RFQ_36C10G23Q0107.pdf

Contract Opportunity

Combined Synopsis/Solicitation Notice

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION * See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice

R408

National Center for PTSD Decision Aid

22408-2697

36C10G23Q0107

08-17-2023 1500 EASTERN TIME, NEW YORK, USA

N

UNRESTRICTED

541618

U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

Kimberly Erskine

Kimberly.erskine@va.gov Contract Specialist https://www.va.gov

VA | OALC | OPAL | Strategic Acquisition Center

CONTINUATION PAGE 36C10G23Q0107 Page 2 of 94

SECTION A

A.1 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

Document Type: Combined Solicitation/Synopsis

Solicitation Number: 36C10G23Q0107

Posted Date: July 31, 2023

Question Due Date August 8, 2023

Quote Response Date: August 17, 2023

Product or Service Code: R408

Set Aside: UNRESTRICTED

NAICS Code: 541618

A.2 GENERAL INFORMATION

Contracting Office Address:

Office of Procurement, Acquisition and Logistics (OPAL) Strategic Acquisition Center (SAC) 10300 Spotsylvania Ave, Suite 400 Fredericksburg, VA 22408

Description:

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation document will not be issued.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541618, with a business size standard of $19.0M.

This solicitation is a Request For Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-02 published in the Federal Register on July 19, 2023.

Type of Contract:

The Government will award a single vendor a Firm Fixed Price (FFP) contract that will be most advantageous to the Government, price and other factors considered.

CONTINUATION PAGE 36C10G23Q0107 Page 3 of 94

Number of Contracts to be Awarded:

The Government intends to select one contractor for this acquisition. However, the Government reserves the right not to award a contract at all, depending on the quality of the proposals and prices submitted and the availability of funds.

Acquisition Office:

The Office of Procurement, Acquisition and Logistics, Strategic Acquisition Center, 10300 Spotsylvania Ave, Suite 400, Fredericksburg, VA 22408.

All interested companies shall provide proposal for the following Decision Aid Services:

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

Contractor Name:

Point of Contact/Title:

Telephone Number:

Fax Number:

Email:

CAGE:

DUNS Number:

SAM IEU:

Tax Identification Number (TIN):

b. GOVERNMENT: Contracting Officer 36C10G

Primary: Rodney Burgos, Rodney.BurgosCabassa@va.gov Alternate: Mauricio Vazquez, Mauricio.Vazquez@va.gov

Contact Specialist 36C10G Primary: Kimberly Erskine, Kimberly.Erskine@va.gov Alternate: Betsy Lawrie, Betsy.Lawrie@va.gov

U.S. Department of Veterans Affairs OPAL Strategic Acquisition Center 10300 Spotsylvania Ave I STE 400 Fredericksburg VA 22408-2697

Contracting Officer’s Representative (COR)

TBD

mailto:Mauricio.Vazquez@va.gov mailto:Kimberly.Erskine@va.gov mailto:Betsy.Lawrie@va.gov

CONTINUATION PAGE 36C10G23Q0107 Page 4 of 94

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or [ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Upon completion of work , and/or per quantities

Identified per CLIN

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic

Submission of Payment Requests.

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-8917

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION: Contractors are required to submit payment requests in electronic form in accordance with the submission instructions on next page.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: Kimberly Erskine, Kimberly.Erskine@va.gov COR (Contracting Officers Representative): TBD Contract/Task Order Number: TBD Purchase Order Number: TBD

a. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

mailto:Kimberly.Erskine@va.gov http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/

CONTINUATION PAGE 36C10G23Q0107 Page 5 of 94

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org)

b. Vendor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-invoice email: vafsccshd@va.gov

See https://www.fsc.va.gov/einvoice.asp for more information.

6. Acknowledgment of Amendments:

The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

THIS SECTION INTENTIONALLY LEFT BLANK / SEE NEXT PAGE

http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov https://www.fsc.va.gov/einvoice.asp

CONTINUATION PAGE 36C10G23Q0107 Page 6 of 94

B.2 PERFOMANCE WORK STATEMENT

Part 1. Scope of Work

1.1 Description of Services/Introduction:

This requirement is for the Contractor to design, develop, and provide maintenance for a new PTSD Treatment Decision Aid. This revision will incorporate all of the videos currently in the Decision Aid, as well as, new videos and ancillary PDF, PNG, and JPG materials that are being developed under a separate contract and will be provided to the Contractor.

