Revised Attachment A - PWS HSI Participant Recruitment - Amendment 0002.pdf

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration (VHA)

Office of Health Informatics (OHI) CIDMO/ Human Systems Integration (HSI)

Participant Recruitment

Date: 07/14/2025

HSI Participant Recruitment

1.0 BACKGROUND

2.0 SCOPE OF WORK

3.0 PERFORMANCE DETAILS

3.1 CONTRACT TYPE

3.2 PERFORMANCE PERIOD

3.3 PLACE OF PERFORMANCE

3.4 TRAVEL

3.5 OTHER DIRECT COSTS (ODCs)

4.0 SPECIFIC TASKS AND DELIVERABLES

4.1 PROJECT MANAGEMENT AND PREPARATION

4.1.1 Post-award Conference/Kick-Off Meeting

4.1.2 Contractor Project Management Plan

4.2 STUDY COORDINATION

4.2.1 Screening, Recruiting and Scheduling

4.2.2. Studies Support

4.2.3 Post Study Activities

4.3 OPTIONAL TASKS

5.0 SCHEDULE FOR DELIVERABLES

6.0 PERFORMANCE METRICS

1.0 BACKGROUND

The Human Systems Integration (HSI) directorate exists within the Veterans Health Administration (VHA), Office of Health Informatics (OHI), Office of Clinical Informatics (OCI). HSI seeks to apply the standards of Human Centered Design (HCD) and mature HSI and human factors principles across Veterans Affairs (VA) to improve overall performance and safety of VHA health information systems (HIS) by optimizing the VHA employee (Staff), Veteran, Caregiver, and Survivor end-user experiences. HSI offers HCD and systems engineering services for a variety of VA-developed and acquired products and services with a diverse group of partners from across VA, to include VHA, Veterans Benefits Administration (VBA), and National Cemetery Administration. HSI provides support to collaborators seeking to improve the customer experience, such as Office of Connected Care, Veterans Experience Office, and Digital Services at VA. It is critical to obtain feedback from Government Staff and the Public, to include a diverse population of Veterans to understand their needs and experiences interacting with the Federal Government, as required by Federal Law (Public Law No: 115-336.

21st Century Integrated Digital Experience Act, or IDEA). HSI supports major VA Initiatives, including the Modernization efforts in support of the Digital Transformation at VA and the Strategic Goals and Objectives. VHA also supports the “Fourth Mission” of national preparedness for national emergencies.

2.0 SCOPE OF WORK

HSI seeks a partner to assist with the recruitment of Participants (Employees/Staff, Veterans, Caregivers or Delegates, and Survivors) to participate in studies and provide substantive feedback regarding their experiences with existing VA services and new products being developed or acquired by VA and its organizational partners. The Government does not provide access to Personal Information or other information about potential Participants. Contractor shall be responsible for sourcing and recruiting study Participants that align with government specific screening criteria.

Contractor must ensure that participants meet all inclusion and exclusion criteria. The Contractor shall perform screening, recruiting, scheduling, technological assistance, note-taking, validation, and Participant reimbursement activities. The Government or its partners will facilitate all studies.

For the remainder of the PWS:

• ‘Study’ will be used in a broad sense: Use of one (1) or more methods, involving Participants, to solicit feedback from potential end-users or consumers. Sample study methods include screen reviews, focus groups, and usability studies. A mix of face-to-face and virtual methods will be employed to conduct studies. A study will typically average, a minimum of six (6) to a maximum of nine (9) Participants, although some will have more.

• ‘Session’ is a single event attended by one or more Participants. For example, a focus group study could consist of a single session with nine (9) Participants, where a usability study could consist of nine (9) sessions with a single Participant in each.

o Some studies will require Participants with certain medical characteristics such as a Traumatic Brain Injury (TBI) diagnosis or women Veterans who have used VA maternity care services.

o Most studies will not require medical characteristics but instead require focus on certain demographic or technology criterions.

o Some studies may require specific residency qualifications or existing relationships with VA facilities, such as Employees or Veterans that provide or receive, respectively, care services.

o Participants will typically interact directly with the product or service in person or through a web conferencing platform, either individually or with other study Participants.

o Study methodologies shall vary to include: one-on-one usability tests, targeted questionnaires, and/or focus groups where Participant feedback will be solicited on aspects such as software capabilities, user interface elements, and support for workflow. Note there is a distinction Screening questionnaire used by the vendor to recruit participants and the targeted questionnaire used as a component of an actual study.

o Studies will require, on average, six to nine interviewed Participants.

o Studies are concluded by asking Participants to complete one or two short questionnaires or evaluations based on their individual experiences and preferences, such as session quality feedback. The Contractor shall include the Government developed link or materials in the electronic or physical pre-test session communications, but the Government is responsible for analyzing the collected data.

o Contractors shall obtain consent of participants when necessary and in adherence to the HSI Consent of Participants Standard Operating Procedure (Attachment D - Consent of Participants Standard Operating Procedure).

