36C10X25Q0032_1.docx

SUBJECT*

Transition Assistance Program (TAP) DRAFT PWS release for industry comment

GENERAL INFORMATION

RESPONSE DATE/TIME/ZONE

SET-ASIDE

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

CONTACT INFORMATION

Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Contracting Officer Rebecca Ubert rebecca.ubert@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Government is requesting industry feedback on the enclosed DRAFT Transition Assistance Program (TAP) Performance Work Statement (PWS) clarity, completeness, and feasibility to include any potential challenges or oversights. All feedback should be sent to Rebecca Ubert at rebecca.ubert@va.gov and Roxana Cepeda at roxana.cepeda@va.gov. No attachments are being provided at this time. All responses are requested no later than 14:00 EST on 17 January 2025.

DISCLAIMER

Presolicitation Notice Presolicitation Notice This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

Presolicitation Notice

PERFORMANCE WORK STATEMENT

Title: Department of Veterans Affairs Transition Assistance Program

1. BACKGROUND

Approximately 200,000 Service members leave military service and return to life as civilians, a process known as military to civilian transition every year. To aid in that transition, Congress has passed various laws intended to prepare eligible Service members and their families to face the many challenges of transitioning from active duty back to civilian life. In response, VA, and its interagency partners at the Department of Defense (DoD), Department of Labor (DOL), Department of Homeland Security, Department of Education, Office of Personnel and Management, and Small Business Administration have implemented various programs to carry out these requirements and ensure that Service members are provided with the tools and information necessary to transition into civilian life.

One of these Congressionally mandated programs is the Transition Assistance Program (TAP), which is an overarching program implemented by each of the military services (U.S. Army, U.S. Marine Corps, U.S. Navy, U.S. Air Force, and U.S. Coast Guard). TAP is designed to provide transition assistance, information, training, counseling, and services to eligible Service members. It ensures Service members are career ready upon separation, retirement, or release from active duty, tailoring the support to meet the unique needs of the individual and their family. This individualized approach enables them to pursue additional education, seek or return to employment in the public or private sector, start their own business, pursue vocational training, or other activities that meet their specific needs, As provided by TAP, transition assistance consists of all related transition activities, curriculum, resources, and services provided to enable eligible Service members to attain the career readiness standards (CRS) established by the respective military services. Pursuant to 10 United States Code (U.S.C.) § 1142(a)(4)(C), the eligibility requirement is that all Service members who serve for a period of 180 continuous days or more on active duty, pursuant to 10 United States Code (U.S.C.) § 1142(a)(4)(C), must go through transition assistance. Transition assistance must start no later than 365 days prior to the anticipated date of separation unless otherwise excused. For anticipated retirements, transition assistance must start no later than 720 days. All eligible Service members must participate in TAP to meet CRS utilizing the services and briefings to meet CRS specific to their post-transition goals. The components of TAP (ATTACHMENT A) are codified in 10 U.S.C. § 1142 and 1144 and include but are not limited to the following:

· Initial Counseling (IC): Facilitated by the military services, includes a personal self- assessment/ individual transition plan (ITP) to identify the pathway that determines the Service members’ level of transition assistance needed and post-transition goals in accordance with Section 1142 of Title 10, U.S.C.

· Pre-separation/Transition Counseling: Provided by the military services, provides counseling on various benefits, programs, services, tools, and other important resource entitlements for which they may be eligible pursuant to 10 U.S.C. § 1142.

· Department of Defense (DoD) Transition Day: Conducted by the DoD, delivers an understanding of resilience necessary during transition, identifies and translates current military position description into civilian equivalent, and provides financial literacy training at transition.

· VA Benefits and Services: Conducted by VA, provides information about VA benefits Service members may have earned, how to apply for them, and how to leverage them for the best possible outcome, in accordance with 10 U.S.C. § 1142.

· Department of Labor (DOL) One-Day: Conducted by DOL, provides an overview of employment in the civilian sector, in accordance with 10 U.S.C. § 1144.

· Two-Day Tracks: Provided by various agencies, tracks are chosen by Service members to fulfill their personal self-assessment/ITP and post-transition goals. These include employment, education, vocational, and entrepreneurship.

· Capstone: Conducted by the military services, provides an opportunity for eligible Service members to verify attainment of the CRS by the commander or designee. Based upon the judgment of the commander or commander’s designee, if the service member cannot meet the CRS before transition, the commander or designee verifies, confirms and documents a referral to appropriate interagency partners or local resources.

· Military Life Cycle (MLC) model: The MLC transition model provides information on benefits, services, and resources available to active-duty Service members beginning with their first duty station, through their transition to civilian life.

