U009--Women's Health Training (VA-21-00036999)

Performance Work Statement The purpose of this Performance Work Statement (PWS) is to obtain contractor expertise and support to demonstrate a proof of concept in using the WHTT framework as an effective outreach tool to engage both rural and urban, unenrolled women Veterans and positively impact their enrollment and utilization of VA health care. The base year timeline includes, conducting focus groups, modifying the existing WHTT curriculum, developing and implementing a targeted communications strategy, identifying locations with significant numbers of unenrolled women Veterans to target, identifying community partners, followed by training delivery both in-person and virtually with continuous evaluation. The focus groups, WHTT modification, identification of sites and planning partners as well as communication strategy will be completed in first 6 months of the contract. Due to COVID-19, training will be delivered virtually from August through September 2021. If feasible, in-person sessions will commence for remainder of the contract base period for a total of 35 virtual plus in-person training sessions. These dates assume a contract start date of February 1, 2021. The following 8 sub-initiatives comprise the framework needed to accomplish goals in the base year of this project: Kick off meeting with contractors and key VA staff Conduct Focus Groups with representatives of target population Modify current WHTT curriculum to ensure relevancy for target population. The curriculum will include a, handbook, instructor guide and slide deck One update of the curriculum using participant feedback from ongoing sessions and/or policy updates from VA Women s Health Services Implementation of modified VA s WHTT (including both in-person and virtual versions of the curriculum) Identify locations to hold trainings Identify community partners to assist with outreach and participant recruitment Develop platform for online registration of virtual training Develop and implement communications and outreach strategy to enroll participants in training Development of training session schedule Collaboration and coordination with training site POCs and VA Women Veteran Program Managers and other VA personnel, if applicable, for scheduling, outreach, advertisement of training sessions. Preparation of training materials including handbooks, data collection materials, feedback forms and pre- and post-questionnaires from provided curriculum Arrangement of all travel for contractor personnel involved in training sessions, as well as tracking and reporting per diem and travel expenses associated with each in person session Delivery of no less than a combination of 35 in-person trainings virtual trainings to target population Train instructors and instructor assistants to accurately and effectively deliver training Program evaluation - Data collection, analysis - Qualitative interviews with former participants - Ongoing Data Reporting - Report Writing Distribute Ongoing Participant Communications Develop Presentations/ Final Report to Internal Client Stakeholders 3. Period of Performance The estimated Period of Performance (POP) is 3 years, with one-year base period, and 2 one-year option periods. During each of the option year periods, contractor will continue to identify geographic locations to deliver trainings, identify community partners, deliver trainings, and evaluate effectiveness of program. The base period is estimated to begin from date of award through 12 months. A kick-off meeting will be held no later than 14 days post contract award date. Base Year: Date of Award 12 months from date of award. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November 3.2. Training Changes or Cancellations. The Government will generally only cancel workshops due to: Severe emergencies, weather conditions, or critical national events such as pandemics that are unforeseen and unpredictable; and during Federal-wide or agency shut down periods. Workshops may also be cancelled due to local emergencies or an occasional need to change the dates and locations of workshops. The Government will notify the contractor when workshop dates are changed or cancelled due to any of these circumstances. When the contractor is given a minimum of 21 calendar days notice prior to the scheduled class start date the Government may cancel and/or substitute, relocate, or reschedule workshops without penalty and at no additional cost to the Government. When less than 21 calendar days notice is given (e.g., in the event of an emergency or Government shut down), workshops may be substituted, relocated, or rescheduled by mutual agreement of the Government and contractor, within the task order period of performance, at no additional cost to the Government. If the Government does not provide notice within 21 calendar days and the workshop is not rescheduled, the contractor will receive a fee of 20% of the scheduled workshop s cost. 4. Place of Performance Most of the work will be performed in support of VHA s Office of Women s Health in Central Office, Washington DC, and at other VA or partner locations around the country. The vendor may perform background work in their own offices or virtually if necessary, but majority of meetings and reporting will be conducted in the Washington DC metro area. There may be an occasional requirement to participate in meetings at the VA Strategic Acquisition Center (SAC) in Frederick, MD or the VA Acquisition Academy (VAAA) in Frederick, MD. 5. Travel Travel will be allowed for 2 contractor employees to conduct focus groups and for each of the in-person training sites for 12 months in the base year. Travel will also be allowed for one evaluation specialist to 10% of sessions in the base year. For purposes of quality control, travel will also be allowed for the project manager to travel to 5% of training locations during the base year. Otherwise travel will not be allowed when virtual means of communication will suffice; whether virtual means suffice will be determined based on CO or COR discretion. Local travel within a 50-mile radius from the contractor