While there is an existing Decision Aid, the requirement is for the Contractor to build an entirely new version of the product. The National Center for Posttraumatic Stress Disorder (NCPTSD) will supply files of Decision Aid videos and ancillary materials. These materials shall be incorporated into the new Decision Aid.

1.2 Background:

The PTSD Treatment Decision Aid (Decision Aid) was launched in 2017 to help people with posttraumatic stress disorder (PTSD) explore their treatment options. The National Center for Posttraumatic Stress Disorder (NCPTSD) now seeks a contractor to create a new version of this resource. The new Decision Aid will reflect the treatment recommendations included in the 2023 VA/DoD Clinical Practice Guideline. Additional needed enhancements will include new videos that answer questions about the additional treatment(s) recommended in the Guideline, mobile-friendly design, and other features that will enhance user experience.

The updated Decision Aid must be a fully 508-compliant resource and will be housed on the NCPTSD apps server. The Decision Aid will not be accessed through a learning management system (LMS) but directly from the NCPTSD apps server. The VA Apps Server is a flat-file-system server that stores content in markdown files on the server. While the product can be created using any content management system, the content must be exported and delivered to the VA web team, who will upload the code-files of the CMS. Other products housed on this server are PTSD Coach Online, AboutFace, CRAFT- PTSD and CRAFT-SUD.

The Decision Aid is for people who have, or think they have, PTSD. The site’s overarching goals are to educate users on their PTSD treatment options and guide them through the process of making informed PTSD treatment decisions based on their treatment needs. Both Veterans and civilians can use the Decision Aid on their own, with loved ones, or with their providers as part of a shared decision-making process. The current PTSD Treatment Decision Aid has three parts: Learn, Compare, and Act.

https://www.ptsd.va.gov/apps/decisionaid https://www.ptsd.va.gov/apps/ptsdcoachonline/default.htm https://www.ptsd.va.gov/apps/AboutFace/ https://www.ptsd.va.gov/apps/CRAFTPTSD/ https://www.ptsd.va.gov/apps/CRAFTPTSD/ https://www.ptsd.va.gov/apps/CRAFTSUD/

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1.3 Objectives:

The Contractor shall design, develop, and provide maintenance for a new Decision Aid. The Decision Aid must have an engaging, well-designed interface and provide a streamlined user experience. The Decision Aid will be designed for use on desktop, tablet, and mobile devices. The new Decision Aid must integrate the videos that currently exist in the product, new videos for additional PTSD treatments, and promotional and guidance materials. The new videos and promotional and guidance materials are being developed under one or more separate contracts and will be delivered to the Contractor for inclusion in the Decision Aid. 508 compliance for the new videos, promotional and guidance materials will be the responsibility of the vendor(s) developing those materials.

The design, layout, and functionality of the Decision Aid will be established through consultation between the contractor and NCPTSD. We anticipate multiple rounds of work (design, storyboarding, prototyping, user testing) before arriving at final designs and functionality for the Decision Aid. The Decision Aid must be 508 compliant as determined by the VA Section 508 Office, https://www.section508.va.gov/index.asp. This may also take several rounds. As noted above, 508 compliance of the videos, promotional and guidance materials will be the responsibility of the vendor(s) developing those materials.

1.4 Scope:

The scope of work includes all management, supervision, labor, materials, supplies, equipment, certification, licenses, or other resources necessary to execute the contract. The contractor shall perform all services. The contractor shall provide all qualified personnel, equipment, supplies, facilities, transportation, travel, tools, materials, supervision, and other items and non-personal services necessary to successfully perform the services as defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property and services. Contractor shall ensure requirements in accordance with (IAW) the PWS are accomplished as required along with any requirements with established applicable documents list in Section D - Contract Documents, Exhibits, or Attachments.

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 in the PWS 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.

https://www.section508.va.gov/index.asp

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1.5 Period of Performance:

The period of performance shall be for one, 12-month base period and four, 12-month option periods. Option periods are exercised as required and are not guaranteed. The Period of Performance reads as follows:

Base Year September 15, 2023 – September 14, 2024

Option Year 1 September 15, 2024 – September 14, 2025

Option Year 2 September 15, 2025 – September 14, 2026

Option Year 3 September 15, 2026 – September 14, 2027

Option Year 4 September 15, 2027 – September 14, 2028

1.6 Recognized Holidays:

The contractor is not required to perform services on the following Federal holidays.

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

1.7 Hours of Operation:

The contractor is responsible for conducting business, between the hours of

7:00AM and 5:00PM Monday thru Friday except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.8 Type of Contract:

The government will award a single vendor Firm Fixed Price (FFP) contract.