In support of TAP, VA provides onsite support for the mandatory full-day VA Benefits and Services briefing required under 10 U.S.C. § 1144(f)(1)(B) to 100% of eligible transitioning Service members, and on a space available basis to dependents, caregivers, survivors, and Veterans. VA also provides onsite support to other TAP events, including but not limited to pre-separation counseling, one-one assistance, National Guard and Reserve support, installation engagements (events at the request of installation commanders or other designees such as new arrival events, Yellow Ribbon Reintegration Program, local resource fairs, career-preparedness activities, and spouse events) to provide information on where and how to learn more about benefits, programs and services and referrals that ensure the service member is informed on and connected to the appropriate VA benefits that apply to their specific situation.

2. SCOPE OF WORK

As the agency program office responsible for conducting VA’s contribution to the interagency TAP, Outreach, Transition and Economic Development (OTED) requires contract support services to continue the existing TAP onsite support and associated program management, curriculum development, and training requirements. This contract support encompasses program management and administration; curriculum development, revision, and validation; onsite support activities at military installations to conduct and report on VA-supported activities; conduct in-person, instructor-led classroom and instructor-led virtual briefings to include virtual off-base transition training workshops; providing information through generalized and one-on-one settings; and conducting evaluations.

The Contractor's role in this support is pivotal, requiring the capability for worldwide program sustainment. This involves supporting up to 200,000 transitioning Service members across more than 330 installations within the Contiguous United States (CONUS) and Outside the Contiguous United States (OCONUS) annually. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to support TAP operations as defined in this Performance Work Statement (PWS), except for those items specified as Government-furnished property and services.

3. CONTRACT TYPE

The proposed contract type is a hybrid labor-hour and firm fixed price.

4. PERIOD OF PERFORMANCE

The period of performance shall consist of a (1) year base period and four (4) option periods of twelve (12) months in duration. The overall Period of Performance shall not exceed 60 months. The VA intends to add an option clause not to exceed 6 months after the fifth year.

The proposed period of performance is:

Base: November 18, 2025 through November 17, 2026 Option Period 1: November 18, 2026 through November 17, 2027 Option Period 2: November 18, 2027 through November 17, 2028 Option Period 3: November 18, 2028 through November 17, 2029 Option Period 4; November 18, 2029 through November 17, 2030

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

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

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

5. PLACE OF PERFORMANCE

The Contractor shall perform the tasks under this PWS at the VBA Central Office, 1800 G Street NW, Washington, DC 20006 and/or any VA facility within the District of Columbia; Contractor facilities (offsite); DoD installations worldwide as identified in ATTACHMENT F. Please note that OCONUS locations may require the administration of Status of Forces Agreements (SOFA) as required by host-nation labor regulations. Further, the Contracting Officer's Representative (COR) must approve other locations not specified in ATTACHMENT F, such as events at non-military installation locations in support of Reserve and National Guard Component. The Contractor is responsible for conducting business that meets the needs of the location where they are assigned. Usually, but not always, this is an eight (8) hour workday with an additional 30 minutes for lunch, local time. The Contractor shall be available Monday-Friday, 7:30 a.m.to 4:00 p.m. (local time) for weekly meetings and deliverables at each location. Working hours are not inclusive of travel (regular commute) to and from assigned work location.

6. GENERAL REQUIREMENTS

Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship.

Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.

The Contractor shall ensure that all written deliverables are phrased in accordance with Public Law (P.L.) 111-274, plain language. All externally used documents must meet VA 508 compliance standards. Statistical and other technical terminology shall not be used without providing a glossary of terms.

Where a written milestone deliverable is required in draft form, the COR, Alternate Contracting Officer’s Representative (ACOR), and the Government Program Manager (PM) will complete the review of the draft deliverable within fifteen (15) calendar days from date of receipt. The Contractor shall have ten (10) calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

All deliverables shall be delivered in accordance with the delivery schedule (Section 8).

The COR, ACOR’s, and Government PM will attend all meetings and briefings where deliverables or the execution of this contract will be discussed. The Contractor shall include the COR, ACOR’s, and Government PM in all communication related to this PWS and the execution of the contract.

To ensure proper preservation of records generated by email, the Contractor shall ensure that all contractor personnel assigned VA email accounts will use those accounts to transmit emails related to work completed towards this contract. If contract personnel are unable to use the VA email account due to technical constraints of any kind, the corporate email account may be used if at least one of the following requirements is met: the record contains no controlled unclassified information or other VA sensitive information.

All externally used documents must be in accordance with VA’s 508 compliance policies. These standards, set by Section 508 of the Rehabilitation Act of 1973 requires federal agencies to provide software and website accessibility to people with disabilities.

All documents must be stored on VA Network or other location that has been expressly approved by the COR and Government PM.

Contract deliverables due by Close of Business (COB), are due by 4:00 pm local time, Washington, DC.

