S02 - ATTACHMENT 1 - REVISED_COVID-19 Pandemic Response PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

COVID-19 Pandemic Response and Scenario Planning

1.0 BACKGROUND

In December of 2019, a new strain of the Coronavirus (SARS-CoV-2) also referred to as COVID-19 was discovered in Wuhan, China. The first case was discovered in the United States on January 21, 2020. Understanding and addressing the COVID-19 situation is an unprecedented risk for the nation, and a significant challenge for the VHA to fulfill its mission. The COVID-19 Operations Center at the Department of Veterans Affairs (VA) Headquarters is committed to understanding, by region, the projected demand for beds, resources, personnel, and other assets over the time horizon of the pandemic and to trend actual demand against projected demand and identify leading indicators of system overload, enabling proactive response and asset reallocation. To best plan and execute on operations, VHA requires deep epidemiological pandemic response planning to identify expected disease burden, patient demand, and impact on inpatient bed availability, staff, and supplies across the healthcare sector, and by market.

Epidemiological insights are vital to ensuring that VHA can prevent as many deaths from COVID-19 as possible. As the COVID-19 pandemic escalates, the primary and most effective use of epidemiological strategic planning and models is to estimate the relative effect of various interventions in reducing disease. The uncertainty involved in this process can be assessed through sensitivity analysis to examine whether such variation results in markedly different outcomes. Utilization of uncertain model inputs that are extremely influential will be necessary in determining the best course of action that should be prioritized for future research and/or responses to the COVID-19 pandemic.

2.0 SCOPE OF WORK

VHA and DoD requires real-time intelligence on operations around the globe, to inform their strategies and operations. The objective of these parallel efforts is to obtain facts, insights and implications on the COVID-19 situation which will be used to inform VHA decision-making for all aspects of COVID-19 operations, to include (but not limited to) such areas as resource management (workforce, material, funding), capacity management, facility management, organizational policy, etc., that could have significant impact on the healthcare of patients and providers.

The contractor shall provide Integrated, Strategic Pandemic Response Planning, COVID-19 modeling, and change management theories to assess public health, clinical capability, epidemiology, supply chain capability, analytical models addressing expected disease burden and impact on capacity, workforce, and supplies by VISN/market for the general population, VA, and DoD. The contractor shall possess and utilize relevant expertise in healthcare and market-based responses in order to provide accurate and effective scenario planning with regard to all general aspects of public health, including (but not limited to) epidemiology, usage of beds, supplies, additional public space, making assessments from local level hospital/health care system to the national level, including VHA and DoD, as applicable. The Contractor shall provide support to VA’s Healthcare Operations Center (HOC) Morning Leadership Briefings by preparing and delivering a daily overview of COVID-19 transmission and growth across the United States at a micro-region level. The contractor shall also provide support to VHA leaders with efforts to stand up and run a Rapid Field Response approach, with direct supportive links to VAMC and VISN leaders.

Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer (CO) and as contained in a properly executed contract modification. A copy of each change will be kept in a project folder along with all other products of the project. Only a warranted Contracting Officer has the authority to make changes to the terms and conditions set forth in this PWS. Any and all costs incurred by the Contractor through the actions or authorizations of parties other than the CO shall be borne by and are at the sole risk of the Contractor. In addition, depending on projects identified during the period of performance, the Contractor may be required to successfully complete additional topic, cyber security, and/or privacy training. Any such training will be provided by the Government.

3.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

2. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 2013

3. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

4. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of 2006, title IX Information Security Matters

5. 10 U.S.C. § 2224, "Defense Information Assurance Program"

6. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

7. Department of Veterans Affairs (VA) Directive 0710 Personnel Security and Suitability Program dated May 18, 2007 (https://www.voa.va.gov/)

8. Department of Veterans Affairs (VA) Directive 6102 (Internet/Intranet Services) (https://www.voa.va.gov/)

9. Department of Veterans Affairs (VA) Handbook 6102 (Internet/Intranet Services) (https://www.voa.va.gov/)

10. Health Insurance Portability and Accountability Act (HIPAA); 45 CFR Part 160, 162, and 164; Health Insurance Reform: Security Standards; Final Rule dated February 20, 2003

11. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003

12. Office of Management and Budget (OMB) Circular A-130, “Management of Federal Information Resources,” November 28, 2000

13. Title 32 CFR 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”

14. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

15. Department of Veterans Affairs (VA) Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012

16. VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information (SPI)”, January 6, 2012

17. VA Handbook 6500.6, “Contract Security,” March 12, 2010

18. National Institute of Standards and Technology (NIST) Special Publication 800-53, “Recommended Security Controls for Federal Information Systems and Organizations”(https://www.voa.va.gov/)

19. Project Management Accountability System (PMAS) portal (https://www.voa.va.gov/)

20. Federal Travel Regulation (FTR) (www.gsa.gov/federaltravelregulation)

21. Technical Reference Model (TRM) (http://trm.oit.va.gov/TRMHomePage.asp)

22. VA Directive 6300, Records and Information Management, February 26, 2009

23. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

4.0 GENERAL REQUIREMENTS

The Contractor shall provide and/or acquire the services, hardware, and software required by the contract pursuant to the general requirements specified below.

4.1 ORDER TYPE

This contract shall be issued on a performance-based Firm Fixed Price (FFP) basis.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract shall be for 12-months, plus one (1) 12-month option period exercised at the discretion of the Government.

4.3 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed primarily at Contractor facilities and VACO, both in Washington, DC, and on location at some VA and DHA facilities within the continental United States.

4.4 TRAVEL

Minimal travel is expected under this contract award. When deemed necessary by the Government, contractor shall mobilize necessary support personnel for travel to VA Central Offices (VACO) in Washington, DC and any of our VHA’s medical centers (VAMCs) located in the United States and its territories. Other sites are not expected, at this time, but could be included considering the content required in support of the overall effort. Travel expenses should be minimized to the greatest degree possible without sacrificing the deliverables’ quality. The contractor shall submit travel requests to the COR and must obtain written approval from the COR prior to executing any travel for personnel assigned to support this effort. Travel that is booked and/or executed without prior written pre-approval will NOT be reimbursed.

The contractor must obtain written approval from the COR (or the designated back-up when the COR is out of the office) before any travel begins. Travel and per diem expenses will be reimbursed on an actual expenditure’s basis in accordance with Federal Travel Regulations and FAR 31.205-46. Travel that occurs without written pre-approval from the COR will NOT be reimbursed. The contractor MUST use the travel form for travel approval. Other documents or e-mails will NOT be accepted as pre-approval.

In order to be reimbursed for travel, the contractor shall submit supporting documentation as required by Federal Travel Regulations with invoices. Federal Travel Regulations require receipts for travel expenditures of $75.00 or more. Expenses for subsistence and lodging will reimbursed to the contractor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. Local travel within a 50-mile radius from the contractor’s facility is considered commuting and will not be reimbursed. No travel or subsistence shall be charged for work performed within a 50-mile radius of the contractor’s facility. Travel performed for personal convenience, in conjunction with personal recreation, or daily travel to and from work at the contractor’s facility will not be reimbursed.

Travel and per diem will be reimbursed in accordance with Federal Travel Regulations (FTR). Each Contractor invoice for travel must be separated from deliverables invoices. Each invoice for pre-approved travel must include copies of all receipts that support the travel costs claimed in the invoice. Indirect costs will not be reimbursed on travel.

Local travel within a 50-mile radius from the Contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed

The total estimated number of trips, anticipated locations, and estimated duration of trips in support of the program-related meetings for this effort is provided in the table below.

Destination

Approximate Number of Days Per Trip

4.5 GOVERNMENT FURNISHED PROPERTY

Government Furnished Property (GFP) which includes Government Furnished Material (GFM), Government Furnished Information (GFI), and Government Furnished Equipment (GFE) may be provided.

VA may provide VA specific software as appropriate and required for completion of the effort required in this contract. The Contractor shall comply with VA security policies and procedures with respect to protecting sensitive data.

