HOBSCOTCH_SOW_07.15.2026_CKV.docx

STATEMENT OF WORK

Home-Based Self-Management and Cognitive Training Changes Lives (HOBSCOTCH) Program Department of Veterans Affairs Epilepsy Centers of Excellence

1. BACKGROUND

Public Law 110-387 established the Department of Veterans Affairs (VA) Epilepsy Centers of Excellence (ECoE) to improve the health and well-being of Veterans with epilepsy and other seizure disorders through integrated clinical care, outreach, research, and education. The ECoE network includes 19 centers, four regional centers, and more than 60 associate sites. Many people with epilepsy experience memory, attention, and executive-function challenges that affect medication management, appointments, organization, social interactions, and quality of life.

Home-Based Self-Management and Cognitive Training Changes Lives (HOBSCOTCH) is an evidence-based, structured self-management and cognitive training program for adults with epilepsy. The program combines education, self-awareness, memory strategies, mindfulness, and Problem-Solving Therapy (PST) through individualized coaching by trained and certified HOBSCOTCH Cognitive Coaches.

The Hitchcock Foundation is an entity of Dartmouth Health and is the contracting entity through which the Dartmouth Health HOBSCOTCH Institute provides the official HOBSCOTCH program. The Hitchcock Foundation/HOBSCOTCH Institute is the only entity capable of providing the complete depth and breadth of the integrated requirement described in this SOW: direct HOBSCOTCH services to Veterans, official Cognitive Coach training and certification for VA clinicians, authorized program materials, centralized implementation support, program-fidelity oversight, and standardized evaluation and reporting. After award, the term “Contractor” means the legal entity identified in the contract.

2. PURPOSE AND SCOPE

The purpose of this requirement is to expand national access to the official HOBSCOTCH program for Veterans with epilepsy and to increase VA capacity to sustain the program by training and certifying VA clinicians as HOBSCOTCH Cognitive Coaches.

During each 12-month contract period, the Contractor shall provide all labor, management, supervision, technology, program materials, shipping, training, certification, implementation support, evaluation, and reporting necessary to perform the following integrated services:

Deliver the individualized eight-session HOBSCOTCH program to no more than 300 eligible Veterans referred by an ECoE or ECoE Associate Site.

Train and certify no more than 20 VA clinicians as HOBSCOTCH Cognitive Coaches.

Provide all training materials required for the clinician training and certification process.

Provide up to 300 Veteran participant material sets for Veterans receiving Contractor-delivered HOBSCOTCH services.

Provide up to 105 additional Veteran participant material sets for use by VA clinicians who have completed HOBSCOTCH Cognitive Coach training.

Provide program coordination, scheduling, technical assistance, implementation support, fidelity monitoring, evaluation, and required reports.

The annual maximum quantities apply separately to the Base Year and to the exercised Option Year. If all options are exercised, the two-year maximum is 600 Veterans served, 40 clinicians trained and certified, and 210 additional Veteran participant material sets provided to VA-trained Cognitive Coaches. These are maximum quantities and do not guarantee that the Government will order or refer the maximum number in any contract period.

3. PERIOD OF PERFORMANCE AND CONTRACT STRUCTURE

The anticipated period of performance is one 12-month Base Year followed by one 12-month Option Year. Exercise of any option is at the sole discretion of the Government. Contract type, ordering procedures, and funding structure will be established by the Contracting Officer in the solicitation and award documents.

The Contractor shall not perform services or incur costs beyond the funded amount, ordered quantity, or period authorized by the Contracting Officer. Only the Contracting Officer may authorize changes affecting price, quantity, scope, or period of performance.

4. PLACE OF PERFORMANCE AND TRAVEL

Services shall be performed primarily at Contractor facilities and through remote delivery. The Contractor shall not require routine access to VA facilities and will not receive Government-furnished office space or equipment.

Veteran services shall be delivered nationally by secure telehealth and telephone. Clinician training shall be delivered through live, interactive virtual training. In-person training in conjunction with the American Epilepsy Society annual meeting may be provided only when requested by the Government and authorized in writing by the Contracting Officer. No travel is separately reimbursable unless expressly authorized in the contract or by written modification.

