S02 36C26120Q0855 Digital Health Coaching (PA) RFQ Amend 1.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

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

9A. AMENDMENT OF SOLICITATION NUMBER

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10A. MODIFICATION OF CONTRACT/ORDER NUMBER

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

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

E. IMPORTANT:

is extended,

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

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

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

15C. DATE SIGNED

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

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

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

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

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

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

(If other than Item 6)

(Specify type of modification and authority)

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

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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

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612MCP

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Northern California HealthCare System 5342 Dudley Blvd, Bldg 209 McClellan CA 95652-2609

612MCP

Department of Veterans Affairs Department of Veterans Affairs VA Northern California HealthCare System 3230 Peacekeeper Way, Bldg. 209 McClellan CA 95652-1012

To all Offerors/Bidders

36C26120Q0855

08-27-2020

X

X X

X 1

RFQ Amendment #1 is to address Performance Work Statement edit (attached and highlighted) and Addendum to FAR Part 52.212-2 Evaluation – Commercial Items (attached and highlighted). All Other Items Remain Unchanged. Quote Due Date Remains As 09/10/20 @ 12:00pm (PST).

Performance Work Statement Digital Health Coaching

VA Palo Alto Health Care System

Section 1: General Information

The Department of Veterans Affairs (VA) Medical Center (VAMC) located in Palo Alto, California requires digital health coaching services as part of the national “Whole Health” initiative. Whole Health aims to “empower, equip, and treat” veterans by expanding their care team to include the community, teaching self-care and other skills that are the building blocks of wellness, and incorporating new practitioners and new modalities in care delivery. Whole Health has chosen VAMC in Palo Alto as one of seventeen pilot sites.

As a pilot site, Palo Alto has an obligation to augment and emphasize the role of both trained and peer health coaches. As such, Palo Alto seeks a vendor to provide trained, expert coaching services across a range of conditions to complement its existing peer and entry-level coaches. In order to reach as many veterans as possible, and to facilitate their engagement with coaches, Palo Alto seeks a digital vendor—that is, one that delivers coaching through an online platform with multiple modalities, such as app and text. Given the breadth of the Whole Health mandate, Palo Alto seeks a vendor that is able to address a range of conditions that affect wellness: sleep, nutrition, stress management, and chronic disease management, to name a few.

1.2 Period of Performance: September 30, 2020 to September 29, 2021

1.3 Place of Performance: VA Palo Alto Health Care System

3801 Miranda Ave Palo Alto CA 94304

1.4 Type of Contract: The government will award a Firm Fixed Price contract.

1.5 Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment http://www.fsc.va.gov/einvoice.asp processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

Work Week: Monday through Friday, unless specified otherwise.

3. SERVICES REQUIRED:

3.1 1-on-1 Coaching: Contractor must provide 1-on-1 coaching (as opposed to group coaching or algorithm-driven coaching administered by an algorithm) via text, mobile, tablet, or desktop.

3.2 Mobile Content: Contractor must provide best-in-class and evidence-based content including lessons, tips, and other materials that support veterans between coaching sessions.

3.3 Integrated Device Capabilities: Contractor must have the capability to integrate and report on wearable device data, such as data from pedometers or other activity trackers.

3.4 Tracking and Reporting: Contractor must log/record/assess veterans’ progress (via self-reports, interactions, and device data) and provide detailed reports to Palo Alto clinicians and program managers.

3.5 Personalized Programming for Wellness Objectives: Contractor must provide personalized programming that meets veterans “where they are” in terms of motivation and skills (programming must have the capacity to flex content and engagement based on a given veteran’s needs). This personalized approach must apply across a range of wellness objectives, including but not limited to: sleep, nutrition, exercise, stress management, chronic disease management (specifically hypertension and diabetes), and weight loss.

4 QUALITY SCORES REQUIRED:

mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov

4.1 The contractor shall have results of its clinical impact published in a peer-reviewed journal; these results should suggest clinically significant improvement in one or more health outcomes.

4.2 The contractor must have a Net Promoter Score greater than 50, as evidenced by surveys of more than three customer groups

4.3 The contractor must have worked with customers whose size/patient population approximates Palo Alto’s target group: at least 2000 veterans over one year.

