U--Women's Health Mini Residency

Statement of Work (SOW) January 6, 2016 Veterans Health Administration (VHA) Women's Health Mini Residency Clinical Examination Facilities and Gynecologic Teaching Associates Contract 1. SCOPE. This document defines the effort required to provide a comprehensive vehicle for examination facilities and Gynecologic Teaching Associates (GTAs) to the Veterans Health Administration (VHA) in support of the execution of two VHA Women's Health Services Mini-Residencies in the base year for the following dates: May 24-25, 2016 and July 12-13, 2016. 1.1. Background. The Program Manager for the VHA Simulation Learning, Education and Research Network (SimLEARN) Program will be supporting the execution of two Women's Health Services Mini-Residency (WHMR) training programs in Orlando, FL. In the base year, the first WHMR will be held May 24-26, 2016 and the second WHMR will be held July 12-14, 2016. Examination facilities and GTA support will be required May 24-25, 2016 and July 12-13, 2016. Dates for options years 1 through 2 will be provided upon exercising the options. Each WHMR will provide up to 240 VHA participants (consisting of health care providers / nurses) the opportunity to attend lectures on Women's Health, practice examination procedures on female pelvic and breast task trainer simulators, receive instruction from task trainer simulator instructors, and practice clinical examination procedures on GTAs. The WHMR lectures, task trainer simulators, and instruction will be located at a conference facility site in the Orlando area. VHA participants will be transported by bus from the conference facility site to the clinical examination facility and after conducting GTA examinations, the participants will be returned by bus to the conference facility site. 1.2. Specific Requirement. The requirements in this Statement of Work (SOW) are for the Contractor to provide clinical examination facilities and GTAs required to support the annual conduct of two WHMR programs. 1.3. Excluded Requirements. Contracting agents for the VHA will award additional/separate contracts for: " Use of the conference facilities site " Bus services to transport VHA participants " Clinical Breast Examination Task Trainer Simulators and Instruction Material / consumable supplies for use with task trainer simulators at the conference facility site ? 2. APPLICABLE DOCUMENTS. None. 3. REQUIREMENTS. 3.1. Clinical Examination Facility Support. The Contractor shall provide VHA a single facility / building for support of two VHA Women's Health Services Mini-Residencies in the base year for the following dates and timeframes: " May 24-25, 2016 12:00pm - 9:00pm Eastern Time " July 12-13, 2016 12:00pm - 9:00pm Eastern Time Dates and times for options years 1 through 2 will be provided upon exercising the options. 3.1.1. Clinical Examination Facility Rooms and Location. In the base year, the Contractor shall provide: " 1 Briefing Room for both WHMRs on May 24-25, 2016 and July 12-13, 2016 " 1 General Purpose Meeting Room for both WHMRs on May 24-25, 2016 and July 12-13, 2016 " 12 Examination Rooms for both WHMRs on May 24-25, 2016 and July 12-13, 2016 all co-located at a site that is not more than a 30 minute drive by bus from the conference facility site. 3.1.1.1. Briefing Room. The Contractor shall provide 1 Briefing Room, with furniture in a classroom setting to accommodate a up to 36 VHA participants and 3 VHA instructors per session, for 4 sessions per day. The room shall: 3.1.1.1.1. Have audio capability allowing VHA participants to hear the briefer raising his/her voice above a normal talking level; 3.1.1.1.2. Have water at a table in the rear sufficient for 144 people each day, both days; and 3.1.1.1.3. Have ready access to restroom facilities within a 3 minute walk at a normal pace. 3.1.1.2. General Purpose Meeting Room. The Contactor shall provide 1 General Purpose Meeting (breakout) Room, suitable for side discussions and issue resolution, within the examination facility at a location that does not interfere with training flow, capable of simultaneously accommodating - 20 people. 