3.0 PERFORMANCE DETAILS

3.1 CONTRACT TYPE

The contract type will be Firm-Fixed Price.

3.2 PERFORMANCE PERIOD

The period of performance shall be from date of award for a base year of 12-months plus four 12-month options.

3.3 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at the Contractor facilities.

The Federal holidays set by law (USC Title 5 Section 6103) that VA follows are outlined here:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

3.4 TRAVEL

Travel is not anticipated under this contract.

3.5 OTHER DIRECT COSTS (ODCs)

ODCs will be reimbursed at the Contractor’s cost. Each Contractor invoice shall include copies of all receipts that support the ODCs claimed in the invoice and written substantiation for the incurred costs.

4.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

4.1 PROJECT MANAGEMENT AND PREPARATION

4.1.1 Post-award Conference/Kick-Off Meeting

The Contractor shall coordinate and administer a post-award conference/kick-off meeting with key stakeholders and subject matter experts (SMEs), all of whom shall be identified by the Government Project Manager (PM) / Contracting Officer’s Representative (COR). The Contractor shall schedule the meeting within five (5) calendar days after contract award or as agreed upon between the COR, the CO, and the Contractor. At the Government’s discretion, the kick-off meeting may be held on-site at the Contractor’s facility, at a Government facility, or via a virtual meeting platform. The meeting will include representatives from the Government, such as the Contracting Officer (CO) and Contracting Officer's Representative (COR), as well as key personnel from the Contractor's team. The agenda will cover project objectives, timelines, deliverables, communication protocols, and any initial questions or concerns.

The Contractor is responsible for preparing a detailed project plan (draft Project Management Plan) and presenting it during the kick-off meeting. Additionally, the Contractor must provide all necessary documentation, including a list of key personnel, contact information, and a communication plan. The Contractor shall electronically deliver Post-Award Conference/Kick-Off Meeting Minutes to all meeting participants no later than three (3) business days after the conclusion of the meeting. Any action items or questions that arise during the kick-off meeting must be addressed by the Contractor within three business days.

Deliverables:

A. Post-Award Conference/Kick-Off Meeting Minutes

4.1.2 Contractor Project Management Plan

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that describes the Contractor’s approach, timeline and tools to be used in execution of the task order. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the Performance Work Statement (PWS). The initial baseline CPMP shall be concurred upon within five (5) business days of Post-Award Conference/Kick-Off Meeting to the Program Manager (PM) and the Contracting Officer’s Representative (COR). The Contractor shall update and maintain the VA approved CPMP throughout the PoP.

A. Contractor Project Management Plan (CPMP)

4.2 STUDY COORDINATION

The Contractor shall perform screening, recruiting, scheduling, technological assistance, note-taking, validation and Participant reimbursement activities. The Government or its partners will facilitate all studies.

4.2.1 Screening, Recruiting and Scheduling.

The Contractor shall recruit Participants based on government specific screening criteria. The Contractor shall establish alignment of a study specific minimum quantity of recruited Participants that match screening criteria for anticipated tasks and have access to specified technologies (i.e., Veterans with smart-phones). The Contractor shall be responsible for recruiting participants to meet study needs. For each study, HSI will provide the Contractor with a list of Participant characteristics needed, dates and times in which the study sessions will take place, and a list of scheduling slots. Studies will usually require nine or fewer Participants and will typically last around one hour. Approximately 90% of the studies will be 1:1 rather than in a group setting. The Contractor shall also be responsible for obtaining necessary Union approvals for the recruitment of Government Employees as study participants. This includes diligently filling out and submitting all required forms, effectively coordinating communications between relevant Union representatives and HSI, and ensuring that all Union-related requirements and protocols are adhered to. The Contractor shall detail their proposed process for obtaining these approvals and how they will integrate this task into the overall coordination of the study, ensuring minimal impact on study timelines and participant scheduling. For each study, the Contractor will produce a list of participants who meet the study eligibility criteria and schedule them into available slots. The Contractor may schedule all Participants in advance of the study start or may recruit and schedule on a rolling basis, if necessary. The Contractor shall provide the schedule to HSI a minimum of one business day before the first study session. If there is a cancellation, the Contractor will work with HSI on options to fill the open slot(s) or continue testing with a smaller number of Participants. The study schedule will be updated accordingly.

