36C25624Q0701 Amendment 0002.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

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

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

E. IMPORTANT:

is extended,

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

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

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

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 10

06-12-2024

36C256

Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703

36C256

Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 Keystone Crossing Fayetteville AR 72703

To all Offerors/Bidders

36C25624Q0701

05-16-2024

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: THURSDAY, JUNE 20, 2024 AT 12:00 PM CST

X 1

THE SOLICITATION IDENTIFIED IN BLOCK 9A ABOVE IS HEREBY AMENDED TO PROVIDE UPDATED INFORMATION. BY:

a. Including the list of questions, with answers as indicated on pages 2 through 10 of this amendment. And,

b. Deleting the Statement of Work (Attachment 1) and replacing it with the Statement of Work, Revision 1, dated 5/17/2024.

c. Amending section E.6, 52.212-2 Evaluation--Commercial Items as indicated on page 10 of this amendment.

d. Changing Section B.2 period of performance to read as 7/01/24 thru 06/30/2028 and the following option years will 7/01/24 thru 06/30/2028 and the following option years will follow accordingly.

Joseph Warren Contracting Officer

36C25624Q0701 0002

NO MORE QUESTIONS WILL BE ACCEPTED.

No. Question Answer 1 Can sessions all be performed remotely? The session shall be delivered fully virtually.

2 For the individual sessions of live Yoga Therapy, what level of security clearance is required?

No security clearance is required – the position sensitivity level has been classified as non-sensitive/low-risk. Therapists are required to follow HIPAA guidelines regarding protected health information.

3 Could you please provide more details on the specific requirements or preferred features of the virtual platform to be used for the yoga therapy sessions?

The preferred platform is VA Video Connect (VVC), VA’s primary virtual platform for telehealth visits. WebEx is an approved alternative that is typically preferable for group telehealth instruction.

4 Are there any particular functionalities or security features that are mandatory?

Must be an approved VA telehealth platform, i.e. VVC or WebEx.

5 Are there any specific certifications or qualifications required for the yoga instructors beyond general yoga therapy certifications?

This solicitation is for certified yoga therapists. Instructors must be certified by the International Association of Yoga Therapists (C-IAYT). No additional certifications are required. RYT-200 and RYT- 500 certifications alone are not sufficient.

6 Is there a preference for instructors with specialized training in trauma-informed yoga or other specific areas?

Therapists with specialized training in Veteran populations, trauma-informed yoga, yoga for headaches and/or prenatal yoga are preferred but not required.

7 a. Is there any flexibility in the scheduling of the sessions, particularly for the group sessions for pregnant veterans?

a. There is some flexibility regarding the days and times of sessions. Yoga therapy headache clinics are currently established for Tuesdays and Fridays between 8:00am – 6:00pm.

b. For example, could these sessions be scheduled at different times if it better suits the participants’ needs?

This will be further defined via discussions between the Government and the awardee. Prior Veteran attendance for prenatal yoga has indicated these classes should generally be offered in the early evenings. Individual sessions may be offered at a variety of times of day.

b. VA clinics typically require for clinic slots to be at specified times and days.

There is flexibility in when these clinic slots can be set up, but once established it is generally required to use the clinic times that have been created.

8 What metrics or criteria will be used to evaluate the success of the yoga therapy sessions?

1. VA Whole Health staff will intermittently observe individual and class sessions to ensure quality.

2. Adherence to the contract requirements will be monitored and reported if there is a pattern of deficiency.

9 Is there a preferred method for collecting feedback from participants to ensure the program is meeting their needs and expectations?

VA Whole Health has a web-based platform established through REDCap that is available for Veterans to register feedback on a de-identified basis. Contractor may elect to incorporate this into services, but this is not required in the SOW.

10 Should this be integrated into the virtual platform, or is there a separate process in place?

The link to this feedback mechanism can be shared at the end of the virtual session.

11 Can you provide more details on the specific requirements and expectations for the yoga therapy sessions - frequency, duration, group

vs. individual sessions, etc?

See Attachment 1 – Statement of Work – Revision

12 Are there any specific therapeutic goals or outcomes the VA Medical Center is looking to achieve with these services?

The overarching goal of these services is to enhance the quality and range of integrative health services that are available to Veterans as a part of their healthcare.

