REQUEST FOR PROPOSAL CREATIVE FORCES: NEA MILITARY HEALING ARTS NETWORK SENIOR MILITARY AND MEDICAL ADVISOR SECTION A: PURPOSE AND BACKGROUND INTRODUCTION Americans for the Arts is seeking proposals to identify a qualified contractor to serve as the Senior Military and Medical Advisor for the Creative Forces: NEA Military Healing Arts Network, responsible for overseeing the ongoing coordinated delivery of clinical programs and research strategies to provide consistent high quality of care across the Creative Forces clinical network featuring creative arts therapists embedded in integrative care at established clinics, and support implementation of new creative arts therapy programs at new clinics across the Creative Forces Network if and as needed. In addition, this position will serve as the primary liaison with and between clinical researchers at Creative Forces locations and contracted research consultants, including the Creative Forces Clinical Research Advisor and informatics specialist. At least 15 years expertise/experience in high level military, veterans and/or civilian healthcare supervisory leadership positions as well as demonstrated understanding of the application of creative arts therapy as an element in the interdisciplinary treatment of traumatic brain injury (TBI) and the associated psychological health (PH) issues, including but not limited to post-traumatic stress (PTS) is desirable for contract award. The work to be completed under this request for proposals for a Senior Military and Medical Advisor is supported through the Creative Forces: The NEA Military Healing Arts Network (the Network, or Creative Forces ) project. Americans for the Arts serves as the Administrator for Creative Forces, which implements standardized creative arts therapies programs for service members, veterans and families in approximately 11 clinical settings and telehealth sites across the country. Creative Forces currently is expanding programmatic activities and communityengagement opportunities to involve other military treatment facilities, Veterans Health Administration medical facilities, and community based organizations nationwide. Funding for Creative Forces is provided by the National Endowment for the Arts (NEA) to Americans for the Arts as a Cooperative Agreement. pg. 1
The mission of the Creative Forces Network is to advance knowledge about the impacts of creative arts therapies in helping service members and veterans who have been experiencing signature wounds (TBI and PTSD) from our most recent wars, and to increase utilization of evidence-based practices (specifically creative arts therapies or arts-in-health programs) in integrated, patient-centered clinical care settings and in community settings alike. Furthermore, the Creative Forces Network aims to promote research collaborations among the National Endowment for the Arts and the U.S. Departments of Defense and Veterans Affairs, to advance knowledge, leverage subject-matter expertise and promote utilization of best practices to benefit targeted patient populations. Clinical and research representatives supported by the National Endowment for the Arts are bound to the terms, processes and oversight of the Department of Defense, the Department of Veterans Affairs and/or required Federal-wide assurances. Each partner that participates in the Creative Forces Network does so in a manner consistent with its organizational or agency mission and only to the extent permitted by its role in the Network. The program has three components: Creative Forces places creative arts therapies at the core of patient-centered care in military medical facilities, and in a telehealth program for patients in rural and remote areas; provides increased community-based arts opportunities for military and veteran family populations around clinical site locations; and invests in capacity-building efforts, including the development of manuals, training, and research on the impacts and benefits of the treatment methods. This contract is intended to support the overall execution of the Creative Forces clinical network program, as well as provide liaison and oversight in the implementation of the Research Strategic Framework and Creative Forces clinical research consultant team. The Senior Military and Medical Advisor will serve as a member of the Creative Forces Core Leadership Team. In this capacity, the individual will serve as the primary clinical program liaison to the wider Creative Forces Network; provide advice from the clinical perspective to consultants and SMEs conducting the Community Engagement and Capacity efforts of Creative Forces, and; will direct and/or facilitate and coordinate all clinical activities throughout the Network. pg. 2
