36C10X18Q9175-0002000.docx

36C10X18Q9175 36C10X18Q9175 A00002

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF S

OLICITATION NUMBER

9B. DATED

PAGE

OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

BY

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 09-20-2018 Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 To all Offerors/Bidders

36C10X18Q9175 09-13-2018

X X X 9:00 AM ET on 09-24-2018 See Continuation Sheet

Corey Mann Contracting Officer Continuation Sheet

The purpose of this amendment is to implement the following:

1. Answer questions submitted to the Contracting Officer;

2. Make clarifications in E.2 EVALUATION AND AWARD; and

3. Revise CLIN quantities in B.3 PRICE/COST SCHEDULE

4. Extend the due date for quotes to Monday, September 24, 2018 at 9:00 AM ET

See the HFE Consolidated Vendor Questions and Answers document and the conformed 36C10X18Q9175 solicitation document for details. Changes are highlighted for reference.

Consolidated Vendor Questions and Answers

Perigean Technologies LLC

Contract No.

VA119A-15-C-0042

Value of contract:

$293,056.18

The PWS states “The Contractor is to provide notes to HFE from study sessions that are as close as possible to verbatim without the need for transcription of recordings” (PWS 2.0). If another office (i.e. not HFE) is conducting the study, that office may decline notes to be provided. The minimum expectation is that “The Contractor is typically expected to provide notes for sessions, regardless of study method used” (PWS 2.0).

· Contractor shall perform screening, recruiting, scheduling, technological assistance, note-taking and Participant reimbursement activities;

· Contractor shall recruit Participants based on study-specific screening criteria aligned to targeted assessment objectives;

· Contractor shall coordinate virtual studies including technological (e.g., downloading and testing of web conferencing software with study Participants) and A/V support;

· Contractor shall be responsible for recruiting Veterans to meet study needs.

As outlined in the RFP, the Contractor should evidence their methods and approach to successfully meet and/or exceed the requirements in a timely manner.

Page 44 asks for proposers to "demonstrate how it will recruit and schedule a maximum of 168 unique Veterans during a one-year period”.

Please clarify the number of participants.

The anticipated number of participants per year is 140; however, if optional tasks are exercised, the number may increase to 180 participants. The PWS and CLIN quantities have been revised accordingly.

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

776-18-4-9200-0424 36C10X18Q9175 Vincent Bender (vincent.bender@va.gov) 240-215-0697 09-24-2018

9:00 AM EST

Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 X X 541611 $15 Million X N/A X See B.4 Performance Work Statement (PWS)

Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703

TBD

See B.2 Invoicing Instructions

The Department of Veterans Affairs (VA), Veterans Health Administration Human Factors Engineering (HFE) Participant Recruitment See Section B.3 Price/Cost Schedule and B.4 Performance Work Statement (PWS) for details.

All quotes and questions shall be submitted in accordance with Section E below.

Contract Type: Firm-Fixed Price

TIERED EVALUATION -

set-aside based on an order of priority as established in 38 U.S.C. 8127.

Tiers:

Verified SDVOSBs Verified VOSBs Other small businesses concerns

TBD

X X X Corey Mann Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703

Contracting Officer (CO):

Corey Mann Corey.Mann@va.gov 240-215-1661

Contracting Specialist (CS):

Vincent Bender vincent.bender@va.gov 240-215-0697

Contracting Officer’s Representative (COR):

TBD

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C10X18Q9175

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B.2 INVOICING INSTRUCTIONS

1. Submission - In accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests, all invoices shall be submitted electronically. A copy of all invoices shall be provided to the contracting POC identified in section B.1.

Tungsten (fka OB10) ELECTRONIC INVOICE SUBMISSION FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: TBD COR (Contracting Officers Representative): TBD Contract/Task Order Number: TBD Purchase Order Number: TBD

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

· VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

· A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-invoice Set-up information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

· Tungsten e-Invoice setup information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@tungsten-network.com

· FSC e-Invoice contact information: 1-877-353-9791

· FSC e-Invoice email: vafsccshd@va.gov

· http://www.fsc.va.gov/einvoice.asp

COMMUNICATIONS:

· https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-electronic-submission-of-payment-requests

· http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

1. Submission of Proper Invoice - The following data must be included in an invoice for it to constitute a proper invoice:

a. Name and address of the contract

b. Invoice date and number

c. Item number, description, quantity, unit of measure, price, extended price and a total of supplies delivered or services performed.

1. Cumulative billing (per line item and total)

1. Final invoices must be marked ‘FINAL INVOICE’

1. Proof of supplies delivered or services performed MUST also be provided. Signature, printed name and title of Government receiving official and date of delivery or performance period must be included.

INVOICES THAT DO NOT COMPLY WITH THESE REQUIREMENTS SHALL BE REJECTED.