1.9 Security Requirements:

No specific security requirements are needed. The position sensitivity for this effort has been designated as LOW.

1.10 Physical Security:

The Contractor shall be responsible for safeguarding government information provided for contractor use. No Government furnished equipment is provided.

1.11 Kick-off Award Conference:

Within 10 business days of contract award or Notice to Proceed, the Contractor shall coordinate with the COR and the Contracting Officer (CO) to conduct a Project Initiation/Kickoff meeting with VA. The meeting shall initiate the communication process between VA and the Contractor and shall be held via conference call. The purpose of this meeting is to introduce the key contractor personnel performing work related to this requirement; provide an overview of requirement administration and reporting; Review contract, contractor and

CONTINUATION PAGE 36C10G23Q0107 Page 9 of 94

Government responsibilities and authority, review significant dates; and complete any standard administrative issues.

1.12 Contracting Officer Representative (COR):

The COR will be identified by separate letter. The COR monitors technical aspects / performance of the contractor and assists in contract administration.

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 regarding changes in cost or price, or in estimates or changes in delivery dates.

The COR is not authorized to change the terms and conditions of the resulting contract.

1.13 Contractor Travel:

Contractor shall not be authorized travel expenses.

Part 2. Government Furnished Items and Services

2.1 Government Furnished Items:

The Government will furnish all the videos currently in the Decision Aid, as well as, new videos and ancillary PDF, PNG, and JPG materials.

2.2 Government Furnished Services:

(Not Applicable to this Acquisition)

Part 3. Specific Tasks and Deliverables

3.1 Design, develop, and build:

The Contractor shall design, develop, and build a new Decision Aid for hosting on the NCPTSD apps server that is desktop-, tablet-, and mobile-friendly.

Depending on the features that we choose to include, the new Decision Aid could contain up to 25% more material than is in the current version.

Development of the Decision Aid will be guided by a project management plan that reflects the timeline in the Deliverables Schedule.

NCPTSD will provide written content to be incorporated by the contractor into the Decision Aid. The Contractor shall work with the NCPTSD subject matter expert/project manager (SME/PM) to ensure the content and presentation are clear and that they adhere to Federal and Department of Veterans Affairs plain language web guidelines.

The Decision Aid will utilize appropriate levels of interactivity to convey information to users. The design of the site will be clean, modern, and easy for users to navigate and understand. The Contractor shall suggest potential changes to site design or features to modernize and align the site with adult learning and user experience principles. While developing the initial layout and https://www.plainlanguage.gov/guidelines/web/ https://design.va.gov/content-style-guide/content-principles/plain-language

CONTINUATION PAGE 36C10G23Q0107 Page 10 of 94 design, the Contractor shall present a minimum of three meaningfully different design treatments for the SME/PM to consider. We anticipate an iterative design process before deciding on a final design direction for the new Decision Aid.

As with the current version of the Decision Aid, the new product will include videos, printable handouts, a means by which users can see and compare features of the treatments described, and a way for users to select treatments they are interested in and save that information as a downloadable and printable document. However, consistent with the current Decision Aid, users will not be able to store and save information within the Decision Aid itself.

The Decision Aid will also incorporate information from a survey that NCPTSD is conducting on treatment preferences among people with PTSD. This information will inform users about what others value when they are making treatment decisions. In the current Decision Aid this information is in “What I Want in a Treatment” in the “Compare” section. This feature pairs a questionnaire designed to help users identify their own needs and wants in a treatment with survey results that show what other people with PTSD value.

This deliverable is only anticipated to apply in the Base Year.

Deliverables:

3.1.1 Design document and project management plan

3.1.2 Design wireframes

3.1.3 Decision Aid alpha version

3.1.4 Decision Aid beta version

3.2 508 Review NCPTSD subscribes to a 508-first philosophy; we require building a 508-compliant product begins early in the development process. To that end, NCPTSD will submit the alpha version of the Decision Aid to the VA 508 Office for an initial review. The Contractor shall develop a plan to make the changes required by the VA 508 Office and incorporate those changes into the beta version of the Decision Aid. This deliverable is only anticipated to apply in the Base Year.

Deliverables:

3.2.1 Remediation plan for 508 compliance

3.3 Initial user testing and quality control:

The Contractor shall conduct user testing of the alpha version of the Decision

Aid in both its desktop and mobile formats. In consultation with the SME/PM, the Contractor shall develop a plan for user testing that employs the most appropriate testing methodology to determine the degree to which the site is easy to use, whether users can easily find information they are looking for, whether users understand the information conveyed, and users’ overall satisfaction with the site. Testing should include the use of scenarios that require test participants to navigate to and obtain the kinds of information that would be used in a typical Decision Aid task.

CONTINUATION PAGE 36C10G23Q0107 Page 11 of 94

The Contractor shall be responsible for recruitment of test subjects to include a mix of Veterans and civilians who screen positive for PTSD. At least 30% of test subjects must identify as female, at least 30% must identify as male, and there must be a diversity of races and ethnicities included. The Contractor shall be responsible for securing and paying for testing facilities, software, and equipment, if required and for any honoraria paid to test subjects. User testing will be done with 9 participants.

The Contractor shall create a report that thoroughly reflects established UX principles and describes the findings of the user testing, including individual and summary findings. In consultation with NCPTSD, the Contractor shall develop a report of changes to be incorporated into the Decision Aid. These agreed-upon changes will be incorporated into the beta version of the Decision Aid.

The Contractor shall be responsible for thoroughly testing and performing quality control of the new Decision Aid, resolving all errors (broken links, problems with flow and functionality, typos, grammatical errors, and missing information) before delivery of the beta Decision Aid to NCPTSD. This deliverable is only anticipated to apply in the Base Year.

3.3.1 Plan and guide for initial user testing

3.3.2 Initial user testing and user testing report

3.3.3 Report of changes to be implemented based on user testing

3.4 Final user testing

The Contractor shall conduct user testing of the beta version of the Decision

Aid in both its desktop and mobile formats. In consultation with the SME/PM, the Contractor shall develop a plan for user testing that employs the most appropriate testing methodology to determine the degree to which the site is easy to use, whether users can easily find information they are looking for, whether users understand the information conveyed, and users’ overall satisfaction with the site. Testing should include the use of scenarios that require test participants to navigate to and obtain the kinds of information that would be used in a typical Decision Aid task.

The Contractor shall be responsible for recruitment of test subjects to include a mix of Veterans and civilians who screen positive for PTSD. At least 30% of test subjects must identify as female, at least 30% must identify as male, and there must be a diversity of races and ethnicities included. The Contractor will be responsible for securing and paying for testing facilities, software and equipment if required and for any honoraria paid to test subjects. User testing will be done with 9 participants.

The Contractor shall create a report that thoroughly describes the findings of the user testing, including individual and summary findings. In consultation with NCPTSD, the Contractor shall make changes to the product that reflect the findings of such testing. Changes will be fully implemented in the gold version.

This deliverable is only anticipated to apply in Option Year 1.

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3.4.1 Plan and guide for final user testing

3.4.2 Final user testing and user testing report

3.4.3 Report of final changes to be implemented based on user testing

3.5 Completion and delivery of program

The Contractor shall complete and deliver a final (gold) version of the new Decision Aid for hosting on the NCPTSD apps server. This version shall be based on the beta version, incorporating all changes agreed upon between contractor and NCPTSD.

The final Decision Aid must be deemed 508 compliant by the VA 508 Office and delivered to NCPTSD for upload on the NCPTSD apps server. The VA Apps Server is a flat-file-system server that stores content in markdown files on the server. While the product can be created using any content management system, the content must be exported and delivered to the VA web team, who will upload the code-files of the CMS. The NCPTSD apps server is not an LMS.

The Contractor shall verify 508 deficiencies previously identified by the VA 508 Office have been remediated. The final gold version shall be submitted to the VA 508 Office for a formal review. Any deficiencies found shall be remediated by the Contractor to ensure 508 compliance and approval by the VA 508 Office.

Multiple rounds of remediation shall be required to meet the standards of the VA 508 Office.

As noted above, 508 compliance of the videos, promotional, and guidance materials shall be the responsibility of the vendor(s) developing those materials.

The Contractor shall be responsible for thoroughly testing and performing quality control of the new Decision Aid, resolving all errors (broken links, problems with flow and functionality, typos, grammatical errors, and missing information) before delivery. This deliverable is only anticipated to apply in Option Year 1.

3.5.1 Fully 508 compliant gold version of Decision Aid

3.6 Project reports

The vendor shall provide the COR with project reports submitted electronically via email. The reports are due to the COR by the second workday following the end of the relevant calendar month. The final report is due to the COR by the end of the period of performance. This deliverable will apply to the Base Year and Option Year 1 – Option Year 4.

3.6.1 Project reports

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3.7 Support and maintenance

After the Decision Aid is successfully deployed on the NCPTSD apps server, minor updates shall be made from time to time. Examples include the correction of broken links and minor updates to content. This deliverable is only anticipated to apply in Option Year 2 – Option Year 4.

3.7.1 Support and Maintenance

3.8 Kickoff Meeting

The contractor shall participate and have all critical positions required to meet the PWS requirements present at the meeting. The time and place shall be designated by the CO. No performance shall begin on the contract until after the Kickoff Meeting and/or a Notice to Proceed is provided by the CO.

The objective of this task is to provide a post award orientation to aid both Government and contractor personnel to achieve a clear and mutual understanding of all contract requirements and identify and resolve potential problems. The desired outcome is the clear understanding of the requirements by both parties and the Notice to Proceed is issued.

Part 4. Deliverable Schedules The time of delivery or performance is an essential to contract performance.

The following Deliverables Schedule Table identifies the activities, tasks, deliverables, the quantity required per period of performance.

PWS Task Deliverable Format Data

Applicability Comments

3.1: Design, develop, and build

3.1.1-Design document and project management plan

MS Word, PDF, or online

CAD (contract award date) +3 months /Base Year only

Describes product design and functionality, development process and timeline. If delivered in an online version, must be accessible behind VA firewall.

3.1: Design, develop, and build

3.1.2-Design wireframes

Contractor defined/ government approved

CAD (contract award date) +4 months/Base Year only

If delivered as online wireframes, must be firewall

3.1: Design, develop, and build

3.1.3-Decision Aid alpha version

Code;

hosted on Contractor’s development server

CAD (contract award date) +7 months/Base Year only

Alpha version will be submitted to VA 508 Office for preliminary review

CONTINUATION PAGE 36C10G23Q0107 Page 14 of 94

3.1: Design, develop, and build

3.1.4-Decision Aid beta version

Code;

hosted on Contractor’s develop-ment server

CAD (contract award date) +12 months /Base Year only

Beta version will incorporate remediations required from initial VA 508 Office review of alpha version

3.2: 508 Review

3.2.1- Remediation plan for 508 compliance

MS Word, PDF, or MS Excel

CAD (contract award date) +11 months /Base year only

Plan to be developed in response to VA 508 Office’s review of alpha

3.3: Initial user testing and quality control

3.3.1-Plan and guide for initial user testing

MS Word, PDF, or PowerPoint

CAD (contract award date) +6 months/Base Year only

3.3: Initial user testing and quality control

3.3.2-Initial user testing and user testing report

MS Word, PDF, or PowerPoint

CAD (contract award date) +8

3.3: Initial and quality control

3.3.3-Report of changes to be implemented based on user testing

MS Word, PDF, or PowerPoint

CAD (contract award date) + 9

3.4: Final

3.4.1-Plan and guide for final user testing

MS Word, PDF, or PowerPoint

CAD (contract award date) + months/Option Year 1 only

3.4.2-Final user testing and user testing report

MS Word, PDF, or PowerPoint

CAD (contract award date) +

3.4.3-Report of final changes to be implemented based on user testing

MS Word, PDF, or PowerPoint

CAD (contract award date) +

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3.5:

Completion and delivery of program

3.5.1-Fully 508-compliant gold version of Decision Aid

Code, delivered to NCPTSD for upload to apps server.

CAD (contract award date) + months/Option Year 1 only

The gold version must be fully 508 compliant per the VA 508 Office and be ready for upload to NCPTSD apps server.

If delivered via online means, must be firewall

3.6: Project reports

3.6.1-Project reports

MS Word or

PDF

Ongoing; due the second workday following the end of the relevant month

3.7: Support and maintenanc e

3.7.1-Support and maintenance

Ongoing;

begins CAD (contract award date) + 25 months/Option Year 2 – Option Year 4 only

3.8: Kickoff Meeting

Contractor Attendance

Virtual Base Period after Notice to Proceed

Government will schedule meeting

CONTINUATION PAGE 36C10G23Q0107 Page 16 of 94

Part 5. Performance Metrics:

5.1 Performance Requirements Summary (PRS)

The contractor shall perform to the requirements in the PRS. The Government shall utilize the performance metrics in relation to the PRS to ensure performance to the requirements of the PWS. Surveillance and acceptance to be performed by COR.

TASKS PERFORMANCE

STANDARD

ACCEPTABLE

QUALITY

LEVEL (AQL)

SURVEILLANCE

METHOD /

MEASURE

REMEDY

3.1 Design document and project management plan

Completes document within 3 months from contract award date

Proposed graphics shall reflect established UX principles.

Document to be inspected and ensure 100% completion.

Notification to vendor of failure to meet standard;

task re-performance;

Official Correction Request (CAR) may Negatively Impact CPARS

3.1.2 Design wireframes

Completes documents within 4 months from contract award date

Wireframes will be accessible to VA PM behind VA firewall and be an accurate representation of alpha product

All documents to be inspected and ensure 100% completion.

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.1.3 Decision Aid alpha version

Completes product within 7 months from contract award date.

Workable version of product housed on contractor server and accessible to VA COR behind VA firewall

Alpha version reviewed and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.1.4 Decision Aid beta version

Completes product within 12 months from contract award date.

Workable version of product housed on contractor server and accessible to VA PM behind VA firewall

Beta version reviewed and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance;

Official Correction Request (CAR)

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ACCEPTABLE

QUALITY

LEVEL (AQL)

SURVEILLANCE

METHOD /

MEASURE

REMEDY

3.2.1 Remediation plan for 508 compliance

Completes product within 11 months from contract award date.

Plan addresses any deficiencies raised by VA 508 Office.

Document to be inspected and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.3.1 Plan and guide for initial user testing

Completes product within 6 months from contract award date.

Plan lays out a comprehensive overview of planned initial user testing, to include subject screener and testing guide.

All documents to be inspected and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.3.2 Initial user testing and user testing report

Completes product within 8 months from contract award date.

User testing on number of subjects stated in PWS is completed.

Report presents a complete review and summary of findings from user testing.

ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.3.3 Report of changes to be implemented based on

Completes product within 9 months from contract award date.

Report presents a workable plan for implementing changes based on user testing findings.

Document to be inspected and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

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ACCEPTABLE

QUALITY

LEVEL (AQL)

SURVEILLANCE

METHOD /

MEASURE

REMEDY

3.4.1 Plan and guide for final user testing

Completes product within 13 months from contract award date.

Plan lays out a comprehensive overview of planned final user testing, to include subject screener and testing guide.

Document to be inspected and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.4.2 Final user testing and user testing report

Completes product within 15 months from contract award date.

User testing on number of subjects stated in PWS is completed.

Report presents a complete review and summary of findings from user testing.

ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR) may Negatively Impact CPARS

3.4.3 Report of final changes to be implemented based on user testing

Completes product within 16 months from contract award date.

Report presents a workable plan for implementing changes based on user testing findings.

Document to be inspected and ensure 100% completion

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

3.5.1 Fully 508-compliant gold version of Decision Aid

Completes product within 22 months from contract award date.

All final deliverables are

VA 508

compliant upon delivery to

NCPTSD 100%

of the time.

100% Review by

COR.

Certification by VA 508 Office.

Approval by COR

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

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ACCEPTABLE

QUALITY

LEVEL (AQL)

SURVEILLANCE

METHOD /

MEASURE

REMEDY

3.6.1 Project reports

Submits reports as described in the PWS.

Reports shall be free of grammatical and typographical errors 95% of the time.

Reports shall be provided on time in accordance with deliverable due date 100% of the time

Periodic review by

COR.

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR) may Negatively Impact CPARS

3.7.1 Support and maintenance

Once the gold version is delivered (3.5.1), regular site maintenance ensures very few to no significant issues or website technical issues (fewer than 2 occurrences per month and all resolutions occur within 48 hours).

90% resolved according to schedule

90% Inspection of agreed upon milestones per the approved PMP by

COR.

Notification to vendor of failure to meet standard;

task re-performance Official Correction Request (CAR)

5.2 Definitions

The following definitions are used throughout the PWS and are to be construed as the statement of the meaning of a word, word group, a sign, or symbol; a statement expressing the essential nature of something; a product of defining;

the action or the power of describing, explaining, or making definite.

For additional contractual definitions, see the FAR Subpart 2.101 – Definitions.

This FAR part defines words and terms that are frequently used in the FAR;

Provides cross-references to other definitions in the FAR of the same word or term; and provides for the incorporation of these definitions in solicitations and contracts by reference.

These definitions have been derived by several sources, including but not limited to the FAR, The Department of Veteran’s Affairs Acquisition Regulations

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(VAAR), Law Insider Dictionary, Investopedia, Dictionary.com, Encyclopedia Britannica, and Black’s Law Dictionary.

Accurate: means free from error or defect; consistent with a standard, rule, or model.

Complete: Full; entire; Including every item or element of the thing spoken of, without omissions or deficiencies; as, a “complete” copy, record, schedule, or transcript.

Comprehensive: means complete; including all or nearly all elements or aspects of something.

Contracting Officer (CO): means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

Contracting officer’s representative (COR): means an individual, including a contracting officer’s technical representative (COTR), designated, and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Current: Whatever is at present in course of passage, present in its progress, the service rendered, and the compensation therefore measured by the time of the occurrence of the event. Passing in time or belonging to the time actually passing, now passing, present in its course, as the current month.

Deliverable: Used to describe the quantifiable goods or services that must be provided upon the completion of a project. Deliverables can be tangible or intangible in nature.

A deliverable is a product or service created or performed in the completion of a project.

When you consider a project, there are elements of input (what goes into the project such as time, resources, information, etc.) and elements of output — the deliverables.

Key deliverables are the main outputs set and produced in the completion of a project.

Final: Last; conclusive.

Final Submission: Exists when nothing remains to be done to render submission complete.

Plan: A delineation; a design, a draft, a draft or form or representation; the representation of anything drawn on a plane, as a map or chart; a scheme; a sketch;

also, a method of action, procedure, or arrangement.

Qualitative: The purpose is to explain and gain insight and understanding of phenomena through intensive collection of narrative data, generate hypothesis to be test inductive. Raw data are in words. Essentially ongoing, involves using the observations/comments to come to a conclusion. Conclusions are tentative (conclusions can change), reviewed on an ongoing basis, conclusions are generalizations. The validity of the inferences/generalizations are the reader’s responsibility.

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Sufficient: Adequate, enough, as much as may be necessary, equal, or fit for end proposed, and that which may be necessary to accomplish an object.

Thorough: executed without negligence or omissions; complete; perfect.

Update: To change (something) by including the most recent information; to make (something) more modern; to give (someone) the most recent information about something.

5.3 Acronyms

The following acronyms are used throughout the PWS and are to be construed as the statement of the meaning of a word(s) abbreviated but holding the same meaning. This list is not all inclusive, but represents the main acronyms used throughout.

APO Performance Objectives

AQL Acceptable Quality Level(s)

CAP Corrective Action Plan(s)

CLIN Contract Line Items Number(s)

CO Contracting Officer

COR / COTR Contracting Officer’s Representative

CPARS Contractor Performance Assessment Reporting System

FAC Federal Acquisition Circular

FAR Federal Acquisition Regulation

FFP Firm Fixed Price

FP Fixed Price

GFE/I Government Furnished Equipment / Information

IAW In Accordance With

ID/IQ Indefinite Delivery/Indefinite quantity

MS Microsoft

NAICS North American Industrial Classification System

CONTINUATION PAGE 36C10G23Q0107 Page 22 of 94

NCPTSD The National Center for Posttraumatic Stress Disorder

PDF Portable Document Format

PWS Performance Work Statement

QM Quality Measures

RFQ Request For Quote

SAC Strategic Acquisition Center

SSEB Source Selection Evaluation Board

TO Task Order(s)

USC United States Code VA Department of Veterans Affairs

VHA Veterans Health Administration

5.4 Records Management:

The following standard items relate to records generated in executing the resultant contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government

Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

CONTINUATION PAGE 36C10G23Q0107 Page 23 of 94

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

CONTINUATION PAGE 36C10G23Q0107 Page 24 of 94

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Design Document

Contract Period: Base POP Begin: 09-15-2023 POP End: 09-14-2024

1 EA $ __________ $ __________

0002 Design Wireframes

Contract Period: Base

0003 Decision Aid Alpha Version

Contract Period: Base

0004 Decision Aid Beta Version

Contract Period: Base

0005 Remediation plan for 508 compliance

Contract Period: Base

0006 Plan and guide for initial user testing

Contract Period: Base

0007 Initial user testing and user testing report

Contract Period: Base

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DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0008 Report of changes to be implemented based on user testing

Contract Period: Base

0009 Plan and guide for final user testing

Contract Period: Base

N/A EA N/C N/C

0010 Final user testing and user testing report

Contract Period: Base

0011 Report of final changes to be implemented based on user testing

Contract Period: Base

0012 Fully 508-compliant gold version of Decision Aid

Contract Period: Base

0013 Progress Reports

Contract Period: Base

12 EA $ __________ $ __________

0014 Support and Maintenance

Contract Period: Base

N/A HR N/C N/C

Base Period Total $ __________

CONTINUATION PAGE 36C10G23Q0107 Page 26 of 94

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1001 Design Document

Contract Period: Option 1 POP Begin: 09-15-2024 POP End: 09-14-2025

1002 Design Wireframes

Contract Period: Option 1

1003 Decision Aid Alpha Version

Contract Period: Option 1

1004 Decision Aid Beta Version

Contract Period: Option 1

1005 Remediation plan for 508 compliance

Contract Period: Option 1

1006 Plan and guide for initial user testing

Contract Period: Option 1

1007 Initial user testing and user testing report

Contract Period: Option 1

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DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1008 Report of changes to be implemented based on user testing

Contract Period: Option 1

1009 Plan and guide for final user testing

Contract Period: Option 1

1010 Final user testing and user testing report

Contract Period: Option 1

1011 Report of final changes to be implemented based on user testing

Contract Period: Option 1

1012 Fully 508-compliant gold version of Decision Aid

Contract Period: Option 1

1013 Progress Reports

Contract Period: Option 1

12 EA $ __________ $ __________

1014 Support and Maintenance

Contract Period: Option 1

N/A HR N/C N/C

Option Period One Total $ __________

CONTINUATION PAGE 36C10G23Q0107 Page 28 of 94

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2001 Design Document

Contract Period: Option 2 POP Begin: 09-15-2025 POP End: 09-14-2026

N/A EA N/C N/C

2002 Design Wireframes

Contract Period: Option 2 POP Begin: 09-15-2025 POP End: 09-14-2026

N/A EA N/C N/C

2003 Decision Aid Alpha Version

Contract Period: Option 2 POP Begin: 09-15-2025 POP End: 09-14-2026

2004 Decision Aid Beta Version

Contract Period: Option 2

2005 Remediation plan for 508 compliance

Contract Period: Option 2

2006 Plan and guide for initial user testing

Contract Period: Option 2

2007 Initial user testing and user testing report

Contract Period: Option 2

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DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2008 Report of changes to be implemented based on user testing

Contract Period: Option 2

2009 Plan and guide for final user testing

Contract Period: Option 2

2010 Final user testing and user testing report

Contract Period: Option 2

2011 Report of final changes to be implemented based on user testing

Contract Period: Option 2

2012 Fully 508-compliant gold version of Decision Aid

Contract Period: Option 2

2013 Progress Reports

Contract Period: Option 2

4 EA $ __________ $ __________

2014 Support and Maintenance

Contract Period: Option 2 POP Begin: 09-15-2025 POP End: 09-14-2026

80 HR $ __________ $ __________

Option Period Two Total $ __________

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DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3001 Design Document

Contract Period: Option 3 POP Begin: 09-15-2026 POP End: 09-14-2027

3002 Design Wireframes

Contract Period: Option 3

3003 Decision Aid Alpha Version

Contract Period: Option 3

3004 Decision Aid Beta Version

Contract Period: Option 3

3005 Remediation plan for 508 compliance

Contract Period: Option 3

3006 Plan and guide for initial user testing

Contract Period: Option 3

3007 Initial user testing and user testing report

Contract Period: Option 3

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DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3008 Report of changes to be implemented based on user testing

Contract Period: Option 3

3009 Plan and guide for final user testing

Contract Period: Option 3

3010 Final user testing and user testing report

Contract Period: Option 3

3011 Report of final changes to be implemented based on user testing

Contract Period: Option 3

3012 Fully 508-compliant gold version of Decision Aid

Contract Period: Option 3

3013 Progress Reports

Contract Period: Option 3

3014 Support and Maintenance

Contract Period: Option 3

40 HR $ __________ $ __________

Option Period Three Total $ __________

CONTINUATION PAGE 36C10G23Q0107 Page 32 of 94

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4001 Design Document

Contract Period: Option 4 POP Begin: 09-15-2027 POP End: 09-14-2028

4002 Design Wireframes

Contract Period: Option 4

4003 Decision Aid Alpha Version

Contract Period: Option 4

4004 Decision Aid Beta Version

Contract Period: Option 4

4005 Remediation plan for 508 compliance

Contract Period: Option 4

4006 Plan and guide for initial user testing

Contract Period: Option 4

4007 Initial user testing and user testing report

Contract Period: Option 4

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DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4008 Report of changes to be implemented based on user testing

Contract Period: Option 4

4009 Plan and guide for final user testing

Contract Period: Option 4

4010 Final user testing and user testing report

Contract Period: Option 4

4011 Report of final changes to be implemented based on user testing

Contract Period: Option 4

4012 Fully 508-compliant gold version of Decision Aid

Contract Period: Option 4

4013 Progress Reports

Contract Period: Option 4

CONTINUATION PAGE 36C10G23Q0107 Page 34 of 94

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT…