Solicitation No. 36C24526Q0544.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24526Q0544

Jameel Gordon, jameel.gordon@va.gov email only 07-10-2026

11:00AM EDT

19ACQ

Department of Veterans Affairs

Perry Point VA Medical Center (NCO 5)

361 Boiler House Rd, Building 101C

Perry Point, MD 21902

X

541720

$28 Million

N/A

X

Department of Veterans Affairs

VA Central Office

Health Outcomes Military Exposures

19ACQ

Department of Veterans Affairs

Perry Point VA Medical Center (NCO 5)

361 Boiler House Rd, Building 101C

Perry Point, MD 21902

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment

Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp

Invoice Setup Information 1-877-489-6135

See CONTINUATION Page

This solicitation is for health surveys on cohorts of the

Post 9/11 Deployed Veterans and Post 9/11 era Veterans in accordance with the statement of work.

Period of Performance: Three Year non-severable services

8/3/2026 - 8/2/2029

Contractor shall be responsible for the correct title classification of workers and compliance with all applicable wage and hour laws.

Please submit any questions in writing to jameel.gordon@va.gov by 6/30/2026 11:00AM EST.

See CONTINUATION Page

X X

X 1

Jameel Gordon

36C24526Q0544

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY

2014)

C.4 52.222-49 SERVICE CONTRACT LABOR STANDARDS—PLACE OF

PERFORMANCE UNKNOWN (NOV 2025) (DEVIATION)

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(APR 2026)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION) ALTERNATE I (NOV 2025)

C.7 52.240-93 BASIC SAFEGAURDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (DEVIATION) (NOV 2025)

C.8 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION)

(MAR 2026)

C.9 VAAR 852.211-76 LIQUIDATED DAMAGES - REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.5 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C245

Department of Veterans Affairs

Perry Point VA Medical Center (NCO 5)

361 Boiler House Rd, Building 101C

Perry Point, MD 21902

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] Monthly in arrears

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.

B.2 PERFORMANCE WORK STATEMENT

Department of Veterans Affairs Health Outcomes of Military Exposures Epidemiology Program

1. Title: Longitudinal Study of Post 9/11 Veterans

2. Purpose : Health Outcomes of Military Exposures (HOME) is conducting a follow up health survey on cohorts of Post 9/11 Deployed Veterans and Post 9/11 era Veterans (those who served during the same time but did not deploy). Results from this study will improve our understanding of the long-term health consequences of military deployment and the health services that Post 9/11 Veterans need. The findings will also help influence policy and benefits for these Veterans.

3. Background: This task will be the second data collection from two cohorts of post 9/11 Veterans who were identified for participation in either the National Health Study for a New Generation of U.S. Veterans (NewGen) or the Comparative Health Assessment Interview

(CHAI) Research Study. The initial data collection for NewGen was conducted in 2009-2010 and the CHAI data collection was in the field in 2018; each study surveyed a population-based sample of military Service members with DoD service between October 2001 and June 2008, and October and March 2015, respectively. This data collection will return to the original populations and include a sample of Service members with service after JUNE 2015 (the date on which the CHAI sampling frame was closed).

4. Scope: This study will consist of 1) a request to complete a questionnaire on a variety of health topics via web and telephone (the sample size will not exceed 100,000); and 2) simple and complex data analysis of information collected on the questionnaire.

5. Period of Performance: Three Years

6. Place of Performance: The contract services and activities will take place at the contractor’s place of business. Weekly meetings between the contractor and HOME will take place virtually

7. Tasks

7.1 Task 1: Project Management and Progress Reporting

7.1.1 The Contractor shall provide project management support. A Project Management Plan

(PMP) that lays out the contractor’s approach, timeline and tools shall be provided in the execution of each task order. The PMP shall incorporate a Risk Management Plan/Register and a Quality Control Plan (QCP) incorporating quantifiable/ measurable elements. Additionally, PMP shall include a narrative and graphic format displaying schedule, specifically defined milestones, risks, communication, and resource support. The PMP shall explain how contractor will coordinate and execute planned, routine, ad hoc data collection and preparation as identified in SOW. Upon acceptance, initial PMP will be considered baseline and shall be updated monthly. Any changes to the schedule/project plan shall be subject to COR written approval. The contractor shall update and maintain the VA Program Manager (PM) approved

PMP throughout contract duration.

