36C10X26Q0124 RFQ_ 6252026 Updated ked for the Attachment PWS.docx

36C10X26Q0124

B.2 PERFORMANCE WORK STATEMENT (PWS)

All work detailed in this Performance Work Statement (PWS) is an effort that may be required during the period of performance (POP) of the Indefinite Delivery, Indefinite Quantity (IDIQ) contract. Specific tasks will be awarded by task order. No work other than the minimum amount listed in Section B.1, Administrative Data, is guaranteed.

1.0 Background

The Department of Veterans Affairs (VA), specifically the Veterans Health Administration (VHA) Office of Mental Health (OMH), is committed to the development and maintenance of self-help programs, which are typically web-based but may also be deployed on a Learning Management System, or used with a database (e.g., for a research study). These programs cater to Veterans, their family members, caregivers, and other stakeholders in the Veteran community. The initiatives have two main objectives:

1. To facilitate outreach and engagement with Veterans who are not enrolled in VA services, or who may otherwise avoid seeking mental health assistance due to stigma, as well as with Veterans who are already enrolled in VA services.

2. To complement the evidence-based mental health services offered by VA clinicians.

This initiative is closely aligned with the VHA Strategic Plan priorities, which aim to improve Veterans' mental health, enhance the Veteran experience, and access to healthcare, and promote a Veteran-centric healthcare model and infrastructure.

2.0 Objectives

The Contractor shall be responsible for the development, content, and maintenance of Self-Help Courses for Veterans. This includes performing tasks as specified herein for all courses and content requested by the Veteran Training Program.

3.0 Scope

The scope of this contract encompasses work related to any or all phases of the ADDIE process, i.e., analyses, instructional design and development, implementation, evaluation, and maintenance of highly interactive, self-paced training courses and related content. These resources will be tailored for Veterans, VA clinicians, Active-Duty Service Members, caregivers, and their families. All course delivery will be via the web-based platform (Veteran Training).

4.0 Place of Performance

Services will be provided primarily at the Contractor's/staff’s location.

5.0 Ordering Period

The contract will include a five-year ordering period, the exact timeframe of which will be established at the time of the award.

6.0 Contract Type

This is a firm-fixed price (FFP), single-award, indefinite-delivery indefinite-quantity (IDIQ) contract. Orders shall be placed based on the identified needs of the Government and the availability of funding.

7.0 Definition

In accordance with FAR 2.101, Definitions, "day" typically refers to a calendar day unless otherwise specified. For the purposes of this contract, however, "day" shall mean a business day.

Mandatory Tasks (Tasks to Be Determined by Task Order) The Contractor must have the capability to perform all the tasks listed below. However, not all tasks will be required for each task order. Prior to submission of any deliverable for review by VA staff, a Quality Assurance review must be completed, and any necessary corrections must be made. Additionally, having a certified DHS Section 508 Trusted Tester as part of the Contractor Team is strongly recommended.

All deliverables intended for public consumption, including courseware, flyers, and workbooks, shall be 508 certified as part of the final deliverable prior to implementation.

Upon receipt of a task order, the Contractor shall provide all necessary labor and materials to complete the task and produce the required deliverables as described in the order.

7.1 Task 1: Project Management

The Contractor shall provide Project Management to the Web Services Office on the following:

7.1.1 Collaborative Workspace

The Contractor shall provide a collaborative workspace with functionality comparable to SharePoint, enabling seamless interaction among all team members with various project components. This environment must be accessible to all team members, including Subject Matter Experts and other stakeholders, while considering VA firewall issues. At a minimum, this collaborative environment should offer users the ability to:

· Share various versions of project files

· Transfer large audio and video files (greater than 1 gigabyte)

· Facilitate reviews and collaboration

The collaborative workspace shall be updated and maintained with a minimum frequency of weekly. It must be well-organized, allowing users to easily locate and identify both current and archived documents. The Contractor shall implement file naming conventions approved by the Government and use them for all files. User support, such as assistance with retrieving lost passwords, will be provided as required. The collaborative workspace shall adhere to all necessary security standards to prevent unauthorized access and disclosures.

