36C26020Q0775_1.docx

36C26020Q0775 Contract Opportunity Combined Synopsis/Solicitation Notice

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice R422 Small Business set-aside RFQ 83706 36C26020Q0775 08-31-2020 13:00

MOUNTAIN TIME, DENVER, USA

N

SBA

541910 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706 Contract Specialist Amy Kuczajda amy.kuczajda@va.gov 208-429-2018 Department of Veterans Affairs VA Puget Sond Health Care System 1660 South Columbian Way Seattle WA 98108

USA

Amy.Kuczajda@va.gov

(i) This is a combined synopsis/solicitation for a Customer Satisfaction Survey, as prepared in accordance with the format in Subpart 12.6, “Streamlined Procedures of Evaluation and Solicitation for Commercial Items,” as supplemented in the attached Request for Quotes (RFQ). This announcement constitutes the only solicitation; quotes are being requested and a firm-fixed price purchase order is anticipated. Simplified Acquisition Procedures IAW FAR 13.5 will be used.

(ii) The solicitation number is 36C260-20-Q-0775 and is attached.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-07 effective 08/03/2020.

(iv) This solicitation is set aside 100% for Small Businesses and the associated NAICS code 541910 has a small business size standard of $16.5M.

(vi) Quotes must be emailed to Amy.Kuczajda@va.gov and received no later than 1pm MST on 08/31/2020. Please complete Section D, Pricing Chart and Section B, Pricing Schedule.

No late quotations will be accepted.

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF

SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b.

CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF

SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ____________________

____________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET

FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING

OFFICER (TYPE OR PRINT)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

663-20-3-2553-0019 36C26020Q0775 08- -2020 Amy Kuczajda 208-429-2018 08- -2020 13:00 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706 X X 541910 $16.5 Million N/A X 36C663 Department of Veterans Affairs Puget Sound VA Health Care System 1660 South Columbian Way Seattle WA 98108 36C531 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Customer Satisfaction Survey in accordance with the Statement of Work.

See Continuation Pages for Details.

$0.00 See CONTINUATION Page X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C26020Q0775

Page 1 of Page 1 of Page 1 of Page 1 of

B.2 STATEMENT OF WORK

1. Contract Title. Complementary and Integrative Health (CIH) Experience Survey Background.

The VA Office of Patient Centered Care and Cultural Transformation (OPCC&CT) is providing funds to Puget Sound HSR&D, a site of VA’s Complementary & Integrative Health Evaluation Center (CIHEC) to field a customer satisfaction survey over a three-year period for approximately 18,000 veterans that utilize yoga, meditation, Tai Chi, chiropractic care, massage, or acupuncture services within VA or in the community but paid for by the VA (across 18 different medical facilities). The goal will be to monitor overall patient satisfaction and outcomes of services with the idea of potentially expanding these non-traditional medical services to more veterans within VHA. Dr. Zeliadt who is located at VA Puget Sound HSR&D is the Co-Director of VA’s Complementary & Integrative Health Evaluation Center (CIHEC), and is leading this operations evaluation effort for OPCC&CT. One of VA’s critical priorities is supporting Veterans who have chronic pain with alternatives to opioids. Recent efforts in VA have led to over 30% of Veterans with chronic pain utilizing CIH services delivered both by VA providers and by contracted community providers and the trend is expected to increase. This effort by OPCC&CT is to help evaluate how to optimize use of CIH services in pain management.

OPCC&CT is current funding internal VA researchers to complete a similar patient-reported outcomes survey of Veterans using Whole Health services. This survey is currently being fielded using only mailed paper surveys due to VA’s limitations with IT infrastructure. A critical issue with survey research is ensuring high survey response rates, and best practices now emphasize providing respondents with multimodal options for completing the survey electronically. OPCC&CT was planning to have researchers field the next generation survey using a hybrid combination of VA staff and using Qualtrics software based on new IT technology approvals. However, the experience of the Whole Health survey using internal personnel identified critical challenges with related to a lack of flexibility in hiring through VA’s Human Resources department, and challenges with VA’s IT infrastructure to host multimodal electronic tools such as REDCap or cloud-based survey tools. Additionally, VA does not have Computer Assisted Telephone Interviewing (CATI) tools that greatly reduce the personnel effort in conducting telephone follow-up to increase response rates. After exploring multiple internal staffing options, they decided that an internal hybrid approach relying on hiring VA personnel would be too expensive as it necessitated hiring additional VA staff, many who would only be temporary, and paying for the commercial software licenses as well in order to enable multimodal survey capabilities with electronic options.

2. Scope.

VA Puget Sound will provide contact information for Veterans to be approached for participation in the survey. These contacts will be based on use of CIH services. Respondents will be asked to complete four surveys over a six-month period. The initial baseline survey followed by a 1-month, 3-month and 6-month follow-ups.

Multimodal forms of contact will be:

· Mailing (Respondents can complete via web, mail survey back on paper OR call in on 800#)

· E-mail (Respondents can complete via web or call in on 800#)

· Text (Respondents can complete online via link or call in on 800#) ** Vendor shall have at least 3 years of experience conducting multi-modal surveys for multiple VA projects.

** Vendor shall have at least 3 years of experience setting up and managing secure texting for multimodal VA surveys.

**Vendor shall provide evidence of recent experience with interviewing Veterans on sensitive subjects such as pain and depression.

**Vendor shall be a licensed user of CATI software that meets industry standards for security, efficiency, and functionality, including data validation, and the ability to create customized disposition reports. In addition, the CATI system must allow a supervisor and/or interviewer to perform a “warm handoff” of a Veteran that becomes distressed during the interview to the Veterans Crisis line. In case a respondent becomes distressed, the vendor must have the technical and staff capability to live connect one two-way call with another two-way call to allow for a warm hand-off of the veteran to the Veteran’s Crisis Line. This is an important part of ensuring Veterans best interests are protected. Once the call has been answered by crisis line staff, and the “warm handoff” connection has been established, the interviewer may sign off.

**Vendor shall be a licensed user of software to facilitate web-based surveys that meets industry standards for security, efficiency, and functionality, including data validation, and the ability to create customized disposition reports.

**Vendor shall have capability for Vendor supervisors to oversee interviewing staff. Previous experience indicates this is an important requirement, as it serves as a safety back-up to the technological requirement for the interviewer being able to message their supervisor while on the line with a respondent who becomes upset during the interview. Having both technological and line-of-site oversight capabilities means that if a warm handoff is needed to ensure the safety and/or well-being of the Veteran respondent, the supervisor and interviewer will able to communicate clearly during the handoff process.

**Vendor shall demonstrate it has the time, resources, and facilities to conduct and carry out this project, including sufficient numbers of experienced programmers and interviewers, and sufficient numbers of experienced supervisory staff to directly oversee the interviewing force.

Once respondents have completed the initial baseline survey, the contractor will collect (or confirm) cell phone and preferred e-mail address information on all respondents. Respondents will also be asked preferred method of contact for subsequent surveys, including an option if text is preferred method. Permission will also be obtained to send a text message reminder with the survey link in the event as a secondary method if they do not respond to their primary preferred method (e.g. email or mail).

The vendor will be supplied with approximately 18,000 eligible respondents over a 3-year period – with sample records being distributed via a secure method at least two times per week.

(1) Respondents will receive a letter (VA letterhead) that will identify the research opportunity and will be provided with a telephone number to opt out of participation. They will also be provided with a method to complete the survey online, fill out a paper survey and return back in postage paid envelope or call into an 800# to complete via the telephone. A $2 bill will be included in the initial mailing to encourage participation. This mailing must be sent within 24-48 hours of receiving the 2x weekly contact sample.

**Vendor must have experience conducting VA surveys that require rapid (24-48 hr.) turnaround and contact of participants.

(2) At that same time of the initial mailing, e-mail communication will be sent to all respondents with a valid e-mail address (expected to be 30-40% and increasing over the study period) with options to complete the survey online or via an 800# call-in number. Two reminder e-mails will be sent 3 to 4 days apart for all non-responders during the process. As soon as they complete, the system will automatically stop sending reminder e-mails. This email communication must be sent within 24-48 hours of receiving the 2x weekly contact sample that includes email addresses.

(3) After a period of 10 days from the initial mailing, a duplicate mailing will be sent to all respondents (minus the $2 insert).

(4) A week after the second mailing, Vendor will make up to 5 telephone calls to all non-responders. They will be encouraged to complete the survey online or over the telephone. Interviewers will have the ability to e-mail or text the survey link from their work station. If respondents request to have consent and survey administered over the telephone, Vendor will comply, however the goal will be to have as many as possible respondents complete the survey via the web.

The survey length is expected to be 20 minutes in length (telephone) and 17 minutes for each follow-up survey. This will be translated to 12 minutes for baseline (online) or 9 minutes for each follow-up (online)

3. Specific Tasks.

The specific tasks that will be part of this SOW include the following:

A. Program baseline and follow-up surveys for web and telephone options. Web will be mobile device friendly programming. ** Vendor shall have at least 3 years of experience conducting multi-modal surveys for multiple VA projects.

B. Training of staff and soft launch. ** Vendor shall have at least 3 years of experience training staff for multi-modal secure surveys.

C. Print, prepare and mail pre-notifications to all sampled individuals as described (n = 18,000 over 3 years) This initial packet will include a VA provided cover letter with information about the study, instructions for opting out of further contact, and a link for completing the web survey, a paper survey with a pre-paid return envelope, and a $2 pre-incentive. Send baseline invitees a pre-incentive in the form of two dollars regardless of whether they complete the survey.

D. For each invitee who does not either opt out of further contact or who does not complete the survey after 10 days of the initial mailing, the Vendor will mail a second survey packet that include all of the above except for the $2 pre-incentive.

E. For each invitee who has a valid email address included in the VA-provided sample, email an individual survey link with instructions for survey completion. This email will not contain any PHI of PII other than the email address and name.

F. Print, prepare and mail follow-up mailing to all sampled individuals at baseline survey as described (n = 14,000 over 3 years) G. For each baseline responder who has not opted out of further contact, print, prepare and send mailings for 1-month, 3-month and 6-month follow-ups based on preferred method of contact. No text or email will contain PHI.

H. The vendor shall process and data enter incoming & outgoing telephone completes (Approximately 2,195 telephone surveys over the course of the 3 years) I. Data Entry - Vendor shall utilize full disk encryption and a FIPS 140-2 Encryption (or equivalent) with the Windows Server.

J. Sample Processing Services (Receive sample 2x week for 3 years) with contacting Veterans within 24-48 hours of receiving contact information.

K. Send secure e-mails and text to Veteran population over 3-year period. ** Vendor must have at least 3 years of experience setting up and managing secure texting for multimodal VA surveys.

L. Work across weekends and a range of early and late shifts in order to contact Veterans when they are at home regardless of the time zone. The majority of call attempts will take place between the hours of 4pm-9pm weekdays, and 10am-5pm on weekends, respondent local time. Every sample telephone number must be attempted primarily during evening hours, but day attempts and weekend evening attempts will be made as needed to maximize the likelihood of contacting an eligible respondent.

M. Provide the VA with preliminary, and then final data files and disposition files. Provide regular disposition/ response reports and marginals upon request (and associated project management services).

N. Provide a dedicated toll free 800 number, to allow respondents to opt out or arrange a time for the interview. The number will be answered by Vendor staff during office hours, and checked for messages immediately each morning, as the Vendor will be responsible for ensuring that Veterans who opt out of the study are not contacted for the remainder of the study.

M. Demonstrate the capabilities of its telephone / CATI system for performing a “warm handoff” which involves keeping the interviewer/Supervisor and respondent on the line while the Veteran’s call is forwarded to the Veterans Crisis Line, so that the interviewer is able to verify that contact between the Crisis line staff and the Veteran is made before hanging up the line. Include information for the Veterans Crisis Line in all printed study materials and the web survey.

N. Participate in preparing materials, scheduling, and performing project-specific interviewer training, including individual training on the use of the emergency protocol for conducting a warm handoff transfer. Training will be ongoing throughout the field period, based on information acquired from interview monitoring.

O. Follow study specifications for making call attempts, scheduling call backs, refusal conversion, and coding dispositions:

P. Program and verify the questionnaire for both web and CATI to create a final instrument for CIHEC sign off. To accomplish this, the Vendor will:

Q. Prepare sample management and quality assurance plans that meet or exceed industry standards for the collection of valid and reliable data:

R. Code the outcome of all contact attempts using the American Association for Public Opinion Polling (AAPOR) Standard Definitions dispositions for mail surveys of specifically named persons, and will: The Vendor will also code the mode in which the survey was completed (web, paper or CATI).

S. During the field period, provide regular (weekly) disposition reports detailing the disposition of each contact attempt (complete, break-off, refused, unable to contact, no contact, opt-out, etc.)

T. Supply the VA with quarterly disposition files with final dispositions for every number, and a report of AAPOR response and refusal rates.

Deliverables (See Deliverable schedule below):

Deliverable One: Verify programming on questionnaire.

Deliverable Two: Prepare and conduct training with interviewers and assigned staff.

Deliverable Three: The Vendor shall mail baseline survey packets to all sample provided by CIHEC during the course of this contract, to arrive at least 10 days before a second identical mailing to non-responders and 17 days before telephone contact with non-responders. This initial packet will include 1) a CIHEC-provided cover letter with information about the study, instructions for opting out of further contact, and a link for completing the web survey, 2) a paper survey with a pre-paid return envelope, and 3) a $2 pre-incentive. For each invitee who does not either opt out or further contact or who does not complete the survey after 10 days of the initial mailing, the Vendor will mail a second survey packet that includes all of the above except for the $2 pre-incentive. For each invitee who has a valid email address included in the CIHEC-provided sample, the Vendor will email an individual survey link with instructions for survey completion. This email will not contain any PHI or PII other than the email address.

Deliverable Four: Contact and attempt to interview all sampled Veterans who do not either opt out within one week of being sent the second survey packet or complete the web survey.

Deliverable Five: Complete a total of ten thousand-five hundred (10,500) baseline surveys with the following completion mode targets:

Deliverable Six: The Vendor shall mail follow-up survey packets at 1-month, 3 months and 6-months post baseline to all baseline completers. Packets will include an informational cover letter with a link for the web survey, and an 800 number for question/opt-outs or to schedule telephone interview. The packet will also include a paper survey with prepaid return postage. For those who have valid email addresses on record, the Vendor shall email an individual survey link. For those who request it, the Vendor will send the individual survey link by text. No text or email will contain PHI.

Deliverable Seven: Complete 1-month, 3-month and 6-month follow-up survey with the following completion targets:

The completion mode targets will be as follows:

Deliverable Eight: The Vendor shall code the outcome of all contact attempts using the American Association for Public Opinion Polling (AAPOR) Standard Definitions dispositions for mail surveys of specifically named persons and will provide regular (weekly) disposition reports. The Vendor shall also code the mode in which the survey was completed (web or CATI).

Deliverable Nine: Quarterly, during the field period, the Vendor shall supply the VA with a disposition file with final dispositions for every sampled individual, a report of AAPOR response and refusal rates, and a cleaned data response file.

4. Performance Monitoring (if applicable).

Contractor must demonstrate 3 years of prior experience conducting similar multimodal surveys for VA including prior response/participation rates of >40%. Contractor must guarantee rapid response to 2x weekly contact samples which is a unique aspect of this evaluation. There will be regular conference calls/meetings with the CIHEC project team to review project deliverables and milestones.

5. Security Requirements.

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

The C&A requirements do not apply, and a Security Accreditation Package is not required.

Information Security

· The Vendor shall also meet strict VA data security requirements which apply to CATI (computer-assisted telephone interviewing) interviewer stations.

· As required by HIPAA regulations, the Vendor must have a Data Use Agreement (DUA) with the VA CIHEC QUERI.

· The Vendor shall provide data access only to Vendor project staff members who have successfully completed appropriate project-specific training.

· The Vendor shall provide project-specific equipment, staffing and resources.

· The Vendor shall provide a dedicated partition on a server that either resides in a dedicated locked room accessible only to study staff, or is separately physically secured in a locked cage, if it resides in a shared server room.

· The VA server will be securely housed in a secure room accessible only to the Vendor’s project staff or in a locked bay in a restricted access server room, accessible only to study-authorized staff.

· Any security violations or attempted violations shall be reported to the VA Project Manager and the VHA Headquarters Information Security Officer as soon as possible. The Vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

· Data files will be transferred from the Vendor’s secure server to the study team’s restricted access folder on the VA Puget Sound secure server via a VA-approved transfer method. Only the VA study team will be uploading and downloading data, the Vendor will not be able to access the VA’s server.

· The survey, disposition and contact files will be temporarily stored on the Vendor’s secure server until surveys are completed and the data is verified. All project data files will be permanently housed on the secure VA server behind the VA firewall. Access to study data will be limited to the minimum number of individuals necessary to achieve the approved purpose and to those individuals on a need-to-know basis only.

· The Vendor shall destroy all survey-related files (Contact File, Survey Data files, and the Disposition File) once the survey closes and the survey data has been verified and validated.

The Vendor and their staff shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov. To ensure that appropriate security controls are in place, the Vendor must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov

Contract Personnel Security All contractor 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 Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident. Vendor is subject to all relevant VA National and local Medical Center security policies that exist, including 38 CFR 16 (Federal Policy for the Protection of Human Subjects (Common Rule). All contractor employees who require access to the Department of Veterans Affairs' computer systems will be required to create accounts at the VA’s Talent Management System and complete the on-line Security Awareness Training Course, the VA Cyber Security Awareness Course, and the Privacy Awareness Training Course and do so annually. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s) as they are considered Without Compensation staff and must meet all VA employee training requirements. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation.

Vendor must also abide by the Standards for Privacy of Individually Identifiable Health Information, known as the HIPAA Privacy Rule. The HIPAA privacy rule and related information can be found on the Health and Human Services (HHS) and NIH websites: http://www.hhs.gov/ocr/hipaa/finalreg.htm, http://aspe.hhs.gov/admnsimp/ , http://privacyruleandresearch.nih.gov/ .

PIV ID cards or SafeNet MobilePASS Required. In accordance with numerous federal policies and directives, the VA is now enforcing two-factor authentication (2FA) for all remote access to its networks. Network access through the Citrix Access Gateway (CAG) now requires the use of a personal identity verification (PIV) card or SafeNet MobilePASS token to complete the login process. The preferred method for users to access the VA network is with a PIV card. However, for CAG users with non-PIV enabled or compatible devices (such as a tablet or smartphone), VA is offering the MobilePASS application to satisfy 2FA requirements. All contractor employees accessing the VA network with non-PIV enabled devices will need to download and enroll a MobilePASS token by their scheduled implementation deadline.

Internet/Intranet The contractor will also comply with Department of Veterans Affairs (VA) Directive 6102 and VA Handbook 6102 (Internet/Intranet Services).

VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, and any other functions related to the administration of a VA Internet/Intranet Service Site or related service (hereinafter referred to as Internet). This directive applies to all organizational elements in the Department. This policy applies to all individuals designing and/or maintaining VA Internet Service Sites; including but not limited to full time and part time employees, contractors, interns, and volunteers. This policy applies to all VA Internet/Intranet domains and servers that utilize VA resources. This includes but is not limited to va.gov and other extensions such as, “.com, .edu, .mil, .net, .org,” and personal Internet service pages managed from individual workstations.

VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as “Internet”). The handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This includes, but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple Mail Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers.

VA Directive 6102 and VA Handbook 6102 are available at:

Services Directive 6102 http://www.va.gov/pubs/directives/Information-Resources-Management-(IRM)/6102d.doc

Services Handbook 6102 http://www.va.gov/pubs/handbooks/Information-Resources-Management-(IRM)/6102h.doc

Services Handbook 6102 Change 1 – updates VA's cookie use policy, Section 508 guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors.

http://www.va.gov/pubs/handbooks/Information-Resources-Management-(IRM)/61021h.doc

All contractor employees who require access to the Department of Veterans Affairs' computer systems have been subject to a background investigation and have received a favorable adjudication from the VA Security and Investigations Center (07C). This requirement will be applied to all new contractor or subcontractor personnel requiring access to the Department of Veterans Affairs’ computer systems. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

6. Period of Performance.

This will be a base plus two option years:

Base: Date of Award – August 31, 2021 Option Year One (1): September 1, 2021 – August 31, 2022 Option Year Two (2): September 1, 2022 – August 31, 2023

7. Delivery Schedule.

Base Year Deliverable Date Deliverables

Y1Q1 – 90 days after date of executed contract

· Programming and data review of questionnaire

· Demonstrate sample processing

· Data entry of questionnaires and provide VA a sample of data response file and disposition reports

· Demonstrate ability to send secure e-mails and text to veteran population over 3-year period

· Demonstrate ability to provide data files, disposition reports, and project management services.

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

Option Year 1 Deliverable Date Deliverables

Y2Q1

· Programming and data review

· Onsite training

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Onsite training

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Onsite training

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Onsite training

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

Option Year 2 Deliverable Date Deliverables

Y3Q1

· Programming and data review

· Onsite training

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Onsite training

· Print, prepare and mail pre-notifications to all sampled individuals as described

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for 1-month, 3-month and 6-month follow-ups.

· $2 plus labor to insert (Initial baseline mailing only)

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Onsite training

· Print, prepare and mail follow-up mailing at baseline to all sampled individuals as described

· Print, prepare and mailings for remaining follow-ups.

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide data files, disposition reports, and project management services

· Print, prepare and mailings for remaining follow-ups.

· Direct postage charges, plus USPS subscription

· Incoming & Outgoing telephone completes

· Sample Processing Services

· Send e-mails / Reminders / Text surveys

· Provide all final data files, disposition reports, and project management services

8. Privacy Officer Language

1. 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)

2. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

3. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

4. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

5. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

9. Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Complementary and Integrative Health Experience Survey in accordance with the Statement of Work.

Contract Period: Base POP Begin: Date of Award POP End: 08/31/2021

Complementary and Integrative Health Experience Survey in accordance with the Statement…