13 What are the typical demographics and specific needs of the Veterans who will be participating in these sessions?

Veterans present across a wide range of demographics in terms of education, socioeconomic status, race, gender, and other factors.

Most participants in Whole Health programming range from age 25-55, and women Veterans participate in Whole Health services at a disproportionately high rate.

Will sessions need to be recorded for quality assurance or other purposes? If so, what are the requirements for handling and storing these recordings?

Sessions are not recorded. A VA staff member will intermittently observe classes off-camera for quality assurance.

15 Are there specific guidelines or protocols we need to follow to ensure HIPAA compliance during virtual sessions?

Yes, VA provides a standardized training to ensure HIPAA compliance.

16 Are there any particular cybersecurity measures or certifications required for the video conferencing platform or other technology used in delivering these services?

All contractors involved in direct patient care complete standard VA trainings on Rule of Behavior, Information Security, and HIPAA as well as telehealth practices.

17 In-person or virtual - I understand that the yoga therapy to be provided to veterans with headaches is scheduled for 16 hours per week (8 hours on two separate days) of direct patient care. Is the therapist expected to deliver this care in person twice a week?

This service shall be delivered fully virtually.

18 Alternate therapists - The Yoga Therapist I plan to subcontract for this Solicitation is IAYT certified, as is her co-founder. They operate one of the few IAYT-certified yoga therapy schools in the nation, one of only 70 worldwide, offering this certification to adult professionals.

Would it be permissible for two Yoga therapists to alternate leading these classes? Both are experienced in teaching IAYT certification and

Multiple yoga therapists may fulfill the contract – this arrangement, while not required, is preferable as it allows for therapists to provide back up to one another should one be unavailable.

specialized Prenatal yoga courses, and they wish to accommodate their business's patients and clients while fulfilling the scope of work required here. They will, of course, provide all necessary accreditation.

19 Shadowing Students - The school established by the Yoga Therapist requires students to complete a minimum of 300+ patient-client encounter hours. Would it be allowable for these two Yoga therapists to have a single student shadow them during the provision of care to Veteran patients?

Yes, this would be allowable.

20 I noticed that the requirements for the contract specify an accreditation with the International Association of Yoga Therapists (IAYT). Is this a strict requirement for the role.

VHA qualification standards currently require IAYT certification, so for this contract we are only able to accept C-IAYT yoga therapists.

21 In thinking about building rapport with the yoga therapist(s) and the Veterans being served, will the therapist(s) see the same clients weekly, or will that vary?

We expect that the number of sessions with individual Veterans may vary based on each Veteran’s need, but generally expect that therapists will follow individuals weekly for between 3-10 sessions, again based on what is therapeutically indicated and on Veteran preference.

22 As a follow-up, I am considering 1 primary at 2- 3 substitute yoga therapist, a total of 4 yoga therapists at most. Is there a limit to how many substitutes there all participate in orientation and IT protocol based on Section C.5 if awarded the contract?

There is no limit to the number of substitute therapists that may participate in training and orientation for the purposes of providing contract services.

23 Is it acceptable to have 2 separate primary yoga therapists providing services to Veteran Patients with Headaches and Pregnant Veterans on a weekly basis or is it preferred to have 1 yoga therapist providing all services throughout the duration of the contract?

It is acceptable to have 2 separate primary therapists for headaches and pregnancy respectively, or even more – for example, 2 therapists sharing headache clinic duties each on a different day of the week.

24 a. Is this acceptable to have more than 1 secondary point of contact in case substitution is needed?

b. Would I be required to submit documentation for primary and substitute yoga therapists based on Section of the solicitation at the time of submission?

a. Absolutely – it is welcomed to have substitute therapists assigned to the contract and for a secondary point of contact to be listed.

b. Documentation at the time of submission is needed for any individuals expected to serve as either primary or substitute therapists, but additional substitutes (with appropriate credentials) may also be added to provide contract services after award.

25 Based on Section 2.0 Statement of Work, I understand the frequency for services with Veterans with Headaches is 16 hours weekly split between two 8-hour days of sessions 50-min each and for each Pregnant Veteran the need is for three (3) 50-minute sessions per week.