The Government may provide the Contractor the following:

· Access rights to the VA Network

· Access to VA Email

· VPN access to VA Network or, if not feasible, access to the VA Network via a VA facility

· Access rights to any applications and data stores requisite in performing the work outlined in the PWS

· In the instance that specific government required software cannot be sufficiently accessed via the VA Citrix Gateway, the government will provide GFE to ensure work can be accomplished and delivered in accordance with contractual requirements

4.6 CONNECTIVITY

VA will provide the Contractor use of Virtual Private Network (VPN) as appropriate. The Contractor will bear the cost to provide connectivity to VA through VPN, and VA will provide the required account access accordingly. Other connectivity to VA systems may be authorized as appropriate.

5.0 SPECIFIC TASK REQUIREMENTS

5.1 CONTRACT MANAGEMENT

This task area provides for contract management. It also includes the development of processes and procedures to improve the quality and variety of data shared with external partners.

5.1.1 TECHNICAL KICK OFF MEETING

Due to the managements needs during a Pandemic, the Contractor shall hold a technical kickoff meeting within seven (7) business day after contract award or at a time and date that is mutually agreed upon with the VA COR. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort. The Contracting Officer (CO), Contract Specialist (CS), Contracting Officer’s Representative (COR), and the VA Program Manager shall be invited to this meeting.

Deliverables:

A. Kickoff Meeting Agenda – One (1) Kickoff Meeting Agenda is due no later than one (1) hour before the agreed-upon Kickoff Meeting date.

B. Kickoff Meeting Notes – One (1) Kickoff Meeting Notes are due no later than five (5) business days following the Kickoff Meeting.

5.1.2 COR BI-WEEKLY MEETINGS

The contractor shall conduct a bi-weekly progress review meeting with the COR. The contractor shall prepare a summary every two weeks. The summary shall include risks and issues to be reviewed.

Each month, the Contractor shall deliver to the COR a report detailing the task activities undertaken. This report shall be 2-10 slides using Microsoft PowerPoint format and may include supplemental files in Microsoft Project, Microsoft Excel, Microsoft Word, or Adobe PDF formats.

Deliverables:

A. Bi-weekly (Every other week) COR Meetings B. Monthly Progress Slides

5.2 COVID-19 THOUGHT LEADERSHIP

The Contractor shall provide facts, insights, and implications on the COVID-19 pandemic to inform VA and DoD, as applicable, decision-making for all aspects of COVID-19 operations, to include (but not limited to) such areas as resource management (workforce, materiel, funding), capacity management, facility management, organizational policy, etc., that could have impact on the healthcare of our patients and providers.

The Contractor shall monitor/surveil the medical marketplace on an international, federal, state/territory, and down to the individual commercial medical system-level within the United States / territories. The Contractor shall provide analytics capabilities to assess public health, clinical capability, epidemiology, and supply chain capability. The Contractor shall discern between anecdotal information and information discerned from descriptive and/or scientific/analytic epidemiologic studies with COVID-19 / COVID-19 impacts. The Contractor shall provide comprehensive analyses capable of leading to rapid COVID-19 pandemic response options that will support preparedness for VHA’s full healthcare system, often pulling and utilizing data from a comparable U.S. Health system in size* to do so. The Contractor shall employ proven industry best practices and / or methodologies gleaned from global experience supporting healthcare organizations through past pandemics, including SARS and MERS.

5.2.1 INTEGRATED COVID-19 MODELING

The Contractor shall provide analytical models with a demonstrated ability to draw any and all relevant information pertaining to COVID-19 from across the private and public sector (local, state, federal and international information sources) to address expected disease burden and impact on capacity, workforce, and supplies by VISN / market for both general population and VA and DoD, as applicable. To meet VHA’s full requirements, the Contractor shall provide rapid support – often within a 24-hour turnaround time, on a daily basis to include weekends and holidays. The Contractor shall provide the specific mix of skills, knowledge, and expertise required for teamed engagements to provide a flexible, research and integrated analytical modeling approach regarding complex issues relating to COVID-19. This integrated team shall be designed to provide VHA, and DHA as applicable, with technical expertise (e.g. epidemiology, data modeling) and offer executive-level advice, in-depth private and public sector expertise, medical and healthcare capacity demand modeling, scenario planning, and quantitative and qualitative analysis.

