36C10X23R0081_1.docx

36C10X23R0081

GENERAL INFORMATION

Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Contract Specialist Orton Porter orton.porter@va.gov

(202) 746-3116

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued.

The Solicitation 36C10X23R0081 is issued as a Request for Quote (RFQ) and is being conducted under FAR Part 13 Simplified Acquisition Procedures (SAP), including the incorporated provisions and clauses.

NAICS Code: 541611 -Administration and General Management Services Service Code: U009 – Education/Training - General.

The Government will award a single award contract resulting from this solicitation.

Quote Due Date: 08/30/2023 at 10:00 AM ET Questions Due Date: 08/22/2023 by 1PM ET The provision at FAR 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition and an addendum is below.

The clause at FAR 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition and an addendum is below.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice See below for further requirements and solicitation details.

Combined Synopsis/Solicitation Notice

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.

UEI:

EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C10X23R0081 08-17-2023 Orton Porter 202-746-3116 08-30-2023 10:00

EDT

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703 X 541611 $24.5 Million N/A X Strategic Acquisition Center - Frederick

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917 1-(877)-489-6135 See CONTINUATION Page Virtual Mental Health and Workplace Wellness Webinars All proposal intentions, questions and proposals shall be submitted in accordance with instructions to offerors Questions: 1 p m August 2 , 2023 Proposal Intentions: 12pm (noon) ET, August 28, 2023 See CONTINUATION Page X X Jennifer Swift Page 1 of 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 5202 Presidents Court, Suite 103 Frederick MD 21703

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

B.2 PERFORMANCE WORK STATEMENT

Background The Department of Veterans Affairs (VA), Office of Resolution Management, Diversity, and Inclusion (ORMDI) has a mission to promote a healthy working environment through the prevention, resolution, and processing of workplace disputes. ORMDI fosters prevention by ensuring VA employees are educated on the elements of a healthy working environment. In addition to promoting physical and emotional safety in the workplace, ORMDI also aids the mental health of VA employees. ORMDI supports VA organizations by offering webinars and workshops to employees to support their well-being.

According to the Center for Disease Control (CDC), “Nearly 1 in 5 U.S. adults aged 18 or older (18.3% or 44.7 million people) reported any mental illness in 2016.” In addition, “71% of adults reported at least one symptom of stress, such as a headache or feeling overwhelmed or anxious...About 63% of Americans are part of the U.S. labor force. The workplace can be a key location for activities designed to improve well-being among adults.” Depression interferes with a person’s ability to complete physical job tasks about 20% of the time and reduces cognitive performance about 35% of the time. The CDC recommends that organizations “host seminars or workshops that address depression and stress management techniques, like mindfulness, breathing exercises, and meditation, to help employees reduce anxiety and stress and improve focus and motivation.”

Most recently during FY22 Public Service Recognition Week, an agency-wide celebration of VA employees and volunteers’ service to our Nation’s Veterans, ORMDI offered mental health and wellness resources to over 5,000 employees and volunteers. The provided resources were self-led and lacked the ability to collect, analyze, and utilize data to make informed decisions on improving employee mental health outcomes.

Purpose ORMDI has a need to provide leaders and employees with tools and resources necessary to manage their personal mental health as a first-line defense, prior to seeking professional help. This work will support our organizational goal of seeding I*DEA (inclusion, diversity, equity, and access) concepts by guiding staff to create a workplace that is psychologically safe and accessible for all.

Scope Mental health and wellness sessions will be made available to ORMDI employees only. ORMDI currently has 406 budgeted full-time employees (FTEs) dispersed remotely throughout the country. However, with the expansion of the organization’s scope, we expect the organization to grow to 815 or more employees over the next two years.

ORMDI is seeking a vendor to provide mental health webinars to ORMDI employees at a rate of one per month. Sessions will cover topics such as mental health, workplace wellness tips, and stress management techniques. All sessions will be provided virtually, using Microsoft Teams or a comparable platform approved by VA.

In addition, ORMDI requires the vendor to provide support in the form of weekly coaching sessions for ORMDI managers and supervisors. These discussions will focus on developing more well-rounded managers by bringing awareness to the impact mental health can have on a workplace. These sessions will take place from a managerial perspective and provide managers with the platform to discuss solutions and perspectives with a qualified coach while also sharing resources to address workplace stressors and manage mental health. All sessions will be provided virtually, using Microsoft Teams or a comparable platform approved by VA.