The contractor shall prepare a Work Breakdown Structure (WBS) that delineates a comprehensive overview of the task order level of effort. WBS elements used in the Project

Schedule should indicate developmental work, tasks, start/finish dates, allocated resources and at a minimum, include the following:

Meetings/teleconferences

Project documentation submissions/revisions

Developmental efforts structured to reflect development of a deliverable product

Project milestones

Deliverables

NOTE: Upon COR acceptance, the following PMP items will be considered “Baseline”

Project Schedule

WBS

Tasks Start/Finish Dates, Allocated Resources (Equipment of Personnel)

7.1.2 The contractor shall provide a detailed Project Plan describing the procedures to be used.

The project plan will include all of the following elements:

Procedures to be employed in the training of supervisors, data entry staff, questionnaire mailing staff, and other staff necessary for the project;

Quality control measures to ensure that all aspects of contract work are accurate;

The databases to be used for the project.

7.1.3 The contractor shall provide a Confidentiality Plan and Data Security Procedures.

Questionnaires, consent forms and all other documents containing Personal Health Information

(PHI)/Personally Identifiable Information (PII) will be scanned as they arrive to create a PDF of each document. Participant responses from the completed mail and online questionnaires will be entered into separate, dated electronic databases. The VA shall have electronic access to all databases and scanned PDF documents at all times. A cumulative file of all respondent records should be created and maintained by the contractor.

The contractor will ensure the highest degree of security to protect personal and confidential data of Veterans from intentional or unintentional release, loss, or destruction. 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.

7.1.4 The contractor shall provide toll free number and email technical support during normal business hours. Highly trained and professional staff will be trained to promptly answer questions and complete telephone questionnaires if requested by Veterans. A call log should be provided to COR. The toll-free number(s) must be posted prominently on the Web site and personalized letters included in the questionnaire mail package. The technical support staffing level must be adjusted to adequately meet the call and e-mail demands throughout the data collection period by closely monitoring the contact volume and times. The contractor shall coordinate with the VA Crisis Hotline to facilitate call transfers in the case of distressed Veterans who require immediate referral to VA services. The contractor shall also set up a project e-mail account to answer respondent questions as well for use for communicating with Veterans who prefer email contact. All e-mail inquiries shall receive a response no later than the next business day. E-mail inquiries shall be recorded and provided to the COR.

7.1.5 The contractor shall prepare agendas and minutes for weekly meetings. The contractor shall take minutes of all conference calls and/or meetings held with the Project Manager, VA

COR, and Stakeholders. Copies of these minutes shall be attached to the weekly progress report.

7.1.6 The contractor shall provide weekly progress reports during data collection. The contractor shall brief the COR and/or designees and survey research staff as to the status of the project, quality control findings, description of any problems anticipated or encountered and their resolution or non-resolution, and milestones obtained or missed. The contractor shall report the number and percent of responses and compare the progress in the current survey cycle with that of the previous cycle. The contractor shall keep a log of decisions made during the course of the study and provide the VA COR with an updated log of any new decisions made following the weekly meeting within 7 business days following each meeting. After review of the decision log, the VA COR will provide any necessary corrections to the decision log, which then will be revised. The “survey cycle” refers to the pilot, web, and CATI waves of data collection efforts.

7.1.7 The contractor shall provide monthly reports. The monthly reports shall include the status of the project, quality control findings, description of any problems anticipated or encountered and their resolution or non-resolution, and milestones obtained or missed.

7.2 Task 2: Data Collection and Reporting

The contractor shall conduct data collection via survey (web or CATI). Data collection studies may require that contractors identify and apply the appropriate data collection methods (survey

– web, phone, focus groups, etc.). Contractors shall construct and field test/validate each survey, using standardized and validated questions, scales, and survey instruments, as indicated above. The contractor shall compile written survey protocols, train interviewers, perform extensive survey related tasks and appropriate survey follow-up. Additional data collection includes:

The contractor shall identify problems and improve the quality of VA evaluations and evaluation processes. It is expected that the contractor shall research and develop new methods of data collection such as electronic methods of information collection and transmission, to improve timeliness, reliability, and response rates. It is expected that the contractor will suggest ways to improve the survey and data collection processes, using their combined expertise and industry best practices. The government anticipates added value of contractor involvement in this data collection.

The contractor shall conduct literature reviews, based on the needs of the survey requested.

The contractor shall provide guidance and recommendations for related Information Technology such as encoding survey into electronic format or use of computers to conduct survey.

The contractor shall submit an outline for the methodology report, which articulates the steps taken to complete the study, for VA COR approval.

