Attachment 1 - Statement of Work - Music Therapy.doc

STATEMENT OF WORK

1.0

INTRODUCTION:

The contractor shall furnish all labor and supplies, as needed, to provide Music Therapy for the VA Eastern Colorado Healthcare System, 1700 North Wheeling Street, Aurora Colorado ,80045.

HOURS OF OPERATION

The classes will be held 4-6 hours a week. With a breakdown of the following hours and locations:

Life Skills/Outpatients 16-week 2-hour sessions for total of 32 hours

H2 Mental Health 4 8-week series 1-hour sessions for total of 32 hours

Valor Point 4 8-week series 2-hour sessions for total of 64 hours

Spinal Cord Injury & Disorders 4-hour sessions X e/o Saturdays for 12 months total of 96 hours Classes will be held at various times and days of the week to meet the needs of the VA. Hours may range from 2-6 hours per day on a weekly basis at various locations. Schedules will be coordinated with each VA department staff prior to services provided.

2.0

BACKGROUND:

Recreational Therapy patients that would benefit from receiving Music Therapy treatment for veterans within the ECHCS Network at RMR, CBOC’s or in the community for outpatient services.

3.0

OBJECTIVE:

Program office is seeking a Music Therapist to help introduce veterans to new positive ways to spend their free time.

Program office is seeking an organization who provides Music Therapy within the community and able to extend services to various VA locations in the Denver Area. The organization will provide Music Therapy to help introduce new leisure activities and be sustainable with the organization after going through Recreation Therapy programs for both inpatients and outpatients.

4.0

SCOPE OF WORK:

Contractor will report to ECHCS to perform Music Therapy. These classes should include some discussion about techniques but will mainly be hands on creation classes where the instructor helps the Veteran to create their own project that the Veteran will keep. The classes must be 4-6 hours per week for a total of 6 months. Instructor(s) will be expected to be knowledgeable in the Music Therapy that they are teaching and will demonstrate techniques to Veterans, have knowledge of history and theory behind the techniques offered, instruct Veterans on how to facilitate each session according to veteran goals, and use hands on teaching. Contractor shall provide all needed materials to execute each Music Therapy class. COR/facility will supply a variety of musical instruments.

Contractor will report to ECHCS to perform Music Therapy. These classes will include verbal discussion and hands on learning to teach the techniques for the instrument used during each lesson. Classes may be held in a group setting or 1:1 session, structured as a series or a single session. Instructor(s) will be expected to hold current credentials as a Music Therapist-Board Certified (MT-BC). Music Therapist will be knowledgeable to provide therapeutic treatment, demonstrate techniques to Veterans, have knowledge of history and theory behind the techniques offered, use hands on teaching plus any other skills needed to facilitate each session according to veteran goals. COR/facility will supply a variety of musical instruments and needed materials to execute each Music Therapy class. RT has ukuleles and guitars to provide during classes. All other equipment we request the vendor to provide.

Contractor will be required to complete a sign-in/sign-out. The sign-in/sign-out log sheet will be provided and monitored by the COR. The Contractor employees daily work scheduling is based on work demands and subject to immediate changes. The VA reserves the right to propose alternate daily scheduling so as to least interfere with the normal operation of the treatment facility.

4.1 Music Therapy Services:

4.1.1 Learn to play ukulele 4.1.2

Learn to play guitar 4.1.3

Learn to play the drums 4.1.4

Learn to play percussions 4.1.5

Learn to write and sing songs

4.1.6

Psychotherapy Processing

4.1.7 Assist with National Veterans’ Creative Arts Festival (NVCAF) ECHCS Local Competition

4.1.8 Assist with providing workshops during 2024 NVCAF hosted by ECHCS

5.0

PERSONNEL QUALIFICATION AND REQUIREMENTS:

5.1 Supervision: The VA shall specify a supervisor who shall be responsible for overseeing the performance of contract personnel. The COR will be notified in writing of the Contractor personnel names and of changes in personnel appointed to fulfill this function or substitution of personnel due to illness or leave.

5.2 Training: Must have music therapist certification Training: Be current as a Music Therapist-Board Certified (MT-BC).

5.3 Communication: Daily effective communication is critical and requires ability to speak, understand, and follow simple instructions in English.

5.4 Uniforms and Employee Identification: Professional attire is to be clean and maintained in good repair. Contractor personnel will be provided, a clearly readable name identification device consisting of the employee’s name and the service name will be worn on or in the area of the left breast pocket (above the waist). All other safety/protective clothing or equipment for the contractor shall be provided and maintained by the contractor at no expense and worn when appropriate. All Contract personnel will receive a background check and documentation will be provided before beginning work at any VA facility.

6.0

CONTRACTOR STAFF REQUIREMENTS:

6.1 Personnel Rosters: Current written rosters of all regular and alternate employees will be provided to the COR. Employees not listed will not be allowed to work in the facility.

6.2 Miscellaneous: Contractor personnel shall not consume food, snacks, drinks, or tobacco products except during specified break periods in appropriate designated break/smoking areas only. There will be no usage of personal cell phones while on stations. Unauthorized smoking, eating, theft or pilferage by Contractor personnel shall constitute adequate cause for the Government to require that the Contractor immediately remove the offender(s) from employment on the medical facility premises for the duration of this contract.

7.0 GOVERNMENT FURNISHED EQUIPMENT:

The VA shall furnish the instruments needed to execute all music therapy mediums, in addition to whatever the Vendor has already provided.

9.0

SAFETY:

9.1 The Contractor shall take such safety precautions as are necessary to protect the lives and health of occupants of the building during performance of contract requirements. The Contractor shall immediately correct any fire and safety deficiencies caused by his/her personnel.

10.0 Contract Modifications:

10.1 Modification Approval: Once approval is received from the COR, the contractor will be required to document comments into the proposal and provide a final draft to the CO for inclusion in the SF30 modification documents. All modifications will be processed and approved by the CO. The contractor should not provide any services outside the contract’s statement of work (SOW) without first receiving written authorization from the CO in the form of a fully executed modification.

11.0 QUALITY ASSURANCE

11.1 Quality Control:

11.1.2 Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified. This can be documented in paper or digital format.

12.

QUALITY CONTROL MONITORING

12.1 The Government appointed COR will monitor the Contractor’s performance to assure that the performance thresholds and standards of performance are met. In accordance with FAR 52.212-4 (a) “Inspection/Acceptance” the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or performance of nonconforming services at no increase in contract price.

12.2 The Government COR will evaluate the services required by this contract to ensure compliance and quality.

12.3 The contractor shall perform all work required by this contract in a satisfactory manner in accordance with the SOW. The COR will not consider the task complete until all deficiencies have been corrected.

12.4 The Government COR will receive complaints from facility personnel and pass them on to the Contractor’s quality inspector for correction.

12.5 The COR should receive no more than two (2) complaints. Unacceptable performance will be notified to the supervisor or quality inspector.

12.6 More than two (2) COR documented complaints during the report period will result in a decrease of the monthly billing of one percent (1%) by the end of the report period.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.