5 CONTRACTOR RESPONSIBILITIES

5.1 Medical Records

5.1.1 Authorities: The contractor shall represent and warrants that: (i) it shall comply with all applicable federal and state laws, rules and regulations, including without limitation those laws and regulations governing the maintenance of medical records and confidentiality of patient information as well as with all standards promulgated by any relevant accrediting agency; and (ii) is not currently excluded, debarred, or otherwise ineligible to participate in federal health care programs as defined in 42 U.S.C. § 1320a-7b(f), and has not been convicted of a criminal offense related to the provision of items or services for which it may be excluded, debarred, or otherwise declared ineligible to participate in the federal health care programs or from any federal or state government contract. The contractor shall immediately notify VA Palo Alto of any change in the status of the foregoing representations and warranties. Contractors shall deliver all final patient records, correspondence, and notes to the VA within twenty-one (21) calendar days after the contract expiration date.

5.1.2 Disclosure: Contractor and Contractors may have access to patient medical records: however, Contractor and Contractors must obtain permission from the VA before disclosing any patient information.

Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA‘s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records. The VA will provide the Contractor with a copy of VHA Handbook 1907.1, Health Information management and Health Records and VHA Handbook 1605.1, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor, Contractors and/or Sub- Contractors.

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1469 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1469 http://www1.va.gov/vhapublications/viewpublication.asp?pub_id=1423 http://www1.va.gov/vhapublications/viewpublication.asp?pub_id=1423

5.1.3 Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by the VAMC.

5.1.3.1 Medical record entries shall be legible and maintained in detail consistent with good medical and professional practices so as to facilitate internal and external peer reviews, medical audits and follow-up treatments. Copies of received medical information shall be authenticated (signed) copies.

5.1.3.2 The quality of medical practice shall meet or exceed reasonable standards of professional practice for the required services in health care as determined by the same authority that governs VAMC medical professionals and will be audited by the Medical Center, Service Line or other processes established for that purpose.

5.2 Release of Information: The VA shall maintain control of releasing any patient medical information and will follow policies and standards as defined, but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor and Contractors to release patient information, the Contractor and Contractors in compliance with VA regulations, and at his/her own expense, shall use VA Form 3288, Request for and Consent to Release of Information from Individual’s Records, to process “Release of Information Requests.” In addition, the Contractor and Contractors shall be responsible for locating and forwarding records not kept at their facility. The VA’s Release of Information Section shall provide the Contractor and Contractors with assistance in completing forms. Additionally, the Contractor shall use VA Form 10-5345, Request for and Authorization to Release Medical Records or Health Information, when releasing records protected by 38 U.S.C. 7332. Treatment and release records shall include the patient’s consent form. Completed Release of Information requests will be forwarded to the VA Privacy Officer at the following address:

Ana Marie Vitente Privacy Officer Office of the Director Tel: 650-493-5000 ext. 69245 Fax: 650-849-0325

Nancy Ungson Privacy Officer Office of the Director Tel: 650-493-5000 ext. 64616 Fax: 650-849-0325

5.3 DIRECT PATIENT CARE:

http://www4.va.gov/vaforms/va/pdf/VA3288.pdf http://www4.va.gov/vaforms/va/pdf/VA3288.pdf http://www4.va.gov/vaforms/medical/pdf/vha-10-5345-fill.pdf http://www4.va.gov/vaforms/medical/pdf/vha-10-5345-fill.pdf

5.3.1 The Contractor shall be responsible for providing the services outlined in Section 3 above to veterans referred by VAMC.

5.3.2 VA personnel shall refer patients to the Contractor and all veterans referred to the Contractor shall be seen, evaluated, and treated without cost to the veteran.

5.3.3 Contractor shall provide the services of a trained Nurse Practitioner in evaluating and treating veterans.

5.4 ADMINISTRATIVE: The Contractor shall perform administrative services, which include, but are not limited to, the following:

5.4.1 Completion of required clinical and medical record documentation for services within the required timeframe by The Joint Commission and the Veterans Health Administration (VHA). This includes but is not limited to detailed, typed reports to be stored in a secure, shared site accessible to VA clinicians and staff.

5.4.2 Patient safety incidents must be reported within 24 hours using Patient Safety Report. As soon as practicable (but within 24 hours) Contractors shall notify COR of incident and submit to the COR the Patient Safety Report, following up with COR as required or requested.

5.4.3 Payment for services will not be made until all required documentation related to the service provided has been submitted.

