Performance Work Statement 36C24821C0607 4.222.pdf

Performance Work Statement (PWS)

1 Background VA Caribbean Healthcare System is a 1a Facility, part of the VA Sunshine Healthcare Network (VISN8), that is characterized for the following: 1). Provides treatment mainly to underserved Veterans from the Caribbean region, who are facing incredible psychosocial challenges after experiencing several natural disasters in the last 3 years (hurricanes, earthquakes and tropical storms) and now the COVID-19 pandemic. 2) Provides clinical care mainly to Spanish speaking Veterans. 3). Based on the above, clinical providers have resistance to implement new programs that will require a significant amount of time and energy in translating, adapting and preparing educational materials and web-based tools in Spanish to educate Veteran s and their family members.

The proposed innovation is aligned with the two priorities of VISN 8 for FY21 for the outpatient setting: 1) to pilot the integrated care model (VICTOR) and 2) to advance the whole health clinical care implementation plan. The development of a Whole Health Resource Center for the Clinical Care Community with resources to teach, support and guide partners, providers and Veterans in the whole health clinical care implementation and the expansion of the Discover Whole Health Program to expand the use of VVC and support Veterans in completing the PHI, not only is necessary, but provides the opportunity to measure the impact of addressing some of the social determinants of health for our Veteran population.

1.1 Scope

The project scope is to develop a web-based site to make Whole Health educational materials, videos and an interactive PHI coaching/education tool accessible to Spanish speaking Veterans and their families. The translation and adaptation of Whole Health written materials, the creation of videos and the acquisition of the equipment will be started in Q3 FY21 and finalized at the end of Q2, FY22. The interactive PHI coaching /education tool will be created by Q3, FY21. The creation of the interactive booth or mobile unit will be completed in Q2, FY22. The proposed website to be utilized for this project is already in place and manage by VA. The proposed website will also support providers and Veterans from other facilities to have accessible educational materials and resources translated and adapted for the Spanish speaking population of Veterans and their families. Mr. Mathew Schmidt, Health System Specialist in the VHA digital Division of the VHA Office of Communications, has agreed to support us in populating and/or converting the Spanish translated materials for web-based platforms, and making these materials accessible to Veterans and the general public.5. Evaluation Plan:

Describe how project outcomes will be evaluated.

2 General Requirements Specifications as set forth in this proposal are minimum specifications and shall not be construed as limiting the overall quality, quantity, or performance characteristics of items furnished in the system. The Offeror shall meet or exceed the minimum requirements and shall be held responsible for the supply, performance and overall quality of the requested resources, services and items.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at VA Caribbean Healthcare System and the contractor's offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer (CO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6 Location and Hours of Work

Normal business hours of coverage are: Monday through Friday from 8am to 4:30pm, excluding Federal holidays as listed below. All service/repairs will be performed during normal business hours of coverage requested and approved by the COR or designee.

Preventative maintenance inspections will be performed at a time/date mutually acceptable to COR or designee.

Federal Holidays observed are:

New Years Day Labor Day

Martin Luther King Jr. Day Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

Any other day specifically declared by the President of the United States to be a National holiday.

FEDERAL HOLIDAYS:

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday.

Observance of such days by Government personnel shall not be cause for additional period of performance or entitlement to compensation except as set forth in the contract. If the contractor's personnel work on a holiday, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost. The contractor agrees to continue to provide enough personnel to perform round-the-clock requirements of critical tasks already in operation or scheduled and shall be guided by the instructions issued by the contracting officer or his/her duly authorized representative.

3 Performance Requirements

3.1 The Spanish translation and adaptation of educational materials, the creation of videos, the development of the interactive PHI coaching/education tool, and the equipment to develop podcasts.

Section 508 of the Rehabilitation Act of 1998 requires government websites to meet certain technical and functional performance criteria to be accessible to users with disabilities. An overview of the requirements is included in Subpart B Technical Standards, sections 1194.21 "Software Applications and Operating Systems, 1194.22 "Web-based intranet and internet information and applications, 1194.24 "Video and Multimedia Products, and in Subpart C, Section 1194.31 "Functional Performance Criteria. For further details, refer to VA Handbook 6102.

Deliverables A001 a. Number of educational materials and videos translated to Spanish A002 b. Creation of an interactive PHI coaching/education tool A003 c. Creation of podcasts A004 d. Social Media Insight Monitor report A005 e. Website analytics report

3.1.1 Develop Web-based library for the Spanish speaking patients.

Performance Standards

a) Standard: Compliant with applicable standards for Section 508 AQL: 100% Compliant with all Regulations

b) Standard: Deliverables are made in accordance with schedule:

Contractor shall meet the time schedule provided.

AQL: 100% No deviations allowed Deliverables A001 a. Number of educational materials and videos translated to Spanish A002 b. Creation of an interactive PHI coaching/education tool A003 c. Creation of podcasts

3.1.2 Develop Personal Health Plan (PHP) coaching/education/interactive tool in Spanish -Guided questions/answers for user self-exploratory to complete Personal Health Inventory (PHI) and get PHP

Performance Standards

a) Standard: Compliant with applicable standards AQL: 100% Compliant with all Regulations 100% No deviations allowed

b) Standard: Meets Schedules AQL: 100% Compliant with all Regulations 100% No deviations allowed

Deliverables

A002 b. Creation of an interactive PHI coaching/education tool

3.1.3 Design and develop a mobile interactive booth for educational and dissemination purposes with state-of-the-art technological equipment needed for the creation of local Whole Health Studio (podcasts and video presentations).

• Contractor shall provide designs plans of the booth before construction and approved by the COR.

• Contractor shall include state of the art media equipment.

• Contractor shall provide training to staff in how to operate equipment.

• Design shall be appropriate in alignment with the mission and branding of the VA Whole

Health System

Performance Standards

a) Standard: Compliant with applicable standards for Section 508 AQL: 100% Compliant with all Regulations

b) Standard: Deliverables are made in accordance with schedule: Contractor shall meet the time schedule provided.

AQL: 100% Compliant with all Regulations 100% No deviations allowed Deliverables A003 c. Creation of podcasts

3.1.4 The Contractor shall design, document, and review Translation, Adaptation, and web based catalog for Educational Materials.

Performance Standards

a) Standard: Compliant with applicable standards AQL: 100% Compliant with all Regulations 100% No deviations allowed

b) Standard: Meets Schedules AQL: 100% Compliant with all Regulations 100% No deviations allowed Deliverables

3.1.5 Creation of media products

• Translation of captions of actual English videos, up to 30 minutes of video editing

• Produce new Spanish educational / informational videos with local doctors, patients and external resources available, up to 15 minutes of video producing and editing

• Development of new educational / informational written materials (handouts) with local doctors, patients and external resources available, up to 20 pages of edited material

Performance Standards

a) Standard: Compliant with applicable standards for Section 508 AQL: 100% Compliant with all Regulations

b) Standard: Deliverables are made in accordance with schedule:

Contractor shall meet the time schedule provided.

AQL: 100% No deviations allowed

Deliverables A001 a. Number of educational materials and videos translated to Spanish A002 b. Creation of an interactive PHI coaching/education tool A003 c. Creation of podcasts

3.1.6 Contractor shall provide

• Project management service

• Update meetings and follow-up meetings and progress presentation.

Performance Standards

a) Standard: Compliant with applicable standards AQL: 100% Compliant with all Regulations 100% No deviations allowed

b) Standard: Meets Schedules AQL: 100% Compliant with all Regulations 100% No deviations allowed Deliverables

3.1.7 Contractor shall provide Specialized staff in the following areas:

• Manager, Digital Account Executives

• Web Developer

• Design

• Administrative Team

Performance Standards

a) Standard: Adequate Staff is provided to fulfill the requirements of this PWS.

AQL: 100% No deviations allowed Deliverables

4 Special Requirements A. Support Services:

Services will be provided for at least one year upon receipt and acceptance of this contract.

Project management, update meetings, follow ups and progress presentations (One Year Project)

Specialized staff:

Project Manager Digital Account Executives Web Developer Design Administrative Team

30 min call back response during normal business hours of 8AM to

4:30PM EST

5 days a week support availability during normal business hours of 8AM to 4:30PM EST

B. Review of Production Materials:

The contractor shall verify with the VA Delegated Behavioral Health Sciences Staff that the Design and production materials, videos, mobile interactive booth and any other requirement listed in this contract meets all requirements as stated through demonstration and validation. Certification period will start upon sign off and acceptance signature from COR and using services.

4.1 Security and Safety

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

4.2 Government Furnished Materials

The Government will make available the materials to be used for the translation and adaptation for this project. All materials will be provided by the COR upon first meeting.

5. Deliverables

1. Deliverables Timeline:

SERVICES Timeline

Equipment for Podcasts 9 months from date of award

Translation and adaptation of the Whole 9 months from date of award

Health Written materials 9 months from date of award

Creation of Whole Health videos 9 months from date of award

PHI coaching /education tool 6 months from date of award

Creation of the booth or mobile unit for outreach purposes 9 months from date of award

6. Related Documents The following Documents are related to this project:

Section 508 Standards Checklists

1. VA Section 508 Applications Checklist

2. VA Section 508 Authoring Tools Standards Checklist

3. VA Section 508 Collections-Epics-Sub Epics-User Stories Checklist

4. VA Section 508 Documentation and Support Services Checklist

5. VA Section 508 Functional Performance Standards Checklist

6. VA Section 508 Platform Hardware Standards Checklist

7. VA Section 508 Platform Software Standards Checklist

8. VA Section 508 Web Content Accessibility Guidelines Checklist