For the headache services, we are requesting 8 hours of availability for two weekdays

– although this does not require 8 fully-booked 50-minute sessions. It is helpful to have therapist availability during these times even if they are not directly seeing patients, as it allows time for non-direct care activities such as medical record review and brief consultation/huddling with other members of the healthcare team.

26 Is the work for Vets with Headache and the Pregnant Vets combined in the 16 hours per week or is it - 20 hours per week with 16 hours for Headaches (16 hours of 50 minute sessions, team meetings, and documentation) and 4 hours for Pregnant Vets (3 virtual sessions and 1 class)?

It is the latter: 16 hours per week for Veterans with headaches, and 4 hours per week for pregnant Veterans.

27 Hours - Pregnant veterans are to receive three virtual sessions weekly, each session lasting no more than 50 minutes. For clarification, are the total hours for virtual (3 hours per week) and in-person (16 hours per week) combined, meaning this position requires 19 hours per week, every week for a total of five years?

All services can be provided virtually. We are asking for a total of 20 hours per week: 16 hours for Veterans with headaches, and 4 hours (3 individual, 1 class) for pregnant Veterans.

28 In-person or virtual - I understand that the yoga therapy to be provided to veterans with headaches is scheduled for 16 hours per week (8 hours on two separate days) of direct patient care. Is the therapist expected to deliver this care in person twice a week?

All services can be provided virtually. Direct patient care refers only to meeting directly with the Veteran, but this can be done via VA Video Connect.

29 Will you be providing the MADVAMC training or will it be needed to get through a third party? If so, how much does it cost?

All trainings required for the contract will be provided through MEDVAMC online through the Talent Management System (TMS) at no cost.

30 Are you providing the “TMS Privacy and HIPAA Focused Training” and “VA Privacy and Information Security Awareness and Rules of Behavior” training?

All trainings required for the contract will be provided through MEDVAMC online through the Talent Management System (TMS) at no cost.

32 Can the instructor choose their own schedule? We are able to be flexible to some degree with scheduling.

This will be further defined via discussions between the Government and the awardee.

33 Who is the incumbent for the above listed solicitation? What was the contract value?

Expired contract number:

36C25621A0051. Awardee:

Synergy Federal Services, LLC; Contract value:

$197,476.00. Period of Performance: 09/29/2021 – 09-28-2023

34 This is a total small business set-aside, and we are HUBZone, do you know if our 10% pricing discount would work for this solicitation?

There is no clause in the solicitation that permits this.

35 If there is higher demand than anticipated, is there a possibility for increasing the number of sessions or hours? If so, how would this be managed contractually?

After award, any changes will be done through an amendment.

36 Can you provide more details on the evaluation criteria that will be used to assess the quotes?

Specifically, how will factors like price, technical capability, and past performance be weighted?

Past performance will be used for responsibility purposes only IAW FAR 9.104

37 Are there any additional mandatory documents or certifications required beyond those listed in the RFQ?

Submission requirements listed in the “special instructions”.

38 Is there a preferred format for submitting the quote and required documents (e.g., PDF, Word)? Are there any specific file naming conventions we should follow?

Submission requirements listed in the “special instructions”.

39 If we have additional questions after this initial round, will there be another opportunity to seek clarifications?

No more questions will be accepted after Amendment A002 is posted.

40 How will any amendments or updates to the RFQ be communicated to potential bidders?

Amendments will be posted to

SAM.GOV

41 Are there any anticipated delays or changes to the timeline specified in the RFQ?

b. When is the expected start date for the contract, and what is the anticipated duration of the contract?

a. Amendment 0001 extended the solicitation due date to 6/16/24 @12:00 pm (CST). Any other amendments will be posted to

SAM.GOV.

b. To be determined. 5 years.

42 What are the payment terms and schedule for this contract? Are there any specific invoicing requirements or procedures we should be aware of?

See page 6: Contract administration data

43 Is there a specific format or detail you prefer for presenting past performance and references?

There is no preferred format

44 Should the price of supplies be incorporated in the solicitation?

This is a service contract.

Therefore, any supplies purchased will be at the vendor’s expense.

45 Will the VA pay for travel and accommodations?

No. This classes will be taught virtually.

46 In Section B, where do we designate pricing for virtual, one-on-one and in person?

See Section B: B.1 Price/Cost Schedule

47 What is the occupation code you are planning on using for wage determination?

12015 - Certified Physical Therapist Assistant

48 Budget - Is there a predetermined hourly budget for this role? I aim to submit a competitive proposal and would not want to overprice this opportunity or over bid by pricing too high. What budget are you hoping for

The quantities and units for this solicitation are listed in Section B: B.1 Price/Cost Schedule.

Typically, fully certified Yoga Therapists charge between $150-250 per hour. Could you provide the hourly budget envisioned for this solicitation?

49 Based on Section B.1, what is the total number of hours the yoga therapist is required to provide services weekly for both Veterans with Headaches and Pregnant Veterans for the duration of the contract? Is the quantity column in B.1 the total number of hours per 12-month calendar year including the optional 12-month periods? Is the time for inputting notes into the VA Electronic Medical Database included in the required hours?

The quantities and units for this solicitation are listed in Section B: B.1 Price/Cost Schedule.

50 1. In reference to the special instructions on the Cover Page --

• Is there no requirement to provide a technical approach to the SOW?

• Is there no requirement to provide a past performance section to demonstrate relevant experience with similar SOW requirements?

See Amended Section E.6, 52.212-2 Evaluation-- Commercial Items as indicated on page 9 of this amendment

51 Can you clarify/expand upon what is meant by "Past Performance will be considered for responsibility purposes only"?

52 How will past performance be evaluated if a Past Performance section is not part of the instructions to offerors?

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) The Government will award a contract from this solicitation to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate offers:

(1) Technical Experience

(2) Price

(3) Past Performance*

(c) Evaluation Approach. The Government will evaluate proposals using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where proposals will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a proposal other than the lowest price that provides additional benefit(s). Proposals may exceed minimum requirements of the solicitation. The Government reserves the right to select a proposal that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate proposals. The evaluation will consider the following:

(1) Technical Experience: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. The quotes shall be evaluated using the information submitted in the technical approach addressing the following elements:

• Outlines capabilities to meet Statement of Work (SOW) Section 2.0 BASIC SERVICES POSITION DUTIES

AND RESPONBILITIES & SECTION 3.0 QUALIFICATIONS/KNOWLEDGE SKILLS

• Outline plan on services delays, cancellation, and or Software Technical Difficulties.

• Provide certification, insurance, and licenses, applicable for the services being provided.

• Complete sections A through L as stated in Special Instructions.

• Acknowledge amendment, is applicable (2) Price: Price proposal will be evaluated for completeness (complete Section B.2). The evaluated price is the total price sum of all line items in the solicitation schedule.

(3) Past Performance: *Past performance will be considered for responsibility purposes only IAW FAR 9.104.

(End of Provision)

See attached document: Attachment 1 - Statement of Work - Revision 1.

36C25624Q0701 0002 Attachment 1 Revision 1

STATEMENT OF WORK

YOGA THERAPY

(05/17/2024)

1.0. DESCRIPTION OF SERVICES:

1.1. The contractor shall provide yoga therapy to patient populations of Veterans at the Michael E.

DeBakey VA Medical Center (MEDVAMC). Contractor’s personnel shall perform services via video teleconference (VTC). Contractor shall provide all access to the necessary resources to accomplish two-way, interactive, virtual platforms to offer online classes and individual sessions of live yoga therapy. VA shall provide card reader equipment and permissions to access the VA server for documentation in the patient record. Virtual classes shall be conducted through the secure VA WebEx platform.

1.2. The parties agree that contract personnel shall not be considered VA employees for any purpose and Contractor’s personnel shall not perform any supervisory duties during the term of the contract. Only those services specified herein are authorized. Changes to the contract are not authorized unless in writing by the Contracting Officer.

1.3. The contractor shall provide a point of contact with which the Contracting Officer’s Representative (COR) or Whole Health Clinical Director can coordinate and report problems between the hours of 8:00 AM to 8:00 PM Monday through Friday excluding holidays, and between the hours of 8:00 AM to 5:00 PM on weekends. During normal administrative hours (7:30 AM to 4:00 PM Monday through Friday excluding holidays), the Contractor shall coordinate with and report any problems to the COR.

Outside of these hours, the Contractor shall coordinate with and report any problems to the Whole Health Clinical Director.

2.0. BASIC SERVICES POSITION DUTIES AND RESPONBILITIES:

2.1. Yoga Therapist: Yoga therapists shall be certified through a program accredited by the International Association of Yoga Therapists (IAYT). IAYT yoga therapists obtain comprehensive training across a variety of medical contexts including diabetes, heart disease, trauma, pain, and prenatal care. The Yoga Therapist shall utilize this specialized knowledge to provide yoga therapy that is supportive of, and sensitive to, the clinical needs of the following patient populations.

2.1.1. Veterans with Headaches. Yoga therapy (YT) shall be performed in accordance with the standards of IAYT for Veterans with chronic headaches as part of the Integrative Headache Clinic (IHC) in Neurology.

2.1.1.1. Yoga therapist shall be available for 16 hours per week (8 sessions) each on two separate days) of direct patient contact, documentation, and/or consultation for yoga therapy with individual Veterans within the IHC between the hours of 8:00 am and 8:00 pm CT. Each session shall consist of a maximum of 50 minutes of one-on-one yoga therapy, including education on benefits of yoga for headache, and instruction in yoga practices specific to the needs of the individual Veteran. The therapist shall complete documentation of visits in the VA electronic medical records and shall be available for brief consultation with members of the headache clinic team by Teams virtual meeting or encrypted email to ensure smooth coordination of Veteran care.

2.2.1. Pregnant Veterans. Prenatal yoga therapy shall be performed in accordance with the standards of the IAYT for pregnant Veterans as part of the Whole Health Maternity Care program. Specific duties include:

2.2.1.1. Yoga therapist shall provide 3 virtual sessions of prenatal YT for individual Veterans per week between the hours of 8:00 am and 8:00 pm CT. Each session shall consist of a maximum of 50 minutes of one-on-one yoga therapy, including education on benefits of yoga for pregnancy and instruction in yoga practices specific to the needs of the individual Veteran.

2.2.1.2. Yoga therapist shall lead 1 virtual prenatal yoga session in support of Veterans engaged in individual prenatal YT, and also for other pregnant Veterans at MEDVAMC. Each session shall consist of a maximum of 50 minutes. Classes shall be held on weekday evenings no later than 7:00 pm CT, or on weekends between 8:00 am CT and 5:00 pm CT.

Classes shall be appropriate to the trimester of the Veterans attending (or appropriate for all trimesters if Veterans in each trimester are in attendance).

2.3.0. Yoga Therapists shall observe the following responsibilities:

2.3.1. Maintain patient confidentiality and a safe patient care environment, including treating only patients whose physical activity readiness screening indicates readiness for at least moderate physical activity, and use of yoga practices demonstrated to be safe for individuals in generally good health.

2.3.2. The contractor shall provide patient-centered care by performing the following:

2.3.2.1. Facilitate learning and application of yogic tools (e.g. breathwork, meditation, movement) in support of optimized functioning related to headaches or pregnancy.

2.3.2.2. Adapt yoga protocols to match Veteran’s ability and to support Veteran’s medical needs.

2.3.2.3. Educate Veterans regarding health benefits associated with yoga.

2.3.2.4. Collect and document pertinent data into the Veteran’s electronic medical record within required time frames (encounter entered same day as visit; note completed within 2 days of visit).

2.3.2.5. Verify Veterans’ location at the start of each virtual session (location may be obtained at initial visit, and Veterans may be asked to notify instructor in subsequent sessions if their location has changed).

2.3.2.6. Verify the presence and identity of any other individuals present at the time of the visit (e.g. spouse, other family member).

2.3.2.7. In the event of a medical emergency incapacitating the Veteran, contact emergency services on the Veteran’s behalf to be dispatched to their location.

2.3.3. Contractor personnel shall, at all times, conduct themselves in a professional manner treating patient/residents, visitors, and staff in a courteous manner. Sustained allegations of patient/resident or coworker abuse, both verbally or physically, shall result in immediate removal from the MEDVAMC, and shall also be reported to the Contracting Officer. These incidents may result in that contractor employee not being eligible for continued contract performance with the MEDVAMC.

2.3.4. Contractor’s personnel shall abide by the MEDVAMC Code of Ethical Behavior and Practice (MCP No. 11-012)

2.3.5. Dress apparel: Contractor personnel shall be required to dress in a professional manner and in accordance with MEDVAMC Medical Center Policy Memorandum No. 05-004, “Dress Code.” Given the nature of the work, exceptions shall be made for parts b.1, b.3, b.4, and c.2.

Exercise attire and tank tops are permitted as these are part of typical appropriate yoga attire.

2.4.0. Yoga Supervisor/Point of Contact: The contractor shall designate a supervisory Point of Contact (POC) who shall be responsible for overall performance of the work under this contract and shall have full authority to act for the Contractor on all matters relating to daily operation.

3.0. QUALIFICATIONS/KNOWLEDGE SKILLS:

3.1. The contractor shall ensure that all contract personnel have met the qualifying criteria outlined in this section. Personnel shall be proficient in spoken and written English.

Personnel shall be graduates of a professional, accredited IAYT yoga therapy training program.

3.2. Contract personnel shall be required to provide and maintain current IAYT certification. Contractor shall provide proof of updated certifications with their quote by the solicitation due date.

3.3. The contractor shall also provide proof of updated certifications to the COR prior to being scheduled for MEDVAMC required training. Contractor shall also provide proof of updated certifications to the COR or designated individual throughout contract performance prior to their expiration.

3.4. Individuals must meet physical requirements to perform yoga instruction without physical restrictions. Personnel must also have a working knowledge and basic skills in the use of personal computers (PC). Contract personnel are required to be credentialed through VetPro.

3.5. Evidence of completion of required credentials, required training, current competencies and initiation of background investigations must be validated for all contractor personnel referred to perform services under this contract prior to providing direct patient care.

3.6. Ultimately, the decision to accept or reject contract staff rests with the VA. Contractor shall not have any personnel report to duty until written notification is received from the Contracting Officer advising that the candidate(s) presented has met all requirements for contract performance.

4.0. SCHEDULING:

4.1. The VA reserves the right to cancel or change any scheduled class of any contract personnel with at least a two-hour notice to the contractor prior to cancellation of a class, at no cost to the VA. If the VA fails to provide two-hour advance notice, the contractor may invoice for the scheduled yoga class as if it was performed.

4.2. The contractor shall notify the COR for any cancellations or changes in scheduling. The contractor shall provide the name of the replacement provider, if one can be identified and approved within the contract requirements prior to performing on this contract.

The contractor shall provide notification of cancellations at least one business day prior to the beginning of a scheduled class. If the Contractor fails to provide required notification and/or provide replacement personnel to perform the services within the time specified in this contract, the COR shall record the event with a Contract Deficiency Report. Repeated cancellations or schedule changes, even if provided within one business day shall be recorded on the contractor’s performance with a contract deficiency report.

5.0. TOUR OF DUTY:

5.1 The contractor shall be logged in remotely to the VA server as indicated by the COR at least 5 minutes prior to the start of scheduled classes or clinic shifts, throughout the duration of scheduled classes/shifts, and actually be performing required services. Contractor shall be notified and required to have back-up plan to provide needed staff in the event of a no-show.

A no-show is defined as the contract employee not being in place at the scheduled start time.

The scheduling, tracking and compensation of personnel in accordance with State or Federal Law is the sole responsibility of the Contractor.

5.2. Services shall be performed between the hours of 6:00 AM and 8:00 PM as detailed in #1 above, on both weekdays and weekends, excluding Federal holidays. Any scheduled work at the Government site shall not take place on Federal holidays unless directed by the Contracting Officer (CO). VA follows all Federal holidays that are set by law (USC Title 5 Section 6103).

5.3. The Contractor shall provide and maintain a class schedule that specifies the day of the week and time of each class within the parameters specified in section entitled “BASIC

SERVICES POSITION DUTIES AND RESPONSIBILITIES”.

5.4. The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November

Christmas December 25 In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Executive Order;

• Any other day designated by the President’s Proclamation; and

• Any other day designated by Federal Statute.

6.0. MEDVAMC CONDUCTED TRAINING REQUIREMENTS:

6.1. The contractor’s personnel shall attend the following training classes provided by MEDVAMC prior to reporting for duty.

6.1.1. CPRS (Computerized Patient Record System) (est. 4 hrs.)

6.1.2. VA Privacy and Information Security Awareness and Rules of Behavior

6.1.3. Privacy and HIPAA Training

6.2. MEDVAMC CONDUCTED TRAINING REQUIREMENTS SHALL BE

AT THE CONTRACTOR’S EXPENSE.

6.3. Former MEDVAMC employees who have separated from the facility within the previous 6 months shall not be required to complete the orientation process prior to being eligible for scheduled shifts.

7.0. CONTRACTOR’S RESPONSIBILITY:

7.1. The contractor shall designate a Point of Contact (POC) who shall be responsible for overall performance of the work under this contract and shall have full authority to act for the Contractor on all matters relating to daily operation. The POC’s name and contact information shall be provided to both the Contracting Officer and the COR. The POC or designated alternate shall respond to calls from the COR within 60 minutes during normal administrative hours, 7:30 AM to 4:00 PM Monday through Friday excluding holidays for calls concerning personnel staffing problems or other issues requiring immediate attention.

7.2. Contractor shall provide scheduled services throughout the agreement period. The Contractor shall report any problems that occur outside normal administrative hours to the House Supervisor. The Contractor shall, in writing, keep the Contracting Officer informed of any unusual circumstances in conjunction with the contract.

7.3. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. Contractor’s personnel shall not be considered VA employees for any purpose.

7.4. The Contractor shall provide the following to MEDVAMC: immediate notification of any pending or previous actions filed against an individual with the State Board, inquiry to the National Practitioner Data Bank, and the VA required Background Investigations.

The contractor shall provide to MEDVAMC the information for agency 6-part folders that shall include an Annual Appraisal form from the Contractor, licensure verification, proof of negative Tuberculosis (TB) and pre-employment drug screen within the past 12 months, current BLS, initial competency/skills checklist assessment, and training/education information.

7.5. The Contractor shall complete the “TMS Privacy and HIPAA Focused Training” and “VA Privacy and Information Security Awareness and Rules of Behavior”.

7.6. The Contractor shall complete the following online documents, eQUIP, Credentialing & Privileging worksheet, and VETPro.

7.7. The Contractor shall be held to the same performance and conduct standards as MEDVAMC employees.

8.0 TERM OF THE CONTRACT: The performance period shall be for 12 months from the effective date of award to include four one year option periods.

9.0 QUALITY ASSESSMENT:

9.1. The COR shall be responsible for handling service-related documentation such as time and attendance logs, sign in/sign out sheets and service tickets that verify services called for under the contract have been received by MEDVAMC. The COR shall ensure that proper invoices are certified for payment in a timely fashion.

9.2. COR shall notify the Contracting Officer (CO) of any contract non-compliance immediately upon gaining knowledge of any such incident. The COR shall use the Contract Discrepancy Report (CDR) form to document any problems that may arise during the term of the contract. The CDR along with any other backup documentation shall be forwarded to the CO. The CO shall then notify the contractor. Further, the COR shall maintain copies of all the above-mentioned documents.

9.3. The COR cannot make changes to the agreement, direct Contractor’s work, or obligate the Government in any way.

10.0 CONFLICT OF INTEREST:

10.1. Under the performance of this contract, a Government employee who is employed by the contractor is prohibited from participating personally and substantially on behalf of the Government through decision, approval, disapproval, recommendation, rendering of advice, certifying for payment or otherwise in that contract. No VA employee who is an employee, director or trustee of an affiliated university or who has a financial interest in the contract may lawfully participate in a VA contract or any other Government contract with the contractor.

10.2. In relation to the contract monitoring procedures a Government employee who is also employed by the contractor may not certify bills for payment. An employee who is not an employee, officer, director or trustee of the contractor and who does not have a financial interest in the contract shall perform this duty.

11.0 BADGES:

All contractor personnel shall be sponsored by an official VA Personal Identity Verification (PIV) sponsor (HR Representative, Contracting Officer Representative, or Program Director) to be issued a VA PIV credential for access to the VA network. This credential shall expire on the date of the contract expiration.

12.0 PAYMENT:

Payment shall be made for actual services performed in accordance with the contract. The contractor must be logged in remotely to the VA server at least 5 minutes prior to the start of the class and must be performing the services required of a yoga therapist to be eligible for payment. A record keeping system of services performed shall be established by the contractor and submitted to the COR, which shall include at a minimum sign-in/out sheets. Failure to sign-in, sign-out and provide signed service tickets shall result in nonpayment for those specified services. In the event those services are later confirmed as performed by the COR, the contractor shall be cited with a Contract Deficiency Report for failure to follow the scheduling requirements. The contractor shall present a “service ticket” to the appropriate VA authority (COR) for each tour of duty showing the individual name, date, work performed. The contractor and COR shall sign and retain a copy for verification and payment purposes.

13.0 PROCEDURES FOR OIM/COMPUTER ACCESS:

12.1. Access requirements to VA information systems by Contract personnel shall meet or exceed those requirements established for personnel as described in VHA Directives provided by Information Security. A written and signed request for user access by VHA Management, or designee(s), constitutes management approval (sponsorship) to initiate a request for access to any sensitive automated information system. Access shall be granted to non-VA users only if the purpose for access meets criteria of the Privacy Act and VA Confidentiality regulations and transfer. To obtain access, the contractor must submit a written request with an original signature to VA Mental Health Care Line (MHCL) office fourteen (14) days prior to the orientation assignment.

MEDVAMC shall provide the VA form, ADP Security Notice & Request for Access. Contract personnel must complete VetPro process, be fingerprinted, and Background Investigation forms submitted as part of the Background Investigation requirement.

12.2. Contract personnel shall be required to sign-on before starting work under this contract and abide by the VA Computer Access Security Agreement and Confidentiality Agreement.

12.3. In the performance of official duties, the Contract personnel has regular access to printed and electronic files containing sensitive information, which must be protected under the provisions of the Privacy Act of 1974, HIPAA, and other applicable laws and regulations. The employee is responsible for (1) protecting that information from unauthorized release or from loss, alteration or unauthorized deletion, and (2) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc. and (3) completing mandatory education regarding privacy and security as required by VA. Talent Management System (TMS) courses “Privacy and HIPAA Focused Training” and “VA Privacy and Information Security Awareness and Rules of Behavior” are required prior to start of work.

12.4. Courses shall be accessed via the internet. Certificates of completion shall be sent to the COR. Inappropriate usage of VA computer systems (as defined in the user access agreement) shall constitute grounds for (at the least) terminating access for that person and (at the most) termination of the entire contract.

12.5. Inactive accounts for 90 days are automatically flagged by VistA and require action by OIT to remove the flag before the user can log back into the system. Accounts that are inactive for 6 months are “terminated.” If this occurs, one must go through the process of requesting access as described above before access shall be reinstated.

13.0. CONFIDENTIALITY/PRIVACY ACT:

The Contractor understands and agrees that the information in the medical records of all patients is confidential. Strict confidentiality shall be maintained, Rules of Confidentiality shall be conformed with in accordance with 38 U.S.C. 3301, 38 U.S.C. 4132, 5 U.S.C. 552(a) et.seq. The Contractor and its personnel shall be held liable in the event of breach of confidentiality. Any person, who knowingly or shallingly discloses confidential information from the authorizing VA Medical Centers, shall be subject to the full extent of the law.

14.0 BACKGROUND INVESTIGATION REQUIREMENT:

14.1. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: All contract employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement shall be applicable to all subcontractor personnel requiring the same access.

The contractor shall be responsible for obtaining the background investigation prior to the start of the contract.

14.1.1. Position Sensitivity – The position sensitivity/risk level has been designated as Non- sensitive/Low Risk.

14.1.2. Background investigation – The level of background investigation commensurate with the required level of access is Minimum.

14.1.3. Contractor Responsibilities

14.1.3.1. The contractor shall bear the expense of obtaining background investigation commensurate with the required level of access is Minimum.

14.1.3.2. The contractor shall pre-screen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and

Law Enforcement within three days of receipt of contract award:

• Fingerprints (can be performed at MEDVAMC)

• Contract Security Services Request Forms 2 and 3

14.1.3.3. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

14.1.3.4. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.