The award of this contract will impose a potential Organizational Conflict of Interest (OCI) with the award of the OTED Strategic Support contract. The OTED Strategic Support contract is anticipated to be an Indefinite Delivery Indefinite Quantity (IDIQ) contract. Any Contractor awarded, as a prime or subcontractor on this Contract, is precluded from supporting the OTED Strategic Support IDIQ contract in any way, including but not limited to, advising, subcontracting, or consulting, as noted by FAR 9.505-3.

The Contractor shall not commence performance on the tasks in this PWS without expressed written approval from the Contracting Officer (CO). Performance will not commence until after the CO has conducted a kick-off meeting to be scheduled within ten (10) calendar days of the award of the contract or has otherwise advised the Contractor that a kick-off meeting is waived. The Contractor shall attend the kick-off meeting which will include the VA project team and may include a project advisory group comprised of key stakeholders and Subject Matter Experts from the interagency TAP. At the kick-off meeting, the Contractor shall brief the details of the project management plan (PMP), and this briefing shall include an overview of the Contractor’s intended approach, work plan, and project schedule to include deliverables, tasks, and subtasks, with major milestones indicated.

7. MANDATORY TASKS

7.1. TASK 1 – Program Management and Administration

7.1.A Task 1: Part A. Project Management Plan (PMP)

The Contractor shall provide a detailed Project Management/Implementation Plan (PMP) and briefing for the project team to be conducted at the project kick-off meeting. This shall encompass the Contractor’s plan for completing the contract describing the technical approach, management plan, organizational structure and resources, and management controls that will meet the objectives of this PWS. The Contractor's plan shall be responsive to this PWS and describe, in further detail, the approach to be used for each aspect of the contract as defined in the proposal. The Contractor shall keep the PMP up to date throughout the period of performance. At a minimum, the PMP will be validated monthly. The Government may request additional PMP updates that will be completed by the Contractor and delivered to the COR and PM no more than ten (10) calendar days after the request. These updates may include revisions to procedures and processes that are mandated by new legislation or VA Policy. Any recommended PMP changes that impact the price shall be identified with price impact and shall not be implemented until approved by the CO through a modification.

The PMP shall comply with Project Management Institute (PMI) suggested requirements and shall be inclusive of the following deliverables, at a minimum:

a. Staffing Plan: The staffing plan is to define the roles and responsibilities of all personnel supporting the contract. The goal of the plan is to ensure the contract support staff is properly aligned to the strategic goals, mission, and objectives of TAP. The staffing plan should also include the Contractor’s organizational structure in support of the contract. The Contractor shall provide a detailed hiring plan and tracking tool that shows status of hiring at all locations including background checks, SOFA requirements, Personal Identification Verification (PIV) card issuance and start dates. The tracker shall include issues related to hiring and also be included on the Risk and Issues Matrix for mitigation. The Staffing Plan shall also demonstrate the Contractor’s process for immediately identifying and taking appropriate remedial action in addressing Contractor personnel determined to be unacceptable in terms of technical competency or personal conduct in performance of contract activities. Contractor remedial actions shall be executed in a manner that does not disrupt or degrade the quality or timeliness of services. Only trained and qualified staff will be permitted to conduct Benefit Advisor (BA) activities and engage with transitioning Service members and Veterans. All variations must receive prior approval from the PM and COR. The Contractor shall create and maintain a staffing tracker.

b. In-Processing Plan: The Contractor shall develop an In-Processing Plan that addresses in-processing of all personnel supporting this contract to include describing how to meet the learning needs of the BAs and Train-the-Trainers in the execution of TAP. The Contractor shall provide a tracking tool that shows status of in-processing and scheduled training.

c. Training Plan: The Contractor shall outline, as part of the proposal, how new hires will be trained. The Contractor shall complete initial training of staff members to include VA onboarding and badging within sixty (60) calendar days of effective date of the contract. All new hires shall be trained within sixty (60) calendar days throughout the period of performance.

d. Operational Deployment Plan: The Contractor shall describe how contract personnel will be deployed to ensure little to no disruptions in the delivery of the VA mandated briefings as well as the plan to maintain operations throughout the course of the contract. The Operational Deployment Plan must meet Attachment F requirements.

e. Curriculum Development Plan: The Contractor shall describe how contract personnel will be staffed to ensure little to no disruptions in the development and maintenance of the VA curriculum. The contractor shall describe the plan to maintain the technical requirements and relevance of the curriculum throughout the course of the contract.

f. Contractor Communication Plan: The Contractor shall outline the Contractor’s roles and responsibilities of project participants in the review, approval and dissemination of information about key project processes, events, documents and milestones. The Contractor shall also provide an outline in the Contractor Communication Plan of these requirements specific to Government and subcontractor communication.