s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor s facility will not be reimbursed. Good faith estimates should be used to quote the estimated travel and rental auto costs. - Per Diem rates must not exceed GSA s mileage reimbursement rates or GSA s local per diem rate for specific location of travel and contractor shall not exceed limitation of funds specified in the contract. For each of the two-year option periods, travel will be allowed for 2 contractor employees to each of the in-person training sessions. Travel will also be allowed for one evaluation specialist to 10% of sessions in the base year. For purposes of quality control, travel will also be allowed for the project manager to travel to 5% of training locations during the base year. 6. Specific Tasks and Deliverables The overarching task and deliverable of this PWS is to modify, deliver and evaluate the effectiveness of VA Women s Health Transition Training to a new target audience. The contractor is expected to provide a substantial experience with conducting women Veteran focus groups including recruitment of subjects and analyzing results, human centered design, the ADDIE Model, and the VA s Women s Health Transition Training content; including expertise, experience and first-hand knowledge with developing and delivering this type of content to women Veterans. This requirement includes identifying women veterans who actively utilize women s healthcare in VA, who are also relatable to women Veterans in terms of experiences and culture, and who are experienced at presenting complicated information to an audience with varying cultural and socioeconomic backgrounds as instructors of this course. The contractor is also expected to have significant managerial experience with implementation of national programs, as well as have nationwide access to personnel with expertise as described above. In addition, the contractor is expected to have significant experience with developing targeted marketing and advertising campaigns especially to minority women Veterans; and have the ability to leverage significant internal resources to successfully implement this communications plan. In addition, prior experience working with American Indian women Veterans either through the VA Tribal Outreach Worker program or through the Indian Health Service is preferable. Finally, the contractor must demonstrate significant experience and expertise in performing complicated program evaluation and analysis. Success will be delivery of this module to no less than a combination of 35in-person and virtual training sessions in the base period that results in positive feedback from the audience and gains in knowledge about the seven items listed in above paragraph. The following list articulates more specifically the tasks and deliverables believed needed to achieve this goal: 6.1 Project Management: The project manager will provide authority and control over all technical, business, risk management, and testing. A project work plan that includes details on how the deliverables described below will be accomplished as well as a risk mitigation strategy will be required. The project management plan will be due 60 days after award and updated through the POP. The project management plan will be reviewed with the COR, VA Women s Health Services and Contractor program leadership at a bi-weekly meeting. Normally, these meetings can alternate between virtual and face-to-face (with dial-in capability). The project manager will be responsible for managing the staffing, timeline, budget and deliverables for this requirement. The project manager will schedule and plan all the logistics for a kickoff meeting to start this project. The purpose of this meeting is for the VA personnel and contract staff to meet in-person (and virtually) to understand project objectives and constraints, discuss proposed approach, tasks, and schedules; as well as introduce team members and stakeholders, and define their roles and responsibilities. The contractors will facilitate the meeting, and document and distribute meeting notes including any action items after the meeting. In addition, the project manager is responsible for planning and executing all subsequent meetings. Deliverables: Conduct kick-off meeting Meeting Minutes Bi-Weekly Update Meetings 6.2 Training Design and Delivery 6.2.1 Conduct Focus Groups The contractor will apply for approval under the General Clearance for the Collection of Routine Customer Feedback from OMB to conduct focus groups and conduct in-depth interviews of WHTT participants (described in 6.4.1 below). The contract team will conduct 5 virtual focus groups of unenrolled women Veterans from various urban areas of the country to ascertain their perceptions of VA and VA health care, difficulties in accessing care, their unmet health care needs as well as identify VA health care services and health topics of interest. These groups should include those women Veterans from underserved, minority populations, These Veterans will be recruited through VSO s, Rally Point, and other social media as well as from VA Women s Call Center Data. All focus groups should reflect diversity in ages and racial/ethnic groups if possible. Deliverables: Assemble and submit package to OMB for expedited review and approval for focus groups and in-depth participant interviews (described in 6.4.1 below) of women Veterans Complete 5 focus groups Compiled results of completed focus groups 6.2.2 Modify Existing WHTT Curriculum The contractor will use the ADDIE instructional design framework and use key findings from these 5 focus groups as well as from 5 focus groups of rural, unenrolled women Veterans conducted by the VA Office of Rural Health to inform modification of the WHTT curriculum. (The ORH team has access to established rural women Veteran networks, that include American Indian women Veterans, from which they can recruit for participation in the focus groups. This activity is not included in the PWS and will not cost the vendor). Not only will the curriculum be modified to achieve new learning objectives but will also be considerably streamlined by removing information not relevant to the new target population. Deliverable: One modification to the VA women s health transition training curriculum materials including the slide deck, participant workbook, and instructor guide. 