P01-PWS .pdf

PERFORMANCE WORK STATEMENT (PWS)

Certificate Program for Military Environmental Exposures

1. General

1.1. Introduction: Maintain a Military Environmental Exposure Certificate Program that includes maintaining a web-based portal, awarding certificates, and expanding the reach of the certificate program.

1.2. Background/Objective: In FY22, the VA established a medical education training certificate program with the American College of Preventative Medicine (ACPM) to train VA and non-VA physicians and other healthcare professionals in environmental medicine. National medical military environmental exposure education is required by the PACT Act (PL 117–168). The Military Environmental Exposure Certificate ensures VA and community providers have the knowledge they need to care for Veterans exposure concerns – providing direct Veteran Benefit. The Military Environmental Exposure Certificate is necessary to ensure VA can effectively provide care and benefits for Veterans with military exposure concerns. This new contract will maintain this critical medical education training certification program for the VANJHCS-War Related Illness and Injury Study Center department to train VA and non-VA physicians and other providers in military environmental medicine. For the certification to have value, it must be recognized by a professional physician organization. This contract, with a professional physical organization, maintains the only certification in military environmental exposures. ACPM is the only professional medical organization positioned to maintain and improve the already created platform for this important certificate. The Vendor will be able to perform a range of activities to support high quality deliverables including: maintaining a web-based portal, awarding certificates, and expanding the reach of the certificate program.

1.3. Place of Performance: The contract services and activities described will take place at the contractor’s facility. Virtual meetings will be held at least weekly, along with a project kick-off and close-out meetings, lasting approximately 60 minutes each. Any additional meetings will be scheduled as needed. Meetings will be virtual using the Microsoft Teams or a similar platform.

1.4. Period of Performance: 09/19/2026 – 09/18/2030

1.5. Recognized Holidays: The contractor is responsible for conducting business between the hours of 0830-1630 Monday thru Friday except Federal holidays (listed below) or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

2. Definitions- ACRONYMS:

ACPM American College of Preventive Medicine VHA Veterans Health Administration VA Department of Veterans Affairs PDHS Post-Deployment Health Services WRIISC NJ War Related Illness and Injury Center, New Jersey POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TMS Training Management System

3. Scope of Work- Maintain a Military Environmental Exposure Certificate Program that includes maintaining a web-based portal, awarding certificates, and expanding the reach of the certificate program.

4. Specific Tasks

4.1. Task One: Maintain Military Environmental Exposure certificate program.

4.1.1. Modify the web portal as required to accommodate new or updated training modules, based on VA-determined content and evolving program requirements. Implement requested modification within 30 days of notification.

4.1.2. Collect and validate individual certificates for both Level 1 and Level 2 certifications. Validate completion certifications with 5 business days of submission.

4.1.3. Release official certificates from the professional medical organization to designate successful completion of the certification course.

4.1.4. Maintain a validated data tracking system to monitor weekly completion rates and performance metrics. Ensure all data is entered with a high degree of accuracy, using built-in validation tools to minimize discrepancies and support audit readiness.

4.1.5. Provide weekly reports that summarize data trends, completion status, and any anomalies. Continuously evaluate and optimize the tracking process to improve efficiency, reduce errors, and enhance usability for interested parties.

4.1.6. Document and implement updates to tracking templates in alignment with data integrity standards.

4.1.7. Provide biannual reports on data analytics and psychometric testing to evaluate the validity, reliability, and performance of assessment items. These reports should include detailed analyses of item difficulty, discrimination indices, response patterns, and overall test reliability metrics.

4.1.8. Support the continuous improvement of assessment tools by updating test items as needed to enhance the quality, accuracy, and relevance of the product. Facilitate the relaunch of revised assessments at least once annually to ensure alignment with current standards and evolving learner needs.

4.2. Task Two: Expand reach of Military Environmental Exposure certificate program.

4.2.1. Develop and implement four hours of programming at the medical organization’s Annual Conference devoted to military exposure medicine topics. Of the four hours, up to three hours may consist of content selected through the standard abstract submission and review process, and at least one hour will be organized and delivered by VA. The programming shall include relevant topics, qualified expert speakers, and educational sessions with current research and clinical practice.

4.2.2. Implement and execute a structured outreach plan, including semi-annual analysis of uploaded module certificates and testing completion, and conduct outreach to:

4.2.2.1. Individuals who have uploaded all certificates but not completed the final test.

4.2.2.2. Registrants who have started uploading but need guidance to complete the process.

4.2.2.3. Registrants with no certificates uploaded.

4.2.3. Coordinate standard advertising for the military environmental exposure certifications program through the medical organization social media channels once per quarter. Advertising shall include, but is not limited to, promotion of certification opportunities, benefits of certification and how it aligns with the organization’s goals and practices.

4.2.4. Provide biannual reports on advertising reach. The report shall include links or screenshots of published posts, engagement metrics (e.g.

impressions, clicks, shares), of feedback or inquiries received.

5. Delivery Schedule or Deliverables- The contractor will meet weekly with the government. Schedule of services and deliverables will be specified in the weekly meetings. The government may choose to allow the contractor to determine what format the deliverables take, the schedule of deliverables and services, and/or how inspection will be documented as complete.

6. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

7. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that 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 rate(s).

8. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions:

assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

9. Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

10. Required Travel- N/A. No travel is included in the present contract.

13. Information Security: The Contractor will require access to VA Information and VA Information Systems only to interact with subject matter experts, create content (e.g., VA’s web, SharePoint, Teams), and facilitate communication.