g. Risk Assessment and Mitigation Plan: The Contractor shall conduct risk identification, risk analysis, risk management, and risk monitoring and reporting, focusing on the processes, resources and data sources critical to managing the project. Risk and issues shall be reported during the weekly update meetings as critical, high, medium, or low. A description shall be included of the risk/issue, the owner, progress made, and management strategy as applicable. Weekly status will be provided on each risk until they are closed out. The PM, COR or ACOR may request that a perceived risk or issue be added and tracked for the contract.

h. Quality Control Plan (QCP): The Contractor shall provide a detailed QCP within 14 calendar days of contract award, based on the ATTACHMENT G – PRS (performance requirements standards). The QCP shall be reviewed quarterly and if there are any changes, the updated QCP shall be submitted to the PM and COR. The QCP shall document the overall approach to quality assurance activities. The QCP shall provide specifics regarding how the Contractor defines, implements, and assures quality during the contract life. The Contractor’s QCP will be integrated into the Government’s Quality Assurance Surveillance Plan (QASP). The VA will create the QASP upon receipt of the Contractor’s first QCP and will be updated as the QCP is updated.

i. Transition Plan: The Contractor shall submit a Transition Plan that describes the process, details, and schedule for providing an orderly transition during the Contract’s Phase in/Phase out period in accordance with the PWS. The initial transition period will start on the contract award date with 75 calendar days of transition using FAR 52.237-3 Continuity of Services. The Transition Plan will be completed by the Base year POP start date. The objectives of the Transition Plan are: to minimize the impacts on continuity of operations; maintain communication with staff and affected stakeholders; identify key issues; and overcome barriers to transition. The Contractor shall establish a transition management team capable of providing overall management and logistical support of all transition activities. The Contractor shall report the Transition Plan status to the PM, COR and CO at periodic meetings and through regular written reports during the Transition period. The Transition Plan shall include a status of all deliverables, current issues, problems, or activities in process that require immediate action.

Deliverable 7.1.A. Project Management Plan

7.1.B Task 1: Part B. Program Administration

In order to ensure all TAP curriculum development and revisions, onsite support and training requirements are being met and coordinated in an efficient, accountable, and transparent model, it is imperative that the Contractor ensure that the contract is administered with a robust and integrated system of program administration. Such a system shall be implemented using a disciplined, comprehensive, and flexible program and project management process, including but not limited to adherence to the PMP; monitoring of project metrics; rigorous risk management; adherence to reporting on schedules, employee on-boarding and training, and maintaining required staffing. The Contractor shall identify any problems or concerns that have arisen in a timely manner and be prepared to provide a statement explaining the issue, how it was resolved, or an explanation as to why it has not been resolved, including any recommended mitigation strategies.

Contractor key personnel (PWS Section 10.6) must be available during regular duty hours and provide same-day acknowledgement of government requests.

To ensure proper program management and communication, the Contractor shall prepare and participate in the following weekly meetings and submit the following program reports:

1. WEEKLY MEETINGS

a. Weekly TAP Program Status Brief

b. TAP Operations Brief

c. Weekly Curriculum 3P Briefing (Product, Project, or Process Development)

2. WEEKLY REPORTS

a. TAP Weekly Status Report

b. TAP Staffing and Training Roster

c. TAP Travel Worksheet

d. TAP Operations Deployment Plan

e. Curriculum Development Status Report

3. MONTHLY REPORTS

a. TAP Operations Monthly Report

b. Curriculum Development Monthly Report

c. TAP Printed Materials Status Report

d. PMP Update

4. QUARTERLY MEETINGS

a. Quarterly Program Review

5. QUARTERLY REPORTS

a. TAP Operations Quarterly Report

b. TAP Curriculum Quarterly Report

c. QCP Review

6. ADHOC MEETINGS

a. Special Focus Meetings

7. ADHOC REPORTS

a. Ad Hoc New Curriculum Development, Integrated Product Team Adjudication

b. New Employee Sponsorship Request

c. Background Investigation Request

i. VBA BI Request Form

ii. OF-306

iii. Fingerprint Request Form

d. PIV Request

Deliverable 7.1.B.1 Weekly Meetings Deliverable 7.1.B.2 Weekly Reports Deliverable 7.1.B.3 Monthly Reports Deliverable 7.1.B.4 Quarterly Meetings Deliverable 7.1.B.5 Quarterly Reports Deliverable 7.1.B.6 ADHOC Meetings Deliverable 7.1.B.7 ADHOC Reports

7.2 TASK 2 – TAP Program Execution

7.2.A TASK 2: Part A. TAP Onsite Support (Benefits Advisors) VA supports and advances the ongoing implementation, assessment, and enhancement of TAP to assist Service members transitioning from military service to civilian life. As part of this effort, VA supports the military Services’ transition assistance activities identified in 10 U.S.C. §1142, 10 U.S.C. § 1144, and the Memorandum of Understanding (MOU) between VA, DoD, DOL, and other interagency partners regarding TAP (ATTACHMENT E). To address these requirements, the Contractor shall implement a support concept which utilizes a regional hub-and-spoke model with regional command and control centers under the direction of VA TAP, providing command and control capabilities. The contractor must provide physical and permanent onsite support at installations with a high- or medium-demand and provide VA-approved support at installations with low demand. VA requires onsite support at 107 permanent sites and 222 itinerant sites, both CONUS and OCONUS, as outlined in ATTACHMENT F. The Contractor must be able to maintain full operational coverage with fully qualified and trained personnel.

VA Benefits Advisors (BA): The Contractor shall provide qualified individuals who shall perform all TAP onsite support activities required by this contract and shall be referred to as “VA Benefits Advisor (BA) – [Contractor name].” In many instances, the BA is the first or only interaction between a service member and VA regarding VA benefits and services. Because of this, it is critical to the success of this contract that these individuals have the utmost professionalism, superior customer service practices, knowledge and expertise, and ability to adhere to strict requirements for quality and consistency to ensure a positive experience for our customers. Due to VA’s support concept for this contract which utilizes a regional hub-and-spoke model that takes into account historical event and attendance averages for permanent and itinerant sites, the Contractor shall maintain the minimum BA staffing requirements specified in ATTACHMENT F. The Contractor is responsible for TDY costs associated with filling vacant BA positions specified in ATTACHMENT F. The government will not approve ODC costs for backfilling vacant BA positions in a TDY status.

All BAs shall establish and maintain a network with other related resource experts at their assigned locations, including but not limited to: Veteran Readiness and Employment (VR&E) Counselors, DOL VETS Staff and Instructors, military service TAP managers and staff, VA Military Service Coordinators (MSC), VA Overseas Military Service Coordinators (OMSC), VA Outreach, Transition and Economic Development staff, VHA homelessness program staff, health care liaisons, Military Sexual Trauma staff, mental health and suicide prevention staff, warrior transition staff, Vet Centers, and VA Medical Center and Regional Office staff. Such a network involves the BAs having up-to-date contact information of these personnel and ability to communicate with such personnel in order to facilitate a connection between the service member and other resources as required. In addition to maintaining these relationships, BAs shall place VA-approved fliers and informational posters informing Service members of the VA presence at key locations around their duty post.

In order to provide TAP onsite support services, BAs shall perform the requirements specified in Tasks 7.2.A.1 – 7.2.A.7. Group settings and locations may vary depending on installation facilities available and attendance, but primary instruction and services shall be provided in-person at a physical location (such as a classroom, auditorium, or conference room environment which is conductive to and setup for learning). The on-demand Military Life Cycle modules, are offered in-person and via online learning platforms. All briefing and event materials which shall be used by the Contractor, including but not limited to participant guides, slides, and handouts, are provided by the Government. See ATTACHMENT F and M for historical frequency and event data.

Additional BA roles and responsibilities shall include the following:

· Provide all services on-site, or virtually when required, which may include telecommunications as necessary to support the service member during the business hours established by the local facility. In instances in which in-person access to a service member is restricted due to security or other limitations (primarily in certain OCONUS locations or to deployed Naval vessels), BA may provide support on a case-by-case basis via telecommunications (i.e. video and/or audio) methods as a last resort with COR approval.

· Ensure that the materials provided to their location are correct and complete prior to sharing with the customer. This shall be accomplished via visual spot checks of participant guides upon receipt and visual verification of materials before handing out during a briefing. These materials generally include the VA Benefits and Services Participant Guides and handouts which may accompany MLC or Reserve and National Guard Component events.

· Facilitate pre-separation referrals.

· Handle sensitive and Personally Identifiable Information (PII) in accordance with established VA procedures and policies, as determined by the government.

7.2.A.1 TAP Onsite Support Reporting

BA’s will ensure that event management and timely reporting is conducted for each event specified in Tasks 7.2.A.1 – 7.2.A.7. The Contractor shall, on a daily basis, ensure that each BA completes VA approved data entry requirements (including but not limited to information collected from Service members, attendance, demographic information, satisfaction, and event highlights) and enter required data in accordance with VA approved processes. This data shall be entered for each attendee who attends a VA TAP event to properly account for all field events and activities. Each event shall be reported by event type (i.e. VA Benefits and Services, one-on-one engagement, pre-separation counseling support, Capstone support, referrals, and Reserve/National Guard Component support). The Contractor shall ensure that event data is submitted within five (5) business days from the end of an event.

BA’s will monitor and report inventory status of VA provided materials to the contractor PM.

7.2.A.2 VA Benefits and Services Briefing

The VA Benefits and Services briefing is a mandatory component of TAP where VA provides information on VA benefits and services in order to enable transitioning Service members to make informed decisions regarding the use of VA benefits. The VA Benefits and Services briefing helps attendees better understand VA benefits, programs, and services based on their needs during each phase of their transition and beyond in civilian life. These modules cover critical VA benefits, including but not limited to education, compensation, pension, vocational rehabilitation and employment, home loan guaranty, insurance, burial benefits, VA health care, and information and demonstrations on VA electronic tools and resources.

Designed around the understanding that no two transition experiences are the same, the VA Benefits and Services briefing is a full-day briefing with facilitated- and activity-based instructional modules, highlights of real stories and examples from Service members who have transitioned from civilian life, and introduction and instruction on how to find and connect with additional VA information, tools, and resources.

Historical throughput and number of VA Benefits and Services briefings (by installation) are referenced in Attachment F.

7.2.A.3 One-on-One Engagements

A one-one-one engagement is an individualized discussion that occurs between the BA and a service member at any time throughout the Service member’s career. During a one-on-one engagement, the BA shall leverage only VA-approved materials to facilitate an individualized conversation on the service member’s and/or their family’s needs. During a one-on-one engagement, the Contractor shall perform the following tasks:

· Facilitate an individualized discussion to fully explain the benefits and services that may be available to the service member, including information on time-sensitive benefits available to them while still in service (i.e., Personalized Career Planning and Guidance (Chapter 36), Veteran Readiness and Employment Services (Chapter 31), or Benefits Delivery at Discharge (BDD)); assist the service member in enhancing their knowledge on VA benefits by using VA-approved resources to answer questions related to filing VA claims or applications of any kind; assist the service member in finding an official VA resource (i.e., VA website, VA point of contact, or VA facility);

· The BA shall schedule one-on-one engagements during the specified duty day and in advance. The BA may provide walk-in one-on-one engagements on a case-by-case basis taking into consideration their availability. Moreover, while one-on-one engagements are generally intended to occur with a service member, the BA may provide one-on- one engagements to a military spouse, caregiver, or survivor on a scheduled, space availability basis only.

· If the one-on-one engagement involves questions or concerns from the service member that the BA is not trained to handle or does not have the requisite knowledge to respond, the BA shall utilize their network of other VA contacts to connect the service member with the appropriate connection and resource.

7.2.A.4 Pre-Separation Counseling Support

Pre-separation counseling is a mandatory requirement in the military services in which they must provide transitioning Service members counseling on various benefits, programs, services, tools, and other important resource entitlements for which they may be eligible. Pursuant to NDAA 2019 (John S. McCain Act), the military services must provide each eligible transitioning service member pre-separation counseling no later than 365 days before their expected date of separation or discharge from active-duty service, or as early as twenty-four (24) months prior to a service member’s anticipated retirement date. The military services’ pre-separation counseling begins the transition assistance process for each service member.

Included in the military services’ pre-separation counseling sessions is an orientation on certain VA benefits and an overview of the mandatory VA Benefits and Services briefing that the service member will attend as part of TAP. While the military services do not require or request VA support during all pre-separation counseling sessions, they may introduce a service member to or request general information from local installation transition resources, which may include BAs at installations in which VA has a permanent presence. If a military service representative requests VA support or availability during or immediately following a service member’s pre-separation counseling session, the Contractor shall perform the following tasks:

· The BA shall provide in-person or virtual support for walk-in or requested support from the DoD TAP manager during or immediately following a pre-separation counseling session as a service only and will occur when the BA is not performing scheduled events or duties.

· The BA shall support pre-separation counseling sessions by providing general information about VA benefits and resources and assistance in locating contact information for installation and local VA resources.

· The BA shall also provide information on time-sensitive benefits available to the service member while still in service (e.g., Personalized Career Planning and Guidance (Chapter 36), Veteran Readiness and Employment Services (Chapter 31), or Benefits Delivery at Discharge (BDD)). For Service members who require or request individualized assistance, the BA shall encourage the service member to schedule a one-on-one engagement.

· If, during a pre-separation counseling session engagement, a Service member requires or desires follow-on assistance from the VA, the BA shall coordinate a referral to the appropriate VA personnel or office to address the follow-on assistance.

· To protect the sexual assault reporting rights of Service members, Benefits Advisors shall provide Service members with the SAFE Hotline at 877-995-5247 or refer Service members to the installation Sexual Assault Prevention and Response Office (www.sapr.mil)

· VA support for pre-separation counseling is scheduled as needed and provided as a service to the military TAP managers at installations with a permanent VA presence. This support shall be provided based only on the time and availability of the BA.

7.2.A.5 Capstone Support

The Capstone is a mandatory component of TAP where military commanders, or the commanders' designees, verify that Service members have met their respective military service’s Career Readiness Standards (CRS) and have a viable Individual Transition Plan (ITP). The purpose of the Capstone event is for the military service to evaluate a service member's preparedness to successfully transition from a military to a civilian career. The Capstone event is the responsibility of the military service concerned.

Capstone events may be either individual or in group settings. While the military services do not require or request VA support during all Capstone events, the military services may request VA support at individual or group Capstone events. VA will pre-approve BA attendance at Capstone events and inform the Contractor in advance of approved Capstone events requiring their support. For VA-approved Capstone events, the Contractor shall perform the following tasks:

· The BA shall be available in-person or virtually to support approved individual or group Capstone events.

· The BA shall provide generalized information on and assistance in locating contact information for local and hometown VA resources, including how to find a local VA facility as well as any other community resources identified in the Benefits and Services briefings. For Service members who require individualized assistance, the BA shall encourage the service member to schedule a one-on-one engagement.

· If, during a Capstone event, a service member requires or desires follow-on assistance from the VA, the BA shall coordinate a referral to the appropriate VA entity that can address the required or desired follow-on assistance.

· The BA shall support and facilitate referrals upon the conclusion of a Capstone event as required.

7.2.A.6 Reserve and National Guard Component Support

To promote the well-being of Reserve and National Guard members, their families, and communities, DoD facilitates the Yellow Ribbon Reintegration Program (YRRP). YRRP connects these members with resources throughout their deployment cycle through Yellow Ribbon events. At Yellow Ribbon events, Service members and their families are connected to resources before, during, and after deployments. Post-deployment Yellow Ribbon events occur during a critical time for Reserve and National Guard members who often live far from military installations and other members of their units. As such, Yellow Ribbon events often occur during times and at locations where these members can access information on the benefits and services which may be available to them and their families. This may include after hours, on weekends, and at locations off military installations. VA supports post-deployment and other Yellow Ribbon events by request of DoD to ensure that these members are provided information on their available VA benefits, services, and programs. VA will pre-approve BA attendance at Reserve and National Guard Component support events and inform the Contractor in advance of approved events requiring their support. For VA-approved events, the Contractor shall perform the following tasks:

· The BA shall provide the VA-approved briefing and materials specific to this event in accordance with VA established procedures and in strict adherence to VA-provided instructor guidelines.

· The BA shall also provide one-on-one engagements as requested or required by the service member.

· The BA shall be available in-person or virtually for the duration of the approved event.

7.2.A.7 Military Life Cycle Modules

VA provides information to Service members and their families at various touchpoints in their military careers as a means to provide relevant, targeted information on VA benefit s and services earlier in a service member’s career in order to provide them the tools necessary to plan for and use the benefits they have earned. VA provides services so that all Service members have an opportunity to take advantage of this information at key milestones within their military life cycle or major life event, such as moving duty locations, getting married, having a child, reenlisting, or retiring/separating from the military. VA provides this information through Military Life Cycle (MLC) modules (ATTACHMENT C and ATTACHMENT D), which are micro briefings that are focused on an individual benefit or service. All MLC briefing materials, participant guides, and instructor guides will include all information, instruction, and resources necessary for the BA to facilitate the briefing.

Because MLCs are an optional training, the military services may request VA schedule MLCs from VA’s approved list of topics. VA will pre-approve BA briefing and inform the Contractor in advance of approved MLC briefings events requiring their support. For VA-approved MLC briefings events, the Contractor shall perform the following tasks:

· The BA shall follow VA-established procedures on setting-up the briefing room (i.e. preparing materials for participants and preparing any required electronic equipment such as sound and computer(s)).

· The BA shall provide the MLC briefing in accordance with VA established procedures and in strict adherence to VA-provided instructor guidelines.

· The BA shall follow VA-established procedures on breaking-down the briefing room (i.e. collecting participant feedback forms, collecting materials not in use, and securing any required electronic equipment such as sound and computer(s).

· MLCs are micro-learning events and provided in-person and available online. MLC briefings shall not exceed one (1) hour in duration.

· MLC event attendance shall adhere to an interagency agreement (ATTACHMENT E) which stipulates that the minimum class size is ten (10) participants, and the maximum class size is fifty (50) participants.

