical field.

3. Multi-lingual instruction: MED requires the system to provide clear instructions and guidance for use in select native languages.

4. Data Analytics: The unit will not collect any PHI/PII or SBU information. It will only have information about the VR tests performed as defined in the Program Outcome of this document.

5. Ease of use: MED requires the directions for VR/AR systems use to be very userfriendly, ensuring people with various computer and data literacy skills can utilize these systems to practice medical training and assess target goals.

6. Designed for scale: MED requires that the platform be scalable beyond the pilot posts to encompass the entire Bureau within 200 overseas posts. The platform must have the capability to be interoperable between posts worldwide.

7. Offline Mode: The system shall be operated in offline mode for interacting with VR/AR training modules. No PII or Sensitive But Classified (SBU) will be stored or accessed via these modules. The unit will connect online to download updates for the software and to transmit data analytics information to a MED provided email address.

8. Role-based accessibility: MED requires the capability for multiple user complexity levels and roles that can be preset for various trainee user groups, allowing for configuration for a wide range of trainees with varying technical abilities. This will allow those less technically savvy to access training modules on a more basic level of understanding, with the flexibility to adapt and learn more challenging programs as they progress.

C.4.2 TRAINING AND TECHNICAL

The Contractor shall maintain a strong understanding of user requirements and establish a core set of business processes to support stakeholders that would use or assess the VR/AR training system and its data overseas.

To support this effort, the contractor will:

1. Develop an understanding of the Bureau of Medical Services (MED) mission and how care is delivered to the American diplomat and their families at U.S. Mission Health

Units (HU), HU staffing structure as well as overseas medical and emergency resources and the diverse complexities of accessing medical care at various posts. Engage with pilot posts in key regions and domestic programs to be used as test cases for expanded global rollout to understand requirements for the development of the web-based emergency program. Evaluate MED’s global technical needs, requirements, and capabilities to identify the most appropriate VR/AR software platform and hardware.

Become familiar with the metrics and minimum KPIs required to monitor the nurses’ use of the platform, ease of use, deficiencies, compliance, results, and reporting tool performance.

2. Develop or utilize off-the-shelf training modules delivered with VR/AR technologies to train nursing staff for emergencies and triage care. If module development is needed, the contractor will provide medical subject matter expertise for development of scenarios within nationally accredited or recognized medical guidelines. MED will consult with

MED’s Emergency Management staff for review and editing for compliance and changes. The training scenarios are to focus on a range of skills including rapid triage, pediatric and adult respiratory emergencies, cardiac emergencies, and mass casualty response such as S.T.A.R.T. or M.A.R.C.H., and include the capability to interact with virtual instruments and equipment. Training modules should stem from nationally accredited or recognized curricula with final selection approval by the DON. Pilot low complexity (beginner) training module can be single-user tasks of simple memory-recall.

M.A.R.C.H. principles should be initial module developed for pilot program.

M.A.R.C.H. curriculum will be provided by MED to the vendor after the contract award.

Additional examples of low complexity modules are a child in respiratory distress and needs aerosol mask with bronchodilators or responding to a person with cardiac related chest pain.

3. Develop a core and advanced set of prioritized user requirements for an enterprise-level reporting tool that will be used by overseas and domestic health units for the purpose of training planning, implementation, tracking and outcome measurement of medical operations and assessments. Key metrics include (but are not limited to): the nurses’ use of the training programs, deficiencies, compliance, and completion of training program.

4. Deliver twenty (20) virtual reality (VR/AR) enabled headsets and all support equipment (i.e., chargers, cases, instruction pamphlets) to ten pilot posts for an initial one

(1) year pilot program. Upon successful completion of the pilot program, deliver additional VR/AR headsets and equipment to expand the program to potentially 200+

Health Units worldwide. Successful completion of the pilot program will be determined by MED based on contractor performance and delivery, learner compliance and completion of training objectives, as well as fiscal considerations.

5. Identify and provide support mechanisms required to launch and sustain the Virtual

Reality Emergency Training System, including beta-testing, user and trainer instruction, technical support, subject matter expert/s for virtual or phone support, and data tracking needs.