Finally, the vendor must create an online portal whereby ORMDI employees can take advantage of recorded trainings, mental health exercises, brochures, and other relevant information intended for personal use and sharing with their colleagues.

Performance Tasks ORMDI’s objective is to raise engagement, productivity, employee morale, and overall wellness via bestowed strategies. Therefore, the organization will need to access session notes, outcomes, and analysis of organizational mental health status at the conclusion of each coaching session and engagement event. No personally identifiable information (PII) should be collected from attendees by the vendor. This information must be made available within one week after each session.

Task 1: Mental Health and Wellness Sessions Task 1.1 - Facilitate one (1) virtual mental health and wellness sessions per month for a total of twelve (12) sessions over the course of each 12-month cycle, with a potential total of forty-eight (48) sessions if a three-year option is applied. These totals may be subject to change based on evolving ORMDI needs. Using mental health and wellness sessions as a vehicle, the vendor shall provide content to satisfy the following mental health management objectives within the context of each 12-month cycle.

Task 1.1.1 - Overview of Mental Health Conditions and Personal Triggers (First month of contract. Specific date TBD.) This is a 60-minute virtual course that explores symptoms associated with the different Mental Disorders listed in the DSM-5-TR, an objective summary of emotional triggers associated with these disorders, and an introduction to mindfulness so participants can learn to be self-award of their personal physical and psychological status at any given moment.

Task 1.1.2 - Pathophysiological Effects of Burnout on the Body, Tips for Preventing Burnout or Working Your Way Out of It (Second month of contract. Specific date TBD.) This is a 60-minute virtual course that teaches participants to be sensitive to minor burnout warning signs prior to the appearance of major concerns such as chronic fatigue, insomnia, headaches, stomachaches, anger, isolation, irritability, substance abuse, etc. Educate students to implement proactive daily actions that promote self-care and overall health that prevent burnout. Share tips for digging out of burnout or breaking negative habits if it is too late.

Task 1.1.3 - Guidelines for Creating a Customized Stress Management Plan (Third month of contract. Specific date TBD.) This is a 60-minute virtual course that walks through a step-by-step written template employees can model to manage stress in a healthy and productive manner. Students should receive a written outline they can work on individually after class.

Task 1.1.4 - Staying Motivated and Maintaining a Healthy Mindset (Fourth month of contract. Specific date TBD.) This is a 60-minute virtual course to provide participants with a variety of strategies to stay engaged and productive. Each strategy should be delivered within the context of relatable stories and examples of practical application.

Task 1.1.5 - The Importance of Preventative Care and Nutrition, Post-pandemic (Fifth month of contract. Specific date TBD.) This is a 60-minute virtual course focused on nutrition as a means of preventative health. Emphasize the importance of things like portion control, avoidance of non-nutritious beverages, and daily walks. Explore tips and benefits of home or community gardening. Define a well-balanced diet. Explain the role exercise and sleep play in relation to nutrition. Discuss reasonable meal choices for folks who enjoy cooking and those who do not.

Task 1.1.6 - Objective 6: Creating Appropriate Boundaries as a Remote Worker (Sixth month of contract. Specific date TBD.) This is a 60-minute virtual course that teaches students to establish and maintain healthy remote workplace boundaries to facilitate work/life balance, prevent burnout, and minimize boredom and isolation. Provide examples of behaviors that suggest one’s workplace is taking advantage of their remote work status, as well as behavioral examples that reveal an individual is taking advantage of their employer. Share tools for setting appropriate boundaries and recommendations for approaching difficult conversations with a supervisor or subordinate if one’s remote work environment is currently off-balance.

Task 1.1.7 - Time Management and its Impact on Mental Health (Seventh month of contract. Specific date TBD.) This is a 60-minute virtual course that starts with an activity where participants perform a self-assessment to measure their time management skills. Explain the correlation between poor time management and common mental health issues such as stress, anxiety, sleep problems, depression, poor relationship management, etc. Teach skills that improve time management and emphasize examples of small changes folks can make to start uncovering quick, positive results.