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

15. Government-Furnished Information, Equipment, and Facilities. The Government will provide access to information necessary for the execution of each task.

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

17. Non-Compliance: The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

18. Other Related Services (Not Included in the Scope of Work): – Any services not expressly stated in the performance work statement are not authorized. Additional services deemed vital to the continued functioning of the systems or performance of the work herein may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

19. Task Order Quality Assurance Surveillance Plan (QASP):

The Government shall 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.

Deliverable or Requirement

Performance Standard

Surveillance Method

Outcome

Project Management, Milestones, and Schedule

Notifies customer of potential problems 95% of the time.

100% Inspection of agreed upon milestones per the approved project plan

Notification occurs within two business days of potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist

Submits Deliverables in accordance with the

100% Inspection of deliverables

No more than five incidents of deliverable schedule within (+/-) five business days with no more than five incidents of performance slippage.

performance schedule slippage.

20. Type of Contract: The government will award a firm-fixed-price contract.

21. Special Qualifications: The requirement is for a medical professional organization that could offer a certification program to serve as a platform for preventive medicine physicians to offer graduate medicine education certificate program in military exposure.

The American College of Preventive Medicine is the sole medical professional organization who could maintain the already existing medical certificate program to serve as a platform for preventive medicine physicians to offer this graduate medical education certificate program.

22. Organizational Conflict of Interest and non-disclosure requirements

If the Contractor is currently providing support or anticipates providing support to the VHA that creates or represents an actual or potential organizational conflict of interest (OCI), the Contractor shall immediately disclose this actual or potential OCI in accordance with FAR Part 9.5. The contractor is also required to complete and sign an Organizational Conflict of Interest Statement in which the Contractor (and any sub-contractors, consultants or teaming partners) agree to disclose information concerning the actual or potential conflict with any proposal for any solicitation relating to any work in the TO. All actual or potential OCI situations shall be handled in accordance with FAR Subpart 9.5.

23. Non-Disclosure Requirements: All Contractor personnel (to include sub-contractors, teaming partners, and consultants) who shall be personally and substantially involved in the performance of the TO issued which requires the contractor to act on behalf of or provide advice with respect to any phase of an agency procurement, as defined in FAR 3.104-4, shall execute and submit an “Employee/Contractor Non- Disclosure Agreement” Form. This is required prior to the commencement of any work on such TO and whenever replacement personnel are proposed under an ongoing TO.

Any information obtained or provided in the performance of this TO is only to be used in the performance of the TO.

24. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer.

All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

TECHNICAL EXHIBIT 1

Performance Requirements Summary

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1.

The contractor shall maintain and manage a web-based registration portal, which directs VA users to TMS and non-VA users to VHA

TRAIN.

The contractor ensured uninterrupted access and ensured the portal is operational 24/7.

No more than five failed registrations per annum.

Periodic Surveillance + Validate Customer Complaints;

Annual data performance review with the contractor.

PRS # 2

modify the web portal as required to accommodate new or updated training modules as part of the ACPM certificate program.

The contractor implemented changes promptly and correctly within 30 days of notification.

one deviation from the standard per annum.

100% Inspection;

Annual data performance review with the contractor.

PRS # 3

The contractor shall collect/upload and track of completed training module certificates.

The contractor validated each uploaded certificate completion within 5 days of submission.

one deviation from the standard per annum.

Validated Complaints;

Annual data performance review with the contractor.

PRS # 4

The contractor shall release a certificate from ACPM to designate certificate course completion.

The contractor provided a certificate from ACPM to qualified participants.

Zero standard from deviation.

Validated Complaints;

Annual data performance review with

PRS # 5

maintain a validated data tracking system and provide weekly reports on trends and anomalies.

The contractor provided reliable, audit-ready metrics; and delivered timely and accurate reporting on a weekly basis.

Zero standard from deviation.

Periodic Surveillance (weekly).

Annual data performance review with the contractor.

PRS # 6

The contractor shall provide biannual psychometric reports.

The contractor provided reports on data analytics and psychometric testing to evaluate validity, reliability and performance on assessment items.

Zero standard from deviation.

100% Inspection.

Annual data performance review with the contractor.

PRS # 7

The contractor shall update and relaunch exams at least once annually.

The contractor successfully maintained current, high-quality assessment exams for both basic and advanced certificates.

Zero standard from deviation.

100% Inspection.

Annual data performance review with the contractor.

PRS # 8

The contractor shall implement an outreach plan based on semi-annual analysis.

The contractor successfully improved conversion from training to certification.

Zero standard from deviation.

Periodic Surveillance (semi-annual).

Annual data performance review with the contractor.

PRS # 9

The contractor shall develop four hours of conference programming at the medical college Annual Conference devoted to military exposure medicine topics.

The contractor successfully delivered four hour time for a breakout session at the annual conference devoted to military exposure medicine topics.

Zero standard from deviation.

100% Inspection.

Annual data performance review with

PRS # 10

provide quarterly advertising promotions.

The contractor successfully sustained quarterly promotion and awareness from the college, and provided quarterly reports documenting outreach attempts and agreements.

Zero standard from deviation.

Periodic Surveillance (quarterly);

Annual data performance review with contractor

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Weekly report summarizing data trends, certificate completion status, and any anomalies.

1x/week

One Written report

WRIISC NJ

Provide biannual detailed reports on data analytics and psychometric testing

2x/year, with initial report delivered at 180 days from commencement.

One Written report WRIISC NJ

Provide biannual reports on advertising reach.

2x/year, with initial report delivered within 180 days from commencement.

One Written report WRIISC NJ