5. NONPERSONAL SERVICES AND LIMITATIONS

Services under this contract are nonpersonal. The Government will not supervise Contractor personnel or create an employer-employee relationship. Contractor personnel shall not perform inherently governmental functions, make VA clinical eligibility determinations, direct VA employees, obligate Government funds, approve invoices, or represent that they have authority to bind the Government.

HOBSCOTCH is a self-management and cognitive training program and does not replace emergency care, diagnostic services, medication management, psychotherapy, or other clinical treatment. The referring VA provider remains responsible for the Veteran’s VA clinical care and documentation in the VA health record.

6. VETERAN REFERRAL, ACCESS, AND PARTICIPATION

6.1 Referral and Enrollment

Authorized VA personnel shall refer Veterans through a VA-approved secure method. The referral shall contain only the minimum information necessary to establish contact and determine program readiness, including the Veteran’s name, preferred contact information, referring VA facility and provider, confirmation that the Veteran is an adult with epilepsy or a seizure disorder, preferred communication method, and known accessibility or accommodation needs.

The Contractor shall acknowledge receipt of each referral and make the first documented outreach attempt to the Veteran within five business days. The Contractor shall make at least three outreach attempts, using the Veteran’s approved contact method, before classifying the referral as unable to contact. The Contractor shall notify the referring VA point of contact of enrollment status, inability to contact, declination, discontinuation, or completion using a VA-approved secure method.

6.2 How Veterans Access the Program

Veterans will not be required to download or use a mobile application to participate. Unless the Government approves another method in writing, participation will occur as follows:

The Contractor will schedule the Veteran directly by telephone.

The sessions will be conducted through a secure, browser-based virtual platform using a link provided by the Contractor, or by another VA-approved telehealth method.

Veterans will need reliable internet and / or telephone access for approximately 45 to 60 minutes per session.

The Contractor will mail or otherwise securely provide the official participant materials needed to complete the program.

The Contractor shall provide reasonable assistance with connection instructions and shall offer a telephone-based alternative when clinically and operationally appropriate.

6.3 HOBSCOTCH Service Model

Each enrolled Veteran shall receive the official HOBSCOTCH intervention delivered one-on-one by a trained and certified HOBSCOTCH Cognitive Coach. The standard program consists of eight sessions of approximately 45 to 60 minutes each. The Contractor shall provide the intervention in accordance with the official curriculum and fidelity requirements.

The program shall include, at a minimum:

Education regarding epilepsy, cognition, memory, attention, and factors that may affect day-to-day functioning.

Self-awareness exercises and strategies for identifying internal and external influences on memory and thinking.

Use of the HOBSCOTCH Memory Toolbox and individualized compensatory memory strategies.

Problem Solving Therapy to identify real-life memory-related challenges, develop solutions, and evaluate results.

Mindfulness, relaxation, stress-management, and pleasant-activity strategies.

Individualized goal setting, practice assignments, and review of progress.

6.4 Participation, Safety, and Discontinuation

Participation is voluntary. The Contractor shall explain the program format, expected time commitment, communication methods, and limits of the service before enrollment. A Veteran may decline or discontinue participation at any time without penalty.

The Contractor shall maintain written procedures for responding to urgent safety concerns, including directing Veterans to 911, the Veterans Crisis Line, or the appropriate VA clinical team when indicated. Contractor personnel shall not provide emergency services. Any significant safety concern or interruption affecting a Veteran’s participation shall be reported to the designated VA point of contact consistent with applicable privacy requirements.

7. REQUIRED TASKS

7.1 Program Management and Coordination

Conduct a virtual kickoff meeting within seven business days after award or notice to proceed.

Submit kickoff meeting notes within five business days after the meeting.

Submit a Program Management Plan within 30 calendar days after award. The plan shall address staffing, roles, referral intake, Veteran communication, scheduling, service delivery, clinician training, material fulfillment, quality control, risk management, continuity of operations, data flow, privacy/security safeguards, reporting, and escalation procedures.

Designate a Program Manager / Program Coordinator as primary points of contact.

Participate in monthly operational meetings with the ECoE Administrator and quarterly program-review meetings with ECoE leadership and the COR.

Maintain sufficient staffing and capacity to accept referrals and perform all ordered services throughout each contract period.

Provide implementation assistance and technical support to newly trained VA Cognitive Coaches.

7.2 HOBSCOTCH Services for Veterans

Accept and securely process referrals from ECoE and ECoE Associate Sites.

Contact referred Veterans within five business days and coordinate enrollment and scheduling.

Deliver the complete individualized eight-session HOBSCOTCH program to up to 300 Veterans per contract year.

Use only trained and certified HOBSCOTCH Cognitive Coaches.

Provide and ship one official Veteran participant material set to each enrolled Veteran, up to 300 sets per contract year.

Provide reasonable accessibility accommodations and alternate formats when required.

Track referral, enrollment, participation, completion, discontinuation, timeliness, and aggregate program-evaluation data.

Maintain program fidelity and conduct internal quality review of service delivery.

7.3 VA Clinician Training and Certification

The Contractor shall provide official HOBSCOTCH Cognitive Coach training and certification for up to 20 VA clinicians during each contract year. Training shall be live, interactive, and delivered virtually on mutually agreed dates. In-person training may be provided only when authorized under Section 4.

The training shall:

Consist of approximately eight instructional hours, normally delivered as two four-hour sessions.

Be taught by qualified multidisciplinary faculty and experienced HOBSCOTCH Cognitive Coaches.

Cover the theoretical foundation of HOBSCOTCH, epilepsy self-management, memory and attention strategies, Problem Solving Therapy, self-awareness, mindfulness, program administration, participant safety, fidelity, and evaluation.

Include applied exercises, demonstrations, case discussion, and supervised practice sufficient to evaluate trainee competence.

Provide all official manuals, workbooks, training aids, and other materials needed to complete the certification process.

Provide continuing education credit when available and applicable, at no additional cost to the Government.

Document attendance, completion, and certification status and provide a roster to the COR.

Provide post-training implementation support, consultation, and access to updated program resources during the contract period.

7.4 Additional Veteran Participant Materials for VA-Trained Coaches In addition to the material sets provided to Veterans served directly by the Contractor, the Contractor shall provide up to 105 official Veteran participant program material sets per contract year for use by VA clinicians who have completed HOBSCOTCH Cognitive Coach training. Unless otherwise directed by the COR, the planned distribution is 25 sets in Quarter 1, 25 sets in Quarter 2, 25 sets in Quarter 3, and 30 sets in Quarter 4.

The Contractor shall track quantities shipped, shipment date, receiving VA site or designated recipient, and delivery status. Training manuals for up to 20 clinician trainees are separate from the 105 Veteran participant material sets and shall be included in the clinician training requirement.

7.5 Evaluation, Fidelity, and Reporting

The Contractor shall operate a standardized program-evaluation and fidelity process. Evaluation activities under this contract are for program administration, quality improvement, and contract performance reporting; they shall not be used as research or for publication without separate written authorization and all required VA and institutional approvals.

Quarterly and annual reports shall include, at a minimum:

Number of referrals received, by referring VA site.

Number and percentage contacted within five business days.

Number enrolled, started, completed, declined, unable to contact, and discontinued.

Average and median time from referral receipt to first contact and first session.

Number of sessions delivered and program-completion rate.

Number and type of referring providers and participating ECoE sites.

Number, discipline, VA site, attendance, completion, and certification status of clinician trainees.

Number of participant material sets shipped to Veterans and to VA-trained coaches.

Aggregate, de-identified participant satisfaction, subjective cognition, quality-of-life, and other approved program-evaluation results, when collected.

Program-fidelity findings, implementation barriers, corrective actions, risks, complaints, and unresolved issues.

Activities planned for the next reporting period.

The Contractor shall not promise or report individual clinical improvement as a guaranteed contract outcome. Outcome measures shall be reported in the aggregate and interpreted as program-evaluation results.

8. DELIVERABLES AND DELIVERY SCHEDULE

Unless otherwise approved in writing by the COR, the following requirements apply during the Base Year and each exercised Option Year:

9. PERFORMANCE STANDARDS AND SURVEILLANCE

The Government will evaluate performance through inspection of deliverables, report review, meeting participation, referral and scheduling data, material shipment records, training rosters, complaint review, and other methods identified by the COR. The following standards do not limit any other contract requirement or remedy:

The Contractor shall correct nonconforming services at no additional cost when correction is possible. Repeated or material nonconformance may result in a Contractor Discrepancy Report, rejection or nonpayment for unacceptable services, adverse past-performance reporting, or other remedies available to the Contracting Officer.

10. CONTRACTOR PERSONNEL AND QUALIFICATIONS

The Contractor shall provide sufficient qualified personnel to meet all requirements. At a minimum:

The Program Manager shall have demonstrated experience managing healthcare, education, behavioral intervention, or national program-delivery activities of comparable scope.

Cognitive Coaches shall hold current HOBSCOTCH Cognitive Coach certification and possess the education, professional background, counseling experience, and epilepsy knowledge required by the official program.

Training faculty shall have demonstrated expertise in HOBSCOTCH, epilepsy self-management, cognitive/behavioral strategies, clinical education, or program implementation relevant to the assigned role.

Personnel handling VA information or interacting with Veterans shall complete all contract-required privacy, information-security, HIPAA, Rules of Behavior, and role-based training before performing those duties.

The Contractor shall notify the COR and Contracting Officer promptly of key-personnel changes and shall provide replacement personnel with equal or better qualifications without disruption to service.

The Contractor remains fully responsible for subcontractor’s performance. Subcontractors may not receive VA information or perform material contract functions without prior authorization as required by the contract, and all applicable requirements shall flow down to approved subcontractors.

11. GOVERNMENT RESPONSIBILITIES

Designate a Contracting Officer and COR and provide Government points of contact.

Identify authorized ECoE and Associate Site personnel who may submit referrals.

Determine Veteran clinical eligibility and appropriateness for referral before referral.

Transmit referrals through a VA-approved secure method and provide only the minimum necessary information.

Provide timely coordination regarding training participants, meeting schedules, priorities, deliverable review, and acceptance.

Review and approve, as applicable, the Contractor’s proposed information systems, platforms, data flow, privacy/security documentation, and accessibility approach before operational use.

The Government will not provide Government-furnished equipment, software, office space, or routine facility access unless specifically authorized in writing.

12. INFORMATION SECURITY, PRIVACY, HIPAA, AND RECORDS

12.1 General Requirements

The Contractor shall comply with all contract clauses and applicable Federal and VA requirements governing privacy, information security, HIPAA, records management, confidentiality, personnel suitability, and incident reporting. The Contracting Officer, VA Privacy Officer, and Information System Security Officer will determine the specific required approvals, agreements, and security artifacts based on the final data flow and systems used.

12.2 Systems and Data-Flow Disclosure

Before receiving Veteran information or beginning Veteran-facing services, the Contractor shall submit a written data-flow and system-use description identifying: referral transmission method; scheduling and communication systems; telephone and videoconferencing platforms; any portal or account used by Veterans or VA personnel; the REDCap or other evaluation environment; data elements collected; data storage locations; hosting locations; authorized users; encryption; retention; backup; incident response; and final disposition of VA information.

No Contractor application, portal, platform, or information system may be used to process, store, transmit, generate, or exchange VA information until all required VA reviews and approvals have been completed. Any Business Associate Agreement, privacy threshold analysis, Privacy Impact Assessment, Contractor Security Control Assessment, Assessment and Authorization, interconnection agreement, or other security documentation required by VA shall be completed before operational use.

12.3 VA System and Network Access

The planned performance model does not require Contractor access to the VA internal network, VA electronic health record, CPRS, Cerner/Oracle Health, VA email accounts, VA servers, or other nonpublic VA information systems. Contractor personnel shall not independently access VA systems or enter documentation into the VA health record unless the Contracting Officer expressly modifies the contract and all required security, privacy, suitability, and access approvals are completed in advance.

Contractor-owned devices shall not connect to the VA internal trusted network. Remote support, screen sharing, or collaboration involving VA systems is prohibited unless specifically authorized, VA-controlled, and supervised by authorized VA personnel.

12.4 Protection and Use of VA Information

Collect, use, disclose, and retain only the minimum information necessary to perform the contract.

Use VA information only for authorized contract performance and not for marketing, fundraising, publication, research, model training, secondary analytics, or any other purpose without prior written VA approval.

Protect VA sensitive information and protected health information using approved encryption in transit and at rest and role-based access controls.

Limit access to personnel with a need to know and maintain access and disclosure records as required.

Do not transmit VA sensitive information through personal email, unencrypted text messaging, consumer file-sharing services, or unapproved applications.

Return or destroy VA information only as directed by the Contracting Officer and in accordance with applicable VA and National Archives and Records Administration requirements.