6.2.3 Identification of Training Locations The contractor will identify geographic locations with significant numbers of unenrolled women Veterans in which to hold both virtual and in person training sessions. Using both the VA Office of Rural Health geographic mapping tool and data from the VA Women s Call Center, geographic locations around the country will be targeted for this outreach initiative. An example of the capabilities of the ORH Mapping Tool is shown below: The circles in each of the counties in Texas represent women Veterans who are not enrolled in VA health care. The larger and darker the circle, the higher the population of these women. For instance, the darkest, largest circles represent a range of 200 to nearly 15,000 women who are not enrolled in VA health care by individual county. The red triangles and plus signs represent VA sites of care. Deliverable: Identification of a mix of 35 urban and rural locations that have significant numbers of unenrolled women Veterans and identification of 50 urban and rural locations that have significant numbers of unenrolled women Veterans in option years 1 and 2. 6.2.4 - Identification of Community Partners Once training locations have been determined, the contractor will identify local community partners to assist with marketing both the virtual and in-person training to women Veterans as well as to physically host in-person training sessions. Potential community partners include personnel from local VA sites of care, Veteran focused non-profits, local Veteran Service Organizations, local Congressional offices, local outreach events, local churches, local media, community leaders, and state and county Veteran services offices. In addition, VA partners such as Walmart will be approached to assist with marketing. Deliverable: Identification of community partners at each geographic location selected for training in the base year and option years 1 and 2. 6.2.5 Development of a Targeted Communications Strategy Outreach and communication strategies as well as effective messaging will be critical to encourage participation in the training. Many effective communication products have already been developed for the WHTT program including flyers, podcasts, videos and social media messaging. The contract team will develop a targeted marketing, outreach and communications strategy using these products and others that may need to be developed, to maximize awareness and participation of rural and urban unenrolled women veterans at targeted locations. This strategy will include a marketing mix to understand how the training opportunity can best leverage VA websites, social media channels, community partners and influencers, as well as local publications to get the word out about the training opportunity. In the case of American Indian women Veterans, we will seek to enlist the support of the VA Office of Rural Health, the VA Office of Tribal Governmental Relations and VA Tribal Outreach Workers. Deliverables: Creation and deployment of Marketing, Outreach and Communications Strategy and Timeline for base year and option years 1 and 2. Finalized marketing materials such as Website content development, website page creation, videos, customized messaging database for different audiences, influencer outreach. 6.2.6 Conduct training sessions The contract team will deliver the modified women s health transition training both virtually and in-person if possible to urban and rural locations around the country with significant numbers of unenrolled women Sessions will be facilitated by the training team, with the assistance of identified subject matter experts (SMEs) from the local VAMC, such as the Women Veterans Program Manager (WVPM) and/or other VA personnel, if possible. The contract team will deliver no less than a combination of 35 in-person and virtual training sessions over the base year. All training team members will complete the train the trainer protocol to ensure a quality and consistent learning experience for participants. The training team will consist of a lead trainer and a training assistant. The training session lead trainer, who must be a women Veteran who uses VA health care, will do the majority of the in-person classroom facilitation. In addition to the lead trainer, the training assistant must be available to help co-facilitate the course, answer participant questions, assist with logistics and taking notes, and document feedback. It is not required that the training assistant is a Veteran, but the training assistant must be a woman. The training team will document any answered questions and provide follow-up to the cohort with their answers. They will also distribute and collect all evaluation and measurement materials (e.g., feedback forms, questionnaires, etc.). Both participant and facilitator feedback will be captured to make necessary revisions and improve the training experience for future audiences. Deliverables: Completed training sessions both in-person and virtual (a combination of no more than 35 in the base year. For options years 1 and 2, the combination of virtual and in-person trainings will be increased to 50 each year.) Frequently Asked Questions (FAQs) from each training Distribute, collect and analyze participant questionnaires and feedback forms 6.3 Training Delivery Logistics 6.3.1 Online Training Registration Platform The contractor will develop an online training registration platform. The platform will be hosted on the VA Office of Women s Health Service website. Deliverable: A fully functioning online training registration platform. 6.3.2 Virtual Training Platform The contractor will be responsible for all the logistics necessary to securely deliver training virtually to registered participants. Deliverable: A fully functioning online platform to securely deliver training in a live, virtual format that is accessible via personal computer, smartphone or tablet. . Options include Adobe, WebEx, TEAMS or ZOOM. The contract team must provide technical assistance to attendees. The attendees must be able to ask questions via audio and chat function. 