5.5 Mandatory Training and ADP Security: Contractor’s staff will meet all VA Contractor educational requirements.

5.5.1 In performance of official duties, Contractor’s staff have regular access to electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), and other applicable laws, Federal Regulations, Veterans Affairs statutes, policies and regulations. Contractor’s staff are responsible for (1) protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion and (2) following all applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in a computer access agreement which contract provider(s) signs.

5.6 PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY

IMPROVEMENT

5.6.1 The Government reserves the right to refuse acceptance of Contractors at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated

Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractors conduct. The final arbiter on questions of acceptability is the CO.

5.6.2 The CO shall resolve complaints concerning Contractor and/or Contractors relations with the Government employees or patients. The CO is final authority on validating complaints. In the event that The Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

5.6.3 Quality Improvement: Contractors shall participate in Quality Improvement, and Performance Improvement activities with staff as required by Joint Commission (or equivalent), and directed by Chief of Service or Chief of Staff or designee. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment), in accordance with Federal Acquisition Regulation (FAR) 37.401(b).

Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews.

5.6.4 In order to adequately document services provided under this contract, a record keeping system of Contractor work hours shall be established and implemented by the COR. The COR is responsible for verifying the number of actual hours worked by each contract person through medical records and/or other appropriate methods and certifying payment of each hour worked. Documentation of actual work hours must be sufficient to ensure proper payment and allow audit verification that services were provided. Moreover the COR shall monitor the response of contract personnel to all VA calls/pages and requests for callback

5.6.5 Quality Assurance Surveillance Plan – incorporated herein as Attachment A.

5.6.6 REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE

ASSESSMENT REPORTING SYSTEM (CPARS)-

5.6.6.1 As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

5.6.6.2 Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the Contractor’s registered representative.

5.6.6.3 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

5.6.6.4 Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

6 GOVERNMENT RESPONSIBILITIES

6.1 Oversight of Service/Performance Monitoring: Contract Administration: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to Contacting Officer and COR.

6.2 CO Responsibilities: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

http://www.cpars.csd.disa.mil/

6.2.1 The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

6.2.2 In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan;

increased monitoring of the contracted services; consultation or training for the contract staff to be provided by the VA or the contract agency as indicated; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract.

6.3 COR Responsibilities:

6.3.1 The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor or Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

6.3.2 The COR will be responsible for monitoring the Contractors performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to: enter data that may be collected.

6.3.3 The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

6.3.4 All contract administration functions will be retained by the VA.

Section 7 – Attachments:

Attachment #1 Wage Determination 2015-5642 Rev. 14

ADDENDUM TO 52.212-2 EVALUATION – COMMERCIAL ITEMS

BASIS FOR CONTRACT AWARD

In accordance with FAR 13.106-2(b)(3), the quotes will undergo a comparative evaluation to determine which vendor provides the best value to the Government in terms of the information provided in response to the non-priced factors while also providing a competitive price.

Moreover, the Government is not assigning weight to the factors or listing them in any order of importance. A comparative evaluation of offers will be conducted using the following segments of the contractors’ quotation: (1) Ability To Provide Services Based on Experience and Expertise, (2) Socio-economic status, and (3) Price. The Government will evaluate for the following:

Ability To Provide Services - The Government is evaluating whether the Contractor understands the requirement and the deliverables established within the Performance Work Statement and are capable of providing services. Vendors are to provide the years of experience and expertise within the field involving the categories listed within the Performance Work Statement. The submission of Peer-Viewed Publications is a requirement within the Performance Work Statement, a deliverable. Though Peer-Reviewed Publications are not mandatory vendors possessing Peer-Reviewed Publications is highly desired and will be used to equate vendors’ expertise within the industry, more so if associated with Veterans health issues. If submitting Peer-Reviewed Publication credentials vendors are to provide date, subject, and name of journal.

Socio-Economic Status - Verified SDVOSB/VOSBs or those contractors that propose to use verified SDVOSB/VOSBs will receive credit or partial credit IAW VAAR 852.215- 70.

Price - The Government is evaluating unit pricing and the total overall price to determine price fair and reasonableness. The evaluation will also consider the possibility that FAR 52.217-8 Option to Extend Services can be exercised at any time, and can be exercised in increments of one to six months, but for no more than a total of six months during the life of the contract. The evaluation will assume that the prices exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

(End of Provision)