1. Contractor Remittance Address -

All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer - System for Award Management

1. Invoice shall be submitted in the arrears -

a. Other [X] Upon completion and acceptance by COR

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Base Period

Task 4.1 – Project Management and Preparation

Minutes from Kick-off Call

Task 4.2 – Contractor Project Management Plan

Task 4.3 – Study Coordination

Task 4.4 Optional Tasks

Copies of Communication Materials

Option Period One

Task 4.1 – Project Management and Preparation

Task 4.2 – Contractor Project Management Plan

Task 4.3 – Study Coordination

Task 4.4 Optional Tasks

Copies of Communication Materials

Option Period Two

Task 4.1 – Project Management and Preparation

Task 4.2 – Contractor Project Management Plan

Task 4.3 – Study Coordination

Task 4.4 Optional Tasks

Copies of Communication Materials

Option Period Three

Task 4.1 – Project Management and Preparation

Task 4.2 – Contractor Project Management Plan

Task 4.3 – Study Coordination

Task 4.4 Optional Tasks

Copies of Communication Materials

Option Period Four

Task 4.1 – Project Management and Preparation

Task 4.2 – Contractor Project Management Plan

Task 4.3 – Study Coordination

Task 4.4 Optional Tasks

Copies of Communication Materials

Total Contract Value (Base + All Options) Not to Exceed $

36C10X18Q9145

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B.4 PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

The Human Factors Engineering (HFE) directorate exists within the Veterans Health Administration (VHA), Office of Health Informatics (OHI), Health Informatics Division (HID). HFE seeks to increase awareness and application of human factors principles, improving performance and safety of VHA health information systems by optimizing the VHA employee and Veteran end-user experiences. HFE offers human-centered design services (including user interface design and usability assessments) for a variety of VA-developed and acquired products. A mechanism for obtaining feedback from a diverse population of Veterans on design concepts and prototype software is critical to ensure that the health information technology (HIT) provided for their use is helpful and relevant to them. Best practice in human-centered design encourages end-user feedback at all stages of product development.

2.0 SCOPE OF WORK

Veterans Health Administration (VHA), HFE seeks a commercial partner to assist with recruitment of Participants (Veterans, Caregivers, or Delegates) to participate in studies and provide substantive feedback regarding new HIT products being developed or acquired by VHA and its organizational partners. The Government does not provide access to Veteran Personal Information or other information about potential Participants, and the Contractor shall provide Participants for individual studies that match specific screening criteria.

For the remainder of the PWS:

· ‘Study’ will be used in a broad sense: Use of one or more usability methods, involving Participants, to solicit feedback from potential end users. 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 have a maximum of 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 9 Participants, where a usability study could consist of 9 sessions with a single Participant in each.

The Contractor shall perform screening, recruiting, scheduling, technological assistance, note-taking and Participant reimbursement activities. The Government will facilitate all studies. Specifics of the Contractor tasks follow:

Screening, Recruiting and Scheduling: The Contractor shall recruit Participants based on study-specific screening criteria aligned to targeted assessment objectives. 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). 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. Most studies, however, will not require Participants to have particular medical characteristics, but instead match certain demographic or technology criteria. Participants will typically interact directly with the software prototype in person or through a web conferencing platform, either individually or with other study Participants. Study methodologies used will vary, but will most often be one-on-one usability tests or, occasionally, focus groups where Participant feedback will be solicited on aspects such as software capabilities, user interface elements, and support for workflow. Studies will require, on average, six to nine Participants. Studies are concluded by asking Participants to complete one or two short surveys or evaluations. The Contractor will include an HFE-developed Survey Monkey link in the electronic pre-test session communications but the Government is responsible for analyzing the collected data.

The Government estimates a need to recruit approximately 140 Participants over the course of a year. The Contractor shall provide unique Participants for each study, where each Participant has not previously supported any HFE Study. The Contractor shall monitor 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 HFE study lead in advance. VA-owned space in Nashville, TN shall be the most frequently used location for face-to-face studies. HFE staff will support audio and visual (A/V) needs for studies conducted at this location.

Participant recruitment will be based on individual study needs and screening criteria will be provided to the Contractor one week in advance of the study start date along with a calendar of available session slots. For ease of scheduling, the number of session slots available will be between two to three times the number of Participants sought. The Contractor may recruit on a rolling basis; that is, the study can commence with the initial group of Participants while the Contractor continues the recruiting and scheduling efforts.

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

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

1. Participants will be asked if their names can be kept on file for potential future participation.

1. 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 and their device’s screen. HFE will prepare an A/V release (VA Form 10-3203) that all Participants will be asked to sign whenever a study requires a recording.

1. Participants must be able to speak and understand English.

1. Studies can be expected to be performed between 8:00 a.m. and 6:00 p.m. Eastern time, Monday-Friday, excluding Federal holidays.

HFE 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. Demographic information collected as part of the screener must be provided to the Government within one (1) business day following the conclusion of a study.

HFE will provide the contractor a Study Checklist to track the completion of tasks in support of each study. The Contractor must return the completed checklist to the Government.

Technological Assistance: Most of HFE’s studies will be conducted virtually, via use of web conferencing software that the Contractor shall provide. The Contractor shall coordinate virtual studies including technological (e.g., downloading and testing of web conferencing software with study Participants) and A/V support. The Contractor shall supply web conferencing tools for use in virtual studies that will work both within and outside the VA’s network. The virtual study tool must have a chat feature for the Contractor and any observers (e.g., business owner or other HFE team member) to communicate with the HFE facilitator. It will also provide an easy mechanism for ‘tagging’ recordings (i.e. marking areas of specific import for future ease of reviewing). The web conferencing software is needed to support studies when Participants are remote from the study coordinator. The Government does not wish to purchase the web conferencing software, but instead is purchasing a service that web conferencing software enables.

Note-taking: The Contractor is to provide notes to HFE from study sessions that are as close as possible to verbatim without the need for transcription of recordings. The Contractor is typically expected to provide notes for sessions, regardless of study method used. (There will be occasional exceptions such as when HFE 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).

Compensating Participants: The Contractor shall compensate Participants who provide their feedback, either verbal or written as required. Participants who do not complete feedback through no fault of their own (e.g., technical issues during a study session, will also be compensated. Compensation shall be provided via check within 5 days following the individual’s participation. Participant honorarium amounts are shown in Table 1.

On occasion, HFE Participant studies will overlap.

1. PERFORMANCE DETAILS

0. PERFORMANCE PERIOD

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

0. PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at the Contractor facilities. The Contractor shall also be responsible for the coordination of face-to-face studies held at the VA Location in Nashville, TN and possibly other cities.

0. TRAVEL

Travel outside the Washington DC metropolitan area is not anticipated under this contract.

0. 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. ODCs shall not exceed $7,775 for required studies in each year of the contract and shall not exceed $2,225 if all forty (40) optional tasks are exercised.

1. SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

1. PROJECT MANAGEMENT AND PREPARATION

0. KICK OFF CALL

Within 5 business days of contract award, the Contractor will participate in a kick off meeting to include HFE and the Contracting Officers Representative (COR). The purpose of the call is to review the Project Management Plan (in draft form).

Deliverables:

4.1.1.A Minutes from kickoff call

4.2 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 contract. 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 PWS. The initial baseline CPMP shall be concurred upon within 5 business days of contract Kick off Call by the Program Manager (PM) and the COR. The Contractor shall update and maintain the VA approved CPMP throughout the period of performance.

Deliverables:

4.2.A Contractor Project Management Plan (CPMP)

4.3 STUDY COORDINATION

4.3.1 The Contractor shall be responsible for recruiting Veterans to meet study needs. For each study, HFE 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.

Option Years: The requirements for study recruitment do not change.

Deliverables:

4.3.1.A. Test Session Schedule: For each study, the Contractor will produce a list of Veterans 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. The Contractor shall provide the schedule to HFE a minimum of one business day before the first study session. If there is a cancellation, the Contractor will work with HFE on options to fill the open slot(s) or continue testing with a smaller number of Participants. The study schedule will be updated accordingly.

4.3.1.B. 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 HFE 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.

4.3.1.C. Copies of all communications with study Participants: Contractor shall prepare and submit a written draft of its planned communications with study Participants. HFE will approve the content of the communications in advance of the contractor contacting the Participants.

4.3.1.D. Answers to Screening Questionnaire: 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 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 a subsequent study(ies), the Contractor shall review the questionnaire responses with the Participant, and update as needed.

4.3.2. The Contractor shall coordinate all aspects of each study session, 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 (Attachment C).

For face-to-face studies in Nashville TN, 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

· provide web conferencing software for conducting the sessions, and

· ensure Participants are able to utilize the web tool on the day of the test session.

The Contractor will 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 must 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.

HFE staff will moderate all sessions. The Contractor shall provide electronic summary notes that capture key Participant verbatim quotes, new ideas, key themes, and discussion points. Study notes shall be provided in addition to session recordings and electronic workbooks completed by Participants, when required.

All 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 mileage following Federal Travel Regulations for reimbursement based on independent verification of distances involved. 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: Participant Honorariums

$50 + travel money (not to exceed $25)

Option Years: The requirements for study support do not change.

Deliverables: For each study, the Contractor shall produce:

4.3.2.A Completed Checklist. At least two (2) business days prior to the first session, the Contractor will confirm with HFE 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.

4.3.2.B Notes. The Contractor shall take notes for all studies (virtual and face-to-face). The notes shall be provided electronically to HFE within three 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.

4.3.2.C Audio/Video (A/V) files. 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 HFE 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 HFE during the session using the virtual session chat feature Recordings must be viewable from within the VHA network.

4.3.2.D Payment record: 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 via check to the Participants and provide HFE with a list of payments issued.

4.4 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 each contract year (including base plus any option years). 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.

Deliverables: For each optional task, the Government will direct the Contractor to produce some or all of the following:

Deliverable: 4.4.A. Test Session Schedule Deliverable: 4.4.B Signed Copies of Participation Agreement Deliverable: 4.4.C Copies of communication materials Deliverable: 4.4.D Answers to Screening Questionnaire Deliverable: 4.4.E Completed Checklist Deliverable: 4.4.F. Notes Deliverable: 4.4.G. A/V files Deliverable: 4.4.H Payment record

1. 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 work day 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. 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.