The Contractor shall provide rapid support for deep analytic modeling to understand the scope of the challenge to develop and maintain an evidence-based, fully informed, functional model. This will include:

· Providing a compartment-based epidemiological model, validated with leading epidemiologists, with projections of R_0, infection fatality rate, and other important aspects pertaining to the spread, morbidity, and mortality of COVID-19 across all US states, territories, counties, and 150+ global countries, managed 24 hours a day/7 days a week by an integrated team of industry SMEs who are constantly updating and refining the model.

· Maintaining an epidemiology modeling of the expected disease burden for each VISN / priority market where VHA has a VAMC. In addition, epidemiology model levels will include county level projections across the United States for the general population and shall also enable comparisons internationally.

· Translating of expected disease burden into projections and /or estimates for levels of necessary inpatient bed capacity, and corresponding demands for workforce, supplies, (PPE, ventilators, etc.), and other assets over the time horizon of the pandemic.

· Inputting ongoing trend of known actual demand against projected demand to identify leading indicators of system overload, enabling proactive response and asset reallocation.

· The Contractor shall provide general surveillance by monitoring the daily spread of the virus across the country with a focus on new case growth, testing rates, hospitalization trends and occupancy, and mortality for each state and micro-region. The Contractor shall provide VA and DoD as applicable, surveillance to monitor the disease burden and growth within each facility district along with med surge occupancy, ICU occupancy, surge beds available, and mortality.

The Contractor shall provide VA and DoD as applicable, projections by running epidemiology simulations to understand the range of potential outcomes that might occur based on the current COVID-19 transmission rates across each facility district. The Contractor shall also supplement these simulations with other factors that may impact the occupancy and capacity of VAMCs (e.g., seasonal variations with influenza). The models, which are of shifting topics and scope, shall project different scenarios of case growth and resulting hospitalizations (for VA and the general population) as well as potential scenarios (examples of scenario topics include, but are not limited to, Personal Protection Equipment (PPE), workforce, bed availability).

*The government estimates that ~9,700 hours of SME labor hours will be necessary for this task. However, this estimate is provided strictly for informational purposes only and does not represent an actual requirement under this effort; the contractor shall be responsible for determining how many hours and what labor categories are necessary to accomplish the work required in order to meet the performance requirements of this effort.

Deliverables:

A. 1 Overarching COVID-19 Epidemiology Model to be delivered within the final week of the PoP B. Input for the Monthly Progress Slides delivered to the COR (Please see Deliverable B: Monthly Progress Slides in Section 5.1.2.)

5.2.2 SCENARIO PLANNING

The VHA requires centralized healthcare analytics and delivery team support which shall deliver targeted insights, surveillance, and projection of disease epidemiology and hospital system capacity – again, often within a 24-hour turnaround time. VHA will utilize the contractor’s models to inform operations for such areas to include, but are not limited to, bed opening, staffing changes, PPE purchasing, etc. The Contractor shall also provide expertise in healthcare and market-based modeling and analytics in order to provide accurate and effective scenario planning with regard to all general aspects of public health, including (but not limited to) epidemiology, beds, supplies, additional public space, from local level hospital / health care system to national level, including VHA. These strategic plans may involve elements such as redeploying supplies across VISNs as needed, developing local partnerships with other health systems, or opening additional beds for use in support of the private sector. These plans may also involve strategies for coordinating Veteran care in the community through third party providers, as appropriate. These weekly plans require ad hoc analysis, executive level synthesis, and discussion with senior VHA leadership on potential courses of action.

The Contractor shall provide both near and long-term scenarios on outcomes resulting from the COVID-19 pandemic in terms of cases, hospitalizations, deaths, and other outcomes and insights (e.g., time to reach herd immunity). The Contractor shall provide general population projections by running epidemiology simulations to understand the range of potential outcomes that might occur in the upcoming months at a micro-market level across the United States in order to predict where private sector systems may face challenges and initiate VA 4th mission requests. While most states have established measures to control the spread of the virus (e.g., masking requirements, large gathering restrictions), compliance remains variable, and recurrences and increasing case counts continue to be seen. Given continued instances of (and expected future fluctuations in) new COVID-19 cases, the Contractor shall assist the VHA in rapid, holistic monitoring of the spread of the virus and potential hospitalization pressure (for both VA and general population) to ensure readiness in the event of future pandemic responses and/or 4th mission requests. Historically, the Contractor shall manage, on average, 40 shifting epidemic scenarios at any one time, but the Contractor shall also support the Government during work surges.

The Contractor shall provide analysis that will highlight the criticality of assumptions, show their differential impact, and enable strategic responses to uncertainty in relation to scenario estimates of infection, healthcare demand (hospitalization and ICU), and mortality, under a spectrum of transmission patterns and adjusting for local demographic factors (age, and in the US, racial demographics). To define confounding variables, identify random and systemic occurrences, and identify/build new data sets centered around COVID-19, the Contractor shall provide strategy and Course of Action (COA) development and refinement, drawing upon and utilizing relationships with international, US federal, state and local national medical and emergency response communities to obtain any and all data necessary in the process. Insights and lessons learned from other domestic and international regions with COVID shall be included to substantiate proposed strategies or COAs. When possible, the Contractor shall prioritize the identification of existing resources for immediate implementation. The Contractor shall deliver Secondary Analytical Models, delivered daily in VHA leadership meeting; Course of Actions (COAs), delivered daily in VHA leadership meeting; and Scenario Planning Executive Summaries, delivered weekly in VHA check-ins.

The Contractor shall provide consulting services regarding public health and safety on a myriad of COVID-19 related topics, for example: National security concerns related to vaccine and PPE supplies, patient and drug safety, pandemic disease prevention and control, urgent public health threats such as evolving variants, and vaccine transportation safety (with considerations for aviation, highway, railroad, and maritime transit). The Contractor shall assist the Government with policy and program development related to public trust in the efficiency and integrity of the responses established for the COVID-19 Pandemic.

*The government estimates that ~7,200 hours of SME labor hours will be necessary for this task. However, this estimate is provided strictly for informational purposes only and does not represent an actual requirement under this effort; the contractor shall be responsible for determining how many hours and what labor categories are necessary to accomplish the work required in order to meet the performance requirements of this effort.

Deliverables:

A. Weekly 30 minute check-ins with the PM (can be performed virtually) B. Input for the Monthly Progress Slides delivered to the COR (Please see Deliverable B: Monthly Progress Slides in Section 5.1.2.)

5.2.3 PANDEMIC STRATEGIC PLANNING

The Healthcare Operations Center (HOC) Morning Leadership Briefing facilitates leadership decision-making regarding COVID-19 through the presentation of up-to-date, accurate, and meaningful information regarding VHA operations across the enterprise. The Contractor shall support HOC Morning Leadership Briefings by preparing and delivering a daily overview of COVID-19 transmission and growth across the United States at a micro-region level. The Contractor’s overviews shall also present insights into VA and private sector hospital occupancy and capacity.

The Contractor shall develop and assemble intelligence on ongoing responses to COVID-19 across the country, to include (but not limited to) assessment of specific public and private sector health systems, international markets, as well as performing ad hoc analyses on specific topics / geographies, (e.g., local hot spots of disease transmission, trends in hospitalization, variant developments) as these pandemic necessities materialize throughout the Contractor’s modeling work. The Contractor shall provide robust, substantiated data from across the healthcare ecosystem (Private Sector, International, Local, State, and Federal governments) to conduct ongoing surveillance of the healthcare landscape for the progression of COVID-19. The Contractor shall also utilize and incorporate international experience and lessons learned from other regions with significant COVID-19 burden in performing the requirements of this PWS section. The Contractor shall utilize and provide domestic experience and real-time activities, operations, lessons learned from local municipalities, states, and private health systems as information is needed and available.

The Contractor shall provide advisory and /or consulting based support to senior agency officials who are responsible for planning and approving continuity of government operations, set policy for significant government programs impacting the public’s trust, and serve as the agency’s spokespersons concerning delicate, controversial matters impacting the public’s trust. The Contractor shall make available their executive level key personnel to support the following strategic and important calls: Healthcare Operations Center (5-7 days/week), PL&O (1day/week), Operations Leadership (1day/week), Chief of Staff Touchpoints (1day/week), and ad hoc emerging Healthcare Operations topics (5-7 days/week) such as financial considerations or COVID impacted care. The Contractor shall repair/improve supporting epidemiological studies and models to deliver an evolving and current overview of COVID-19 transmission and growth across the United States at a micro-region level to VHA Leadership.

Within 2 days of performing the kickoff, the Contractor shall deliver a daily deck of at least 60+ slides which will include at least the information outlined in 5.2.1 (Attachment X – PWS Attachment – Slides Example) showing the VA and general population epidemiology models for COVID-19 by state, VISN, and facility district. This will be delivered daily in VHA leadership meeting and, during significant surges, on weekends and holidays.

*The government estimates that 4,700 hours of SME labor hours will be necessary for this task. However, this estimate is provided strictly for informational purposes only and does not represent an actual requirement under this effort; the contractor shall be responsible for determining how many hours and what labor categories are necessary to accomplish the work required in order to meet the performance requirements of this effort.

Deliverables:

A. Daily HOC slides B. Input for the Monthly Progress Slides delivered to the COR (Please see Deliverable B: Monthly Progress Slides in Section 5.1.2.)

5.3 EXECUTIVE SUPPORT FOR HEALTHCARE OPERATIONS CENTER

The Contractor shall support VHA leaders with efforts to stand up and run a Rapid Field Response, which will have direct links to VAMC and VISN leaders. This type of response and triage model will allow for identification of common issues that need to be addressed centrally, as well as provide insight into early signs of broader challenge or opportunities to be rapidly scaled. The Contractor shall pull in real-time data with SMEs based on directly-gained, ongoing experience on a wide-range of topics, including, but not limited to: weather data, economic projections, nationwide physician surveys, nationwide consumer surveys, private sector hospital financial performance, education plans and metrics, travel metrics, international events and policies. The Contractor shall support VHA leaders in their respective efforts to adjudicate delicate, and sometimes controversial matters, the nature of which could cause grave damage to the public’s trust if mishandled. Rarely, some topics may impact national security.

The Contractor shall also support VHA leadership in its efforts to build implementation plans to address scenarios identified in the modeling and in the HOC, both nationally as well as within targeted markets. The Contractor shall identify existing resources for immediate implementation, supplementary analytics, and strategic planning support. The Contractor shall provide a COVID-19 Data Repository to support VHA’s ability to support and serve our Veteran populations and VA’s Fourth Mission. This repository tool shall include pertinent, cutting edge data available through mediums such as: dashboards, interactive tools, interviews, webinars, publications, case studies, databases, etc. The Contractor shall provide outputs (such as dashboards and other data-centric tools) tailored for VHA to address COAs quickly and effectively.

*The government estimates that ~1,000 hours of SME labor hours will be necessary for this task. However, this estimate is provided strictly for informational purposes only and does not represent an actual requirement under this effort; the contractor shall be responsible for determining how many hours and what labor categories are necessary to accomplish the work required in order to meet the performance requirements of this effort.

Deliverables:

A. Daily HOC Facilitation; Delivery of HOC Slides outlined in 5.2.3 B. Input for the Monthly Progress Slides delivered to the COR (Please see Deliverable B: Monthly Progress Slides in Section 5.1.2.)

5.4 OPTIONAL TASK – DoD/DHA Support Services

If this optional task is exercised, the Contractor shall provide rapid support across the following activities:

· Conduct deep analytic, epidemiological COVID-19 modeling to understand the scope of the pandemic. This will include:

· Maintaining an epidemiology modeling of the expected disease burden. This will be maintained for each VISN / priority market where VHA has a VAMC.

· Translating expected disease burden into necessary inpatient bed capacity, and corresponding demands for workforce, supplies, (PPE, ventilators, etc.), and other assets over the time horizon of the pandemic.

· Inputting ongoing trends of known actual demand against projected demand to identify leading indicators of system overload, enabling proactive response and asset reallocation.

· Leverage existing relationships across the healthcare ecosystem, and with local, state, and Federal governments to conduct ongoing surveillance of the healthcare landscape across:

· International experience and lessons learned from other regions with significant COVID-19 burden.

· Domestic experience and real-time activities, operations, lessons learned from local municipalities, states, and private health systems as information is needed and available.

· Work with VHA leaders to stand up and run a Rapid Field Response approach through the HOC with direct links to VAMC and VISN leaders, as outlined in the below exhibit. This type of response and triage model will allow for identification of common issues that need to be addressed centrally, as well as provide insight into early signs of broader challenge or opportunities to be rapidly scaled.

· Work with VHA leadership to build strategies and courses of action to address scenarios identified in the modeling and in the HOC, both nationally as well as within targeted markets. These strategic plans may involve elements such as redeploying supplies across VISNs as needed, developing local partnerships with other health systems, or opening additional beds for use of private sector. These plans may also involve strategies for coordinating Veteran care in the community through third party providers, as appropriate.

· Provide existing resources for immediate implementation, supplementary analytics, and strategic planning.

Deliverables:

A. DoD specific Analytical model with expected disease burden and impact on capacity, workforce, and supplies by VISN / market B. DoD specific Insights and lessons learned from other domestic and international regions with COVID C. DoD specific Summary of discussed strategic plans and courses of action D. DoD specific Ongoing support for HOC and rapid field response E. DoD specific Ongoing implementation support, as appropriate

5.5 OPTIONAL TASK – TRANSITION PLAN

If this optional task is exercised, the Contractor shall lead change efforts and provide transition documentation to the Government’s leading staff members and any new industry partners in a way that produces a positive outcome. The Contractor shall transition only government owned data, strategies, decisions, and processes. For purposes of workload traceability, transition documents shall provide a clear vision of where the work is heading, outline all possible risks and obstacles, and will identify which government and contracted staff members are involved. The Contractor shall provide a full work list of any ongoing, in progress, planned, and anticipated actions and projects. The Contractor shall identify a specific difference between change (a new policy, practice, structure) and transition (a psychological reorientation that people need to go through in order to adapt to the change). Upon the Contracting Officer’s written notice, the Contractor shall (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to the Contracting Officer’s approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.

Deliverables:

A. Transition Plan B. Work list with project title, government POC, current progress, and intended deliverable(s)

6.0 KEY PERSONNEL

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as any/all Subcontractor efforts used in the performance of this effort. Contractor management responsibilities shall include all activities necessary to ensure to accomplishment of timely and effective contractor support, performed in accordance with the requirements contained in the PWS.

Personnel proposed for support services tasks must be commensurate with the appropriate commonly accepted education, competencies, degrees, certification and experience in performing the activities for those tasks. For example, Contractor staff performing statistical services would generally be expected to have degrees in statistics and to have experience conducting statistical analyses in an academic or business setting.

If any change to the key personnel positions becomes necessary (substitutions or additions) during the course of contract performance, the Contractor shall immediately notify the Contracting Officer and COR in writing, accompanied by a detailed explanation of the circumstances necessitating the proposed substitution and the résumé of any proposed replacement personnel, who shall be of at least substantially equal or greater ability, education, experience, credentials, and qualifications as the individual(s) being removed and/or replaced. No substitution or replacement of the key personnel shall occur within the first ninety (90) days after date of contract award.

Certain skilled experienced professional and / or technical personnel are considered essential for accomplishing the work to be performed. These individuals are defined as “Key Personnel” and are those persons whose résumés were submitted and marked by the Contractor as “Key Personnel” and shall meet the minimum requirements set forth below.

Functional/Subject Matter Expert (SME) – Health Systems Executive Functional Responsibilities: Experience includes performance as a CEO or equivalent for a large health system*; executive physician with experience across public and private sectors; academia and philanthropy; extensively published MD with experience practicing; experience consulting and counseling VA executives on the topic of COVID-19 is preferred.

Functional/Subject Matter Experts (SMEs) – Epidemiology, Infectious Diseases Functional Responsibilities: MPH or equivalent Master’s Degree level education leading to recognition as an Infectious Diseases Epidemiologist; global experience supporting healthcare organizations through past pandemics, including SARS and MERS; experience providing industry best practice with published peer-reviewed articles centered around infectious diseases, academically rigorous, compartmental, mathematical modeling, informed by the latest peer-reviewed evidence on SARS-COV-2 and public health intervention impact.

Functional/Subject Matter Expert (SME) – Health Systems Counselor (Private and Public Sector) Functional Responsibilities: Clinical and business degrees – both from a top tier program (RN preferred), Direct experience as an integrated health system executive for a large health system*; multiple years leading operational and strategic transformations for national private and public sector health systems; extensively published on topics of healthcare operations including impact of COVID-19; experience consulting and counseling VA and DoD executives on the topic of COVID-19 is preferred.

Functional/Subject Matter Expert (SME) – Federal Government Change Management Executive Functional Responsibilities: MBA from a top tier program; experience defining and implementing operational transformations within and outside the federal government; experience with executive problem solving, contextualizing interagency Federal challenges, and translating change requirements for comparably sized organizations with an international footprint; experience consulting and counseling VA and DoD executives on the topic of COVID-19 is preferred.

Functional/Subject Matter Experts (SMEs) – International Health Systems Experts Functional Responsibilities: Health system specialists performing as administrators who coordinate the delivery of healthcare programs and services. Demonstrated experience developing and evaluating healthcare plans, facilitating preventative care initiatives, and advising on healthcare policies. Demonstrated experience for the following regions: Europe, Middle East, South America, Australia, Asia, North America, Africa.

In addition, the following SMEs shall be available to support the overall team:

· Economists

· International Vaccines

· International Supply Chain/Manufacturing *Size of Health Systems is defined as follows in this instance: Large Health System >=$2.5B total operating expenses OR >=1.5B total operating expenses & >= 3 states OR >= 1.5B total operating expenses & >= 5 short term general acute care (STGAC); Medium Health System >=$800M total operating expense & >=5 STGAC OR >=$1B total operating expenses; a Small Health System is not considered to meet medium or large health system criteria.

7.0 GENERAL REQUIREMENTS

7.1 CONTRACT QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government must evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

Standard (Acceptable Performance Levels (APLs)) Surveillance Method Outcome

review by COR

The contractor’s performance on this contract may be reported to the Contractor Performance Assessment Reporting System (CPARS) on an annual basis. The CO and COR will make use of any knowledge and information available to them with respect to the contractor’s performance, to complete the CPARS.

Meeting the Performance standard and or the APL will result in a positive or exceeding CPARS rating.

Falling below the Acceptable Performance Levels will result in an unfavorable Past Performance rating.

Contract Management

The contractor will provide project coordination, management of contractor personnel, and accurately depict current status 99% of the time.

Random Monitoring and 100% Inspection of deliverables by

COR

7.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Affairs 0710 Handbook, “Personnel Security Suitability Program,”)

The contractor, their personnel, and their subcontractors must 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 position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Performance Work Statement are:

The above identified tasks and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal. C&A requirements do not apply, and a Security Accreditation Package is not required.

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

A1.0 The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation.

Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, unless the connection uses FIPS 140-2 (or its successor) validated encryption, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal. The COR, CO, the PM, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.

Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, “Contract Security” shall also be included in every related agreement, contract or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.

Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS) 2.0, and will be tracked therein. The TMS 2.0 may be accessed at https://www.tms.va.gov/SecureAuth35/ . If you do not have a TMS 2.0 profile, go to https://www.tms.va.gov/SecureAuth35/ and click on the “Create New User” link on the TMS 2.0 to gain access.

Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.

A2.0 VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance.

A2.1 VA Internet and Intranet Standards The Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor’s work includes managing, maintaining, establishing and presenting information on VA’s Internet/Intranet Service Sites. This pertains but is not limited to creating announcements; collecting information; databases to be accessed, graphics and links to external sites.

Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1056&FType=2

Internet/Intranet Services Handbook 6102 is posted at (copy and paste following URL to browser): https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1055&FType=2

A 3.0 Physical Security & Safety Requirements:

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

1. The Contractor and their personnel shall wear visible identification at all times while they are on the premises.

2. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

3. Smoking is prohibited inside/outside any building other than the designated smoking areas.

4. Possession of weapons…