12.5 Program Evaluation and REDCap

Program-evaluation information shall be collected and stored only in the VA-approved environment identified in the Contractor’s data-flow documentation. The Contractor may use an approved REDCap platform for deidentified program-evaluation surveys and aggregate analysis. Direct identifiers or protected health information shall not be placed in the evaluation platform unless expressly approved and covered by the required privacy, security, and HIPAA documentation.

Reports to the Government shall use aggregate or de-identified information unless individual-level information is specifically required for contract administration and transmitted through an approved secure method.

12.6 Security and Privacy Incidents

The Contractor shall immediately report any known or suspected loss, unauthorized access, disclosure, misuse, alteration, or destruction of VA information, and any event that could compromise confidentiality, integrity, or availability, to the COR and the designated VA Information System Security Officer and Privacy Officer. The Contractor shall preserve evidence, cooperate with VA investigation and mitigation, and provide all information required by applicable contract clauses and the Business Associate Agreement.

12.7 Records Management

Records created or received in the course of contract performance shall be managed as required by the contract and applicable Federal records requirements. The Contractor shall not destroy, remove, or retain Federal records except as authorized in writing. At contract completion or termination, the Contractor shall transfer records to VA or complete approved destruction and certification as directed by the Contracting Officer.

13. SECTION 508 AND ACCESSIBILITY

All electronic and information and communication technology deliverables, training platforms, documents, forms, surveys, videos, and participant materials provided under this contract shall comply with applicable Section 508 accessibility requirements. The Contractor shall provide accessible electronic formats and reasonable accommodations, including alternate formats, captioning, keyboard access, and screen-reader compatibility, as applicable. The Contractor shall address known accessibility barriers promptly and cooperate with VA accessibility testing or remediation requests.

14. QUALITY CONTROL, INSPECTION, AND ACCEPTANCE

The Contractor shall maintain a documented quality-control process covering referral timeliness, staff qualifications, program fidelity, material fulfillment, training delivery, report accuracy, privacy/security compliance, complaint handling, and continuity of operations.

The COR will inspect deliverables and services for conformity with the contract. Acceptance does not waive latent defects, fraud, gross mistakes, or rights under applicable inspection clauses. Deliverables requiring correction shall be resubmitted within the period established by the COR at no additional cost.

15. ORDERING, FUNDING, AND INVOICING CONTROLS

The Contractor shall invoice only for accepted services, materials, and authorized fixed administrative requirements actually ordered or performed during the applicable contract period. The Contractor shall not exceed annual maximum quantities or funded amounts without prior written direction from the Contracting Officer.

Invoices shall identify the applicable contract line item, contract period, unit, quantity, unit price, extended amount, and supporting information required by the contract. Veteran names or other unnecessary protected information shall not appear on invoices. Supporting records shall be made available to the COR through an approved secure method.

The above structure is intended to align the technical requirement with the IGCE. Final CLIN numbering, pricing method, minimums, maximums, and ordering procedures will be established by the Contracting Officer.

16. CONFIDENTIALITY, PUBLIC RELEASE, AND PROGRAM MATERIALS

The Contractor shall not release contract information, Veteran information, program results, photographs, testimonials, press releases, presentations, publications, or marketing materials concerning this requirement without prior written approval from the Contracting Officer and all other required VA approvals.

The Contractor shall provide the Government the authorized program materials and usage rights required to perform the contract and permit trained VA Cognitive Coaches to deliver HOBSCOTCH within the scope authorized by the award. Ownership of pre-existing HOBSCOTCH intellectual property remains with the applicable rights holder. Rights in contract-created data and deliverables will be governed by the contract clauses incorporated by the Contracting Officer.

17. DEFINITIONS AND ACRONYMS

APPENDIX A. VETERAN ACCESS AND DATA-FLOW SUMMARY

APPENDIX B. REQUIRED QUARTERLY REPORT SECTIONS

Executive summary and overall status.

Referral and Veteran service metrics.

Clinician training and certification metrics.

Participant material inventory and shipment status.

Program fidelity and quality-control findings.

Aggregate program-evaluation results.

Privacy, security, accessibility, safety, or complaint issues, including corrective actions.

Staffing and capacity status.

Risks, barriers, decisions needed, and unresolved items.

Activities and milestones planned for the next quarter.