U--Health Coach

Page 1 of 5 This is a sources sought for the DC VAMC located at 50 Irving Street NW, Washington, DC 20422. This notice is to determine the availability of Small Businesses as potential sources under NAICS 923120. All interested should submit a capability statement and indicate social economic status. Include the DUNS number of your firm. State whether your firm is registered with the System for Award Management (SAM) at www.sam.gov and/or the VetBiz Registry at www.vetbiz.gov and indicate if your firm has a GSA Schedule. Please Note: any future solicitation could only be awarded to a contractor who is registered in SAM. To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Please respond via email to [email protected] by 12:00pm EST August 1, 2017. Provide only the requested information above. STATEMENT OF WORK INTEGRATIVE HEALTH AND WELLNESS PROGRAM: HEALTH COACH Background Information/Purpose The Integrative Health & Wellness Program (hereafter IHW Program ) in Washington, DC offers holistic complementary and integrative medicine interventions to veterans in a comprehensive clinic setting. Currently, acupuncture, yoga, meditation, qigong, integrative nutrition, massage, tai chi, mindfulness and integrative health education courses are offered to Veterans within the facility. The services rendered by the IHW Program have been well-received thus far by not only Veterans, but providers and staff within the Washington, DC VA Medical Center (hereafter DC VAMC ). It has become evident that a health coach is necessary to support expanded service provision in the IHW Program for the benefit of both Veterans and staff. Information Security The health coach may be required for storing or maintaining VA sensitive information. According to Veterans Health Administration (hereafter VHA ) Handbook 6500.6, Appendix C (3) (h), the contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The meditation instructor 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. See the related clauses at the end of this document. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior , which will be provided during the kick-off meeting; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training (see Contract Line Item Number (CLIN) #6) ; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training (see CLIN #6); and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access (see CLIN #6). The contractor shall provide to the Contracting Officer Representative (hereafter COR ) a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Implementation The health coach will work at the DC VAMC fifteen (15) hours a week at an agreed upon schedule. The health coach will require a desk, and access to a phone and/or computer. The health coach will work under the guidance and supervision of the IHW Program Director. Significance of this Project As demand continues to grow in the medical center, and as more Veterans request increased access to integrative health offerings, the work that is being done by the IHW Program is a necessity. The support for IHW service provision will allow a greater number of Veterans and staff in the hospital to take advantage of these positive and supportive wellness activities, and to increase appropriate outreach to other staff and departments throughout the hospital. SCOPE OF WORK AND DELIVERABLES Task #1: Attend necessary meetings at the DC VAMC. Task Description: The health coach shall attend weekly IHW Program staff meetings, as well as any meetings deemed necessary by the IHW Program Director. The health coach is expected to share feedback and relevant experience, when appropriate, to foster the growth of the IHW Program. The health coach may be asked to complete other additional, related duties to this task by the IHW Program Director. Task Deliverable: Attendance in necessary meetings, including weekly IHW Program staff meetings. The health coach shall contribute ideas, and shall be responsible for assigned action items generated from meetings. Task #2: Facilitate Whole Health Groups at DC VAMC. Task Description: The health coach shall facilitate Whole Health groups at the DC VAMC. The health coach shall use the model and materials provided by the VA Office of Patient Centered Care and Cultural Transformation (hereafter OPCC&CT ). The health coach shall acquire and maintain the necessary certification to serve as a Whole Health facilitator (see CLIN #4). Task Deliverables: The health coach shall serve as the facilitator for the Whole Health groups. The health coach must be present no more than fifteen (15) minutes prior to the start of each group. The health coach shall be organized and present the materials as directed by the OPCC&CT. Task #3: Provide health coaching to Veterans and/or DC VAMC staff. Task Description: The health coach shall provide educational offerings to Veterans and/or DC VAMC staff. The frequency of classes and the audience (Veterans and/or staff) will be determined by the health coach and the IHW Program Director. The curriculum for the courses has been previously created by the health coach, and will be reviewed by the IHW Program Director prior to the beginning of the course. The health coach shall provide feedback to the IHW Program Director on class content, class experience, and the potential for additional course material. The date, time, and location of these courses will be determined by the health coach and the IHW Program Director. The contractor shall allow the government right to reproduce curriculum materials as needed for the DC VAMC educational offerings. The cost of reproducing the materials used in the DC VAMC educational offerings will be incurred by the government. Supplies and other materials needed for the course that the contractor would like reimbursement for must receive prior written approval from the IHW Program Director. Task Deliverables: Provide health coaching for Veterans and/or staff using a previously developed curriculum. The health coach shall be knowledgeable about course offerings, and defer to the IHW Program Director as necessary. The health coach must be present no more than fifteen (15) minutes prior to the start of each course. The time allotted should include preparation for the course. The health coach should also be able to demonstrate an understanding of VHA guidelines and policies, and adhere to guidelines set forth by the IHW Program Director. Task #4: Participate in IHW Program-approved trainings and/or conferences. Task Description: The health coach shall attend and participate in trainings and/or conferences that are approved by the IHW Program Director. This shall include training to serve as a Whole Health group facilitator. The health coach shall collect current and novel information during these conferences, and share the findings with the IHW Program. Trainings and/or conferences must be approved by the IHW Program Director prior to registration. The health coach shall incur the cost of transportation, lodging, and meals. The health coach shall be reimbursed for the cost of transportation and lodging, and must provide receipts in order to be compensated. The health coach can invoice for the administrative hourly rate for the time spent at the training/conference. The hourly rate cannot be applied to time traveling or spent outside of the training/conference. Task Deliverables: Attendance in approved trainings and/or conferences and dissemination of findings to the IHW Program. Task #5: Complete clinical notes in electronic health record system. Task Description: The health coach shall complete clinical notes in the VH Computerized Patient Record System (hereafter CPRS ). These notes are to be completed each day the health coach provides service, adhering to VHA policies and guidelines. In addition to required information, the health coach should note anything of importance as it pertains to the patient's care. Task Deliverables: The health coach must complete this task at the end of each service provision, unless mitigating circumstances are present. This task must be completed in a timely fashion, and should take no more than thirty (30) minutes per service provision. Task #6: Maintain required VHA trainings. Task Description: The health coach shall maintain up-to-date trainings that are required by the VHA for all personnel involved in patient care and/or research studies. Training certificates must be given to the COR and the IHW Program Director. Task Deliverables: The health coach must complete these trainings annually, or as necessary. Time to complete trainings varies by course. Deliverables Timeline and Payment Schedule The health coach shall complete all assigned tasks within the period of performance. If a task deadline cannot be met, proper notification must be given in advance to the COR and the IHW Program Director. Payments will be made every other week, based on satisfactory progress and/or completion of the deliverables shown above. The contractor shall be responsible for tracking invoices and shall not exceed the total cost of the awarded contract amount. Place of Performance The health coach shall complete work at the DC VAMC. Work completed outside of the medical center must be first approved by the IHW Program Director. Number of Hours Required The health coach will run wellness groups and/or health coaching for a minimum of 10 hours per week. The health coach will provide a minimum of 3 hours completing administrative tasks/attending meetings/ and working on program development tasks per week.