DRAFT PERFORMANCE WORK STATEMENT (PWS)

VEO Community Challenge Award

1. Introduction. One of the Veterans Experience Office (VEO) goals is to create a community of practice with community partners allowing Veterans and their families across all eras and demographics to access community resources and care, improve the Veteran’s experience, and create a coordinated support system to make services easier, more effective, and delivered with positive emotion. In support of the current VA Secretary’s priorities, VEO coordinates across the department to meet the health and benefits needs of our Veteran customers by establishing community-level, public and private partnerships to bridge gaps in services, foster knowledge exchange, and conduct outreach with underserved communities to support Veterans experiences.

2. Scope or Purpose. This project is designed to leverage innovative community-based solutions to improve customer experience, expand outreach, and increase Veteran access to both VA and non-VA services focused on the VA Secretaries top priorities; transitioning Veterans, Veteran homelessness, suicide prevention and increasing VA enrollments. Participation is open to not-for-profit organizations. The Contractor will support this effort by engaging Veteran-serving organizations through the VEO Community Challenge Award and identifying community models that address unmet needs.

The project includes Project Management, development and maintenance of a web-based host platform, establishment of award process and criteria, Challenge promotion and training, application management and judging, and fund management and distribution services.

3. Period of Performance. The contract period of performance will not exceed 12 months. The exact dates, including deliverable due dates in Section 7, will be mutually agreed upon by the Government and Contractor upon completion of Task

1. All tasks must be completed by the end of the period of performance.

4. Place of Performance. The place of performance will be in the Contractor’s facility and completed through virtual communications with the VA.

5. Contract Type

Firm-Fixed Price

6. Travel. Not applicable.

7. Task statement.

Project Kick-off

Task 1: Contractor Project Management Plan. The Contractor shall deliver a Project Management Plan (PMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of this contract. The PMP will take the form of both a narrative and graphic format that displays the approach to overall management of the task and requirements engaged, i.e. schedule, milestones, risks and resource support. The initial baseline PMP will be concurred upon and updated biweekly thereafter throughout the period of performance. The VEO team lead will support The Contractor in the development of the schedule and have final say on the determination of Community Challenge Award deadlines. The Contractor shall establish and facilitate a biweekly meeting that includes the Contractor team, the COR, the VEO project lead, and other relevant stakeholders. The Contractor will develop and maintain all associated meeting materials, including a team charter, meeting invitations, agendas, and meeting minutes and post those to a shared location accessible by all team members.

Task 1 Deliverables:

• Task 1A: Contract Project Management Plan

• Task 1B: Establish Biweekly Meetings and shared document storage location for team members

Task 2: Build and Host Platform. The Contractor shall design, develop, and maintain a secure, user-friendly, web-based platform to be used by external community partner organizations. All development, hosting, operations, and maintenance activities shall comply with all applicable VA Office of Information and Technology (OIT) security, privacy, and data protection requirements, including but not limited to the VA Privacy Policy, VA Handbook 6500, VA Directive 6500, and all associated VA security and privacy standards.

The Contractor shall ensure the platform meets all VA requirements for safeguarding data, including protection against unauthorized access, maintaining data integrity, ensuring system availability, and incorporating required privacy notices and disclosures. The Contractor shall support all Authority to Operate (ATO) requirements as directed by VA.

The platform will be used to support the following functions:

1. Posting all program requirements, award information, expected outcomes, applicable VA Privacy Policy information, and all materials related to the VEO Community Challenge Award.

2. Serving as a communications portal or crowdsourcing tool through which applicants may submit questions or concerns.

3. Accepting and tracking application submissions through a secure web-based form.

a. All application fields must be limited to non-PII organizational information that is publicly accessible (e.g., information available on public websites or government entity searches). No PII or sensitive personal data may be collected, stored, displayed, or transmitted by the platform at any time.

The platform will additionally be accessible via a link promoted on the VetResources Community Network (VRCN) website. The VEO Project Team Lead will collaborate with the Contractor during development to review and validate visual design, usability, functionality, and compliance with program requirements.