7.2.1 The contractor shall prepare required documents for Institutional Review Board (IRB) approvals. The contractor will be responsible for writing the research proposal for IRB approval.

Government subject matter experts will provide input.

7.2.2 The contractor shall perform in coordination with VA a vital status update on members of the cohort and identify members of the cohort who are deceased, update the master VA panel file(s) with vital status. Deceased Veterans will be removed from mailing roster. Information required to perform or support vital status update will be transferred to the contractor in SAS or excel format and will be transferred by a VA-approved secure data transfer mechanism provided by the contractor.

7.2.3 The contractor shall develop contact information and locate addresses in coordination with

VA, i.e., Location Algorithm (n=X). The contractor will be expected to update the address files supplied by the VA COR in order to reach Veterans for pilot and main studies. The contractor shall look at other proprietary databases as appropriate (e.g., National Change of Address, Credit Bureau, etc.) and use other techniques to update the address information. The contractor shall report to the VA COR all Veterans with incorrect address information and the extent to which they have succeeded in locating the correct address. The contractor shall compute error rates for addresses by source of address information (VA, commercial vendor, etc). The contractor shall create an electronic database consisting of the name, address, and any other available contact information for each member of the target survey population. Each address provided to the contractor shall be included, together with a variable denoting whether the individual address was “good” or “not delivered.” Information required to perform location update will be transferred to the contractor in SAS or excel format and will be transferred by a

VA-approved secure data transfer mechanism provided by the contractor.

7.2.4 The contractor shall design questionnaire/survey as directed by VA. The contractor shall prepare and obtain COR approval for all survey contact materials used for data collection.

Questionnaires shall follow standard industry principles of good design. The contractor should assume the survey length to be equivalent to a 16-page questionnaire with completion times of

15-30 minutes.

7.2.5 The contractor shall secure a domain name; host site; and program & manage an electronic questionnaire/survey. The secure Web site shall be built within a password-protected firewall to ensure participant confidentiality. Maintenance of the online questionnaire shall include procedures to identify duplicate responses, aggregate data collected online with data collected from mailed responses and allow VA to identify respondents who completed the online questionnaire. At the completion of the study, this website can be taken down.

7.2.6 The contractor shall print, and mail study/survey materials (n=109,000) as directed.

Based on the contractor-created Project Plan and Project Management Plan, there will be multiple mailing waves.

7.2.7 The contractor shall create a telephone script for Computer-Assisted Telephone Interviews

(CATI).

7.2.8 The contractor shall conduct a pilot study (n=100). The contractor shall conduct the pilot study of the online survey according to the approved protocol in order to identify necessary changes to the questionnaire/survey. The contractor shall submit findings from the pilot study to the VA COR for review along with any recommendations for changes. The recommended changes shall be incorporated into the main study only with the written approval of the COR.

The pilot study may include web, and CATI modes of data collection.

7.2.9 The contractor shall conduct data collection using the appropriate mode, web-based, CATI as directed by VA (n=109,000).

7.2.10 The contractor shall create a searchable pdf of any hard copy artifacts generated during the study, one record per participant. A PDF image of each artifact will be created using a document scanner. Artifacts and all other documents containing Personal Health Information

(PHI)/Personally Identifiable Information (PII) will be scanned as they arrive to create a PDF of each document. These PDFs will be provided to the VA COR and contractor’s copies destroyed at end of the contract.

7.2.11 The contractor shall develop and implement a data management system. The data management system shall include, but is not limited to:

An automated method for data entry and data editing, including computer programs for range edits, logic edits, and checks for skip patterns inherent in the questionnaire.

A method for systematic documentation of all edit specifications and all corrections made during the editing process;

A system of computer programs that provide quality control checks to ensure the accuracy of data after the editing process is complete.

All programs, documents, and databases are property of the VA and will be transferred to VA according to the project plan and/or at end of the contract. Contractor will destroy all copies on contractor systems upon confirmation of receipt from VA.

7.2.12 The contractor shall conduct data entry, to include scanning and editing questionnaire responses, coding open-ended questions, formatting data, etc. The contractor shall combine data from all questionnaire modes into a database. Data will be provided both as text files and analytical datasets.

7.2.13 The contractor shall create and manage an incentive plan. The incentive plan will be for all modes of the survey.

7.2.14 The contractor shall conduct a complete literature review for study design.

7.2.15 The contractor shall create a coding manual. Monitoring and feedback mechanisms shall be implemented for coders to ensure that coding practices are consistent. The coding procedures and manual shall be included in the methodology report. Disposition coding will be required. Open ended comments are considered any written text. The number of open-ended comments will be discovered at the time of survey development.

7.2.16 The contractor shall submit interim data sets.

7.2.17 The contractor shall submit pre-final databases.

7.2.18 The contractor shall submit final databases.

7.2.19 The contractor shall prepare a draft methodology report for the COR review that describes the entire study process. The outline for the methodology report shall be submitted to the COR for approval. The contractor shall then use the approved outline and submit a draft report for the COR review.

The methodology report shall describe possible biases or errors arising from each stage and mode of the survey. The stages to be examined shall include questionnaire design and implementation; interviewer training; participant location; data collection; and data preparation and implementation (data keying, coding, cleaning, editing, imputation). All the sources resulting in successful location of Veterans shall be documented in the methodology report.

7.2.20 The contractor shall prepare a final methodology report. The final report shall be submitted after the VA COR approval of the draft report.

7.2.21 The contractor shall develop a destruction plan and allocate resources for destruction of paper copies of returned questionnaires or other paper materials, depending on instructions from the VA COR.

7.3 Task 3: Simple and Complex Data Analyses

The contractor shall complete both simple and complex analyses of collected data, and develop reports based on the findings (i.e., White Papers, Technical Reports). The contractor shall use statistical analysis software packages (compatible with SAS, SPSS, and/or SQL) to conduct tasks which vary from the straightforward to the complex. Raw data (responses provided in a survey, interview, or other mode of study), shall be submitted with the completion of reports, as deemed appropriate by the COR. Raw data includes all responses received from the various modes of data collection: mail surveys, web surveys, and CATI interviews.

7.3.1 The contractor shall provide focused methods and technique information papers. (n=3)

7.3.2 The contractor shall develop programming language for coding procedures. Coding shall be completed using SAS.

7.3.3 The contractor shall develop and perform an analysis plan for calculation of sampling weights and correction factors.

7.3.4 The contractor shall conduct non-response analysis.

7.4 Task 4: Educational and Informational Materials

The contractor shall prepare educational and informational materials (fact sheets, informational sheets, websites, Smartphone applications, brochures, etc.) for diverse audiences.

Stakeholders include Veterans, other VHA and VA offices, VAMCs, Providers, Congress, Veteran Service Organizations (VSOs), etc. All educational and informational materials shall be completed through distribution. All educational and informational materials must be 508 compliant, be available in English and Spanish, use the government defined “plain language,” and at an 8th grade reading level.

7.4.1 The contractor shall create a one-page information sheet. (n=1)

7.4.2 The contractor shall create and format brochures for marketing purposes. (n=1)

7.4.3 The contractor shall create and format fact sheets. (n=1)

7.4.4 The contractor shall create promotional materials to include print and social media content. (n=6 social media posts)

8. Deliverable Table

Tasks Deliverable Planned Completion Date

Task 1 –

7.1.1

Provide and maintain a detailed Project

Management Plan that includes a Quality

Control Plan

1 month after award of contract

Task 1 –

7.1.2

Provide and maintain a detailed Project Plan 1 month after award of contract

Task 1 –

7.1.3

Provide a Confidentiality Plan and Data

Security Procedures

1 month after award of contract

Task 1 –

7.1.4

Provide toll free number and email technical support

4 months after award of contract

Task 1 –

7.1.5

Prepare Agendas and minutes for weekly meetings

Weekly, throughout the life of the contract

Task 1 –

7.1.6

Provide weekly progress reports during data collection

Weekly, throughout the data collection period

Task 1 –

7.1.7

Provide monthly progress reports during the award period

Monthly, throughout the life of the contract

Task 2 –

7.2.1

Prepare required documents for IRB

Approvals

6 months after award of contract

Task 2-

7.2.2

Perform Vital Status Update in collaboration with VA (n=109,000)

4 months after award of contract

Task 2 –

7.2.3

Develop Contact Information/ Locate

Addresses: i.e., location algorithm

(n=30,000)

4 months after award of contract

Tasks Deliverable Planned Completion Date

Task 2 –

7.2.4

Design questionnaire 5 months after award of contract

Task 2 –

7.2.5

Secure a domain name; host site; program and manage electronic survey instrument

6 months after award of contract

Task 2 –

7.2.6

Print and mail study/survey materials as directed (n=109,000)

8-21 months after award of contract

Task 2 –

7.2.7

Create a telephone script for Computer-

Assisted Telephone Interviews (CATI)

5 months after award of contract

Task 2 –

7.2.8

Conduct a Pilot Study (n=100) 15 months after award of contract

Task 2 –

7.2.9

Conduct data collection using the appropriate mode: web-based, CATI

(n=109,000), 8-24 months after award of

Task 2 –

7.2.10

Create a pdf of returned hard copy documents as indicated

8-28 months after award of contract

Task 2 –

7.2.11

Develop and implement a data management system

3 months after award of contract

Task 2 –

7.2.12

Data Entry: Reviewing and editing questionnaire entries; coding open-ended questions; format of data entry and reporting; etc

8-30 months after award of contract

Task 2 –

7.2.13

Create and manage an incentive plan Throughout the life of the contract, beginning in month 5

Task 2 –

7.2.14

Conduct complete literature reviews 4 months after award of contract

Task 2 –

7.2.15

Create a coding manual 5 months after award of contract

Task 2 –

7.2.16

Submit interim data sets 4 times throughout data collection

Task 2 –

7.2.17

Submit pre-final databases 28 months after award of contract

Task 2 –

7.2.18

Submit final databases 30 months after award of

Tasks Deliverable Planned Completion Date

Task 2 –

7.2.19

Prepare draft methodology report for review 32 months after award of contract

Task 2 –

7.2.20

Prepare final methodology report for review 34 months after award of contract

Task 2 –

7.2.21

Develop a Destruction Plan 12 months after award of contract

Task 3 –

7.3.1

Provide focused methods and technique information papers (n=3)

34 months after award of contract

Task 3 –

7.3.2

Develop programming language for coding procedures

5 months after award of contract

Task 3 –

7.3.3

Develop and perform an analysis plan for calculation of sampling weights and correction factors

32 months after award of contract

Task 3 –

7.3.4

Perform non-response analysis 35 months after award of

Task 4 –

7.4.1

Create a 1-page information sheet (n=1) 8 months after award of contract

Task 4 –

7.4.2

Create and format brochures for marketing purposes (n=1)

5 months after award of contract

Task 4 –

7.4.3

Create and format Fact Sheets (n=1) 5-24 months after award of contract

Task 4 –

7.4.4

Create promotional materials (n=6 social media posts)

5-24 months after award of

9. Scope of Inspection

The Contractor shall notify the CO/COR as soon as it becomes apparent to the contractor that a scheduled delivery shall be late. The contractor shall include in the notification the rationale for late delivery, the expected date for the delivery and the project impact of the late delivery. The

CO/COR shall review the proposed schedule and provide guidance to the contractor; all contract changes shall be via written modification signed by the Contracting Officer. Prompt notification of delay does not limit the Government's right to any and all rights and remedies up to and including termination.

All deliverables shall be inspected for content, completeness, accuracy, and conformance to task order requirements by the CO/COR.

Inspection may include validation of information as specified in the task order.

All deliverables shall be checked for comprehensive to ensure the completeness, quality, and adequacy of all deliverables.

The Government requires a period not to exceed thirty (30) days after receipt of deliverable items for inspection and acceptance or rejection.

Inspection and acceptance of all work performance, reports and other deliverables under this task order shall be performed by the COR.

The government’s written approval of the draft and final documents shall constitute acceptance by the VA.

The contractor shall notify the Government in writing if problems arise that could adversely impact the performance of the Task Order.

10. Key Personnel: Specific skilled and experienced professional and/or technical personnel are essential for accomplishing the work to be performed. Key personnel for purposes of this contract will be defined as those individuals preparing the deliverables. These individuals are defined as “Key personnel” and are those persons whose resumes were submitted and marked by the vendor as “Key Personnel.” Substitutions shall only be accepted if in compliance with

“Substitution of Key Personnel” provision identified below.

Key personnel shall include both a statistician and an epidemiologist with a PhD in Statistics, Epidemiology and/or Survey Methods and at least 10 years of post-dissertation experience using advanced statistical methods with relevant publications in peer-reviewed journals. Personnel working on this contract shall have experience in areas including research involving survey sampling design; data collection and management; techniques for maximizing response rates; programming; statistical analysis; and report writing. Key personnel shall also include staff with an advanced degree in public health, such as Master’s in Public Health or

PhD. Key personnel should include, but are not limited to:

Subject-Matter Expert I

Qualifications: PhD in Epidemiology, Statistics or equivalent and at least 10 years of post-dissertation experience

Description: Possesses knowledge in designated field or discipline. Individual conducts multiple organizational assessments of challenges using specialized skills and knowledge.