3.1.1.3. Clinical Examination Rooms. The Contractor shall provide 12 Examination Rooms for both WHMRs on May 24-25, 2016 and July 12-13, 2016 large enough to simultaneously accommodate 1 GTA and up to 3 VHA participants in the conduct of clinical pelvic and breast exams. Clinical Exam Rooms shall contain audio capability allowing VHA staff to listen to interaction between participants and GTA. If available, Clinical Exam Rooms shall contain an internal mechanism (bell, intercom, etc.) that allows for direct contact with all rooms while occupied to facilitate individual room notifications. Each Clinical Exam Room shall contain and be furnished with: 3.1.1.3.1. Examination table with stirrups and pillow 3.1.1.3.2. One hand held mirror 3.1.1.3.3. One light source and sheath for the light source 3.1.1.3.4. One Goose Neck light (i.e., external exam light) 3.1.1.3.5. One supply cart per examination room of sufficient size and utility to hold necessary medical / related equipment and supplies used in conduct of the clinical pelvic and breast exams 3.1.1.3.6. GTA patient gowns and linens 3.1.1.3.7. Large cotton swabs 3.1.1.3.8. Lubricant - individually packaged 3.1.1.3.9. Chucks 3.1.1.3.10. Drapes 3.1.1.3.11. Gloves - non latex 3.1.1.3.12. KleenSpec Vaginal Specula 59000-small, 59001- medium, 59004-large 3.1.1.3.13. Disposable vaginal specula cordless illuminators 3.1.1.3.14. Welch Allyn KleenSpec disposable specula sheaths 3.1.1.3.15. Baby wipes 3.1.1.3.16. Wet prep vials 3.1.1.3.17. Pap test collection spatula (compatible with wet prep collection) 3.1.1.3.18. Pap test brush 3.1.1.3.19. Mobile blood pressure cuff (electronically operated is preferred) 3.1.1.3.20. Thermometer 3.1.1.3.21. Stethoscope 3.1.2. Dry Runs. In the base year, the Contractor shall support 1 "Dry Run" rehearsal for each WHMR on May 23, 2016 and July 11, 2016. Exact times for the Dry Run rehearsals will be coordinated at the post-award conference. The Dry Runs will cover all aspects of the Contractor supported events and shall include a physical review of the clinical examination facility / rooms and the examination material / supplies that will support each WHMR. 3.1.3. Examination Facility Contractor Personnel Support. In the base year, the contractor shall provide an escort for the Tuesdays and Wednesdays of both WHMRs (May 24-25, 2016 and July 12-13, 2016) to meet the arriving buses carrying VHA participants and escort the VHA participants to the Briefing Room, as well as escort the same participants from the Briefing Room back to the bus pick-up area, when all GTA exams are completed. 3.2. Gynecologic Teaching Associates. In the base year, the Contractor shall provide GTAs on May 24-25, 2016 and July 12-13, 2016 in order for VHA participants to conduct assessments/histories and both pelvic and breast examinations. 3.2.1. GTA Quantity Required. For each WHMR, there will be 4 sequential sessions each day. The Contractor shall provide sufficient GTAs (to include alternates) for the VHA participants to conduct assessments/histories and examinations as follows: For the provider-only sessions, there will be 4 groups of up to 36 providers (4 groups on the first day of each WHMR with a maximum of 3 providers per room). These providers will each perform 1 complete pelvic and breast examination to include speculum examination, bimanual examination, and 'mock' Pap test and / or 'mock' sexually transmitted infection sample collection. For the provider-nurse team sessions, there will be 4 groups of up to 12 providers and 12 nurses (4 groups on the second day of each WHMR). This session will be broken into multiple phases that will include GTAs interacting with nurses only, providers only and a provider-nurse team. For the nurse only phase, 12 nurses will interact with the GTAs (up to 2 nurses per GTA) for patient assessment/histories and examination preparation. For the provider only phase, 12 providers (up to 2 providers per GTA) will perform one complete pelvic and breast examination. For the provider-nurse team phase, GTAs will interact with a provider-nurse team (1 team pair per GTA) to conduct a brief history, based on a predetermined case scenario, and complete pelvic and breast examination with a 'mock' Pap test and/or 'mock' sexually transmitted infection sample collection, if applicable. 3.2.1.1. In the base year, for both WHMRs, on May 24-25, 2016 and July 12-13, 2016, the Contractor shall start the examination sessions at 12:00pm and conclude the examination sessions at 9:00 pm Eastern Time each day. 3.2.2. Sanitation. The Contractor shall be responsible for the personal sanitation needs of the GTAs, (e.g., soap, towels, face cloths, hair dryers, etc.) as required by the Contractor's employment agreements with the GTAs. 3.2.3. Instruction and Examinations. 