36C25919Q0310-0001000.docx

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(Signature of person authorized to sign) (Signature of Contracting Officer) 05-17-2019 None 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25919Q0310 05-03-2019

X X X

X The purpose of this amendment is to answer the questions that were ask ed in the Q&A portion of the solicitation.

a) See attached Q&A document. Contractor must submit a signed copy of this amendment to be considered for award. Signing this document is acknolwdgement that the contractor understands all the answers to the questions as requirements set forth for this effo rt.

b) IT Security Clause added

c) All other terms and conditions remain unchanged.

Mary Good Contracting Officer

CONTINUATION PAGE

Data ASCEND Suicide Prevention Questions and Answers to solicitation 36C25919Q0310

1. The solicitation does not specific an expected level of effort. Is there a cap on the budget? Is there an anticipated range?

2. ANSWER: This information is public record and located at https://www.vendorportal.ecms.va.gov/eVP/fco/ReportViewer.aspx?Year=2019&Type=Site&ID=665 The Independent Government Cost Estimate has estimated a total of $3.5 Million for all 3 years.

3. In task 4.2.5 the solicitation requires a sampling frame of approximately 50,000 Veterans with an expected response rate of 34%. Is the final number of respondents intended to be 50,000; or is the number sampled intended to be 50,000 with a 34% response rate so that the number of respondents is 17,000?

ANSWER: The final number of respondents is intended to be approximately 50,000. The sampling frame will thus need to be approximately 150,000.

4. In task 7 The USVets dataset will be used to derive the survey sampling frame. Does the USVets database include the date of separation so that recently transitioned Veterans can be identified? Are there any other variables the USVets database includes other than SSN, last known vital status, name, address, gender, deployment status, branch, and service component?

ANSWER: Yes. USVets includes a wide range of sociodemographic and military history variables compiled from VA and DoD data sources. Separation date is captured and thus this data source can be used to identify recently transitioning Veterans.

5. In task 7 The USVets dataset will be used to derive the survey sampling frame. Will the VA identify who in the USVets database are recent Veteran VHA users, and who are not?

ANSWER: Yes, the VA team will be able to merge USVets data with VHA administrative and healthcare records to identify recent VHA users.

6. In task 4.2.6, the contractor shall prepare a recruitment strategy and plan for achieving the target sample. Is this survey intended to include veterans residing in US territories and foreign countries, or only those residing in the 50 states and DC?

ANSWER: The current contract will only need to sample from the 50 states and DC. During the final phase of this project aimed at refining ASCEND surveillance methods, the contract will be expected to provide input and guidance regarding expanding future sampling frames to US territories.

7. In task 4.2.5, the solicitation requires a sampling frame of approximately 50,000 Veterans with an expected response rate of 34%. Do you want a random probability sample of Veterans, or a convenient sample of Veterans that is weighted to be nationally representative? Could the final survey be a combination of both?

ANSWER: We are open to discussing both possibilities as well as the combination approach. Ideally, and given the availability of a sampling frame (USVets), the sample will be a (stratified) random probability sample rather than a convenience sample. It may be reasonable to design back-up recruitment strategies (particularly for hard to reach Veteran sub-populations) that rely upon convenience sampling strategies.

8. In task 4.2.5, the solicitation requires a sampling frame of approximately 50,000 Veterans with an expected response rate of 34%. Do homeless Veterans need to be included in the sample?

ANSWER: The sampling frame will come from the USVets database, though addresses available within that database may need to be updated, per contract specification. Given this proposed sampling approach, we recognize that it may be difficult to reach homeless Veterans and they are not a specific target population for this survey, per se.

9. In task 4.2.8, the contractor shall develop a data collection plan and requisite tools for data collection. Will the merging in of VA medical records be done by the contractor or by the VA?

ANSWER: The VA investigator team will handle merging the final ASCEND database with VHA medical records.

10. In task 6, security requirements, Will the contractor be expected to establish a Certificate of Confidentiality for this survey?

ANSWER: It is likely that a CoC will be established for this study. The VA team is willing to lead or assist with this effort upon contract award.

11. In section 2, Background, Is the VA-DoD Suicide Data Repository (SDR) a valid data source for validation or refinement. Do we have access to the survey information collected by SDR?