6. Provide support to MED in providing VR test data to MED via email and allow MSSO to develop analytical report based on the data submitted. At a minimum, the data should provide quantitative and qualitative information on training compliance, results, service standards, and cost effectiveness at the enterprise level for MED leadership, at the regional and functional level for team leads, and at the program-level for the program management office.

7. Evaluate VR/AR functionality and utilization for effectiveness at meeting the operational requirements of their current user base and make recommendations for improvements.

8. Provide instructions/specifications for equipment use handling, disinfection, and maintenance.

C.4.3 POST-PILOT PHASE

In addition to the contractor will also be required to perform the following tasks:

1. Monitor and conduct routine audits of the software to ensure no technical bugs or defects are detected and that user operation is unimpaired.

2. Correspond and work with the COR to ensure data tracking and management is complete and scalable with bureau goals and initiatives.

3. Adapt additional training modules with expanded complexities including:

a) Medium Training Complexity (Intermediate): Complex environments or training action, multi-scenario trainings with up to 20 characters to interact with (i.e., recording patient vital signs for multiple patients, conducting simple life-saving procedures, cardiac arrest, triaging numerous patients in a mass casualty).

b) High Training Complexity (Advanced): Extremely complex environments, multiscenario with 20+characters to interact with. Examples include scene management scenarios, in-depth medical training like advanced lifesaving procedures, surgeries, or complex management of patients based on an embassy shooting incident.

C.4.4 PROJECT MANAGEMENT

Critical to the success of this project is close communication with the Director of Overseas

Nursing (DON) and Overseas Nursing Program Manager (ONPM). Other stakeholders may include Operational Medicine team members, Contracting Officer (CO), Contracting Officer’s

Representative (COR), Alternate Contracting Officer’s Representative MED’s Information

Technology Division, and members of U.S. Mission Health Units.

Within five (5) days of award, a kickoff meeting will be held virtually to establish lines of communication between the Contractor and the MED VRET Training Working Group Project

Team (led by Glenda Siegrist and Cynthia Sharon). Kickoff meetings will also be scheduled with MED/WHA, MED/Ukraine, MED/Poland and with the Erudite Training Team. These meetings will serve to familiarize the Contractor with previous work done by MED, the status of the overseas training currently utilized, and to discuss the technical and logistical considerations necessary to ensure successful project execution.

The contractor will participate in a monthly meeting with the DON or ONPM to ensure effective two-way communication and allow any issues to be resolved in a timely manner.

C.5. CONTRACTOR PERSONNEL

The Contractor shall:

1. Accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience.

2. Match personnel skills to the work/tasks outlined in the SOW.

3. Provide the necessary resources and infrastructure to manage, perform, and administer the Award.

C.6. TECHNICAL SUPPORT

The Contractor is expected to maintain a customer-focused approach to the work, ensuring a high level of customer satisfaction while operating within the terms and conditions of the contract.

The contractor shall provide a support service representative to evaluate and support emergency technical and program issues. The contractor will respond to telephone or email requests for technical support within 48 business hours.

C.7. PERIOD OF PERFORMANCE

The period of performance will be a base year plus four (4) one (1) year option periods. The base year will include the operation of a pilot program (estimate 32 weeks (8 months).

Success of the first-year pilot program will be determined by MED after consideration of factors including results of internal surveys, contractor performance and delivery, learner compliance and completion of training objectives, and fiscal considerations. Upon success of pilot program, further adaptation and development of the program will include low, medium, and high-level complex emergency scenarios. This work is to be implemented during the base year and continued during successive option year periods, contingent on MED’s decision to exercise the options.

C.8. PERFORMANCE MONITORING

The Contractor shall refer issues and problems immediately to the CO, COR, or appropriate

Global Talent Management (GTM) personnel as applicable. Contractor shall notify the COR, or other authorized designated representative as soon as it becomes apparent to the Contractor that a scheduled delivery will be late. The Contractor shall include in the notification the rationale for late delivery, the expected date for the delivery and the project impact of the late delivery. Such notification in no way limits the Government’s right to all rights and remedies including termination.

C.9. PLACE OF PERFORMANCE

At the contractor’s facilities, unless MED requires contractor staff to visit Government facilities, in which case travel reimbursements and incidentals will be reimbursed by the government.

C.10. SECURITY CLEARANCE REQUIREMENTS

No Security Clearance Required

C.11. DELIVERABLES

The Contractor shall provide the following deliverables in the timeframe and format prescribed.

The Contracting Officer (CO) shall notify the Contractor in writing of any additional deliverables that may arise during contract performance. The Government will have ten business days to review all submitted deliverables, either accepting them as is or returning them to the

Contractor with feedback and requesting corrective action. If the Government returns the document requesting correction, the ten-day review cycle applies to each subsequent document version review. If the Government does not respond within ten business days, the Contractor may consider the deliverable as accepted. All delivery times are measured from the effective date of the contract., in the timeframe and format as prescribed:

Program Deliverables

Item

No.

Deliverable/

Item Title

Frequency Delivery Format Due By

1 Kick-Off Meeting Once Virtually to the

COR and ACOR

Within 5 business days of contract award or a mutually acceptable date

2 Monthly meeting to include status report summary

Once a month on a set date

Via Teams/Zoom and/or email to

COR and ACORs

The second Monday of every month during pilot program.

Frequency may be changed or discontinued at discretion of DON

3 Gamification training in 5 languages

Pilot:

English/Spanish

Post pilot:

French, Russian, Chinese

Electronically/

Software patch

Within 2 months of contract award as determined by the

COR

4 Implementation of low complexity

(beginner)

Emergency

Training Program

(M.A.R.C.H.

module)

Once Electronically/Soft ware Patch

Within 8 months of contract award

5 Delivery of

VR/AR equipment and hardware needed for training

Multiple(Pilot and post pilot)

Via diplomatic pouch or mailing service

Upon completion of development of training software for pilot program and after successful pilot program completion to scale for remaining posts

6 Results and data analysis of training

Continuous Virtually to COR or

DON

To coincide with deployment of hardware

Item

No.

Deliverable/

Item Title

Frequency Delivery Format Due By

7 Assess pilot program/ Lessons

Learned

Once Virtually to the

COR and ACOR

Within one month after pilot program finishes or a mutually acceptable date

8 Develop additional training modules of medium

(intermediate)& high (advanced) complexity

Multiple Virtually to the

COR and ACOR

Within three months after pilot program finishes and completed within option year one (1)

Explanation of Deliverables

1. Kick Off meeting: The Contractor shall attend a post-award orientation/ “kick-off” meeting with the COR and the ACOR not later than five (5) business days after the date of award or a mutually acceptable date. At the direction of the Government, this may be conducted as a tele- or video conference. The purpose of the meeting is to review the final technical and contracting objectives of the statement of work and review the Contractor's project plan. Discussion points will include VRET program, vision of MED, scope of pilot program to include posts participating, estimated timelines, option of off the shelf product vs. creation of low complexity/beginner

MARCH program that is realistic, identification of the core functionalities that need to be incorporated into the VRET System, any potential problems that might cause delays, listing all the identified requirements broken into “Required Functionality

(e.g., core function)” and “Advanced Functionality.” Required functionalities are those that are the most common among participating missions, whereas advanced functionalities are features that are supplementary but not common across the board.

System changes or support needed to meet program objectives should be identified, such as Quality management (QM) requirements, user training, and Information

Technology (IT) infrastructure. Contractor will share any “lessons learned” from existing VR/AR health related or emergency/triage platforms.

2. Monthly meeting to include status report summary: The Contractor shall attend a monthly meeting and provide a status report update, scheduled at the convenience of the Government, which may be schedule via phone call or video-based platform with

DON or ON PM, to include status updates, financial report, timeline, setbacks and any field or user problems. These monthly meetings may be terminated or convened at the discretion of the COR.

3. Gamification - Gamification is a technique which designers use to insert gameplay elements in non-gaming settings, so they enhance user engagement with a product or service.

Identifies Use and Operating Instructions. Explains technical aspects of hardware being used (i.e., how to use virtual reality headsets, set up chargers, use controls, and connect to hotspot or Wi-Fi at post). Operating instructions should be available in

English and Spanish for pilot program and in French, Chinese, and Russian for the expanded program. Provides visual aids for users to view for the purposes of understanding the hardware and safety rules before use.

4. Implementation of low complexity (beginner) Emergency Training Program based on

M.A.R.C.H. principles, with ability to interact with virtual instruments and equipment. Potential level of scenarios production may increase in future performance periods, and the contract will be amended to reflect additional scenarios.

5. Delivery of VR/AR utilities and equipment once to each post. This will be done in multiple phases, the first shipment to be the pilot posts and then subsequently for the remaining posts. MED will provide the contact persons for each Health Unit and mailing addresses for US Embassy missions. Supplies shall be packed for shipment in a manner that will ensure acceptance by common carriers and safe delivery at destination. Packaging shall be consistent with the prevailing rules and regulations in both the Contractor’s host nation as well as in the receiving country.

6. Results and data analysis of training: A dashboard-style reporting tool that provides access to key performance indicators (KPIs) including (but not limited to) time on tasks, number of errors, overall ranking, engagement on training, deficiencies, and completion of programs.

7. Assess pilot program/ Lessons Learned: The Contractor shall attend a post-pilot program assessment or “Lessons Learned” meeting with the COR and the ACOR within one month of completion of the pilot program or a mutually acceptable date.

At the direction of the Government, this may be conducted as a tele- or video conference. The purpose of the meeting is to review project progress reports to evaluate success in meeting project goals/objectives.

8. Develop additional training modules of medium(intermediate)& high

(advanced)complexity, building adaptive difficulty on complex training environments, utilizing multiple trainees, and introducing multiple characters to interact with and complex medical equipment. Potential level of scenarios production may increase in future performance periods, and the contract will be amended to reflect additional scenarios.

Deliverable Markings

All deliverables including monthly status reports, software updates submitted by the Contractor to the Government under this Award shall prominently show on the cover of the report:

Name and address of the Contractor

Award Number

Date of report

Program office(s)

The Contractor shall not include any company watermarking or statement that would prevent the

Government from utilizing or circulating the information contained in the report. If there are issues with the potential proprietary nature of the information, it shall be brought to the attention of the Contracting Officer for resolution.

C.12. TECHNICAL AND EQUIPMENT UPGRADES AND CHANGES:

The Contractor is responsible for facilitating all hardware and software upgrades or changes. If any hardware equipment needs to be upgraded or fixed, the Contractor is responsible for the cost to return the equipment, i.e., address of return, shipping costs. The Contractor will also inform

MED of any Software upgrades or bug fixes needed and will complete the process for corrections/upgrades at no additional cost to the Government.

C.13. INSPECTION AND ACCEPTANCE

The Contracting Officer and his/her representatives are responsible for inspection and acceptance of the Contractor’s effort under this Award. The COR(s) and GTM(s) will review all deliverables for their completeness, accuracy, format, and acceptable content. The Contractor shall correct any deficiencies as directed by the COR and/or GTM and shall resubmit the deliverable no later than a mutually agreed upon date.

C.14. WARRANTY

All hardware items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel. The contractor shall use commercially reasonable efforts to correct any substantial nonconformity or manufacturing defect of the hardware items delivered. The contractor shall also be responsible for repairing the hardware items or for providing replacement hardware/equipment of the same or higher technical characteristics during a minimum 2-year warranty period after delivery of the hardware.

C.15. OTHER DIRECT COSTS

The Award includes a funded Contract Line-Item Number (CLIN) to cover allowable Other

Direct Costs (ODCs). This will generally include costs associated with travel or training, as well as other ODCs that the COR might approve as allowable ODCs on a case-by-case basis.

For any services or other expenses that may be allowable ODCs, the contractor shall first provide the COR with a breakdown of the proposed ODCs. The COR will then determine if the proposed ODCs are necessary and allowable. Prior to performing any services or acquiring/providing any items that the COR approves as allowable ODCs, the contract must have sufficient funds on the ODC CLIN to cover the approved ODCs. The contractor will not be reimbursed for any ODCs that were not approved in advance by the COR and/or which were not sufficiently funded on the Award.

If claiming reimbursement under the ODC CLIN, an…