Longitudinal Study SOW Final 08.25.2021 A0001 Tracked Changes.doc

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Veteran Readiness and Employment (VR&E) Longitudinal Study (PL 110-389 Sec. 334)

2. Scope of Work: The Contractor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. The Contractor shall collect data each fiscal year on a statistically valid sample of Veterans participating in the Department of Veteran Affairs’ Veteran Readiness and Employment (VR&E) Chapter 31 program and prepare written annual reports on the short and long-term outcomes of Veterans in this program. The annual reports shall include analysis on the 16 data elements as described in PL 110-389, Section 334. Additional data elements may be added to the reports as necessary to provide a comprehensive analysis of the VR&E program.

The Contractor shall review the survey distributed to VR&E Longitudinal Study participants. The Contractor shall ensure that the survey meets the requirements as outlined by the Office of Management and Budget (OMB). The Contractor shall review and make edits to the survey as needed to provide data for the annual reports.

The Contractor shall compare prior year’s data and reports and will incorporate information for current Annual Reports on trends and long-term effects of each program.

The data collection will be from a combination of other agency sources (through data sharing agreements), existing VBA data sets, and surveys to complete the annual report. The Contractor shall utilize the Program Management Plan (PMP) previously developed as a guide to gathering the data necessary to complete the Annual Reports. The PMP does not restrict the Contractor from employing more effective methods to complete this contract. Other factors may be added as the agency sees fit.

3. Background: This project originated with the passage of Public Law 110-389, Section 334. The longitudinal effort will center on individuals who begin participation in a vocational rehabilitation program under Chapter 31, for fiscal years 2010, 2012, and 2014. Each cohort will be followed for 20 years. The scope of this contract is to collect the data on nearly 50,000 Veteran participants and provide analysis that will provide useful demographics and trends relating to the targeted veteran customer within VR&E’s Chapter 31 program.

4. Performance Period: The period of performance is one year from the date of award followed by four (4) consecutive option years subject to the availability of appropriated funds. The Government’s decision not to exercise an option shall not be considered a termination. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

5. Type of Contract: Firm Fixed Price

6. Place of Performance: Performance will be at the Contractor’s place of work, except when a review of VA sources and/or documentation is required, and operational research must be accomplished concerning VA databases, data-collection process and available official sources of information. Attendance (virtual or in-person) and participation at management status meetings and briefing presentations will be required.

B. CONTRACT AWARD MEETING

The Contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the contractor that a kickoff meeting is waived.

C. GENERAL REQUIREMENTS

1. For every task, the Contractor shall identify in writing all necessary subtasks (if any), associated costs by task, together with associated sub-milestone dates.

2. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms

3. Where a written milestone deliverable is required in draft form, the VBA will complete their review of the draft deliverable within 14 calendar days from date of receipt. The Contractor shall have 5 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The Contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW.

1.0 Task One: Project Management Plan and Briefing

Task 1A: The Contractor shall provide a detailed PMP and briefing for the project team, which presents the Contractor’s plan for completing the tasks and deliverables of this contract within ten (10) business days after contract award effective date. The detailed PMP shall describe the technical approach, management plan, organizational structure and resources, and management controls that will meet the objectives of this contract. The detailed PMP shall include a proposed format for VR&E’s Annual Reports based on previous annual reports. The Contractor shall keep the PMP up to date throughout the period of performance. Further, the Government may, at any time, request additional updates that will be completed by the Contractor and delivered to the government no more than ten (10) days after the request. These updates may include the addition of activities not included in the initial plan. For example, the Government may require project changes that will require prior approval from the CO. Contractor shall provide recommended changes to PM, COR, and CO. Any recommended changes that impact the price shall be identified with price impact and shall not implemented until and unless approved by the CO through a modification.

The contractor shall attend a project kick-off briefing with the Government project team, and project advisory group comprised of key stakeholders and Subject Matter Experts (SMEs). The kick-off briefing shall be held within ten (10) calendar days after contract award or as agreed upon between the Government PM, COR, and Contractor. At the kick-off meeting, the Contractor shall brief the details of the PMP, which shall include the Contractor’s intended approach, work plan, and project schedule including deliverables, tasks, and subtasks, with major milestones. The project kick-off briefing may be waived as the discretion of the Government with approval by the CO.

Deliverable 1A: Project Management Plan (PMP) and Briefing

2.0 Task Two: VR&E Chapter 31 Mock Up Reports

Task 2A: Contractor shall provide a mock-up on a VR&E Annual Report representing how the data gathered will be analyzed and displayed in the report to Congress as well as how the data elements of the public law will be explained.

Deliverable 2A: Annual Report Mock Up

3.0 Task Three: VR&E Chapter 31 Monthly Progress Reports

Task 3A: The Contractor shall provide monthly written progress reports to the Government. Progress reports shall cover all the completed work completed during the preceding month and include all work completed during the prior months. The report shall also present the work to be accomplished during the subsequent month. The monthly report shall identify any problems that have arisen, and a statement explain how the problem was resolved or an explanation why it has not been completely resolved. The monthly report shall also include the number of survey response completions by web, mail, and telephone and survey response rates for each cohort.

Deliverable 3A: Monthly progress reports

4.0 Task Four: Survey Collection and Distribution

Task 4A: The Contractor shall print and distribute approved survey and consent forms to Veterans participating in the VR&E Longitudinal Study through the form of mail, web, and telephone. The Contractor shall follow the survey and sampling methodology as approved by the VA to meet the requirements for a statistically viable response rate. The Contractor shall provide recommendations to the survey letter and survey questions.

Respondents will initially be invited to complete the survey online. The invitation shall include a cover letter and the internet address to complete the survey. Participants who do not complete the assessment online may be subsequently mailed an assessment packet containing a cover letter, scannable paper survey, and postage-paid return envelope. For those participants who do not complete the assessment by web or mail, may complete the survey by telephone.

The Contractor shall be required to host the website required to complete the survey. The Contractor shall ensure the website meets the Government’s data security requirements and is 508 compliant. For the duration of the survey and collection period, the Government requires 95% up-time for the website. Complex matters and/or technical difficulties which could affect the access and use of the survey shall be reported to the Government on the same business day reported/discovered. The Contractor shall be responsible for ensuring that 95% up-time requirements are met, and for rectifying any technical or accessibility issues related to this task.

For the duration of the survey period, the contractor shall provide both toll-free phone and Internet-based assistance to survey respondents who require it on business days Monday through Friday from 0900-1800. The web helpdesk shall be staffed so that all requests for assistance are responded to within one business day. The toll-free telephone lines shall also have voicemail capabilities, which allow for leaving of messages so that inquiries can be responded to no more than one business after receipts. The Contractor shall log all received calls and web-based inquiries and record the disposition of each caller. The Contractor shall notify the Government on the same business day with the caller’s participant ID and summary of the call or e-mail if the participant is expressing distress or requires the Government to follow-up directly with the respondent (for example, if the participants requests assistance with re-applying for VR&E benefits).

Deliverable 4A: Survey Distribution and Collection

Deliverable 4B: Live, Contractor-hosted website, which hosts the survey for participants to answer the approved survey

Deliverable 4C: Toll-free telephone assistance line, web helpdesk assistance and corresponding call/inquiry logs.

5.0 Task Five: VR&E Chapter 31 Annual Report and Briefings

Task 5A: The Contractor shall commence analyzing data and will prepare the annual report for submission to Congress, summarizing the short and long-term outcomes on the available and requested data reporting elements. The report will include analysis on all three VR&E cohorts (2010, 2012, and 2014) utilizing administrative data provided by the VA, survey data, and other data sources. The report shall include key outcomes, recommendations, and an integration of current trends of vocational rehabilitation compared with results from available reporting data and previous reports. The report will be made available electronically to the Government and include hyperlinks and search capabilities. The Contractors shall work with the Government to ensure all edits are incorporated into the final report.

Deliverable 5A: VR&E Longitudinal Study Annual Report to Congress

E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES

6.0 Task Six : Office of Management and Budget (OMB) Documentation (Optional Task)

Task 6A. The Contractor shall work with the Government staff to develop supporting documentation for OMB approval of the survey instrument and sampling methodology. The Contractor shall follow all requirements in accordance with the guidance set forth in OMB guidance pertaining to the Paperwork Reduction Act of 1995 https://www.opm.gov/about-us/open-government/digital-government-strategy/fitara/paperwork-reduction-act-guide.pdf. The contractor shall prepare “Supporting statement for the Paperwork Reduction Act Submission,” including Part A, “Justification,” and Part B, “Collections of Information Employing Statistical Methods,” which shall be submitted to OMB for approval. VR&E will provide all the appropriate information pertaining to the OMB process and any necessary support to help facilitate the concurrence process and release to OMB. This task shall also cover any OMB review/approval of any revisions as required throughout the period of performance.