Task 1.1.8 - How to Support a Colleague during a Mental Health Crisis (Eighth month of contract. Specific date TBD.) This is a 60-minute virtual course that defines peer support and its place and importance in the workplace. Supply profile of an ideal peer support specialist. Perform role play to illustrate peer support techniques. Share additional resources for students to conduct individual study outside of the course. Clearly state examples of scenarios when a mental health crisis should be elevated, and additional expert or emergent assistance is required. Provide options and contact information for expert/emergent assistants.

Task 1.1.9 - Improving Communication to Minimize Conflict (Ninth month of contract. Specific date TBD.) This is a 60-minute virtual course that provides an overview and explanation of basic communication strategies and practical examples of how they can be applied. Use role play. Share statistics to underscore how conflict negatively impacts the workplace from the angles of profit, productivity, time lost, retention, etc. Discuss different conflict management options such as direct communication, mediation, and other forms of alternative dispute resolution.

Task 1.1.10 - Maintaining Work/Life Balance While Pursuing Career Development and Advancement Opportunities (Tenth month of contract. Specific date TBD.) This is a 60-minute virtual course that clearly defines work/life balance. Describe what realistic versions of this look like. Why should it be a priority from both an employer and employee perspective? Explore different motivations people may have for seeking promotions and how these fit with or fight against work/life balance. Emphasize importance of positional/organizational fit and right timing when it comes to applying for or seeking advancement. Explain dangers of rushing or forcing “moving up the ladder” too fast or too soon.

Task 1.1.11 - How to Cultivate a Personal Support System (Eleventh month of contract. Specific date TBD.) This is a 60-minute virtual course that covers self-soothing tips, guidance how to create healthy friend and family relationships, and identify and end toxic relationships. Provide suggestions for other constructive support outlets including religious communities, neighborhood groups, social organizations, mental health professionals, etc. Clearly delineate between setting realistic expectations from your supporters and asking too much. Express the value of give and take and importance of supporting others as you also receive support.

Task 1.1.12 - Helpful Mental Health Resources Outside Work (Final month of contract. Specific date TBD.) This is a 30-minute virtual course with a thorough overview of public resources not yet covered during the other 11 objectives. Resources should be available online, virtually or in-person across the country.

Task 1.2 - Create and distribute all event-related communications (to include all session materials, resource guides, and virtual meeting instructions for participants), event scheduling, and employee registration tasks.

Task 1.3 - Set up the virtual sessions/classrooms using a virtual platform accessible by VA participants, compatible with VA systems. The virtual session/classroom shall include voice over Internet Protocol, also called IP telephony for the delivery of voice communications.

Vendor shall ensure all technology, PowerPoint presentations, handouts and other materials used for training are compliant with Sections 504 and 508 of the Rehabilitation Act of 1973. All presentations should be delivered with real-time closed captioning during training session to accommodate employees with hearing impairments.

Task 1.4 - Administer a survey at the conclusion of each mental health session to evaluate the clarity and usefulness of the presented content. Session participants will have 24 hours to complete the survey. The vendor shall furnish survey questions to the ORMDI PM for approval one week prior to survey administration and will furnish survey results to the PM one week after each event.

Task 1.5 – Send an After-Action Report for each training session to the contract’s Program Manager within one week after each training event. Each After Action Report should include a list of attendees, names of instructors, and the following information:

1. Overview. What happened? When did it happen? How did it happen?

2. Analysis. What was observed? What was expected? Was anything unexpected? What were the names of the ORMDI employees who attended? What were the names of the vendor personnel who facilitated? What were the areas of strength? What are the areas of opportunity?

3. Improvement Plan. Based on facilitator reflection and/or feedback from ORMDI participants (to include, but not limited to survey response data), how does the vendor plan to improve performance for future sessions?

4. Conclusion. A summary of all report sections and any important final thoughts.

Task 2: Monthly Coaching Sessions Task 2.1 - Facilitate a minimum of twelve (12) monthly coaching sessions over the course of each 12-month cycle, with a potential total of forty-eight (48) sessions if a three-year option is applied. These discussions will dive deeper into the mental health and wellness session theme of that particular month to offer ORMDI managers and supervisors suggestions for implementing lessons into their day-to-day work behaviors, thereby promoting a more accepting and healthier workplace for their employees. Monthly coaching sessions will have a maximum of ten (10) ORMDI participants per session. The total number of coaching sessions may be subject to change based on evolving ORMDI needs.