All final documents, resource files, and minutes will be archived in storage software that the VA has access to, such as VA Box Discovery, at least once per Task Order. It will be the responsibility of the contractor to make sure that all requested files are archived correctly by the end of the Task Order. Access to this software will require contractors to comply with verification requirements such as having a valid ID.me account.

7.1.2 Program Management Plan (PMP)

The Program Management Plan for each task order shall lay out the Contractor's approach, timeline, and tools to be utilized for project execution.

The PMP shall be presented in a clear and professional manner and include, at a minimum: detailed schedule, milestones, risks, resource allocations, and roles and responsibilities. This document shall be updated as necessary, with the current PMP always being available to the VA Program Team (VPT). As a "living document," the PMP must accurately reflect current and realistic expectations for milestone achievements. It should also incorporate warnings or alerts if real-time delays pose risks to the timely completion of downstream tasks. The Contractor shall be available to discuss the contents of the PMP at the Government's request.

Ideally, the PMP will be continuously updated to stay current, incorporating all necessary changes and revisions. At a minimum, the Contractor shall update the PMP prior to the weekly Production Meeting. The Contractor will submit the PMP during the Kick Off Meeting. The PMP must be reviewed and approved by the Contracting Officer's Representative (COR) within 10 days of the Contract/Task Order signing. The PMP for each task order shall align with the task order's Period of Performance (PoP).

The Contractor shall immediately notify the VPT of any events or circumstances that may result in significant delays to the schedule or other major issues.

7.1.3 Strategic Overview Project Meetings

The Contractor shall facilitate formal monthly Strategic Meetings for the project. Required attendees include the VPT, Contractor Project Manager (PM)/designee, and CEO or their designee (optional). The VPT, as the primary business owners, shall be immediately notified if issues arise between the Subject Matter Experts (SMEs) and the Contractors. The VPT shall resolve issues and serve as the final decision-making authority for the Program.

VPT is led by the Program Manager for Web-based Self-help and comprised of the following:

· Program Manager, Web-Based Self-Help (Leader)

· Instructional System Specialist (ISS), Web-Based Self Help

· Contract Officer Representative (COR), Informatics Section

· National Manager for Digital Mental Health, as needed The Contractor shall distribute an agenda and supporting documents in advance of this meeting. The chief objectives of the meeting are to assess all current project operations, identify and discuss future risks, and strategically prepare for future tasks. Minute format will be Topic / Discussion / Action to be taken / Who is responsible for action and when will it be completed.

7.1.4 Production Meetings

The Contractor facilitates formal weekly Production Meetings to review the work being completed on all courses/deliverables. Participants shall include (as appropriate) VPT, Subject Matter Experts (SMEs), contract staff currently working on the deliverables, and any additional participants identified by the VA business owners. The Government reserves the right to reschedule the weekly meeting within 24 hours without incurring any adverse action.

The Contractor shall distribute an agenda and supporting documents in advance of this meeting. This is a "working meeting," i.e., work product is shared and feedback is given.

Meeting Minutes: The Contractor shall take detailed notes including feedback given, suggestions or decisions made, action items, and schedule updates. Meeting minutes shall include active links to the courses being worked on/discussed in the meeting and descriptive text indicating the specific topic discussed, location in the course, and/or any other clarifying information. Within 48 hours, the Contractor shall provide a draft of the minutes to the VPT for review. Meeting minutes are expected to be accurate and should need minimal review and include status of deliverables in process. Finalized minutes should be distributed as soon as possible to ensure follow-up will occur before the next meeting if needed.

7.1.5 Monthly Progress Report

The Contractor shall submit monthly progress reports addressing the status of all active efforts for the month being reported on. Monthly reports are due on the fifth (5th) business day of each month. The reports will cover progress, barriers, and/or roadblocks for the prior month.