Task 2 Deliverables:

• Task 2A –Build, host and maintain web-based platform

Task 3: Establish Award Process and Criteria. Working with the VEO team lead, The Contractor shall establish application requirements, content, award eligibility and scoring criteria to be used for finalist selection and final award winner selection. All documentation must be written in a way that it is clear to applicants what is expected of them for the application submission and post award should they be chosen as an award winner. All documentation will be posted to the host platform for access by applicants.

Task 3 Deliverables:

• Task 3A - Establish application requirements, content, award eligibility and scoring criteria to be used for finalist and award winner selection

• Task 3B – Post all documentation to host platform for applicant access and viewing

Task 4: Challenge promotion and training. The Contractor will provide guidance on strategic communications for promoting the Community Challenge Award and develop a written plan that outlines the outreach approach and associated timelines. The Contractor will also assist in creating promotional content and coordinate with the VEO team on content promotion/ distribution.

The Contractor will develop to train applicants on eligibility requirements, evaluation criteria, program goals, and awardee expectations prior to application period opening.

The Contractor, in collaboration with the VEO team lead, will host and deliver this training. All webinars will be recorded and posted on the platform for applicants to access. The webinar will also serve as an opportunity for potential applicants to ask questions related to preparing their application and understanding expectations if selected as an award recipient.

Task 4 Deliverables:

• Task 4A – Strategic Communications Plan– outreach plan, promotion, announcement approach, etc.

• Task 4B- Develop webinar training

• Task 4C – Host webinars, post recorded webinars to host platform

Task 5: Application Management- Round 1: Finalist. The Contractor will manage the receipt and processing of all applications, ensuring each submission includes the required documentation. The Contractor will notify applicants of their submission status and provide a written summary of next steps and the anticipated timeline.

Application submissions and their status will be tracked and reported during biweekly meetings.

In coordination with the VEO team lead, the Contractor will establish an application review board and provide training on the approved evaluation criteria and scoring methodology. Under the Contractor’s leadership, the review board will evaluate all submissions. The Contractor will then prepare a report detailing the scoring and analysis of all applications and identify the top 15 finalists.

Task 5 Deliverables:

• Task 5A – Application status submission process and written summary of next steps and anticipated timeline

• Task 5B – Application submission report (updated biweekly)

• Task 5C – Establish application review board and provide training on finalist selection criteria and scoring

• Task 5D – Lead the first-round review of applications, identify the top 15 finalists, and provide a scoring report for all applications

Task 6: Application Management- Round 2- Winner selection and monetary award.

After the top 15 finalists are selected, the Contractor shall notify each finalist of their application status and next steps, and will post their names and brief project descriptions on the web-based platform.

The Contractor shall develop the winner selection criteria and scoring methodology, along with presentation requirements, parameters, and training materials for finalists.

Working with the VEO team lead, the Contractor will schedule and conduct a training webinar to prepare finalists for their final presentations to the application review board.

This webinar will outline expectations and allow finalists to ask questions and request clarification regarding the presentation process.

The Contractor shall also provide training to the application review board on the winner selection criteria and scoring procedures.

Under the Contractor’s leadership, finalists shall present their projects to the application review board via a hosted webinar. Each presentation will include time for board members to ask questions to ensure a clear understanding of the proposed projects. Following these presentations, the Contractor will prepare a scoring and analysis report and identify the top 10 finalists who will receive the Community Engagement Award.

Task 6 Deliverables:

• Task 6A – Notify all applicants of application status and next steps; post finalist information on the host platform

• Task 6B – Establish winner selection criteria and scoring; develop presentation parameters, requirements, and training materials for finalists

• Task 6C – Conduct and host the finalist presentation webinar; provide a full scoring and analysis report and identify the top 10 Community Engagement Award winners

Task 7: Winner Notification and Monetary award distribution. The Contractor shall notify all finalists of their application status and next steps. The Contractor shall also post the winners’ names and a brief description of their project submissions on the platform.

