S02 - ATTACHMENT A - PWS - EBP Implementation Support - 2.14.2024.docx

PERFORMANCE WORK STATEMENT

Evidence-Based Practice Implementation Support

1.0 Objective.

The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) Office of Nursing Services (ONS) and the Department of Defense (DOD) Nursing Science and Clinical Inquiry division requires a contractor to provide support services to ensure an effective implementation and post implementation analysis of evidence-based nursing principals in both the VHA and DOD health care systems. The North American Industry Classification System (NAICS) code for these services is 541611, Administrative Management and General Management Consulting Services.

2.0 Introduction.

Clinical practice guidelines are used in health care to improve patient care as a potential solution to reduce inappropriate variations in care. Contractor services are required to support the implementation and analysis of implementation of evidence-based nursing principals.

3.0 Background.

VHA, in collaboration with the DOD and other leading professional organizations, has been developing clinical practice guidelines since the early 1990s. However, the DOD and VHA have worked independently in the development individual hospital Evidence Based Practice (EBP) guidelines. In 2022, the VA-DOD Joint Incentive Fund (JIF) provided funding to develop a EBP Knowledge Management Platform (KMP) for the collaboration and sharing of EBP projects between the VHA Hospitals and DOD Military Treatment Facilities. The JIF requires evaluation of the EBP Knowledge Management Platform implementation.

4.0 Scope or Purpose.

Conduct all necessary support project leads in the implementation and analysis of outcomes of evidence-based practice Knowledge Management Platform Ovid Synthesis, including but not limited to completion of EBP projects and return on investment. This includes coaching, supporting, mentoring, and tracking EBP projects in the VHA VISN 22 and DHA Puget Sound Market in accordance with the PWS.

5.0 Applicable Documents

Applicable documents, but not limited to, are listed below. Contractor shall use the most current versions of all applicable documents listed below.

a. VA/DOD Joint Incentive Fund (JIF) Proposal Business Case, Version 2.1, dated 01/12/2021

6.0 Contract Type

This is a Firm-Fixed-Price (FFP) Contract. This Contract is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside under FAR Parts under 12, 13 and 37.

7.0 Non-Personal Services

In accordance with FAR 37.104 and 5 U.S.C. 3109, this requirement has been determined to be a non-personal services contract. A non-personal services contract is a contract under which the contractor personnel providing the services are not subject to continuous Government supervision and or control, either by the contract's terms or by the manner of its administration.

8.0 Key Personnel

The contractor shall provide the necessary qualified personnel, materials, resources, and infrastructure to manage, perform, and administer the contract. The contractor shall accomplish the assigned work by employing and utilizing the identified key personnel with appropriate combinations of education, training, and experience as well other identified personnel with education and experience appropriate for the tasks assigned.

The personnel identified herein are considered essential to the work being performed. In the event changes to key personnel are required during the performance of this contract, replacement key personnel must meet or exceed the experience and qualifications of the individual the contractor included in its submitted quote. Prior to substituting, removing or replacing any key personnel, the contractor shall notify the CO and COR 10 business days in advance. The contractor shall submit to the CO and COR the resume of the replacing individual that demonstrates skills and background at least equivalent to those of the individual the contractor included in its quote within 10 business days of replacement. The CO and COR will evaluate the replacing person's resume to determine the experience and qualifications of the replacement are equal or exceed those of the person's resume submitted with the contractor's proposal for that position. New personnel shall not commence work until all necessary security requirements have been fulfilled and résumé provided and accepted. The CO and COR will evaluate such requests and promptly notify the contractor, within 5 business days of approval or disapproval in writing.

For the purposes of this contract, key personnel are listed below:

· Project Manager (Estimated at one (1) FTEE)

0. A minimum of three (3) years’ experience as a Project Manager, acting in a lead role.

0. A minimum three (3) years’ experience in healthcare facilities, DHA and VHA preferred.

0. Demonstrated experience in healthcare infrastructure.

0. Grant management experience preferred.

8.0 Period of Performance

The period of performance is estimated for a base Period of Performance of six months and a one (1) year option period.