6.3.3 Travel The contract team will be responsible for booking airfare, hotels and ground transportation for each training team to each training in person session. The contract team will be responsible for booking airfare, hotels, and ground transportation for the evaluation personnel at 10% of sites not including NCR. All travel must be in accordance with US Government travel laws and must conform to US Government per diem limits for a particular city. Deliverable: 4 quarterly training reports in the base year and in option years 1 and 2 6.3.4 Site Logistics For each training site, the contract team, will work with the site POC to ensure electronic file compatibility and access for electronic training resources. The contract team will ensure that the training room is set up properly prior to arrival. In addition, the site contract team will work with the POC to ensure that all safety precautions associated with COVID are in place and adhered to (i.e., masking, social distancing). 6.3.5 Material Preparation The contract team will ensure that all materials required for the virtual and in-person training session are available. In addition, the contract team will be responsible for distributing training session handbooks and all data collection materials, including feedback forms and pre and post questionnaires. 6.4 Training Evaluation 6.4.1 Data Collection, Analysis and Reporting The contract team will collect, analyze and report on all data collected during the training. Performance measures are to be reported quarterly and will establish trends over time. To track performance, the following data collection methods will be used: Qualitative Interviews The contract team will schedule and conduct voluntary, confidential interviews to collect more detailed and personal feedback from randomly selected training participants. Evaluation staff from the contract team will join the training team on one visit at some of the training locations to observe the training, collect information, and conduct the in-person interviews. The contract team will use previously developed interview protocols. For a random sample of training sessions that cannot be attended in-person, evaluation staff will request for participant follow up over the phone or via email. Individual Training Session Assessments Each session will include pre-/post assessments and feedback forms to determine effectiveness of the course, training staff, and instructional materials delivered. Each month, the contract team will create and submit a report that summarizes the findings from that month s training evaluations. If there are issues or trends that need to be addressed, the contract team will provide recommendations to resolve the issue/make improvements. If the recommendations involve out of scope revisions to the course materials, the contract team will seek approval from VA before proceeding with additional work. The contract team will use the reports to determine if any redesign of the training is required. Stakeholder Data Reporting In addition to the monthly reports and the final training evaluation report, evaluation staff will work closely with communications staff to develop presentations and reports for stakeholders internal and external to VA. The contract team will use data visualization programs for reporting to easily communicate trends, identify risk/quality issues, and provide recommendations for course improvement. Deliverables: Monthly Training & Evaluation Reports for base year and option years 1 and 2. Completion of 12 qualitative interviews of training participants for base year and option years 1 and 2. Modification of the curriculum based on feedback from participant qualitative interviews and participant feedback forms for base year and option years 1 and 2. Final evaluation report on effectiveness of the training (both in-person and virtual) in improving participant knowledge and awareness of women s health services available from VA, enrollment rates into VA health care of participants versus baseline, and utilization of VA health care services among participants versus baseline at the end of the base year. Final reports will also be required for both option years 1 and 2. 6.5 Communications 6.5.1 Distribute Ongoing Participant Communications The contract team will be responsible for formal communications with course participants, including session invitations, pre-session information, FAQ s and other relevant training information that VA can distribute to new, current, and past course attendees. Deliverable: Participant communications 6.5.2 Develop Presentations/Reports to Internal and External Stakeholders The contract team will develop presentations and reports for any internal and external stakeholders. The contract team will work with the VA Office of Women s Health to review and finalize all materials before presenting to internal or external stakeholders. Presentations and reports will be used to communicate evaluation findings, share status updates or provide other training related information. Deliverable: 2 presentations/reports in the base year and options years 1 and 2 Deliverable Schedule for Base Year Item Deliverable Quantity for base year Due Date for Base Year Quantity for Option Year 1 Due Date for Option Year 1 Quantity for Option Year 2 Due Date for Option Year 2 1 Conduct post-award kick off meeting 1 14 calendar days after award 2 Meeting minutes 1 21 calendar days after award 3 Draft project management plan 1 30 calendar days after award 4 Bi-weekly update meetings 25 30 calendar days after award 25 30 calendar days after start of option year 1 25 30 calendar days after start of option year 2 5 Final project management plan 1 45 calendar days after award 6 Identification of a mix ofurban and rural locations that have significant numbers of unenrolled women Veterans. 1 60 calendar days after award 1 30 calendar days after start of option year 1 1 30 calendar days after start of option year 2 7 Complete focus groups 5 60 calendar days after award 8 Compiled results of completed focus groups 1 75 calendar days after award 9 Identification of community partners at each geographic location selected for training. Ongoing Ongoing Ongoing 10 Creation and deployment of Marketing, Outreach and Communications Strategy and Timeline 1 120 calendar days after award 1 60 calendar days after start of option year 1 1 60 calendar days after start of option year 2 11 Finalized marketing materials 1 120 calendar days after award 12 A fully functioning online training registration platform 1 120 calendar days after award 13 A fully functioning online platform to securely deliver training virtually 1 150 calendar days after award 14 One modification to the VA women s health transition training curriculum materials including the slide deck, participant workbook, and instructor guide 1 150 calendar days after award 15 Analysis of participant questionnaires and feedback forms from each training session 35 7 calendar days after each training session 50 7 calendar days after each training session 50 7 calendar days after each training session 16 Compile and submit FAQs from each session 35 7 calendar days after each training session 50 7 calendar days after each training session 50 7 calendar days after each training session 17 Monthly training and evaluation session reports 7 7 calendar days after end of each month with training sessions 9 7 calendar days after end of each month with training sessions 9 7 calendar days after end of each month with training sessions 18 Quarterly travel reports 4 7 calendar days after end of each quarter 4 7 calendar days after end of each quarter 4 7 calendar days after end of each quarter 19 Participant communications Ongoing Ongoing Ongoing 20 Complete in-person and virtual training sessions in base year 35 320 calendar days after award 50 320 calendar days after award 50 320 calendar days after award 21 Complete qualitative interviews with training participants 12 300 calendar days after award 12 300 calendar days after award 12 300 calendar days after award 22 Modification of the curriculum based upon participant qualitative interviews and participant feedback forms 1 340 calendar days after award 1 340 calendar days after award 1 340 calendar days after award 23 Final evaluation report 1 340 calendar days after award 1 340 calendar days after award 340 calendar days after award 24 Stakeholder slide decks 2 As needed 2 As needed 2 As needed 8. Government-Furnished Equipment/Materials/Facilities/Information The Government will provide adequate physical workspace (conference rooms) for scheduled work meetings with contractors, VA women s health personnel as well as subject matter experts and will provide use of conference call platforms. Government information could include finance, policy, systems, human resources, or other reports deemed necessary, with the discretion of the CO. The use of contractor equipment in Government facilities must be approved by Program Office. 9. Personnel The Contractor shall identify a Program Manager (PM) and an Alternate Program Manager (APM) as Contractor Key Personnel with full authority to represent and act for the Contractor on all contract matters relating to daily operations in accordance with this contract. The PM and ACPM shall serve as primary points-of-contact, providing direct advice to the P&LO Program Manager, the P&LO senior leadership, and the COR on contractual, programmatic and technical matters. To ensure accomplishment of work, skilled experienced professional and technical personnel practiced in program and transition management are essential for contractor success. These individuals are crucial to the successful performance, the programs being supported, and are identified as key personnel in accordance with solicitation requirements. Key personnel are as follows: Master Trainer, Senior Trainer Program Manager, Evaluation Lead, Marketing Strategy and Communications Lead. The Contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without prior notification to the CO. Instructional Designer Responsible for modifications to and validation of WHTT curriculum based on results from 10 focus groups and SMEs. Key Personnel - Master Trainer - Responsible for train the trainer protocol development as well as the training of all workshop instructors; ensures quality and accuracy of training materials and training sessions across the enterprise. Senior Trainer (Lead Trainer) Responsible for individual workshop sessions. Must master workshop content and conduct live sessions at individual training sites for service women participants transitioning from the military. Support Trainer (Training Assistant) Assists the master trainer to ensure smooth delivery of course and associated activities. This individual provides live session support and assists Evaluation team with collecting assessment data and conducting focus groups. This individual also supports creating updates to curriculum content. Key Personnel - Program Manager This individual will serve as the main liaison to the VHA Women s Health Services Program Office. They are responsible for SME working group coordination, overall program management, and all deliverables and meeting coordination. They will oversee the work of the program coordinator, evaluation, communications and marketing, and training teams. Program Coordinator . Responsible for program and event coordination for all training. This individual is the main POC for all training sites. Responsible for all training logistics, to include travel arrangements, schedule changes, virtual platform, participant registration, identification of training locations, coordination with community partners and Women Veteran Program Managers, internet access, and location changes. Will support Program Manager to prepare for client meetings and monthly reports and manage follow up. Will support development of executive briefs and presentations for internal and external stakeholders. Key Personnel - Evaluation Lead - Responsible for the design and implementation of the evaluation protocol. Responsible for updating data collection instruments, training staff on data collection methods, qual...