ANSWER: The SDR contains all-cause mortality records from the National Death Index (NDI). This is considered a gold standard source for assessing mortality. No survey data is contained within the SDR and thus we are not sure what you mean by whether this is, “a valid data source for validation or refinement.” VA investigators will have access to SDR records and will merge this data with the final ASCEND survey data.

12. In section 4.1.1, Can the customer confirm that the contractor IS NOT required to submit draft versions of the required plans (PMP, QC, Risk, Confidentiality, Security) with their Proposal. Rather, work/deliver IAW the Deliverables table in Section 14 of the SOW to have them at their applicable days after contract award?

ANSWER: Draft plans are not required with proposal submission. These are to be submitted as part of the work plan with the defined deliverable dates.

13. In section 4.1.3, the PWS states the contractor shall ensure the highest degree of security to protect personal and confidential data of Veterans from intentional or unintentional release, loss, or destruction. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. What FISMA level of security is required? Will the Government allow a commercially hosted cloud environment and if yes, what level of FEDRAMP is required?

ANSWER: Yes, however, the steps for approval are not simple or quick. VA position on Cloud Computing offerings is clear with strategy that is in alignment with the VA cloud-first policy first articulated in VA Directive 6517, Cloud Computing Services (28 Feb 2012), and the cloud security policy outlined in VA Handbook 6517, Risk Management Framework for Cloud Computing Services (15 Nov 2016), and amplified in the joint Strategic Sourcing and Demand Management Division’s Use of the VA Enterprise Cloud (VAEC) to Host Applications memorandum (16 Jan 2018). Working with the Cyber and Chief Information Security Officer (CISO), the VAEC Leverage FedRAMP-authorized solutions. Most, if not all, of the CSPs contracting with VA will be mandated to meet FedRAMP and/or Federal Information Security Management Act (FISMA) compliance standards with a published set of security control mitigations. This will provide the VA with a complete understanding of the security posture for its cloud platforms. At this time the VAEC will include only the two leading commercial cloud platforms: Amazon Web Services (AWS) Government Cloud and Microsoft Azure Government (MAG). Both have met stringent federal security requirements including a FedRAMP High authorization and so will any CSP migrations to the VAEC. The VAEC can also include an on-site, VA Private Cloud, for applications with data sensitivity, technical architecture or performance requirements that require them to be hosted in an on-premises cloud when it is approved by the VAEC team.

14. In section 4.1.4, The PWS states contractor shall also set up a project e-mail account to answer respondent questions as well for use for communicating with Veterans who prefer email contact. Does all incoming and outgoing email have to be encrypted (secure email).?

ANSWER: Although not all emails may need to be encrypted, the email account/server should have the capacity in place to encrypt sensitive emails. Also, contractor staff sending and receiving emails should have appropriate training to handle sensitive information and recognize when and how to use encrypted email to protect Veteran privacy.

15. The Price/Cost Schedule does not include ODCs for travel or other items such as software and hardware. Will travel be required? Please specify what travel and if funding will be authorized via a reimbursable ODC CLIN. Will the cost of hardware and/or software listed as an ODC or bundled into the FFP for each CLIN?

ANSWER: Travel and other ODCs will not be included. The Government is not requiring travel on this contract; however, the contractor may travel at their own expense. All ODCs the contractor expects to incur shall be tied into the overall FFP for each CLIN.

16. Are Key Personnel Resumes included in the Technical Proposal page count of 15 pages?

ANSWER: Key Personnel Resumes are not needed. A brief summary of key individuals will satisfy and will be part of the 15-page limit on technical.

17. Is Past Performance included in the Technical Proposal page count?

ANSWER: No, it is separate, however please stick to a brief description of the relevant work performed, dollar value and contact POCs.

18. With an expected sample size of 50,000 and response rate of 34%, does VA require a minimum of 17,000 completed surveys?

ANSWER: No, 50,000 is the minimum sample size (thus a sampling frame of approximately 150,000 should be planned for).

19. Does the VA population support drawing a sample larger than 50,000?

ANSWER: The sampling frame will come from USVets, a database of all Veterans, not only those enrolled in or using VA benefits. There are approximately 20.4 million living, U.S. Veterans. Given this, a sample larger than 50,000 is certainly supported.

20. Experience with the VA's Survey of Veteran Enrollees' Health Care has shown that a combination of web and paper surveys is significantly more cost-effective than CATI (the most expensive survey modality). Given the high costs of CATI, is this project open to largely replacing CATI with paper-based surveys?

ANSWER: We are open to discussing this option with the awarded contractor. We ask that the contractor have the capacity to conduct CATI surveys, however, as some of our instruments may not be optimally adapted to paper surveys. We will negotiate final design based on expert input from the awarded contractor and other project consultants.

21. Page 66 states that the technical evaluation shall not exceed 15 double-sided pages (30 total), and page 71 states that the technical evaluation shall not exceed 15 pages. Please clarify whether the 15-page limit refers to single-sided pages (15 total pages of text) or double-sided pages (30 total pages of text on 15 pieces of paper).

ANSWER: The total for the technical response should not exceed 15 pages. Page 66 is a clerical error.

22. Is VA considering both a pre-incentive payment (e.g., payment in an invitation letter) and post-incentive (i.e., payment if Veteran completes the survey)? What is the incentive amount that vendors should plan on providing for pre-incentive and post-incentive payment?

ANSWER: We would like contractors to propose the most optimal incentive size and methodology for maximizing response rate and survey validity. Final sampling and recruitment plans will be guided by expert input from contractor and other project consultants, in negotiation with VA project leads.

23. Does VA seek to collect survey data from Veterans in all 50 states, or only a sample of states (i.e., less than 50)? Are U.S. territories/districts (D.C., Puerto Rico, Guam, etc.) included in the study?

ANSWER: We seek to collect survey data from Veterans in all 50 states and the District of Columbia. Veterans residing in U.S. territories or foreign countries will not be included in this initial ASCEND survey, but we will want to discuss the possibility of doing so in the future during the surveillance design phase of this contract.

24. What contact information will be available from the USVets sample frame file (e.g., name, mailing address, SSN, phone number, email address)?

ANSWER: USVets contains SSN, name, mailing addresses and telephone. Contact fields (i.e., address & phone number) will need to be verified and updated by the contractor (e.g., using a data source such as LexisNexis) prior to implementing recruitment methods as USVets is updated regularly, but this information can change rapidly.

25. What percentage of the sample frame has phone numbers? Email addresses?

ANSWER: We do not have a precise estimate at this time to answer this question. However, as stated above, the contractor should plan to perform verification and updates across all contact fields for Veterans in the final sampling frame (e.g., using a data source such as LexisNexis) prior to implementing recruitment methods as USVets is updated regularly, but this information can change rapidly. As such, there will be an opportunity to increase completeness for these variables at that time if they are missing in the USVets database.

26. How many rounds of letters/reminders may be mailed as part of the recruitment plan (i.e., a single mailed invitation; a mailed invitation followed by a letter reminder; etc.)?

ANSWER: Per standard recruitment methods, up to three letters/reminders can be sent, and the contractor should plan on doing so to reach desired response rates.

27. What are the locations of the annual advisory board meetings noted in Task 4.2.1? Is the contractor expected to travel to these meetings?

ANSWER: Meetings will be held virtually. We would like at least a single representative from the contractor team to attend these meetings virtually or in person however travel cost shall not be included and will not be paid for by the VA.

28. Please provide additional information on the alternative/supplemental active recruitment strategies (i.e., beyond the use of USVets as a sampling frame) that VA is referring to in Task 4.2.6. For example, is VA referring to the use of alternative sampling frames?

ANSWER: We are not referring to any specific strategies, rather would rely upon the contractor to suggest and implement additional strategies, as needed, to reach recruitment targets within hard to reach subpopulations. This may require the use of convenience sampling approaches. Alternatively, supplemental recruitment may not be necessary.

29. Task 4.1.4 (help desk, phone surveys) is listed for all contract years. Since the survey is fielded in option year 1, should Task 4.1.4. be in option year 1 only?

ANSWER: Based on our expected work plan, the survey will be fielded primarily during Option Year 1, and possibly extending into the beginning of Option Year 2. The help desk/phone number need only be available during the specified time that the survey is being fielded, which should be based on your proposal and timeline.

30. What is the fielding duration for the survey in terms of weeks or months?

ANSWER: We have currently include 9 months for the survey duration in our proposed schedule. However, we expect the contractor to propose the optimal duration and timing for the survey as part of the technical proposal, and justify if different from the 9-month period we specify. The final duration and schedule will be established as part of the project management plan, developed after contract award and in negotiation between the contractor and the project leads.

31. Is the survey in draft form, or will the survey be developed from scratch?

ANSWER: We are making substantial progress on identifying the constructs and measures for the survey in preparation for award of the contract. A complete draft survey will be developed with input from project consultants, co-investigators, and the contractor, then pilot tested prior to refinement for survey launch. Contractor should thus include survey development in their plan and timeline.

32. Is the survey OMB approved or does it require OMB approval?

ANSWER: This survey will be operated for this iteration as a research study with IRB review and approval. The Colorado Multiple Institution Review Board (COMIRB) will serve as the IRB for the development and completion of this project. OMB exemption will be requested as part of the IRB review process, under the category of “Prevention of Clinical Disorder”/outcome (suicide).

33. Task 4.3.2 refers to a recent study using 'similar recruitment strategies'. Can VA state the 'similar recruitment strategies'? Did the study include paper questionnaires? Can VA name the study?

ANSWER: The study references was the Comparative Health Assessment Interview (CHAI), a study of OEF/OIF era Veterans conducted by the VA Epidemiology Program. CHAI utilized USVets as their sampling frame, as we propose to do for this project. CHAI mailed invitation recruitment letters and offered online and CATI survey modes. It is possible that the current study will need to employ additional active recruitment methods to recruit hard to reach populations. Such supplemental approaches could include active, convenience sampling strategies (e.g. snowball/referral sampling). The contractor should be experienced in such approaches but should also be able to employ paper survey modes, if necessary. Survey modes will be finalized between awarded contractor and the VA team, the contractor should be able to provide recommendations to aid in finalizing survey modes and recruitment strategies.

34. Some task numbers in Section 14. Deliverable Table do not match task numbers in Section 4. Specific Tasks. For example, Task 4.4.6 in the Deliverable Table says Submit draft data analysis plan whereas Task 4.4.6 in Specific Tasks discusses final databases.

ANSWER: Thank you for identifying this inconsistency. The correct Option year two deliverable schedule is:

Option Year 2

35. Page 69 of the solicitation states: “1. Technical: The offeror shall be evaluated on the conformance to the requirements listed in the Statement of Work. The offeror shall submit a technical proposal, no more than fifteen pages, that describes the means and methods of successfully performing all work detailed in the SOW.” QUESTION: Can the government confirm that respondents should only submit one proposal volume which includes Technical as well as Past Performance and Pricing; or does the government want to receive separate volumes for Technical, Pricing, and Past Performance?

ANSWER: The contractor shall submit a technical proposal no more than 15 pages, past performance and price are separate and are not included in the 15-page page count, however, all can be contained together in one document. Whatever is easiest to read and easiest for the contractor to submit.

36. Section 4.2.1 External Advisory Boards on Page 10 of the solicitation states: “A representative of the contractor shall attend annual meetings of each of these boards.” QUESTIONS: Where will these meetings occur? Is it correct to assume three meetings each year (one for each group)? How many days do these meetings normally expected to last? Is the contractor expected to attend?

ANSWER: There will be one Federal Partners Board established, convening virtually a minimum of once per year, with initial meetings likely to occur on a more frequent basis (e.g., 2 meetings proposed in the first year). Likewise, we will convene 2-4 virtual meetings per year with the Veteran Engagement Group, frequency to be finalized based upon need and availability of board members. These meetings will be held virtually. We request that 1-2 representatives from the contractor attend these meetings. One longer meeting per year (i.e., half a day maximum) will be convened with each group. Additional meetings are expected to be shorter (i.e., 1-2 hours).

37. Section 4.2.2 on Page 10 of the solicitation states: “…design and production of necessary recruitment materials, including online advertisements, a study web page, recruitment fliers, and recruitment letters.” QUESTIONS: For pricing purposes, how many recruitment and fliers should the contractor plan on printing? Does the government have an estimated budget for the online advertisements; or can it provide any additional information to assist in establishing pricing?

ANSWER: We expect the contractor to be able to estimate printing and advertisement needs and costs based on the estimated final sample size (50,000) and response rate (~30%) provided in the SOW, standard recruitment strategies, and the contractors prior, relevant experience.

38. In reference to 4.1.3: Will the VA be providing the contractor with the medical records which they would like linked with the survey data?

ANSWER: The VA investigator team will manage linking survey data to VHA medical record data.

39. In reference to 4.2.3: Does the VA already have Veteran Research Engagement Boards or is this something that the VA expects the contractor to create?

ANSWER: We have these already and we will be managing both the federal partners and Veteran engagement boards.

40. In reference to 4.2.3: Is there a specific CBPR approach that the VA has in mind that they would like the contractor to implement? If so, what is the approach?

ANSWER: No. As described in 4.2.3 there are multiple options. The VA will manage Veteran Engagement, the feedback from which will help define the CBPR plan. We would like the contractor to participate in thinking about how to employ CBPR principles and Veteran engagement. Based on input from the VA, Veterans, and negotiation with the project leads, the contractor will prepare a plan for how the CBPR and Veteran Engagement will inform their work.

41. In reference to 4.3.3: RE: 4.3.3: Does the VA know which complementary clinical and non-clinical, individual-level and community-level datasets they would like to be merged with the ASCEND survey data?

ANSWER: There are many potential data sets available from which community level data (e.g., average number of mentally unhealthy days in a given county) can be extracted and merged with survey data collected for this project. The contractor should be knowledgeable about such complimentary data sources which may include, but are not limited to, CDC’s Behavioral Risk Factor Surveillance System, the National Survey of Drug Use and Health, the American Community Survey, and RWJF County Health Rankings. The contractor should be prepared to discuss options for incorporating such datasets into this project with VA project leads. The VA is establishing a federal stakeholder board with expertise across federal agencies on data sources who will contribute to this discussion and the identification of appropriate, complimentary data sources. As such, final choices for data merges will be arrived at collaboratively between the contractor and VA team, and based on input from other federal stakeholders.

42. In the background section, The RFP states “a critical need to produce more nuanced assessment of NF-SSDV among Veterans.” Is it expected that the recruitment process and the survey address near fatal attempts? Please clarify the expectations of the contractor regarding sampling and recruitment.

ANSWER: The survey will contain an assessment of non-fatal suicidal self-directed violence (NF-SSDV), that is, suicidal thinking, attempts, and other forms of self-injury. Therefore, yes, near fatal attempts will be captured. The VA team of experienced suicidologists will be actively involved in determining the best measure(s) for NF-SSDV in this survey. Furthermore, the survey must be nationally representative of Veterans in order to be able to generate robust prevalence estimates of NF-SSDV.

43. In the background section, are there expectations to achieve a sample consisting of certain percentages of non-VHA Veterans, and Veterans residing in rural areas?

ANSWER: We expect survey to produce nationally representative estimates for VHA-using vs. non-VHA using Veterans, after appropriate weighting. Weighting will be necessary because oversampling of small, high-risk populations will be required to achieve valid and precise sub-group estimates as well. Regarding woman, rural, and transitioning Veterans, we expect the contractor to develop and propose an appropriate oversampling plan to produce robust prevalence estimates of NF-SSDV in these subgroups. The contractor will need to possess the sampling statistical expertise to design this complex sampling plan.

44. In reference to 4.1.1, is the Project Management Plan to be developed as part of Year 1 tasks?

ANSWER: Yes. As seen in the deliverables table, the PMP is due 1-month post contract award.

45. In reference to 4.1.2, please clarify expectations and documentation required regarding “procedures to be employed in the training of staff necessary for the project.”

ANSWER: We expect the contractor to establish and follow procedures for appropriate staff training, to ensure that all staff working on the project have the necessary skills and certifications to work on this project.

46. In reference to 4.1.3, Please clarify the expectations regarding capacity for and access to “CATI questionnaires.” What is meant by questionnaires? Are these the surveys? What is the source of the medical records? Does the VA have “other national datasets” of preference that should be included in building and linking records? Please clarify and detail.

ANSWER: A questionnaire is the form, that is the set of questions used. Yes, this is a survey. Medical records are VA records, and all merges with and use of VA medical records will be managed by the VA. There are many additional possible data sets available. The VA will work with contractor and other federal stakeholders to identify the best data sources. We expect the contractor to be aware of various data sources with both individual- and community-level data and be prepared to discuss and propose data sets for merges.

47. In reference to 4.1.4, what is the expectation regarding securing consent? Is this consent related to securing medical records? Please clarify.

ANSWER: All respondents must have provided informed consent prior to answering the survey questions. Consent is not related to securing medical records, but is for agreeing to complete the survey, that is, answer the questions.

48. In reference to 4.1.4, The requirement reads “contractor shall coordinate with the VA Crisis Hotline to facilitate call transfers. Please provide more detail as to the expectations of hours of operation, tracking requirements, other. Is there a specific training protocol that is in place that should be employed? How is the VA defining “warm transfer” What level of “technical expertise” is expected? Is a dedicated person required for this work?

ANSWER: We do not expect contractor to possess crisis response expertise. Hence, we expect procedures to be in place and all necessary staff trained on these procedures, such that if a person calls and is in a crisis, that the contractor staff can successfully transfer these calls to the professionals at the Veterans Crisis Line. The VCL is staffed and available 24/7. A warm transfer means that the survey staff stays on the line until positive contact and handoff to the crisis line is completed.

49. In reference to 4.1.4, Will the COR be a designated MIRECC CoE staff member? What level of support will be available from the COR for navigating VA related data access, etc.?

ANSWER: The COR is a dedicated MIRECC staff member. Their role is to ensure contract compliance, including security requirements. The VA project leads, co-investigators, and professional research assistants will provide the technical expertise necessary to navigate the VA and IRB process with the contractor’s support. Furthermore, the VA team will manage VA data merges.

50. In reference to 4.2.3, is the implementation of the CBR plan expected in Year 1-Year 3?

ANSWER: Community Based Participatory Research (CBPR) will be ongoing throughout the entire lifecycle of the project. This will entail Veteran engagement in defining survey content and goals, analysis plan, and interpretation and dissemination of results. The VA investigator team will manage the CBPR; however, the contractor must plan to and incorporate Veteran feedback from the CBPR. VA project leads will guide this. Based on input from the VA, Veterans, and negotiation with the project leads, the contractor will prepare a plan for how the CBPR and Veteran Engagement will inform their work.

51. In reference to 4.2.4, Is there any assistance by the VA with securing an ATO?

ANSWER: The contractor must be able to meet the ATO requirements within one year of award. The VA team will assist the contractor in navigating this process, but the contractor is expected to complete all necessary steps and plan for the time required to secure an ATO within their proposed timeline.

52. In reference to 4.2.5, How will the contractor gain access to the USVets database for the pilot and the initial wave for ASCEND? Does the VA expect to receive 50,000 survey responses by Year 3? Does this sample include records with merged data from other sources?

ANSWER: The VA will help to facilitate access to USVets (via VA Office of Enterprise Integration) for the purposes of developing the sampling frame. The VA expects to receive 50,000 survey responses within the timeframe proposed. We also expect the contractor to merge these responses with selected data sources mutually agreed upon by the VA and the contractor and for which access is available within the specified time.

53. In reference to 4.2.5, Please clarify “The primary sampling unit shall be states to support development of the ASCEND surveillance system which shall aim to provide state-based estimates”. Must the sample be drawn from multiple states? Would the VA consider implementation of the project in a large state that meets the sample size and characteristics, i.e.., large number of rural, women Veterans, non-VHA affiliated Veterans?

ANSWER: The VA expects the survey to be implemented in all 50 states and DC. State-level samples must be sufficient to support our long-term goal of generating state-level prevalence estimates. Robust state-level estimates may not be feasible within this initial survey occurrence. However, the goal is to develop a recurring national survey. Therefore, the sampling plan must reach all 50 states and the final report must address a plan for developing robust state-level prevalence estimates in future survey iterations.

54. In reference to 4.2.5, Please define the timeframe and expectations for the pilot sample of 500 Veterans. Is the sample to consist of specific subsets of Veterans? Are all methods for surveying to be tested? Is there an expectation that some surveys may be administered face-to-face?

ANSWER: The objective of the pilot is to test all methods feasible, including survey psychometric properties, recruitment strategy, response rates, and online vs. alternate modes of data collection. The sample for the pilot need not be a specific subset of Veterans. We do not expect surveys to be administered face-to-face. Final pilot study plans will be finalized with contractor and VA project leads.

55. In reference to 4.2.5, Can the cost of contact information from Lexis Nexis, National Change of Address, Credit Bureau, or other comparable databases be included in the budget?

ANSWER: Yes, and it is advisable to do so.

56. In reference to 4.2.6, Has this work started in prior years? Are there areas of questions identified?

ANSWER: We have been working on the development of the survey questions and on establishing the Federal Stakeholder Board and the Veterans Engagement Board. Primary constructs of interest for the survey have been identified, as well as many of the specific questionnaires to be used. The survey tool will be finalized within the scope of this contract.

57. In reference to 4.2.8, Does the contractor need to build the survey platform themselves, or can they use a secure vendor? How many languages should the survey be available in? Should the contractor build into the budget the cost of translation?

ANSWER: The contractor can propose to use any platform that complies with VA security requirements and the contractor’s ATO. The survey will only be available in English; no translations are necessary. If during the course of the survey, the contractor learns that specific language translations are necessary for improving the survey, then that recommendation should be made in the final report.

58. In reference to 4.3.1, Please confirm that the pilot is to be conducted in the timeframe of Year2.

ANSWER: We currently expect the pilot to be completed during the beginning of Year 2. We are, however, willing to consider an earlier completion date if the contractor chooses to propose such. The ATO and IRB approvals must be in place prior to initiating the pilot.

59. In reference to 4.3.2, Please define appropriate survey follow-up and expectations. Please prove more detail on allowable incentive payments. Would gift cards be permitted? If so, the allowable amount per card? Would other incentives be allowed such as hosting an event including food and non-alcoholic beverages, marketing and information booths at Veterans events?

ANSWER: The VA expects the contractor to propose and recommend the best and most appropriate levels and types of incentive and follow-up.

60. In reference to 4.3.3, What merge criteria is likely? Are there any restrictions for accessing UAVETS data?

ANSWER: We are interested in merging survey data with data on community and social environment. As such, one primary merge will occur at the community level (e.g., county, zip code, census tract, or town/city). The VA will manage merging data with VA clinical records at the individual level. Other data may be available to be merged on other criteria. Over the course of the project the VA and its federal stakeholders will discuss and explore the best data sources to merge with ASCEND in order to maximize the utility of ASCEND survey data. The contractor should also plan to participate in these discussions and recommend data sources and merge criteria. In reference to 4.3.3 the contractor will finalize the data merge plan with the VA by the end of Option Year 1.

USVETS data has a substantial amount of demographic detail. However, processes for accessing and using USVETS are still being formalized within the VA. At this time, we are in discussions with the department that manages USVETS (VA Office of Enterprise Integration) to identify restrictions and processes. Members of our team have successfully used USVETS in the past with contracted survey research (Comparative Health Assessment Interview [CHAI], VA Epidemiology Program).

61. In reference to 4.3.3, What merge criteria is likely? How critical is the integration of contractor-obtained individual-level data sets? Should the costs for obtaining these data sets be included in the budget (as they may be substantial)? Could there be value to VISN19 in providing a visual/user-friendly way to view the merged data? PCCI has substantial experience in creating dashboards and using geomapping to enable stakeholders to easily explore and learn from our data.

ANSWER: There are many possible data sources and merge criteria. A primary interest of ours is to consider the impact of community-level factors on Veteran suicide risk. Hence, we are particularly interested in merging data sources that characterize community wellbeing. Regarding costs, we will need to consider the best data sources and whether there is a cost. As the focus of this project is to develop and provide recommendations for a reoccurring national survey, for any data sources we are unable to access due to cost in the initial survey wave, the contractor can include recommendations on merging with these data in the final report. Costs for obtaining data should be included if that data is required to carry out the proposed plan (e.g., verifying USVET contact information), or if the contractor has a specific data set in mind and chooses to include accessing it as part of their cost estimate. Otherwise, cost of accessing data can be addressed in the final report related to future recommendations for continuing surveillance efforts.

Finally, we would be very interested in visual and user friendly ways to view the data, such a geomapping and other online tools.

62. It appears that the MIRECC was awarded funding for ASCEND. What initial work was conducted, and can you discuss the tasks, relationships, and work accomplished?

ANSWER: This project is funded by and a priority of the VA’s Office of Mental Health and Suicide Prevention. MIRECC investigators are managing this project (principal and co-investigators) and the associated contract. As such, the VA MIRECC team has begun initial work identifying the Veteran Engagement and Federal Stakeholder Boards and has initiated construct indentation for the survey.

63. What font is to be used and what spacing is required? Single? Double?

ANSWER: 12-pt Times New Roman, spacing is discretionary, be mindful of page limits.

64. The project term is 3 years – should the cost proposal be for 3 years or just year 1? For budgeting purposes, it would very helpful to have more details related to the scope and expectations for each of the different deliverables listed as tasks for the three years. Many of the deliverables noted are not specifically described, and it is not clear which deliverables are expected to be attributed to a specific year(s) and which are expected to be for the full-term of the project.

ANSWER: The cost proposal shall be broken down into three different year periods in line with the deliverables expected for each year.

65. Should the epidemiologist be a full-time or part-time position? Does the VA have an allowable FTE yearly expectation for this project?

ANSWER: We do not have explicit FTE requirements, but expect the contractor to provide and staff sufficient expertise to manage a large-scale survey, as outlined in the SOW and be able to meet the deliverables stated within the SOW.

66. The requirements for this RFP are extensive. Would VISN 19 consider a twenty-day extension to the due date to allow applicant to assemble partners to support the technical requirements? The RFP fails to state when answers to written questions will be released. The response due date is extremely short to finalize a bid decision and develop a quality proposal, given the scope uncertainties associated with deliverables by year and other conditions that require more detail.

ANSWER: The period of performance for when contract will start is June 1, we are not able to issue a time extension

67. Past Performance: The offeror shall provide two references of organizations in which they have provided the same or similar type of service. References shall include a point of contact, position held by the point of contact, company name, telephone number, mailing address and email address. Will work performed with other “hard-to-reach” populations meet these criteria?

ANSWER: Yes, so long as the reference is for similar work (e.g., conducting a large survey).

68. Will the VA consider any solutions that have yet to be implemented but that are in development that support administration of the survey or assembling the sample.?

ANSWER: Yes. We are willing to consider a variety of solutions.

69. For the 500 patients in the pilot study, will it be the responsibility of the Contractor to obtain Informed Consent from each patient? If yes, will informed consent be done in person, verbal, or via electronic methods (email, txt msg)?

ANSWER: Yes, the contractor will need to obtain informed consent. The specific details regarding informed consent will be developed and submitted for IRB approval in collaboration with the VA project leads.

70. Request clarification of the requirement for an epidemiologist with a Ph.D. in Statistics, Epidemiology, and/or Survey Methods [para 8b]. Will a Ph.D. in Sociology or Psychology with concentrations in survey methods or statistics suffice?

ANSWER: Yes, so long as said individual possesses sufficient expertise in survey methods and sampling statistics to guide this complex national survey.

71. Where the RFQ states, “The total sample size for this survey is expected to be approximately 50,000 Veterans.” [para 4.2.5], does this “total sample size” mean the initial sample size, or is it the number of completed surveys?

ANSWER: 50,000 completed surveys, with a sampling frame of approximately 150,000 based on an expected response rate of 34%.

72. Where the RFQ states “The primary sampling unit shall be states to support development of the ASCEND surveillance system which shall aim to provide state-based estimates.”, are these state-based estimates expected for all 50 states? Are territories of the U.S. also to be included?

ANSWER: This survey should sample from all 50 states and DC. U.S. territories are not included at this time but can be recommended in the final report for future survey iterations. We would like to generate state-based estimates but recognize that a single sample of 50,000 Veterans may not be sufficient to do so. For example, based on preliminary estimates, we expect a sample of at least 100,000 may be necessary for robust state-level estimates. With a survey of 50,000 Veterans conducted every year, two-year aggregated data could be used to generate state-level estimates, whereas single year data would be useful for national estimates. The contractor should conduct this survey with the goal of generating state-level estimate either within this survey or through a recommendation for future recurrences. At the conclusion of this first occurrence of ASCEND, we expect to either have state-level estimates or a clearly defined plan with power analysis for how to accomplish state-level estimates as a routine part of recurring administration of the ASCEND survey. The successful bid should address how the contractor will support our goal of generating state-level estimates.

The amendment also adds the following clause to be include in the solicitation and awarded contract:

IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

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

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

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

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

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

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

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

3. VA INFORMATION CUSTODIAL LANGUAGE

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

b. VA information should not be co-mingled, if possible, with any other…