9.0 Location and Hours of Work

The primary place of performance is at the Contractor’s place of business/virtual location. Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR).

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that the Department of Veterans Affairs follows:

· Six (6) Federal holidays are set by day of the week and month:

(1) Martin Luther King's Birthday - Third Monday in January

(2) Washington's Birthday - Third Monday in February

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

· Five (5) Federal holidays are set by date. If any of these dates fall on a Saturday, the Friday before shall be observed as a holiday. If any of these dates fall on a Sunday, the following Monday shall be observed as a holiday.

(1) New Year's Day - January 1st

(2) Juneteenth – June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

· Any other Federal Holiday declared by the President of the United States

10.0 Travel

Travel is anticipated for this requirement up to one (1) trip per quarter.

(a) Basis for Reimbursement: If the contractor is required to perform travel, as approved by the Contracting Officer, they will be reimbursed for transportation and other travel costs. Costs other than transportation (such as lodging, subsistence, and related items) will be reimbursable on a per diem basis in lieu of the actual costs incurred.

(b) The amount of per diem allowable shall be determined by the Contracting Officer on the basis of comparable costs which would be allowed to an employee of the Federal Government performing similar travel in accordance with the Federal Travel Regulations in effect at the time of travel.

(c) Travel by Privately Owned Vehicle: Travel by automobile or other privately owned vehicle, when authorized by the Contracting Officer, will be reimbursable at the rates provided for in the Federal Travel Regulations in effect at the time of travel.

(d) Air Travel: Reimbursement for air travel will be allowable for first class accommodations only when less than first class accommodations are not reasonably available to meet the necessary contract requirements such as when less than first class would:

(1) require circuitous routing;

(2) require travel during unreasonable hours;

(3) greatly increase the duration of the flight;

(4) result in additional costs which would offset the transportation savings, or;

(5) offer accommodations which are not reasonably adequate for the physical or medical needs of the traveler.

*Full and complete justification is mandatory if reimbursement is requested on the basis of first-class air travel.

(e) The A-E shall be reimbursed for the travel upon presentation of an invoice supported by receipts and other evidence of costs as appropriate.

11.0 Material Other Direct Costs

None

12.0 Government-Furnished Information, Equipment, and Facilities None

13.0 Task statement.

ONS requires a contractor to provide administrative, planning, and implementation support services for the monitoring and evaluation of the JIF KMP projects and outcome of overall JIF project. VHA/DOD estimates the level effort to be about one (1) FTEE. The specific tasks include:

13.1. Assist with coordination between JIF sites, the monitoring of individual EBP projects, and the monitoring and evaluation of JIF Funded KMP to include approximately 200 participants. Evaluation will include, but is not limited to, Return on Investment, Spend Plan, and Overall JIF Project Budget.

13.2. Collect training outcome data from Ovid Synthesis on individual EBP projects and reporting using JIF supplied forms quarterly.

13.3. Prepare project deliverables such as instructions and marketing materials for follow-up classes per JIF within 5 business days upon request for materials from Government Project Leads.

13.4. Collect overall project outcome data for reporting and publication monthly.

13.5. Assist the Government Project Leads with the analysis of outcomes per JIF application.

13.6. Schedule, set agenda, complete minutes, and facilitate and attend weekly meetings with the JIF team. Agendas are due two business days prior to meetings. Minutes are required two (2) business days after meetings.

13.7. Assist the Government Project Leads with publication of manuscript and presentation in APA or AMA format, up to two (2) at end of performance.

13. Other incidental services in support of the VHA/DHA JIF grant process as requested by the Contracting Officer.

14.0 Deliverables

All deliverables identified in the below table shall be submitted via email to the COR, Government Project Leads, as well as the Contracting Officer and Contracting Specialist assigned to this contract.

15.0 Contractor Personnel Security Requirements

Security requirements will be required for this effort. See Section D Attachment, Contractor Personnel Security Requirements.

16.0 Contract Quality Assurance Surveillance Plan

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. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.