SOW - COPEweb FY26 - Revised.docx

STATEMENT OF WORK

Title: WEB-BASED TRAINING DEVELOPMENT

1. Background Post traumatic stress disorder (PTSD) and substance use disorders /(SUD) are two of the most common and debilitating mental health disorders among service members and Veterans, and they often co-occur. Approximately 30-60% of individuals with PTSD also meet criteria for SUD. The need to advance knowledge and promote increased access to and availability of effective treatments for co-occurring PTSD/SUD is a national health care priority. The Clinical Practice Guidelines (CPG) put forth by the Department of Veterans Affairs (VA) and the Department of Defense (DoD) recommend trauma-focused, integrated treatment in which both PTSD and SUD are addressed. However, few providers have been trained in this approach. The proposed project is designed to directly address this critical gap in provider education and training to improve the healthcare of Veterans with PTSD/SUD.

Concurrent Treatment of PTSD and Substance Use Disorders Using Prolonged Exposure (COPE) is a 12-session, individual, manualized, trauma-focused treatment that integrates two theory-driven and empirically supported interventions: Prolonged Exposure (PE) for PTSD and Relapse Prevention (RP) for alcohol and drug use disorders. Randomized controlled trials demonstrate the efficacy of COPE in significantly reducing PTSD, substance use, and associated features (e.g., depression, trauma-related guilt) among Veterans and civilians. Moreover, most Veterans with PTSD/SUD prefer an integrated treatment approach7. Despite the strong evidence base supporting the efficacy of COPE, few VA providers have been trained in COPE. Recent data show that 96% of PTSD/SUD Specialists in the VA healthcare system (N=130) are interested in obtaining COPE training, and 99.1% would use a web-based COPE provider training if available. Given the significant financial and emotional burden that PTSD/SUD places on Veterans, their families, and the VA healthcare system, novel efforts to effectively and efficiently train providers to treat co-occurring PTSD/SUD are warranted.

This proposal will (1) develop an innovative, web-based training for providers (COPEWeb) to strengthen providers’ capacity to deliver COPE to Veterans with co-occurring PTSD/SUD, and (2) compare the effects of the COPEWeb training versus in-person training on (a) knowledge acquisition, (b) provider satisfaction, and (c) fidelity (behavior). The proposed web-based training will address limitations of conventional in-person workshops (e.g., time, travel costs) and extend training to providers working in rural VA-affiliated community-based outpatient clinics (CBOCs) where opportunities may be less accessible.

The COPEWeb content will be based on the 12 sessions of the COPE intervention (plus three additional support modules) that contain the following efficacious components: introduction to content, psychoeducation about the interrelationship between PTSD and SUD, in vivo and imaginal exposure, and relapse prevention skills (e.g., managing cravings, drink refusal skills), telehealth considerations. Each module of COPEWeb will include: (a) video introductions to the technique, (b) an overview of the module's learning objectives, (c) a description of each technique and step-by-step instructions for how to implement them, including sample scripts for introducing the techniques to patients, (d) multiple video demonstrations of the techniques being properly implemented (including telehealth implementation), (e) example homework assignments, (f) discussion of common clinical challenges that may arise in practice, (g) directions for including family members in relevant therapeutic activities, and (h) graded pre- and post-tests to assess prior knowledge and information learned from the module (i) digital and graphic design enhancements, (j) interactive learning activities and (j) additional training recordings with audio and video. Technology tools (e.g., VA- and DoD-developed PE Coach app) will be integrated into the training. The website will function across operating systems, web browsers, and devices (e.g., computers, tablets) to be deployable in any setting (e.g., home, office). Text-based material will be minimized, and video demonstrations and interactive features will ensure the site is highly engaging.

2. Objectives

a. Develop a web-based provider training platform (i.e., COPEWeb). The following modules will be included in the platform:

b. Test and validate COPEWeb

c. Add digital and graphic enhancements, interactive learning activities and additional filming and voiceover recordings.

d. Provide real-time support during the ongoing use of COPEWeb during the comparison trial (i.e., randomized controlled trial of COPEWeb compared to in-person COPE training)

3. Scope Develop and support COPEWeb, as detailed within the above-mentioned objectives. COPEWeb will need to be fully operational by January 1, 2027. Real-time support of COPEWeb will be needed for two years.

4. Statement of Required Deliverables

a. Web-based application

i. Design\storyboard UI/UX

ii. Develop\Update functionality and workflows.

b. Required features of the dashboard system:

i. Login page

ii. Home page

iii. Modules pages

iv. Resources pages

v. FAQs page

vi. “Meet the team” page

vii. Create interactive content and activities.

viii. Create digital and graphic design elements to support learning

ix. Create interactive learning activities

x. Create training modules with video and audio.

c. Application programmed in a ‘VA approved’ language.

d. Application security following approved guidelines and policies

e. Develop SQL database on the backend of the application.

5. Tasks

a. Phase 1

i. Identify the BMIC staff – developer, system administrator, database administrator, analyst

ii. Set up initial application, private github repository

iii. Identify deployment strategy

b. Phase 2

i. Deploy development, testing and production versions of application.

ii. Develop the graphic reporting summary pages and associated sub-level pages

c. Phase 3

i. Develop any additional reporting and enhancements as identified

ii. Add digital and graphic enhancements, interactive learning activities and support modules

iii. Support ongoing use of COPEWeb

6. Training

a. There is no training being provided by the VA or required for this scope of work.

7. Government-furnished property

a. There is no government furnished property being supplied for this proposed scope of work.

8. Security requirements

a. There are no special security requirements needed for this proposed scope of work.

9. Place of performance/Delivery address Ralph H Johnson VAMC 109 Bee Street Charleston, SC 29401

10. Period of performance/Requested Delivery Date

a. Base + 1 Option Year

11. Invoices

a. Vendors may invoice after each phase of the project is completed, as detailed above.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

1. does not include personal materials.

1. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

1. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

1. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

1. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

1. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

1. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

1. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

1. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

1. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

1. The 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 from public disclosure by an exemption to the Freedom of Information Act.

1. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

1. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

1. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

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