Task 2.2 - Create and distribute all event-related communications (to include all session materials, resource guides, and virtual meeting instructions for participants), event scheduling, and employee registration tasks.

Task 2.3 - Set up the virtual sessions/classrooms using a virtual platform accessible by VA participants, compatible with VA systems. The virtual session/classroom shall include voice over Internet Protocol, also called IP telephony for the delivery of voice communications.

Vendor shall ensure all technology, PowerPoint presentations, handouts and other materials used for training are compliant with Sections 504 and 508 of the Rehabilitation Act of 1973. All presentations should be delivered with real-time closed captioning during training session to accommodate employees with hearing impairments.

Task 2.4 - Administer a survey at the conclusion of each monthly coaching session to evaluate the clarity and usefulness of the presented content. Session participants will have 24 hours to complete the survey. The vendor shall furnish survey questions to the ORMDI PM for approval one week prior to survey administration and will furnish survey results to the PM one week after each event.

Task 2.5 - Send an After-Action Report for each training session to the contract’s Program Manager within one week after each training event. Each After Action Report should include a list of attendees, names of instructors, and the following information:

1. Overview. What happened? When did it happen? How did it happen?

2. Analysis. What was observed? What was expected? Was anything unexpected? What were the names of the ORMDI employees who attended? What were the names of the vendor personnel who facilitated? What were the areas of strength? What are the areas of opportunity?

3. Improvement Plan. Based on facilitator reflection and/or feedback from ORMDI participants (to include, but not limited to survey response data), how does the vendor plan to improve performance for future sessions?

4. Conclusion. A summary of all report sections and any important final thoughts.

Task 3: Employee Resource Portal Task 3.1 - Design, develop, and deploy an online portal whereby ORMDI employees can take advantage of recorded trainings, mental health exercises, brochures, and other relevant information intended for personal use and sharing with their colleagues. The portal must be available for all ORMDI employees online via SharePoint or a similar platform. It must also be compliant with Sections 504 and 508 of the Rehabilitation Act of 1973.

Task 3.2 - Provide virtual training and written instructions to ORMDI employees to communicate effective use of the portal. Develop and distribute a communication campaign to make employees aware of the resource and encourage them to take advantage of the content.

Task 3.3 - Perform all system maintenance, content updates, and respond to employee inquiries, on an as needed basis. This includes providing direct technical support via e-mail or telephone during normal business hours should an employee express a need for intervention. Each issue should be addressed, with an email to the Program Manager describing actions taken to resolve the issue, within 48 hours of the issue being identified.

Task 4: Additional Internal Deliverables Task 4.1 – Provide a Project Roadmap to the ORMDI PM during the first week of the contract. This is a high-level summary of the project plan that includes timelines of each key project phase: research, synthesis, design, testing, and measurement. The Project Roadmap should also include a journey map, service blueprint, personas, experience map, or any visual aspects that demonstrate understanding of the employee’s experience. The journey map will be used as a tool during the ideation process. The Project Roadmap should also include a data capture plan that references industry best practices to identify baseline mental health statistics and metrics.

Task 4.2 – Provide a Work Breakdown & Fact Sheet to the ORMDI PM during the first week of the contract. This is a one-page document designed in a visually appealing way that highlights the project timeline, expected outcomes, and overall goal(s) of the project.

Task 4.3 – Provide a Project Charter to the ORMDI PM during the first month of the contract. This includes a scope statement, expected deliverables, list team members, and the timeline of the work objectives, broken down by individual tasks.

Task 4.4 - The vendor will develop a Communication Plan that details procedures, techniques, resources, objectives, and timelines they plan to utilize and follow to accomplish all requirements listed in this Performance Work Statement. This plan shall be furnished to the ORMDI PM within one month of contract initiation. The plan must detail the methods the vendor plans to use to make sure all relevant stakeholders are informed of key messages, events, and dates.

Task 4.5 – Organize and present a Kickoff Workshop during the first month of the contract. This is a 1- or 2-hour event with key stakeholders and the project team that outlines the next phase of the project, including key milestones, deliverables, and steps required to meet the deliverables.

Task 4.6 – Furnish a Project Management Plan to the ORMDI PM within the first month of the contract. This is a spreadsheet that lists key deliverables, due dates, deliverable status, start/end date for deliverables.

Task 4.7 – Furnish a Research Plan to the ORMDI PM within the first month of the contract. This document describes research methods used, resources referenced, and stakeholders interviewed during the process of designing instructional tools, discussion guides, group activities, and all other associated resources for Mental Health and Wellness Sessions and Weekly Coaching Sessions. The Research Plan should feature a comprehensive overview of the research framework and insights gained from a combination of online resources, secondary and tertiary literature sources, as well as primary SME interviews. The Research Plan should also highlight pain points, bright spots, and opportunity areas. Using graphics to enhance understanding of pain points, bright spots, and opportunity areas is highly encouraged.

Task 4.8 – The vendor will schedule and lead 30-minute Weekly Status Report meetings in Microsoft Teams with key ORMDI personnel. Sessions allow the design team to share progress, next steps, and receive approval on major deliverables. Survey question creation is another talking point that must be present at these meetings. This is an iterative process to create questions that will be sent to customers or the relevant audience that measure programmatic effects on mental health.

Task 4.9 – The vendor will furnish a digital copy of typed notes from each regularly scheduled meeting that includes stakeholders involved in the meeting, items discussed, any risks, and next steps. These should be sent via email to key ORMDI personnel within 24 hours of each meeting.

Performance Task Deliverable Schedule (to be received by ORMDI)

TBD based on contract award date

TBD based on contract award date

Place of Performance The vendor shall furnish a virtual meeting space using a virtual meeting platform to host twelve (12) monthly virtual mental health sessions and twelve (12) monthly coaching sessions. Virtual meeting software includes, but is not limited to, a form of video conferencing, as well as tools like chat, reactions, and screen sharing. The provider of the virtual meeting platform shall be determined by the vendor. Virtual Platforms must be accessible by VA participants, compatible with VA systems. However, the selected platform must adhere to Section 508-standards be able to admit at least one hundred (100) unique participants into wellness sessions.

Period of Performance A. The anticipated Period of Performance is one (1) twelve (12) month base period and three (3) twelve (12) month options. VA reserves the sole authority to exercise any options presented within this Performance Work Statement and no options shall be initiated by the Contractor without official written notification from the Contracting Officer.

B. Hours of Operation and Information Services shall be provided between the hours of 8:00 AM to 4:30 PM (EST), excluding weekends and Federal Holidays. This includes time for the virtual session to open 15 minutes prior to start time.

C. Any work with the Government staff shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

D. There are eleven (11) Federal holidays set by law (U.S.C Title 5 Section 6103) that VA follows.

1. Under current definitions, four are set by date:

1. If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, the Monday shall be observed as a holiday.

E. The other six holidays are set by a day of the week and month:

Key Personnel

Requirement Purpose

This individual establishes, plans, and manages project and directs program-related communications. Facilitates education and tailored solutions to mitigate the physiological impact of stress on the human body and provide long-term evidence-based behavior modification solutions to manage stress and anxiety.

Performance Indicators/Performance Standards Quality Assurance Surveillance Plan (QASP)

Falling below the Acceptable Quality Level will result in an unfavorable past performance The Contractor will be given an opportunity to correct non-conforming services at no cost to the Government if the services are non-conforming or the contract requirement is unacceptable

COR monitoring and customer input As stated above

COR monitoring and customer input As stated above

COR monitoring and customer input As stated above

Government Furnished Property, if applicable: Not Applicable. All software and equipment required to fulfill the requirements shall be furnished by the vendor.

Other Resource Concerns or Special Conditions, if applicable:

Section 508 of the Rehabilitation Act Amendments of 1998 requires that when Federal agencies develop, procure, maintain, or use Information and Communication Technology (ICT), they shall ensure that the electronic and information technology allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public, seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency Revised 508 Standards and 255 Guidelines (access-board.gov).

All products and services rendered to the government must meet 508 compliance standards.

SECURITY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/ subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/ subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

4. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. VA prohibits the installation and use of personally owned or contractor/subcontractor owned equipment or software on VA’s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, PWS, or contract. All the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

5. SECURITY INCIDENT INVESTIGATION

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/ subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

6. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) Date of occurrence;

(b) Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible…