R405--Rubenstein Analytics PACT Program

SOW Technical Assistance with the VHA PACT Program Statement of Work 1. Introduction The purpose of this Statement of Work (SOW) is to outline the task and responsibilities of the contractor in relation to technical assistance (TA) with evaluation and improvement of the Veterans Health Administration (VHA) Primary Care Analytic Team (PCAT). PCAT is located at VA Puget Sound Healthcare System, Seattle campus. The contractor shall furnish all labor, materials, travel, lodging and any other supplies or equipment necessary to perform the requirements as outlined in this SOW. 1.1 Background The goals of PCAT are to use scientific approaches and VHA data to support both national Primary Care related policy and local regional and healthcare system improvement. PCAT draws on investigators from contributing regional subsidiary units, within a learning organization framework to evaluate the Patient Aligned Care Team (PACT). The purpose of this contract is to enhance achievement of VHA Primary

Care priority goals in fiscal year 2024-2027. Clinical Resource Hub Evaluation PCAT has been asked by the Office of Primary Care to lead a large-scale evaluation of newly-implemented Clinical Resource Hubs for supporting primary care and mental health in underserved facilities. Carrying out this work within the rapid timeline requested by the Office of Primary Care will require assistance from a vendor with experience designing and carrying out program evaluations for large VA redesign or improvement projects. Experience with organizational or leadership surveys, VA quantitative data, and qualitative data collection will also be necessary for assisting PCAT in working with the researchers already subcontracted to the project for specific tasks. PCAT will focus the vendor s time for the majority of effort for the contract period on supporting this project. In addition, vendor will support PCAT strategic planning and two smaller ongoing PCAT projects. Primary Care Productivity Measure Development Measuring primary care productivity The ability to measure productivity in a way that enhances the value of VA care is a major concern for the Office of Primary Care and is a priority for PCAT. Most productivity measures to date focus on face-to-face visits. PCAT, in response to Office of Primary Care considerations, aims to develop and test measures that reflect the full primary care team s activities and that reflect non-face-to-face care modalities as well as face-to-face care. A panel process subcontracted to RAND and an accompanying VA Evidence Synthesis Program review will underpin this development. PCAT requires a vendor with expertise in primary care models and teams who can assist PCAT leaders and analysts in developing a broader framework for measurement. Support PCAT Strategic Planning The Vendor will support Analytic Unit leaders in strategic planning aimed at meeting the analysis and evaluation needs of the Office of Primary Care, and in coordinating the investigator work groups that will generate the specific Office of Primary Care-requested analytic work. 2. Scope The Vendor will work solely with PCAT leadership and staff on the tasks below. The Vendor shall provide all resources necessary to accomplish the deliverables described in this SOW, other than travel when required by PCAT. 3. Tasks and Deliverables Annual Tasks Clinical Resource Hub (CRH) Evaluation Review and revise the overall written evaluation design and implementation plan prepared by PCAT and CRH investigators Work with the PCAT and contracted investigators to ensure that contracted investigator plans are integrated into the overall evaluation design, that the implementation of the design is coordinated across sites, and that study timelines are met. Attend weekly evaluation team calls Vendor will prepare a draft manuscript on the protocol for the CRH intervention and evaluation. Vendor will identify and help implement opportunities for national dissemination by the CRH evaluation team, with support from PCAT leaders Measuring productivity annually Meet every other week with PCAT productivity investigators to assist in the development of a framework for assessing primary care team productivity. Supervise development of a panel rating survey on the key elements of productivity and how to measure them Review and revise, as a content expert, a monograph on project results Support PCAT Annual Strategic Planning Meet weekly with the Analytic Unit project director and assist in preparing needed documents, products, and meeting agendas Support non-Seattle based PCAT investigators and teams in carrying out Office of Primary Care requested projects that utilize the PCAT core infrastructure Review and revise documents on Analytic Unit plans for selecting new projects, completing prior projects, and communicating to stakeholders Work with the PCAT team to develop the draft agenda and materials for one Advisory Group meeting Prepare a manuscript on the design and implementation of PCAT as an embedded researcher unit supporting the Office of Primary Care Deliverables Clinical Resource Hub (CRH) Annual Evaluation Completion of an evaluation design and implementation plan Completion of a CRH evaluation protocol paper Implementation of at least two national dissemination activities (cyber-seminars or in-person meetings) Measuring primary care productivity annually Preliminary primary care productivity measurement framework Complete a panel survey based on the productivity measurement framework Development of a monograph describing a written productivity framework based on productivity team investigator work Implementation of at least two national dissemination activities (cyber-seminars or in-person meetings) on productivity Support PCAT Strategic Planning Attend weekly PCAT leadership meetings Meet bi-weekly with non-Seattle based PCAT investigators Complete a manuscript on PCAT strategic planning design and implementation Complete PCAT annual strategic plan Itemized Costs and deliverable dates for Tasks (assuming March 1, 2024 start date) Deliverable Date Deliverable Estimated time Estimated cost (hr) CRH Evaluation design and implementation plan Schedule CRH Evaluation dissemination activities Preliminary Primary Care Productivity measurement framework Complete Primary Care Productivity measurement survey Advisory Group Strategic Planning agenda and materials hrs Strategic Planning Results: Manuscript on PCAT design and implementation Draft CRH evaluation protocol paper Complete 1 CRH evaluation dissemination activity Complete 3nd CRH evaluation national dissemination activity hrs Complete 1 Measuring Productivity national dissemination activity Manuscript on Strategic Planning Results submitted for publication RH evaluation protocol manuscript submitted for publication PCAT Strategic Planning summary completed hrs TOTAL Base Year (4/15/2024 4/15/2025) hrs Deliverable Date Deliverable Estimated time per option year Estimated cost () CRH Evaluation design and implementation plan Schedule CRH Evaluation dissemination activities hrs 2025 and 2026 Advisory Group Strategic Planning agenda and materials 2025 and 2026 Strategic Planning Results: Manuscript on PCAT design and implementation Complete 1 CRH evaluation dissemination activity hrs Complete 3nd and 4th CRH evaluation national dissemination activity Complete 1 Measuring Productivity national dissemination activity and Manuscript on Strategic Planning Results submitted for publication hrs CRH evaluation protocol manuscript submitted for publication PCAT Strategic Planning summary completed hrs TOTAL Option Years (4/15/2025 4/15/27) hrs 3.2. Hours of Operation Normal tour-of-duty hours at the VAGLAHS are 8:00 am to 4:30 pm, Monday through Friday, excluding Federal holidays. There may be instances in which the Vendor s workday may be outside of this period. The Vendor is required to coordinate these times with the designated Program Manager. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays . New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Last Monday in January Memorial Day Last Monday in January Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Acceptance/Period of Performance Upon completion of the mandatory tasks, the VA Puget Sound shall monitor on a monthly basis and verify the completion of tasks by April 15, 2024, April 15, 2025, and April 15, 2027. Any problems with the Vendor are identified during the acceptance period. Please note that any problems during the acceptance phase will result in a reset of the acceptance phase, resulting in a new 3-week acceptance phase as outlined above. The Vendor and the VA Puget Sound shall jointly cooperate in the development and implementation of a Quality Assurance Plan (QAP). The QAP shall document the process that will verify and validate quality assurance in compliance with the requirements and ensure these requirements meet the VA Puget Sound s expectations. The Vendor shall develop the QAP based on accepted industry standards such as the CMMI SM, ISO 9000, IEEE 12207, or other accepted industry QA standards. The QAP shall detail the processes, procedures, and metrics for assuring quality. The QAP shall also include, at a minimum, a description of the following key activities: Establishment of capable processes Development and implementation of procedures to identify, prevent, and ensure non-recurrence of defective services Establishment of mechanisms for feedback of performance Monitoring and control of critical processes Establishment of a designated point of contact (POC) to serve as the POC for quality control issues/complaints Establishment of reliable methods of record keeping and documentation of all corrective actions and process improvements undertaken during the acceptance period Vendor Responsibilities The Vendor must have experience and widely recognized expertise in VHA s PACT, in conduct of recommendations panels, and in VA access management, primary care-mental health integration, complex patient care, and PACT initiatives. The Vendor must be registered as a VA Vendor within the project s time frame. The Vendor shall be responsible for any and all liability actions or suits when the vendor is at fault or negligent in the performance of installation and testing activities. Pecuniary liability is also included for any and all damages to VA buildings and equipment caused by installation activities. The vendor shall comply with all local building and fire codes in addition to VA policy and procedures at the site. The Vendor shall operate under, but not limited, to the following national codes, telecommunications industry standards and practices: National Electric Code (NEC), Building Industry Consulting Service International (BICSI), all standards, Electronic Industries Association/Telecommunications Industry Association EIA/TIA, Americans with Disabilities Act (ADA), National Fire Protection Association (NFPA), Underwriters Laboratories (UL), ITU and IETF and all applicable audio, video, communication, data and control standards. VA Puget Sound Responsibilities PCAT Directors will assign a VA Center-based Project Manager who shall provide access to the appropriate personnel (management, technical, subject matter expertise, etc.) necessary to fulfill the Vendor s requirements in a timely fashion. PCAT Directors shall provide the Vendor a list of key personnel associated with the project along with the name and contact information for the POC/Project Manager. PCAT Director will ensure that all project staff are up to date on VA training on privacy and security, as well as project specific training. Travel All travel shall be responsibility of the vendor. Whenever possible, conference calls and video conferencing should be used. Security 7.1 Information Security The Vendor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The Vendor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Project Manager and the VBA Headquarters Information Security Officer as soon as possible. The Vendor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. The Vendor shall follow The Veterans Affair Acquisition Regulation (VAAR) security clause VAAR-852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES sited in section C. Contract Clauses (a) The contractor and their personnel shall be subject to the same Federal laws, regulations such as U.S.C Chapter 21, 29, 31, and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov. The contractor and their personnel agrees to comply with Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. (b) To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov 7.2 Contract Personnel Security All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award, and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident. 7.3 Data Ownership VA will retain all ownership rights to the data provided to the Vendor or collected by the Vendor and will maintain a complete record (original or copy) of all data obtained in accordance with privacy requirements, the Federal Records Act, and applicable federal records retention requirements. 8. Completion Date The Vendor shall have base year services rendered no later than 12 months from the date of Contract Award and receipt of Contract Award (estimated April 15, 2024); and Option Year 1 and 2 services rendered no later than 12 months from the start of Option Year 1 (estimated April 15, 2025) and Option Year 2 (estimated March 1, 2026). Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: 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. 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. 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. 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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. 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.]. 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. 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.