The monthly progress report shall include:

i. Executive Summary of how the month went (any important issues at any of the meetings, etc., staying on time with the TO/Mod, etc.)

ii. Project Deliverable Status (within category by Project)

iii. Meetings Conducted (add icons of each Strategic and Production minutes for the month at the bottom of report)

iv. Deliverables approved

v. Deliverables submitted/pending

vi. Other deliverables planned for the following month

vii. Google Analytics Data Report from the previous month – Detailed data for the past month will be pulled and placed into a table that contains metrics for all courses regarding Users, Return Users, Total Visits, Avg Visit Time, Avg Pages Viewed, etc., as requested.

viii. List of Staff Roster and current Primary Job Titles ix. Course Information (Name, Link to course, Version, Description, Status, and Next Milestone)

The Contractor shall notify VPT of any issues that need problem solving that could adversely impact performance.

7.2 Task 2: Analysis and Design Stages

The Contractor shall provide services for the analysis and design of the self-help programs.

Courseware will be developed using an HTML5 Responsive Design format to ensure compatibility across a range of devices, from handheld devices such as smartphones and tablets to desktop computers. The courseware must conform to VA Section 508 accessibility standards and must be fully compliant with Digital VA policies and procedures.

The Contractor shall not use any proprietary software or materials that cannot be easily edited using free or commercial-off-the-shelf (COTS) software tools. All source files used in the development shall be the property of the U.S. Government and must be turned over to the Government upon request and/or at the end of the contract.

COTS products are acceptable for development if approved by the Government. All source files must be fully editable without the need for a specific COTS development tool, and they must be fully functional, and VA 508 compliant - files developed with these tools as a web final product that are not functional and compliant will not be accepted.

7.2.1 Analysis

Conduct analysis projects which include written data-collection plans, data-collection activities (including collecting data from potential future program users), and specific, actionable, data-driven findings and recommendations. If the findings include knowledge and/or skills gaps, the recommendations shall include specific terminal and enabling objectives designed to fill those gaps. (Disclaimer – All numbers below are approximate/estimated and ultimately project/situation driven.

· 7.2.1.a Brief – Covering either a microlearning course of 1–2 modules with the same number of learning objectives, or course material based on well-developed course materials. Approximately 3-4 meetings with appropriate parties (SMEs, veterantraining.va.gov Program Management, etc), some extant data review of materials provided, appropriate data collection, which may include interviews, observations, focus groups, written findings and recommendations, and presentation.

· 7.2.1.b Moderate – Analysis appropriate for a normal length course with several learning objectives. This would be used for a regular course. Approximately 5-8 meetings, with appropriate parties (SMEs, veterantraining.va.gov Program Management, etc), some extant data review of materials provided, appropriate data collection, which may include interviews, observations, focus groups, written findings, recommendations, presentation data collection and research which may include internal and external sources.

· 7.2.1.c Extensive – Analysis to cover a potential suite of courses or review a longer set of learning objectives. Approximately 5-8 meetings, with appropriate parties (SMEs, veterantraining.va.gov Program Management, etc), some extant data review of materials provided, appropriate data collection, which may include interviews, observations, focus groups, written findings, recommendations, presentation data collection and research which may include internal and external sources additional meetings and more extensive data collection which may include interviews, observations, site visits, data mining.

7.2.2 Design Concept Document

The Contractor is responsible for developing a detailed design document, which will serve as a blueprint for the course. This document will contain:

i. A list of objectives which meet the overall course goal and fall within the scope of the course.

ii. Details on how the content will be organized, including the sequence if linear and the underlying scaffolding content (enabling objectives).

iii. Instructional strategies and media selection.

iv. An educational-psychology-based rationale for the selection of instructional strategies and media.

v. Resources to be used in the course development.

· 7.2.2.a Design Concept Document – All of the above.

· 7.2.2.b Micro Design Concept Document – Detailed document for Micro Learning courses.

7.2.3 Course Storyboards (CSB)

The Contractor shall develop course storyboard(s) and submit them to the VA Project Team (VPT) for feedback prior to beginning development work. The storyboard(s) should be detailed enough to enable the VPT to review text, tables, and other content, as well as accurately visualize how the finished product will look and function. Each storyboard should include:

· Proposed screen layouts, text, and graphics

· Interactions, including functioning and feedback

· Scripts of all audio and video segments

· Navigational design

All storyboard designs will be based on an HTML5 Responsive Design format. All instructional materials must be written at no higher than an 8th grade reading level or as negotiated with VPT. The Storyboards must be delivered in a format that is pre-approved by the Government and facilitates efficient review.

Micro Learning Storyboard (MLSB): The Micro Learning Storyboards will be used to build Micro Learning course content, which will focus on one discrete learning objective and be much shorter in format than a formal course.

7.2.4 Graphical User Interface (GUI)

The Contractor will provide a GUI Mock-up template that illustrates, at a minimum, the overall design and functionalities of the elements. The mock-up will include views for a full range of devices, including smartphones, tablets, and desktops, utilizing Responsive Web Design (RWD) and HTML5 processes. The Contractor must test all color and contrast choices for Section 508 compliance prior to submission of the deliverable.

Micro GUIs will be used with the Micro Storyboards.

7.2.5 Media Library

The Contractor will provide and maintain a Media Library for the storage and maintenance of media (audio/still images/video) associated with the assigned course. The library must be well organized and labelled such that a new user can easily find a desired image or video. It shall include all the audio, still images, and videos used in the course, along with at least 20 additional still images that may be used for promotional materials. These images must be reviewed and approved by the VA. The library should not contain any image that is copyrighted, since the VA should own or be granted enduring access to the Media Library.

7.2.6 Student Interactivities

The Contractor shall design student interactivities that function at a minimum of a Level 3 of interactivity. Any interactivity that is less than Level 3, Attachment E (e.g., slideshows, videos) will be included as part of the core course development and not considered a separate deliverable.

New projects will consist of up to three Student Interactivities (SI) versions: alpha, beta, and final. Each recommended interactivity should be included in the Design Document, support one or more objectives, be consistent with the design concepts of the course, and be approved prior to development.

Interactivities must function within the VA-hosted responsive design environment, pass VA Section 508 testing, and meet or exceed industry standards for visual and functional quality.

7.2.7 Stand-alone Video

This deliverable is not intended for videos produced as part of the core development of a course. It is for stand-alone videos up to 10 minutes in length that are requested outside of that process. Videos may be promotional or educational (e.g., a "how-to" video for nurses to use the sleep diary). The following is included in the stand-alone video CLINs: scripting, storyboarding, filming, voiceover/talent, animation, stock assets, captioning, transcript, audio description, editing, and up to three full cuts and any other tasks related to the stand-alone CLIN.

The VPT will provide the objectives of the video, the intended audience, and the suggested length. The Contractor shall confer with the VPT on scripts, images, animation, and other details. If on-location filming is required, the Contractor shall be responsible for all logistics. The VPT must approve the concept/approach, the scripts, and the images to be included. The VA may request up to three "cuts" of the full-length video. The Contractor should anticipate 3-5 reviews, concepts and scripts.

7.3 Task 3: Development Stage

Courseware will be developed using an HTML5 Responsive Design format to ensure compatibility across a range of devices. The courseware will utilize the final, approved storyboard(s) and other approved course elements, and will conform to VA Section 508 accessibility standards and Digital VA VA Enterprise Web Infrastructure Support (EWIS) policies and procedures.

The Contractor shall acquire or produce all media elements required for these courses, including photography, animation, and video, ensuring that the Government has full access, editing, and usage rights to those elements. The production of these media elements is considered part of course development and not separate deliverables.

The following is included in the core course development: custom photography, animation, voiceover, video editing, music licensing, captioning, transcripts, and audio description and any other tasks related to course media development.

7.3.1 Web Development

The Contractor shall use final storyboards to create the RWD version of the course. Web Development may have up to 3 versions: Alpha, Beta, and Final.

7.3.2 Maintenance

The Contractor shall assess and/or make updates or repairs to courseware when requested and approved by the VPT, to ensure the highest possible user experience. This includes, but is not limited to: correcting formatting, grammatical, and spelling issues; addressing functional issues; upgrading the look and feel of the course; implementing Veteran feedback; and updating or correcting the content.

· 7.3.2.a Regular Maintenance – 1 hour of maintenance.

· 7.3.2.b Additional Maintenance – An additional 40 hours of maintenance can be used at the discretion of the VA Program Manager throughout the period of performance (PoP).

7.4 Task 4: Implementation

The Contractor shall coordinate with VA Program Manager to develop a written Implementation Plan and implement (launch) course(s) and/or materials in accordance with the Plan.

7.4.1 Course Landing Page

The Contractor shall create a Course Landing Page on Veteran Training using the VA Enterprise Content Management System. The Landing Page may include several of the following elements:

i. A "teaser video" or animation that provides an overview of the course.

ii. Engaging and appealing information about the course for individuals who are curious but not yet committed to taking the course.

iii. A user-friendly portal with links to additional resources.

iv. A feature allowing users to contact the VA to share feedback or request information.

All deliverables must be designed in accordance with (IAW) Handbook 6102 Guidelines for Internet and Intranet Establishment and Administration.

7.5 Task 5: Coordinate/Post/Produce Courses

The Contractor shall coordinate with VA OI&T Enterprise Web Infrastructure Services (EWIS) to successfully post the courseware. The format involves posting the VA server version, which is a stand-alone version hosted on a VA EWIS server.

7.5.1 Courseware VA Production Server Files

The contractor shall deliver the course in a stand-alone server version that can be deployed on a VA EWIS server. This deliverable includes any modifications that are discovered and required (after the approval of the RWD Final) to meet EWIS compliance and ensure full deployment and functionality. The Contractor will ensure that all elements necessary for search engine optimization are built into the VA Production Server files.

7.5.2 Implement Course

This deliverable represents the successful completion of producing all requested versions of the course. It includes taking the courseware through the testing environment and obtaining the final approvals to make it available to the assigned URL on the official Veteran Training website. In some cases, the coursework may be deployed on a Learning Management System or used with a database (e.g., for a research study).

8.0 Tasks

The number (quantities) of deliverables ordered will be included in each task Delivery/Performance Schedule. The delivery or performance schedule shall be determined in each individual task order.

The final Task Order of this contract will be structured so that much of the work is completed prior to the last 2 weeks of the Task Order and Contract. The final two weeks will be dedicated to contract closeout activities, ensuring that all required files are transferred to storage, essential information is conveyed to the VPT, and any other pertinent details are secured for a seamless transition to the new contractor.

All deliverables intended for public consumption, including courseware, flyers, and workbooks, The Contractor is responsible to shall be 508 certified as part of the final deliverable prior to implementation.

Delivery: If for any reason a deliverable cannot be delivered within the task timeframe, it will be brought up and reviewed to see if it is still needed and, if so, placed into the next Task Order. If there are issues, the VPT will discuss it.

9.0 Quality Assurance Surveillance Plan (QASP)

2. Services/products delivered were of desired quality

1. Feedback has been resolved within 5 days

2. All deliverables were approved within the agreed timeline.

VPT consensus at end of the period

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

10.0 Government-Furnished Equipment (GFE)

GFE, if applicable, will be specified by each individual task order. It is not anticipated that GFP, GFM, or GFE will be provided during this Contract. Contract developers will need VA network access – and therefore require a background check. Although they will need VA network login, they will NOT have access to Veterans' Personal Health Information.