Contributes to the execution of project or task plan and helps assess the impact of industry trends, policy, or standard methodologies.

Subject-Matter Expert II

Qualifications: PhD in Epidemiology, Statistics or equivalent and at least 8 years of post-dissertation experience

Description: Possesses demonstrated knowledge in designated field or discipline. Have significant experience providing solutions to an organization’s challenges through the application of knowledge gained from prior experience. Contributes to the implementation of strategy and helps assess the impact of industry trends, policy, or standard methodologies.

They direct the activities of other staff as necessary on activities related to the specified field or discipline.

Subject-Matter Expert III

Qualifications: MPH, MS, MA or equivalent and at least 5 years of relevant work experience

Description: Provides insight and advice concerning task or project strategic direction and outcomes. Individual may contribute to the evaluation, analysis, and development of recommended solutions. Resolves complex problems, which require an in-depth knowledge of subject matter related to the designated field or discipline. Possesses demonstrated ability and experience in management consulting and cross-team facilitation at the senior management level. Other areas of expertise may include, but are not limited to, business process reengineering, statistical process control, individual and organizational assessment and evaluation, process modeling and simulation, strategic and business planning, change management, organizational development, and the development of leadership/ management skills. They direct the activities of other staff as necessary.

Program/Project Manager

Qualifications: BS, BA or equivalent and at least 5 years of relevant work experience

Description: Coordinates and monitors the scheduling, pricing, and technical performance of organizational programs. Responsibilities also include aiding in the negotiation of contracts and contractual changes and coordinating preparations of proposals, plans, specifications, and financial conditions of contracts. Develops new business and expands product line.

Location Manager

Qualifications: MPH, BS, BA or equivalent and at least 5 years of relevant work experience

Description: Coordinates and monitors the location of respondents. Responsibilities also include locating hard-to-find respondents, alternative research methodologies, realizing new techniques for tracing US Veterans, designing research, conducting interviews, writing reports, managing data files, familiar with the use of SPSS, SQL, and SAS.

The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if their performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

11. Substitution of Key Personnel. All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR and the Contracting Officer at least thirty

(30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting

Officer necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements, as defined in Section 15, have been fulfilled and resumes provided and accepted. The COR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained herein.

12. VHA National BAA Standard Language:

It has been determined that protected health information (PHI) may be used, disclosed, accessed, transmitted, created, stored/maintained, and/or destroyed (providing appropriate proof of destruction in compliance with VA Directive 6371) by the Contractor, and a signed

Business Associate Agreement (BAA) will be required. The Contractor will adhere to the requirements set forth within the BAA, referenced in the solicitation, and will comply with all applicable VA/VHA Directives. Once awarded, Contractor and Contracting Officer will collaborate with the VHA Privacy Office BAA team (VHABAAIssues@va.gov) to implement the appropriate National BAA.

1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy.

2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language. a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract.

This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define

Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and

VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable

Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive

6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate

Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using

VA-approved encryption tools which are, at a minimum, Federal Information Processing

Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements.

The contractor shall transmit VA sensitive information using VA approved Transport Layer

Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and

Use of Transport Layer Security (TLS) Implementations.

i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the contractor shall not release VA records protected by

Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38

U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA

CO for response.

l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and

Access Management (IAM) Security processes specified in the VA Information Security

Knowledge Service.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with

National Archives and Records Administration (NARA) requirements as outlined in VA Directive

6300, Records and Information Management, VA Handbook 6300.1, Records Management

Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal

Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the

Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the

COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior

(ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance 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 shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and

Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security

Clearance shall be processed through the Special Security Officer located in HRA/OSP.

Contractors shall conform to all requirements stated in the National Industrial Security Program

Operating Manual (NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-

71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following: (1)

Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems.

(2) Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

(3) Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

(4) Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

(5) Contractor/subcontractor personnel have their authorization to work in the United States revoked.

(6) Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel.

f. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity

Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens.

Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal.

g. Contractors/subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge

Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA

COR/CO.

4. TRAINING. This entire section applies to all acquisitions which include section 3. a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

(1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent

Management System (TMS) #10176) initially and annually thereafter.

(2) Sign and acknowledge (electronically through TMS #10176) understanding of and…