In coordination with the winners, the Contractor will facilitate and manage the distribution of monetary awards, ensuring that the total award amount of $100,000 is divided equally among the 10 selected recipients. The Contractor will provide documentation confirming the distribution and acceptance of funds for record-keeping purposes.

Task 7 Deliverables:

• Task 7A – Notify all finalists of application status and next steps; post winners on the host platform

• Task 7B – Facilitate, distribute, and document monetary awards to 10 winners

8. Delivery Schedule.

Task Deliverable Qty./ updates

Delivery date

1A Contract Project Management Plan 1 10 business days after contract award 1B Establish Biweekly Meetings and shared document storage location for team members biweekly 10 business days after contract award

2A Build, host and maintain web-based platform 1-Update as required

TBD

3A Establish application requirements, content, award eligibility and scoring criteria to be used for finalist and award winner selection

1 TBD

3B Post all documentation to host platform for applicant access and viewing

As required TBD

4A Strategic Communications Plan– outreach plan, promotion, announcement approach, etc.

1 TBD

4B Develop webinar training 1 TBD 4C Host webinars, post recorded webinars to host platform

3 TBD

5A Application status submission process and written summary of next steps and anticipated timeline

As required TBD

5B Application submission report Biweekly TBD 5C Establish application review board and provide training on finalist selection criteria and scoring 1 Feb, 2027

5D Lead the first-round review of applications, identify the top 15 finalists, and provide a scoring report for all applications

1 March, 2027

6A Notify all applicants of application status and next steps; post finalist information on the host platform

1 April 1, 2027

6B Establish winner selection criteria and scoring;

develop presentation parameters, requirements, and training materials for finalists

1 Mid April, 2027

6C Conduct and host the finalist presentation webinar; provide a full scoring and analysis report and identify the top 10 Community Engagement Award winners

1 Mid May, 2027

7A Notify all finalists of application status and next steps; post winners on the host platform

1 Mid May, 2027

7B Facilitate, distribute, and document monetary awards to 10 winners

1 June 1, 2027

9. Government-Furnished Information, Equipment, and Facilities. Not applicable.

10. Quality Assurance Surveillance Plan (QASP). The Government will 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.

As an outcome of the items noted below, the Government will not pay for services that do not conform or do not meet performance standards or have not been properly rendered. The contractor will be given an opportunity to correct non-conforming services at no cost to the Government if the services are non-conforming or the contract requirement is unacceptable.

Deliverable/ Requirement

Performance Standard Survellance Method

Project Deliverables

Services will be delivered in accordance with the delivery schedule and narrative outlined in this contract. If unforeseen barriers arise during the performance period that may prevent the Contractor from completing the required deliverables as specified, the Contractor will notify the VEO project lead in writing and include a proposed solution.

The COR working with the VEO project team lead will review each deliverable for quality and timeliness according to the criteria established in this contract.

Project Management

The Contractor will develop and maintain a Project Management Plan throughout the

The PMP will be reviewed bi-weekly by performance period that outlines all tasks, roles, and responsibilities required for successful contract execution. If unforeseen barriers arise that may prevent the Contractor from completing any required deliverables or tasks as specified, the Contractor will notify the VEO project lead in writing and include a proposed solution.

the COR working with the VEO project team lead for accuracy, quality and timeliness as established in this contract.

Documentation All documentation, including but not limited to attendance reports, meeting minutes, presentations, recording and project artifacts, produced by the Contractor will be organized and stored in a shared location accessible to all team members for the duration of the project, and must remain available for download by the VA for future use after contract completion.

All documents must be visible in the shared location, accessible to all team members, and available for download by the VA for future use.

Accessibility and training

The Contractor must provide prompt responses to questions or requirements submitted by the VEO project team lead, COR, or applicants through the application portal. All communication and training must be clear, unambiguous, and adequately address the issue or question presented. If additional support is needed to prepare a response, the Contractor should coordinate directly with the VEO team lead.

Reported concerns from VEO project team lead or applicants are to be recorded by the project COR for consideration in final rating.