The Government estimates a need to recruit up to six hundred (600) total Participants over the course of a twelve (12) month period of performance (PoP). This includes a range of potential Participant mix:

Employees (Staff) Veterans Caregivers (Delegates) Survivors

Up to 300 Up to 400 Up to 50 Up to 50

The Contractor shall provide a Participant classification code and demographics table for each engaged participant. The code and demographics table shall not include identifiable information, and the Participants’ name and other unique identifiable attributes shall remain anonymous to the Government.

The Contractor shall provide unique Participants for each study, where each Participant has not previously supported a study, unless inclusion criteria requires past participation. The Contractor shall monitor and track engagement by each Participant for which Study they have supported, and the Government may specifically target reassessments on certain Studies using the prior Participants. The use of ‘repeat’ Participants across studies is not authorized unless approval is explicitly granted by the Government in advance. VA-owned space in Orlando, FL shall be the most frequently used location for face-to-face studies, at the Simulation Learning, Evaluation, Assessment, and Research Network (SimLearn) facility, National Simulation Validation, Evaluation and Testing (SimVET) Center, 13800 Veterans Way, Orlando, FL 32827, and others may occur at VA facilities within the United States and U.S.

Territories. Government staff will support audio and visual (A/V) needs for studies conducted at Government facilities.

Recruitment of participants will be tailored to the specific needs of each study. The Contractor will receive screening criteria at least one week prior to the study's commencement, along with a calendar indicating available session slots. To facilitate scheduling, the number of session slots offered will range from two to three times the desired participant count. The Contractor is permitted to recruit participants on a rolling basis, meaning that the study may begin with an initial group of participants while recruitment and scheduling efforts continue concurrently. To be eligible for an incentive listed in Table 1: Participant Honorariums, participants must make a good faith effort to complete their designated session. The Contractor is responsible for tracking session completion statuses and ensuring that participants who fulfill the session requirements receive the appropriate incentives. The Contractor shall comply with all Federal, State, and Local regulations regarding incentive structures, to include: 5 United States Code (USC) 5333, 18 USC 209, 18 USC 208, 5 Code of Federal Regulations (CFR) 2635.802, 5 CFR 2635.502 and 5 CFR 2635.502(a).

For current Government Staff Participants responding as a ‘Staff’ Participant, the Contractor shall coordinate written approvals for incentives that are sponsored and approved by the local Facility Director (field-based), National Program Director (Central Office), or an appropriate Senior Executive Service (SES) for each Unique Study Code. The Contractor shall maintain the written approvals (email is sufficient) as part of the Study Materials. The Contractor shall provide an accessible webpage for interested parties to request participation or to inquire about more information, but the webpage may require validation such as the provision of the Station Identification Code (Station ID or Station No.)

and/or Unique Study Code. The Contractor shall respond to legitimate inquiries within five (5) business days. The Contractor shall coordinate any inquiries with the VHA Office of General Counsel with questions pertaining to compliance with Federal, State, or Local regulations.

The Contractor is responsible for working with Government-provided study support materials. This includes the Participation Agreement template, which will be provided upon award, to be completed once by each Participant. Stipulations include:

• All Participants must agree to keep their contact information up-to-date with the Contractor if they are interested in future participation.

• Participants will be asked if their names can be kept on file with the Contractor for potential future participation.

• Participants must agree to be recorded (audio and video) in the event that the study protocol includes audio and/or video recording of the participant, their environment (background) and their devices’ screens. Participants must sign the A/V release (VA Form 10-3203) that all Participants will be asked to sign whenever a study requires a recording.

• Participants must be able to speak and understand English, unless specific inclusion criteria requires other languages.

• Studies can be expected to be performed between 8:00 a.m. and 6:00 p.m. Eastern Time, Monday-Friday, excluding Federal Holidays.

• Participants may leave a study at any time or withdraw their authorization for any reason, without any impact on their benefit or employment status, but will not receive an incentive without completing the session.

• Participants must agree to protect Personal Health Information (PHI) by signing a participant agreement under health care operations in accordance with 45 C.F.R. § 164.506(c) in quality improvement activities or research testing and evaluation approved by an Institutional Review Board (IRB) (45 C.F.R. § 164.512(i)).

The Government will provide the contractor a Screening Questionnaire to collect information that can be used not only to describe Participants but also to build a pool of Participants willing to be considered for future studies through Advanced Recruiting. The Contractor shall maintain a Pool of active participants that is at least two times the required Participant Mix. Demographic information, except for any personally identifiable information (PII), collected as part of the screener must be provided to the Government within one (1) business day following the conclusion of a study for all Participants that were engaged in the study.

Deliverables:

A. Test Session Schedule (Screening, Recruiting and Scheduling) B. Signed Copies of the Participant Agreement C. Copies of all communications with study Participants

4.2.2. Studies Support

Prior to the study, the Contractor shall work with the Participant to obtain answers to the questions in the Screening Questionnaire, which will be provided upon award). NOTE: This is the basic screener that will be used for all studies. However, study leads may opt to include additional questions on a per study basis. In most cases, the basic screener questions will only need to be answered by each Veteran once, prior to participation in their first study. The screeners shall be maintained by the Contractor for the duration of the contract (in order to aid future recruitment). Participant responses to screening questions shall be submitted to the Government following that study. If a Veteran participates in subsequent study(ies), the Contractor shall review the questionnaire responses with the Participant and update as needed.

Technical Assistance: The majority of studies will be conducted remotely, utilizing web conferencing software supplied by the Contractor or through a VHA Technical Reference Model (TRM) approved application, currently Microsoft Teams. The Contractor shall be responsible for actively organizing virtual studies, which includes technical preparations (e.g., assisting Participants with downloading and testing the web conferencing software) and providing A/V support to ensure sessions proceed as planned. The Contractor shall assist Participants with any technical issues that arise before or during the scheduled session. The provided web conferencing tools must be compatible with both the VA's network and external networks. The software must include a chat feature, allowing the Contractor and any observers (e.g., business owner or other Government team members) to communicate with the study facilitator.

Additionally, the software should enable 'tagging' of recordings, marking specific segments for easy reference during future reviews. This web conferencing software is essential for conducting studies when Participants are located remotely from the study coordinator and facilitator.

Note-taking: The Contractor is to provide notes to the Government from study sessions that are as close as possible to verbatim without the need for formal manual transcription of recordings. The Contractor shall review any web conferencing software automatic transcription output. The Contractor is typically expected to provide notes for sessions, regardless of study method used. (There will be occasional exceptions such as when HSI is merely facilitating access to Veteran study Participants for another office and not conducting the study.) On-site presence for face-to-face studies is not required, as notes will be taken virtually by coordinating with the facilitator (e.g., the facilitator will note who is speaking in a focus group in order to help with correct attribution of feedback).

Incentivizing Participants: The Contractor is responsible for offering rewards to non-staff interviewed Participants who submit their feedback, whether in spoken or written form, as specified. If Participants are unable to complete their feedback due to circumstances beyond their control (e.g., technical difficulties during a study session), they will still be eligible for a reward. These incentives must be distributed within five (5) days after confirming the individual's valid participation. The specific honorarium amounts for Participants are detailed in Table 1.

On occasion, Participant studies will overlap, but the Government anticipates most sessions to occur linearly without cooccurrence. The Contractor shall have the capacity to ‘surge’ to up to three (3) concurrent sessions supported simultaneously, however this is rarely expected.

HSI Program Manager will moderate all sessions.

4.2.2(a) The Contractor study methodologies shall vary to include one-on-one usability tests, targeted questionnaires, and/or focus groups face-to-face or virtual, including scheduling the Participants, obtaining consent for recording (if needed), and processing payments as needed for each study per the Study Checklist, which will be provided upon award.

For face-to-face studies in, the Contractor shall provide directions and parking information to Participants, study information sheets, and electronic workbooks if appropriate for the study.

For virtual studies, the Contractor shall:

• Send out session access information;

• Distribute study information sheets;

• Distribute electronic workbooks or other materials as the Government determines are appropriate; and

• Set up and test technical connections, including o provide web conferencing software for conducting the sessions, and o ensure Participants are able to utilize the web tool on the day of the test session.

The Government will provide the Contractor a Study Checklist to track the completion of tasks in support of each study. The Contractor shall return the completed checklist to the Government after each study is completed, within five (5) business days following the conclusion of a study.

The Contractor shall provide individualized familiarization and training of the web conferencing software on a case-by-case basis for those Participants who either request it, or experience difficulties in a trial / dry-run as needed in order for them to participate in a study. The Contractor shall be prepared to record virtual sessions. NOTE: Recordings, when required, will consist of audio (all studies) and Participant interaction with the product being studied (e.g., mouse clicks, keypad touches). At no time will Participant faces be recorded.

A. Conduct Studies.

B. Answers to Screening Questionnaire.

C. Completed Checklist.

4.2.3 Post Study Activities

The Contractor shall provide electronic summary notes post study session. Study notes shall be provided in addition to session recordings and electronic workbooks completed by Participants, when required.

All interviewed Participants who complete the studies shall be compensated based on length of session and whether Participants are required to drive to the test site. Reimbursements are documented in Table 1 below. For face to face study reimbursement, the Contractor is to calculate the interviewed participants’ mileage following Federal Travel Regulations for reimbursement based on independent verification of distances involved. Interviewed Participants should receive honorarium and travel reimbursement in one combined payment.

In any ‘gray’ situation where there is a question about whether the Contractor should issue a payment, the Contractor shall discuss the particulars with the study lead who will determine if payment is warranted.

Table 1: Interviewed Participant Honorariums

Study Type Study Duration

< 1 hour 1 – 1.5 hours 1.5 – 2 hours 2 hours + Virtual $35 $60 $75 $100

Face to Face

N/A $60 + travel money

(not to exceed $25)

$75 + travel money (not to exceed $25)

$100 + travel money (not to exceed $25)

Deliverables:

A. Notes.

B. Audio/Video (A/V) files.

C. Payment record

4.3 OPTIONAL TASKS

Optional tasks will be exercised at the Government’s discretion. The Government requires the option to add up to forty (40) Participants during the base period of performance (PoP). The tasks associated with these optional Participants will follow the same pattern and timeframe/due dates as those of required tasks. The dates will be specified at the time the option is exercised. For each optional task, the Government will direct the Contractor to produce some or all of the deliverables.

A. Test Session Schedule B. Signed Copies of Participation Agreement C. Copies of Communication materials https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation

D. Answers to Screening Questionnaire E. Completed Checklist F. Notes G. A/V files H Payment record

5.0 SCHEDULE FOR DELIVERABLES

Days used in the table below refer to business days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government workday after the weekend or holiday.

If for any reason a deliverable cannot be delivered as scheduled, the Contractor is required to submit a written request for a time extension to the Contracting Officer (CO) and the Contracting Officer Representative (COR). The request must include the reason(s) for the delay, the impact on the overall project, and the impact on the cost of the project. The CO after consultation with the COR will consider each request on the basis of its merits. The Contractor is required to proceed as originally scheduled until such modification is issued. The CO is the only official authorized to make changes to the contract.

The Contractor shall provide the specific deliverables described below within the performance period stated in this PWS. The Contractor shall provide written deliverables in draft form to the VA Program Manager (PM) and the COR. The VA PM will complete a review of the draft deliverable and provide feedback within ten business days from date of receipt, unless otherwise specified. The Contractor shall verify receipt of the draft deliverables and request this feedback in order to address concerns and prepare the final deliverable. The VA Program Manager will provide approval for each final deliverable, or rejection of the final deliverable with summary reasons, in writing within five (5) business days. Following notification of Government rejection, the Contractor has five (5) days to resubmit the revised deliverable.

The VA COR is responsible for coordinating Government review.

Task Description Deliverable Method

Due Date

4.1.1 Post-Award Conference /Kick-Off meeting

The Contractor shall electronically deliver Post-Award Conference/Kick-Off Meeting Minutes to all meeting participants.

Electronic submission to: VA

PM, COR

Base Year: Due three (3) business days after kickoff

4.1.2 Contractor Project Management Plan

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that describes the Contractor’s approach, timeline and tools to be used in execution of the task order.

Electronic submission to: VA

PM, COR

Base Year: Draft is due at time of Kickoff Meeting;

Final is due 5 business days after Government feedback on draft

PMP.

Option Year: Due on the fifth (5) business day of the Option Period of Performance.

Task Description Deliverable Method

Due Date

4.2.1 Screening, Recruiting and Scheduling.

For each study, the Contractor will produce a list of participants who meet the study eligibility criteria and schedule them into available slots. The Contractor may schedule all Participants in advance of the study start or may recruit and schedule on a rolling basis, if necessary. The Contractor shall provide the schedule to HSI a minimum of one business day before the first study session. If there is a cancellation, the Contractor will work with HSI on options to fill the open slot(s) or continue testing with a smaller number of Participants.

The study schedule will be updated accordingly.

Electronic submission to: VA

PM, COR

Base and Option Year: Due minimum of one

(1) business day before study begin date.

4.2.1

Signed Copies of the Participant Agreement

The Contractor is responsible for supplying Participants with the accepted Participant Agreement (ATTACHMENT A) and collecting the signed version prior to a Veteran participating in a study. (Each Veteran needs to submit the Participation Agreement only once, prior to their first participation.) The Contractor will store paper copies in accordance with VA’s Records and Information Management Policy, VA Directive 6300 and provide electronic copies of all signed Participant agreements to HSI using an established, contractor provided file transfer protocol (FTP) for the transfer of files that contain confidential or sensitive information. Alternatively, the Contractor may use software such as the Army’s Safe Access File Exchange (SAFE) which can be used by anyone.

Electronic submission to: VA

PM, COR

Base and Option Year: Due minimum of one

(1) business day before study begin

4.2.1

Copies of all communication s with study Participants

Contractor shall prepare and submit a written draft of its planned communications with study Participants.

HSI will approve the content of the communications in advance of the contractor contacting the Participants.

Electronic submission to: VA

PM, COR

Base and Option Year: Drafts are due two (2) business days after request for study recruitment.

Final is due one

(1) business day after receipt of Government comments and shall then be sent to Participants.

4.2.2(a) The Contractor shall Conduct Studies whether face-to-face or virtual.

Electronic submission to: VA

PM, COR

Base and Option Year: Due at time the test session schedule is provided.

4.2.2 Prior to the study, the Contractor shall work with the

Participant to obtain answers to the questions in the Screening Questionnaire Attachment B). NOTE: This is

Electronic submission to: VA

PM, COR

Base and Option Year: Due at time the test session

Method

Due Date

Answers to Screening Questionnaire the basic screener that will be used for all studies.

However, study leads may opt to include additional questions on a per study basis. In most cases, the basic screener questions will only need to be answered by each Veteran once, prior to participation in their first study. The screeners shall be maintained by the Contractor for the duration of the contract (in order to aid future recruitment). Participant responses to screening questions shall be submitted to the Government following that study. If a Veteran participates in subsequent study(ies), the Contractor shall review the questionnaire responses with the Participant and update as needed.

schedule is provided.

4.2.2 Completed Checklist

At least two (2) business days prior to the first session, the Contractor will confirm with HSI Government Program Manager that these tasks are complete by submitting a completed study checklist using the approved template or a modification of it agreed to by the Government and the Contractor.

Electronic submission to: VA

PM, COR

Base and Option Year: Due minimum of two

(2) business days before first session begin

4.2.3 Notes

The Contractor shall take notes for all studies, whether virtual or face-to-face. The notes shall be provided electronically to Program Manager within three (3) business days following the final Participant session or a modified schedule agreed upon by the Government and Contractor. Notes shall capture key Participant verbatim quotes, new ideas, key themes, and discussion points. The Contractor may choose to review the recordings if necessary to complete production of the notes, but this is not a requirement.

Electronic submission to: VA

PM, COR

Base and Option Year: Due three

(3) business days after completion of a study or a modified schedule agreed upon by the Government and Contractor.

Audio Visual from sessions

For virtual studies only, the Contractor will create and maintain full webinar A/V recordings of each test session per VA Directive 6300.01Records and Information Management, RCA 10-1 Nov 2017, and GRS

5.1 item 020, DAA-GRS-2017-0003-0002, and provide viewing access to HSI Program Manager within two business days of the study’ s conclusion. The recordings shall be marked and noted at any significant or requested points, as indicated by HSI Program Lead during the session using the virtual session chat feature Recordings must be viewable from within the VHA network.

Electronic submission to: VA

PM, COR

Base and Option Year: Due two (2) business days after completion of a study.

Payment Record Electronic

For each study, the Contractor is responsible for disbursing honorarium payments to Participants promptly following each session in which they participate. Within five (5) business days of the session, the Contractor shall send out payments to the

Electronic submission to: VA

PM, COR

Base and Option Year: Due five (5) business days after completion of each study.

Method

Due Date

Participants and provide HSI Program Manager with a list of payments issued.

6.0 PERFORMANCE METRICS

The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its discretion.

4.3 Optional Tasks