3.2.3.1. Following a short welcome by VHA staff, the Contractor shall provide a brief overview in the Briefing Room to each group of the participants prior to them beginning the examinations. After the Contractor briefing, VHA staff will provide more detailed instructions. 3.2.3.2. The Contractor will be provided with Government Furnished Information (GFI) to be used in preparation for and execution of all sessions. The Contractor shall ensure the GTA reviews all GFI prior to each session to standardize the approach and technique of breast and pelvic examination and to guide GTA feedback that aligns with VHA-endorsed best practices. VHA-provided GFI will include: 3.2.3.2.1. VHA-developed Breast Exam Checklists of appropriate language/communication and proper technique to perform a breast examination (one for primary care and one for emergency care) 3.2.3.2.2. VHA-developed Pelvic Exam Checklists of appropriate language/communication, obstetric/gynecologic history questions, and proper technique to perform a pelvic examination to include speculum, bimanual examination, and 'mock' Pap test and/or 'mock' sexually transmitted infection sample collection, if necessary (one for primary care and one for emergency care) 3.2.3.2.3. VHA-developed breast and pelvic exam videos (one breast exam video, one acute pelvic exam video, one routine pelvic exam video) that demonstrate VHA-endorsed exam techniques 3.2.3.2.4. VHA-developed case scenario(s) to be used during the provider and nurse sessions (one for primary care and one for emergency care) 3.2.3.2.5. VHA-developed schedule of each session flow to guide program logistics to facilitate the sessions running smoothly (one for primary care and one for emergency care) 3.2.3.2.6. VHA-developed pre-brief that VHA staff will use to instruct participants prior to each session 3.2.3.3. The GTA shall instruct each participant (in individual examination rooms) about appropriate assessment/history and room set up (for nurses), language/communication skills, and proper technique to perform a breast examination, and pelvic examination to include speculum, bimanual examination, and 'mock' Pap test and/or 'mock' sexually transmitted infection sample collection (for providers and provider-nurse pairs) [actual Pap test and /or sexually transmitted sample collection procedures (i.e. contact of specimen brush, spatula, or swab to the cervix) will not be performed]. 3.2.3.4. The GTA shall provide each participant (in individual examination rooms) guidance during the assessment/history, room set up, and examinations based on the GFI checklists and videos in a manner that will enhance and not interfere with the training experience. 3.2.3.5. The GTA shall provide each participant (in individual examination rooms) with summative, qualitative feedback based on the GFI checklists and videos to include appropriate language/communication skills, thoroughness of assessment/history, appropriate room set up, performance of breast and pelvic examinations, and team interaction (for provider-nurse teams). 3.2.3.6. The GTA shall provide participants with the opportunity to repeat all or portions of the assessment/history, breast and/or pelvic exams during the session after feedback is provided in order to reaffirm what was learned during the session. 3.2.3.7. The Contractor shall permit VHA clinical faculty to directly observe the interaction between GTA and participant(s) in the clinical exam room, if VHA requests 3.2.4. GTA Physicial Requirements. The Contractor shall provide GTAs who have at least 1 unaltered breast, a uterus, at least one ovary, and who are not currently pregnant, not currently menstruating or not currently using any vaginal device that obscures full view of the cervix such as, but not limited to, cervical cap, diaphragm or pessary. 3.2.5. Number of Assessment/Histories and Exams Required. The Contractor shall provide a sufficient number of GTAs to the Examination Facility, such that a sufficient number of assessment/histories may be obtained by nurses and a sufficient number of breast and pelvic exams may be performed by providers for both base year WHMRs May 24-25, 2016 and July 12-13, 2016. Dates for option years will be provided upon exercising option. 3.2.5.1. For the provider-only sessions where there will be 4 groups of up to 36 providers (4 groups on the first day of each WHMR with a maximum of 3 providers per room), 36 breast and pelvic exams for each of the 4 sessions (1 exam per provider) may be performed. Therefore, up to 144 breast and pelvic exams may be performed on the first day of each WHMR.. 3.2.5.2. For the provider-nurse team sessions where there will be 4 groups of up to 12 providers and 12 nurses (4 groups on the second day of each WHMR), up to 4 breast and pelvic exams may be performed and up to 2 nurse assessment/histories may be obtained for each of the 4 sessions. This will be orgainized in the following fashion: 6 GTAs will be necessary for one nurse assessment/history to be obtained by each of 2 nurses per room simultaneously while 6 different GTAs will be necessary for one breast and pelvic exam to be performed by each of 2 providers. The provider-nurse teams will then join together (up to 12 teams) to interact with a GTA (1 team pair per GTA) to conduct a brief history, based on a predetermined case scenario, and complete breast and pelvic exam. This means 36 breast and pelvic exams may be performed and 12 nurse assessment/histories may be obtained for each of the 4 sessions. Therefore, 144 breast and pelvic exams may be performed and 48 nurse assessment/histories may be obtained on the second day of each WHMR. 3.2.5.3. For base year, May 24-25, 2016, the provider-nurse teams will be primary care clinicians and for July 12-13, 2016 the provider-nurse teams will be emergency care clinicians so scenarios and other supporting documents will vary slightly. . Dates for option years will be provided upon exercising option. 3.2.6. Health Insurance Portability & Accountability Act (HIPAA). The Contractor shall protect GTA HIPAA data. 3.2.6.1. GTA Injuries. The Contractor shall be responsible for any injuries sustained by the GTAs while in performance of this contract and the Contractor shall free the Government (the VHA) from liabilities for injuries incurred in the performance of this contract. 3.2.7. Government Furnished Information (GFI). GFI described in section 4.2.3.2. and detailed as Breast Exam Checklist, Pelvic Exam Checklist, Breast and Pelvic Exam Videos, Case Scenarios, Schedule of Session Flow and Pre-Brief may not be reproduced and may be used only for intended purposes of this contract. Original copies of videos must be returned to VHA by the conclusion of the examination sessions for both WHMRs in the base year, 9:00pm on May 25, 2016 and July 13, 2016. . Dates for option years will be provided upon exercising option. 3.2.8. Confidentiality. The GTA and all participants shall be protected from any portion of the training being recorded (video or audio) without expressed written consent. All facility or personal recording devices must be required to be off at all times during the training. The GTAs and all participants shall be instructed to maintain confidentiality regarding each party's ability and performance during the training. 3.2.9. Meetings. In the base year and each of the option years, the Contractor will participate in at least two teleconference meetings prior to each WHMR, with VHA for planning purposes to ensure a common understanding of the participant expectations for each session and intended training outcomes. One of the teleconference meetings shall cover all aspects of the Contractor supported events, and will include an electronic format review of the facilities and the supplies and materials that support each WHMR. Teleconference meetings will be conducted on/about 30 days prior to each WHMR. In the base year and each of the option years, the Contractor will also participate in one teleconference meeting after each WHMR, with VHA as an after-action opportunity to reflect on the facility site and the GTAs sessions. Feedback from VHA, the Contractor and GTAs (via the Contractor) will be solicited. Time and dates for teleconference meetings will be set at the post-award conference. 3.2.10. Period of Performance: Base year May 1, 2016 through July 31, 2016. This will cover preparation, dry run rehearsal, and actual conduct of mini residencies on May 24-25, 2016 and July 12-13, 2016. . Dates for option years will be provided upon exercising option. 4. Place of Performance: Single examination facility site in the Orlando area not more than a 30 minute drive by bus from the conference facility site. 5. Changes to the SOW Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. 6. Security Requirements: The contracted personnel will not have access to VA information systems or sensitive information and will be escorted by VA authorized staff while onsite at VA facility. If is determined that a Certification and Accreditation requirements do not apply and that a Security Accreditation Package is not required.