SECTION B: STATEMENT OF WORK GENERAL DUTIES This position serves as the primary military and medical liaison to provide clinical program oversight, implementation and outreach, as referenced in MOUs between the NEA and DoD/VA partners, and provides support to ensure and sustain treatment delivery by credentialed creative arts therapies professionals at current Creative Forces sites throughout the United States. These professionals work within an integrative healthcare model that incorporates creative arts therapies to treat service members and veterans with mild traumatic brain injuries and associated psychological health conditions. Responsibilities include: LIAISON TO CREATIVE FORCES CLINICAL SITE LEADERSHIP. Serve as the primary military and medical liaison to provide clinical program oversight, implementation and outreach, as referenced in MOUs between the NEA and DoD/VA partners to facilitate high-level discussion, resolution, or facilitating further matters pertaining to NEA contracted representative relations. Liaison duties take place with defense health and VA leadership located at each Creative Forces clinical sites, and include activities such as meeting with site officials, advising on clinical programs incorporating creative arts therapies as part of interdisciplinary standard of care for TBI and PH patient populations, and making available copy of contracts of Creative Forces contracted representatives to ensure military and veteran clinical colleagues understand the scope of the contractor's liability coverage, and the scope of work the consultant is being contracted to carry out. SERVE AS A MEMBER OF CREATIVE FORCES NATIONAL LEADERSHIP TEAM. Work collaboratively as a member of the Creative Forces national leadership team, which includes (but is not limited to) the NEA Project Director, the AFTA Project Director and associated consultants and contractual staff responsible for the planning, implementation and administration of the core Creative Forces program components, including clinical, research, capacity and community engagement efforts. PROVIDE OVERSIGHT OF CREATIVE FORCES CLINICAL PROGRAM AND CREATIVE ARTS THERAPISTS CLINICAL TEAM. Provide general support for clinical program development and operations with emphasis on clinical program oversight and support that ensures sustainability and scalability of the Creative Forces Network. This includes but is not limited to the monitoring and coordinating of Creative Forces creative arts therapists located at each site, ensuring training to perform well in the clinical setting and with target populations. Participating patients receive treatments that include visual art therapy, music therapy, dance/movement therapy, and therapeutic/creative writing to improve a wide range of medical, physical, neurological, and psychological health conditions. Treatment is delivered via both in-person and telehealth mechanisms. This position also provides guidance to the Creative Forces Lead Art and Music Therapists and ensures continuity of practice through the manualization and evaluation of the creative arts therapies programs and curriculums provided at each site. pg. 3
PROVIDE OVERSIGHT OF CREATIVE FORCES CLINICAL RESEARCH PROGRAM INCLUDING THE CREATIVE FORCES RESEARCH ADVISOR AND INFORMATICS SPECIALIST. Oversee work by the Clinical Research Advisor and informatics specialist in collaboration with research personnel at Creative Forces sites to ensure seamless coordination of research, data collection and evaluation efforts across the clinical network sites and across the clinical treatment programs, and as defined by the Creative Forces Clinical Research Strategic Framework. Ensure that research and evaluation activities are coordinated with clinical program delivery in the creative arts therapies programs in the participating sites. INVESTIGATE OUTREACH INTO ADDITIONAL CLINICAL SITES. Provides direct SME support for the investigation and the development of strategies, criteria and plans that support the potential expansion of the Creative Forces clinical program into additional locations. This may include but is not limited to: evaluating the feasibility and effectiveness of efforts to integrate creative arts therapies in integrative care models that support healing and wellness of target populations in clinical settings outside of the DoD/VA treatment facilities; implementation of new or additional creative arts therapies programs at existing sites, and/or; integration of additional DoD and VA sites into the Creative Forces clinical research network, and/or telehealth programs. PROVIDE CLINICAL SME SUPPORT TO CREATIVE FORCES COMMUNITY ENGAGEMENT EFFORTS. In collaboration with Creative Forces Community Engagement consultants, provides direct SME support for the clinical to community connection from the military and medical perspective that is critical to ensuring patient and family needs are being met, and Creative Forces site leadership and creative arts therapists are represented in planning for communitybased programs connecting directly with clinical sites and populations. PROVIDE CLINICAL SME SUPPORT IN CREATIVE FORCES CLINICAL PROGRAM PLANNING AND BUDGETING. In collaboration with the NEA Creative Forces Project Director, AFTA Creative Forces Project Director and Project Administrator, consult and advise on program development, planning as well as budget projections and allocations for all clinical activities and clinical research activities. REPRESENT CLINICAL PROGRAM ON EXTERNAL COMMITTEES AND WORKING GROUPS UPON REQUEST. Represent