Deliverable 7.2.A TAP Onsite Support (Benefits Advisors) Task 7.2.A.1 TAP Onsite Support Reporting Task 7.2.A.2 Conduct VA Benefits and Services Briefings Task 7.2.A.3 Conduct One-on-One Engagements Task 7.2.A.4 Pre-Separation Counseling Task 7.2.A.5 Capstone Support Task 7.2.A.6 Reserve and National Guard Component Support Task 7.2.A.7 Provide MLC Briefing

7.3 TASK 3 – TAP Training

7.3.A New Hire Training

New Hire Training is the first step to becoming a BA. For an individual to qualify as and perform the duties of a BA, the BA must first attend and satisfactorily complete the new hire training. The new hire training shall be a ten-calendar day, comprehensive, standards-based, in-person classroom training program. This highly interactive, activity-based training is designed to provide BAs with all the requisite skills and information necessary to independently deliver the VA Benefits and Services briefing and conduct other onsite support requirements expected of a BA. The curriculum and materials for this training shall be provided to the Contractor by the Government. In order to conduct the new hire training, the Contractor shall use Government approved curriculum, agenda and materials to conduct the ten-calendar day training program. The Contractor shall further provide and conduct pre-coursework (individual study); classroom-based instruction; practice opportunities; and participant evaluations. Further, the Contractor, in coordination with the government, shall conduct written and presentation evaluations to ensure BA skills demonstrate the appropriate knowledge of VA Benefits and Services as well as other onsite support requirements provided in the curriculum. The Contractor, in coordination with the government, shall ensure that all BAs demonstrate proficiency in both written and presentation evaluations for the BA before they are permitted to conduct instruction.

The Contractor shall ensure that new hire trainings are scheduled and attended appropriately to anticipate and maintain appropriate staffing levels. The Contractor will submit an Other Direct Cost (ODC) request to the COR for all projected New Hire Training costs, to include the venue and allowable ODC costs associated with the training event. The government will approve up to six New Hire Training Events annually. The government will reimburse New Hire Training Costs for up to 20% BA attrition per year (Period of Performance). The Contractor will be responsible for New Hire Training costs that exceed 20% attrition. Annual attrition rates will be determined using the minimum BA staffing requirements specified in ATTACHMENT F.

Advisor Assessments: BA and Trainer assessments are critical for evaluating and improving performance and development. At each phase of the New Hire training, the Contractor, in coordination with the government, shall assess BA and Trainers on how well they are performing and monitor them on their performance. The government will provide the training and performance standards.

The Contractor will submit the VA TAP New Hire Training Closeout Report to the Government PM, COR and ACOR within 5 days of the completion of the training event.

Deliverable 7.3.A Conduct New Hire Training

7.3.B BA Refresher Training

The Contractor shall conduct a short-term course, not to exceed 24 instructional hours, aimed at recall and reinforcement of previously acquired knowledge and skills with all the requisite skills and information necessary to provide TAP onsite support and Train-the-Trainer activities. The Government shall provide the materials necessary to conduct refresher training. To conduct refresher training, the Contractor shall:

· Schedule and provide refresher training courses to be provided in a virtual environment once per quarter. The Contractor shall utilize Trainers who have successfully completed a Train-the-Trainer session to conduct the refresher training.

· Ensure that each BA attend a refresher training at least once per year.

· As refresher training is intended to provide recall and reinforcement to previously- acquired knowledge and skills, the Contractor assumes all costs associated with providing remedial training to correct an identified deficiency or quality issues, including travel.

· The Contractor will submit the Refresher Training Closeout Report to the Government PM, COR and ACOR within 5 days of the completion of the training event.

Deliverable 7.3.B Conduct Quarterly Refresher Training

7.3.C Master Advisor Training

The Contractor shall provide for an adequate number of staff, not to exceed 15, who possess a Facilitator or Trainer certification (CTF) and have qualified as Master Advisor by successfully completing a Master Advisor program. The number of Master Advisor Trainers shall be dependent on the expected number of new-hire training and refresher training. To ensure that there are Master Advisors that are fully vested in providing the required training for BAs, the Contractor shall perform the following:

· Conduct a 10 calendar-day, comprehensive, standards-based, in-person classroom Master Advisor training session. The Contractor shall provide this training utilizing a highly interactive, activity-based curriculum which is developed by the Government and designed to provide Master Advisors with all the requisite skills and information necessary to successfully execute instructional advisor training.

· At a minimum, prepare Master Advisors to train BAs to present information effectively, respond to participant questions, and lead activities that reinforce module objectives. Master Advisors should be able to have mastery of all modules and information utilized by the BAs and be able to instruct BAs on how to ensure participants are cognizant of supplementary resources and approved reference materials.

· Conduct written and presentation evaluations, in coordination with the government, to ensure Master Advisor skills demonstrate knowledge of onsite support activities including VA Benefits and Services. Contractor shall ensure that all Master Advisors demonstrate proficiency in both written and presentation evaluations.

· Training sessions shall include at a minimum: classroom-based…