11.0 Security

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. All contractors and subcontractors 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 of risk for this contract is a Tier 1 (NACI) with no access to sensitive VA information. The COR will be responsible for handling the paperwork for obtaining/removing the correct VA access for the contracting staff. Contract programmers will need VA network access – and therefore require a background check. Although they will need VA network login, they will NOT have access to any Veterans' Personal Health Information.

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

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

12.0 Other Unique Requirements

12.1 Formal Acceptance or Rejection of Deliverables

The Government will have ten (10) business days to review each deliverable and provide feedback/comments or approval. The contractor shall have five (5) business days to incorporate feedback/comments and make appropriate revisions. The contractor shall provide the revised version of each deliverable to the VPT. The VPT will review the deliverable, determine the final acceptance by the Government, and inform the Contractor of the decision. Any significant changes in direction or content such as new objective or modules and/or revised requirements would be handled with a modification, if necessary.

The contractor shall be responsible for adhering to all pertinent VA standards including ensuring that all documentation and deliverables are stored on appropriate VA storage. One of the VPT will work with the Contractors to ensure that the files are all copied, labeled, and stored correctly.

The contractor shall use Microsoft TEAMS for all pertinent conference calls and Outlook for emails. The contractor shall be responsible for adhering to all pertinent VA information technology policies and procedures, which will be made available at the contractor's request on award.

12.2 Required Key Personnel – Program Manager and Instructional System Specialist The contract shall have the replacement of the key personnel (PM & ISS) approved by the CO after the VA Team reviews the resumes and offers their recommendation AND before the personnel start to work on the contract. Other than these 2 key personnel, the Contractor should have the staff onboard needed to produce all the deliverables listed in the Contract.

Program Manager minimum required qualifications:

i. Education: B.S./B.A.

ii. Ten (10) years of experience for work similar in size and complexity.

iii. Relevant certifications, such as FAC P/PM or Project Management Institute Project Management Professional (PMI PMP) certified or equivalent. Other possible certifications/credentials – PMI CAPM, PRINCE2 Practitioner, CompTIA Project+, or IPMA.

Instructional System Specialist minimum required qualifications:

i. Education: B.S./B.A.

ii. Ten (10) years of experience of work similar in size and complexity, to include familiarity with HTML-5 design and 508 compliance.

iii. Relevant certifications, such as the ATD (Association for Talent Development) Certified Professional in Talent Development (CPTD), ATD Master Instructional Designer, or equivalent. (Or substitute additional 5 yrs of of work experience – ii or a Master’s Degree – but not immediately after graduation and without experience in leading groups/working with SMEs)

Recommendation - If planning on having an optional certified Tester, this must be done with DHS Trusted Tester Process & Certification Program

12.3 Post Award Orientation Conference (Kick-Off Meeting)

The Government shall hold a Post Award Orientation Conference (PAOC) within ten (10) calendar days after the award, or as agreed upon between the COR and the contractor. This is a high-level meeting between VA Contracting, Contractor's leadership, and VPT to discuss how the contract will run. Discussion on security clearance for this contract will also occur at that time.

12.4 Contractor Staff Roster

Within five (5) business days after Contract award, the Contractor shall provide the name(s) and positions of the staff that need access to the VA systems and why they need that access to the COR. The COR will review/verify the needs for each staff member.

12.5 Talent Management System User Request

Those who need access to the VA systems will need to complete training within 10 business days. Staff should complete the Initial TMS Training and select "VHA" for the location they will be working, then select "Contractor" on the next page.

The Contractor personnel shall complete mandatory training (VA Privacy and Information, Security and Rules of Behavior (10176)) using TMS. The Contractor shall provide the COR a copy of the training certificates for each applicable employee within one (1) week of the initiation of the contract and annually thereafter as required. Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed.

SECTION B.3 – PRICE/COST SCHEDULE

The PRICE SCHEDULE for this solicitation is provided as Attachment B. Any contract resulting from this solicitation will include a final PRICE SCHEDULE with the CLIN number, description, and unit price in this section.

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