36C24520Q0667 – Sources Sought – Q518–TAI CHI / YOGA Classes Beckley Wv VA Med Center

Aug 21, 2020 | Sources Sought

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTERS

STATEMENT OF WORK

GENERAL INFORMATION

Title of Project:

Whole Health-Yoga/Tai Chi

Background Information/Purpose

The Integrative Health and Wellness/Whole Health Program (hereafter “IHW Program”) at the Beckley Veterans Affairs Medical Center and associated community-based clinics (hereafter “Beckley VAMC”) provides complementary and integrative health (hereafter “CIH”) services in an integrative health/Whole Health Wellness clinic setting.

Scope of Work

The Contractor shall provide one Tai Chi/Qigong Instructor and one yoga instructor for the Integrative Health and Wellness/Whole Health Program (IHW) at the Beckley Veterans Affairs Medical Center (Beckley VAMC). Beckley VAMC provides complementary and integrative health services in an integrated/Whole health clinic setting.

Complimentary Integrated Health (CIH) approaches and whole health courses are offered to Veterans enrolled in the Beckley VAMC. The services provided by the IHW/Whole Health Program have been well-received by Veterans and providers within Beckley VAMC.
Tai Chi/Qigong and Yoga are exercises that use breathing, posture, and movement along with focused awareness. TaiChi/Qigong have FboNotices in martial arts and Chinese Medicine and are traditionally used for exercise, wellness, and meditation. A Tai Chi/Qigong Instructor is necessary to support maintenance and expansion of tai chi/qigong service provisions in the IHW/Whole Health Program for the benefit of Veterans.
Studies show participation in Yoga can lower hypertension, decrease anxiety and depression; as-well-as, decrease symptoms of arthritis and other chronic pain conditions. A yoga instructor is necessary to support and expand the yoga services beneficial to our veterans.
The IHW/Whole Health Program seeks one (1) Tai Chi/Qigong Instructor and one (1) Yoga instructor with a background in providing TaiChi/Qigong and yoga instruction to meet the needs of this requirement. The Tai Chi/Qigong and Yoga Instructor(s) shall teach Tai Chi/Qigong and yoga to vulnerable populations with emotional and physical needs; as-well-as, provide and contextualize energetic healing experiences for vulnerable populations.
The Tai Chi/Qigong and Yoga Instructor’s training and experience shall meet the clinical requirements to fulfill this position in order to provide both tai chi/qigong and yoga classes at Beckley VAMC. In addition, the Tai Chi/Qigong and yoga Instructor(s) shall have a strong background in the field of complementary and integrative health, specifically in tai chi/qigong and yoga, to help develop the growth of the IHW/Whole Health Program at Beckley VAMC.
Significance of this Project
The Veterans Health Administration Directive 1137, Provision of Complementary and Integrative Health (CIH), complementary and integrative health approaches, including Tai Chi/Qigong and Yoga, shall be made available to Veterans across the system, either within a VA medical facility or in the community. The work being done by the IHW/Whole Health Program is a necessity as more Veterans request increased access to CIH services and demand continues to grow The Tai Chi/Qigong and Yoga Instructor(s) shall meet the mandate of Veterans Health Administration Directive 1137, necessary to meet the increased demand for Tai Chi/Qigong services from Veterans and staff at Beckley VAMC and shall work with IHW/Whole Health staff to continue to establish program improvement, especially in tai chi/qigong and yoga. The combined effort of the IHW Program and the Tai Chi/ Qigong and yoga Instructor(s) shall lead to improved access and quality of care for Veterans.

All work of the Tai Chi/Qigong and Yoga instructor(s) work shall be completed during IHW/Whole Health regular program hours from 8:00AM 4:30PM Eastern Standard Time (EST) Monday through Friday, excluding federal holidays.

The TaiChi/Qigong and Yoga instructors will facilitate both face-to-face classes and virtual classes via VA Video Connect (VVC) and Telehealth.
The Tai Chi/Qigong and Yoga Instructor(s) shall work under the guidance and supervision of the IHW/Whole Health Program Manager or designee. The Tai Chi/Qigong and Yoga Instructor(s) shall require a desk, and access to a phone and/or computer, which will be provided by Beckley VAMC.
Qualifications/Clinical Requirements

The Tai Chi/Qigong Instructor must meet the minimum proficiencies for both a Tai Chi/Qigong Instructor as stated in the Beckley VAMC Wellness Provider Validation Master Policy Package Version 2.0.

Version 2.0 Tai Chi Instructor Minimum Proficiency:
At Beckley VAMC, Tai Chi Instructors must be a Tai Chi Practitioner certified by the American Tai Chi and Qi Gong Association (ATCQGA), or equivalent, which requires at least 150 documented hours of formal Tai Chi training, two or more reference letters, and continuing education (in the form of self-study, workshops, seminars, and/or classes) in Tai Chi for at least ten ( l0) hours a year to maintain certification. In addition, the Beckley VAMC also requires a minimum of 350 hours of Tai Chi professional teaching experience.

Yoga Instructor Minimum Proficiency:
Certification through a Yoga Alliance e-RYT 200 (experienced registered yoga teacher) or equivalent program (200 contact hour training plus 1000+ documented teaching hours), RYT 500, or C-IAYT (certified yoga therapist)

The Tai Chi/Qigong and Yoga Instructor(s) shall possess experience in teaching and applying Tai Chi/Qigong and Yoga to vulnerable populations with emotional trauma and physical trauma, and in providing and contextualizing energetic healing experiences for vulnerable populations. The Tai Chi/Qigong and Yoga Instructor(s) must be knowledgeable and sensitive to the unique experiences and special needs of combat-deployed Veterans.
The Tai Chi/Qigong and Yoga Instructor(s) shall adhere to VHA policies for providers, as delineated by the credentialing staff at the Beckley VAMC. Any additional credentialing/certification and licensing necessary to offer the services shall be maintained. The Tai Chi/Qigong and Yoga Instructor(s) shall have current American Heart Association HeartCode Basic Life Support (BLS) certification prior to beginning work at Beckley VAMC and shall independently maintain current American Heart Association HeartCode Basic Life Support (BLS) certification while working at Beckley VAMC. Documentation for current BLS certification shall be provided to the IHW/Whole Health Program Manager or designee.

The IHW/Whole Health Program consists of an interdisciplinary team. The Tai Chi/Qigong and Yoga Instructor(s) shall demonstrate the ability to work well within an interdisciplinary team.

Period of Performance
Tai chi/Qigong and Yoga services under this contract is for Base Year plus Four (4) Option Years, if exercised.
Place of Performance

The Tai Chi/Qigong and Yoga Instructor(s) shall complete work at the Beckley Veterans Affairs Medical Center, face-to-face and virtual modalities, and community-based outpatient clinics. Majority of Tai Chi/Qigong and Yoga classes will be provided in the IHW/Whole Health Clinic but there may be Tai Chi/Qigong and/or Yoga classes provided in other areas/units of the hospital and community-based outpatient clinics as directed and approved by the IHW/Whole Health Program Manager or designee. Work completed outside of the medical center must be first approved by the IHW/Whole Health Program Manager or designee.
Information Security

The Tai Chi/Qigong and Yoga Instructor(s) shall be required to store or maintain VA sensitive information. According to 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 Tai Chi/Qigong and Yoga Instructor(s) 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.

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:
(I) Sign and acknowledge (either manually or electronical1y) 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; (3) Successfully complete the appropriate VA privacy training and HIPAA training annually, TMS training 10203; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access.
The Contractor shall provide to the contracting officer and/or the contracting officer representative (COR) a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within one (2) weeks 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.
Scope of Work and Deliverables
Task #1: Provide Tai Chi/Qigong classes to Veterans, five (5) Hours per week.

Task Description: The Tai Chi/Qigong Instructor shall provide tai chi/qigong classes to Veterans within the IHW/Whole Health clinic, during special events , and for wellness programming elsewhere in the medical center and community-based outpatient clinics as directed and approved by the IHW/Whole Health Program Manager or designee. The Tai Chi/Qigong Instructor is required to follow all VHA guidelines and policies surrounding patient care. The Tai Chi/Qi gong Instructor shall create a safe environment of healing and restoration for Veterans and staff. The Tai Chi/Qigong Instructor shall adapt the tai chi/qigong instruction as needed for patients with complex medical conditions, including but not limited to modification to serve Veterans who may use assistive devices such as walker or wheelchairs.
Task #2: Provide Yoga classes to Veterans, fifteen (15) hours per week.

Task Description: The Yoga Instructor shall provide Yoga classes to Veterans within the IHW/Whole Health clinic, during special events, and for wellness programming elsewhere in the medical center and community-based outpatient clinics as directed and approved by the IHW/Whole Health Program Manager or designee. The Yoga Instructor is required to follow all VHA guidelines and policies surrounding patient care. The Yoga Instructor shall create a safe environment of healing and restoration for Veterans and staff. The Yoga Instructor shall adapt the Yoga instruction as needed for patients with complex medical conditions, including but not limited to modification to serve Veterans who may use assistive devices such as walker or wheelchairs.
Task Deliverables:

The dates, times, and locations of the TaiChi/qigong and yoga classes and any adjustments to the schedule are determined by IHW/Whole Health Program Manager or designee. Tai Chi/Qigong and Yoga Instructor shall arrive on time and no more than 15 minutes ahead of class. Tai Chi/Qigong and Yoga Instructor(s) shall remain on schedule to provide TaiChi/qigong classes of a duration length determined by IHW Program Manager or designee. The time allotted should include preparation and introduction to the service.
In the event of planned absences, the Tai Chi/Qigong and Yoga Instructor(s) shall advise the IHW Clinic as soon as possible, and no later than four (4) weeks prior to planned absence, so that classes may be cancelled. In the event of unplanned absences, the Tai Chi/Qigong and Instructor(s) shall contact IHW/ Whole Health Clinic as soon as possible, and no later than 7:00AM EST on the day of the unplanned absence, so that classes may be cancelled. Please note that 30-60 minutes per day for lunch and breaks are uncompensated and not billable. Please also note that vacations and sick days are uncompensated and not billable.
The Tai Chi/Qigong Instructor shall demonstrate an understanding of VHA guidelines and policies and adhere to guidelines set forth by the IHW/Whole Health Program Manager or designee.
Task #3: Complete clinical notes in electronic health record system and other administrative tasks necessary to document and encounter veteran participation in scheduled classes (up to 4 hours per week; 15 minutes per class.)

Task Description: The Tai Chi/Qigong and Yoga Instructor(s) shall complete clinical notes in the Veterans Health Administration (VHA) electronic health record system, known as the Computerized Patient Record System (CPRS), adhering to VHA policies and guidelines. The Tai Chi/Qigong and Yoga instructor(s) shall note anything of importance as it pertains to the patient’s care.
The Instructor shall provide administrative tasks that include calling patients to remind them of future tai chi/qigong and yoga classes and other appropriate administrative tasks as determined by IHW/Whole Health Program Manager or designee.
Task Deliverables: This task must be completed in a timely fashion and shall take no more than fifteen (15) minutes per class. The TaiChi/Qigong and Yoga Instructor(s) shall complete this task before leaving the medical center or community-based outpatient clinic for the day, unless mitigating circumstances are present.
Task #4: Attend necessary meetings at the Beckley VA Medical Center (Up to 16 hours per year)
Task Description: The Tai Chi/Qigong and Yoga Instructor(s) shall attend monthly team meetings, as well as any meetings deemed necessary by the IHW/Whole Health Program Manager or designee. The Tai Chi/Qigong and Yoga Instructor(s) shall share feedback and relevant experience, when appropriate, to foster the growth of the IHW/Whole Health Program. The Tai Chi/Qigong and Yoga instructor(s) shall complete other additional, related duties to this task by the lHW/Whole Health Program Manager.
Task Deliverable: Attendance in meetings as assigned by the IHW/Whole Health Program Manager or designee. The TaiChi/Qigong and Yoga instructor(s) shall contribute ideas and shall be responsible for assigned action items generated from meetings.
Task #5: Maintain required VHA trainings (up to 24 hours per year).
Task Description: The Tai Chi/Qigong and Yoga Instructor(s) shall maintain up-to-date trainings that are required by the VHA for all personnel involved in patient care and/or research studies and training necessary for virtual implementation through VA Video Connect and Telehealth. Training certificates shall be given to the IHW/Whole Health Program Manager, or other appropriate staff.
Task Deliverables: The Tai Chi/Qigong and Yoga Instructor(s) must complete these trainings annually, or as necessary. Time to complete trainings varies by course.

The Tai Chi/Qigong and Yoga Instructor(s) shall complete all assigned tasks within the period of performance. If a task deadline cannot be met, proper notification shall be given in advance to the Whole Health Program Manager or designee.

Rate Schedule:

Rate Schedule is calculated based on Contractor providing a Tai Chi/Qigong and Yoga Instructor(s) to the IHW Program for 52 weeks per year.
The Contractor’s personnel shall not work and shall not bill or invoice for work on the following legal holidays:
New Year’s Day; Martin Luther King Jr’s Birthday; Presidents’ Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day.
The Contractor and/or Tai Chi/Qigong and Yoga Instructor(s) shall provide written documentation of current HeartCode Basic Life Support (BLS), resumes/CV, licenses, certifications, and other necessary documents. All documentation must be submitted and approved by the COR prior to IHW/Whole Health Clinic Orientation and hospital orientation, as needed. In addition, all documentation must be submitted to the IHW/Whole Health Program Manager or designee. IHW/Whole Health Clinic Orientation and providing services at Beckley VAMC. All associated expenses shall be borne by the Contractor and are not reimbursable, nor the responsibility of Beckley VAMC.

Tai Chi/Qigong and Yoga Instructor(s) shall complete applicable orientations in person at Beckley VAMC prior to providing services at Beckley VAMC. The Beckley VAMC and IHW/Whole Health Program shall be responsible for the orientation of the Contractor employee (s) to the medical center and the IHW/Whole Health clinic. The Tai Chi/Qigong and Yoga Instructor(s) shall complete applicable competencies in-person at Beckley VAMC prior to providing services at Beckley VAMC.

This content is provided for members of the U.S. Veteran Business Alliance by Bidspeed

Bidspeed helps small business contractors win government contracts by dynamically combining several thousand publicly available data sources to provide detailed information and intelligence to government contractors, agencies, and advocacy organizations.