The Contractor shall:

1. Conduct cognitive labs or field testing of assessment questionnaires prior to OMB Submission

2. Complete the Generic Clearance Package for Cognitive Labs/Field Testing as required

3. Complete Cognitive Lab/Field Testing and develop findings

4. Develop an Analytical Map regarding the purpose for each submitted question for OMB

5. Prepare the “Supporting Statement for the Paper Reduction Act (PRA) Submission,” including Part A, “Justification,” and Part B, “Collections of Information Employing Statistical Methods.” for OMB Submission

6. Develop a 60-day Federal Register Notification

7. Develop a 30-day Federal Register Notification

8. Provide support to the government in answering any public comments from either the 60- or 30-days notification

9. Provide responses and guidance to the government regarding inquiries from OMB during the approval process

10. Provide program management services for the OMB approval process

11. Any additional work that may be required for the OMB approval process Deliverable 6A1: Generic Clearance Package for Cognitive Labs/Field Testing if required

Deliverable 6A2: Cognitive Lab/Field Testing Findings

Deliverable 6A3: Analytical Map for assessment questionnaires

Deliverable 6A4: Federal Register Notifications

Deliverable 6A5: PRA Supporting Statement Part A. Justification

Deliverable 6A6: PRA Supporting Statement Part B. Collections of Information Employing Statistical Methods

7.0 Task Seven: Survey and Sampling Design and Methodology (Optional Task) Task 7A: The Contractor shall review the VA’s survey and sampling design for feasibility to determine if the design will yield a statistically valid sample and provide a meaningful analysis at the end of the 20-year period. Upon review and analysis, the Contractor shall provide a detailed plan outlining recommendations to improve upon or replace the current survey and sampling design. Once the design has been approved by the VA, the Contractor shall utilize the new design and recommendations on future reports. The detailed plan shall address, but is not limited to the following:

· Statistically valid survey and sampling design including survey methodology and weighting procedures

· Response Rates – What is the number of responses required to have a valid response for analysis? Plans to achieve response levels including following up with participants and sending out surveys multiple times through different communication methods

· Survey Fatigue – How to keep participants active and engaged throughout the 20 years?

· Non-Response Bias

· Method for tracking response

· Survey risks

Deliverable 7A: Written survey and sampling design with recommendations.

F. SCHEDULE FOR DELIVERABLES

1. The Contractor shall complete the Delivery Date column in Attachment A for each deliverable specified.

2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

3. If for any reason the scheduled time for a deliverable cannot be met, the Contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

G. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

H. REPORTING REQUIREMENTS

1. The Contractor shall provide the Contracting Officer Representative (COR) with monthly written progress reports (original plus 3 copies). These are due to the COR by the second workday following the end of each calendar month throughout the project's duration.

2. The progress report shall cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation.

I. TRAVEL

Travel is not anticipated at this time.

J. GOVERNMENT RESPONSIBILITIES

The Government will provide reference materials, data, and program documentation.

K. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and options. These are defined as key personnel and are those persons whose resumes were submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and COR.

Key personnel shall be able to demonstrate their skills and experience in conducting research studies of this magnitude. The Contractor shall have a minimum of three years’ experience in writing annual reports for studies of similar content. Educational accomplishments or work experience shall be clearly relevant to the scope of work required under this contract.

If capable, the Contractor shall provide at least one key personnel with VA VR&E subject matter expertise (SME). The SME shall provide VR&E knowledge of policy, procedures, and data elements that is critical to accurately analyzing trends and long-term outcomes of VR&E participants. Educational accomplishments or work experience shall be clearly relevant to the scope of work required under this contract.

Any personnel the Contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel being replaced. Requests to substitute personnel shall be approved by the COR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COR and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.

Exhibit A Schedule of Deliverables