the Creative Forces Network and clinical programs upon request and with approval by NEA and AFTA Creative Forces Project Directors, on Defense Health and VA research advisory committees, working groups and other ad-hoc committees central to advancing Creative Forces goals and objectives. MONITOR AND PROVIDE TECHNICAL CONSULTATION AND FEEDBACK ON CLINICAL RESEARCH STUDIES, PROGRAM EVALUATION AND RELATED COMPONENTS OF ANY CREATIVE FORCES STRATEGIC PLANNING WORK. Areas of investigation may include, but are not limited to, CAT modalities, clinical program and curriculum development, clinic to community-based program and community engagement demonstration project development, Online National Resource Center/Enterprise Software Platform development, clinical program evaluation metrics, cross- Network data collection efforts, and overall Creative Forces strategic goals and objectives. pg. 4
ACTIVITIES Activities under this contract may include, but are not limited to: CLINICAL PROGRAM OVERSIGHT AND SUPPORT. Serve as the primary clinical liaison and Point of Contact for the DoD and VA clinical sites and the Creative Forces Creative Arts Therapies, as well as the Creative Forces National Leadership Team to ensure and sustain treatment delivery by credentialed Creative Arts Therapies professionals at current Creative Forces clinical sites encompassing an integrative healthcare model that incorporates Creative Arts Therapies to treat service members and veterans with mild traumatic brain injuries and associated psychological health conditions. CLINICAL PROGRAM DEVELOPMENT AND EXPANSION. Work with NEA, AFTA, Creative Forces consultants, advisors, and program contracted staff to implement and support existing site program development and implementation, as well as conduct the feasibility determination of expanded programmatic activities including telehealth activities, integration of Creative Arts Therapies in integrative care models that support healing and wellness of target populations in clinical settings outside of the DoD/VA treatment facilities. CLINICAL PROGRAM CONTENT DEVELOPMENT AND OVERSIGHT. Participate in the development of RFPs related to the development of clinical content materials including but not limited to creative arts therapies curriculum, toolkits; provide SME support for clinical materials distributed under the auspices of Creative Forces and as part of the development of the online National Resource Center/Enterprise Software Platform build-out, and; recommend the development of new content and tools that help advance Creative Forces clinical goals and objectives. CLINICAL PROGRAM PLANNING AND DEVELOPMENT. Participate in meetings and conference calls with the NEA, AFTA, and Creative Forces consultants in strategic planning for Creative Forces as a whole; consult on the overall design, implementation of and strategic planning for the Creative Forces Clinical Network, including participating/leading logic model and evaluation efforts with creative arts therapists and clinical site leaders.. CONDUCT LOCAL SITE VISITS. Conduct local site visits individually, as well as in collaboration with additional Creative Forces consultants providing support to local sites, including but not limited to the Military Community Engagement Advisor and the Clinical Research Advisor. Goals for site visits include meeting with military, veterans and/or related community and healthcare leaders to evaluate program execution, research and evaluation metrics and plan for site expansion as applicable. The existing Creative Forces sites include: o NICoE/Walter Reed National Military Medical Center o Fort Belvoir Community Hospital s satellite center of NICoE, Intrepid Spirit-1 in Fairfax, Virginia o Portsmouth Medical in Portsmouth, Virginia o Camp Pendleton o Camp Lejeune pg. 5
o Joint Base Lewis-McChord (JBLM) o Joint Base Elmendorf-Richardson (JBER) o Fort Hood o Fort Carson o James A. Haley Veterans Hospital, Tampa, FL o Malcom Randall Veterans Medical Center, Gainesville, FL o Additional sites as necessary and in consultation with NEA and AFTA CLINICAL PROGRAM OUTREACH. Work with NEA, AFTA, consultants, advisors and program coordinators on program outreach activities that advance knowledge and understanding of the Creative Forces clinical programs and research. Develop and/or oversee the development of presentations and informational resources for placement on the National Resource Center/Enterprise Software Platform, as well as for use by the Creative Forces creative arts therapists in outreach activities to include, but not limited to, speaking engagements, internal and external briefings, and in panels and conferences. PROGRAM DEVELOPMENT AND EVALUATION. In collaboration with national Creative Forces leadership team and clinical team program providers, supports program evaluation efforts to include development and implementation of methods to track input, output and outcomes including but not limited to logic models, theory of change and related evaluation strategies for the clinical program. Ensure these efforts are incorporated into the Creative Forces long-range strategic planning efforts.. DELIVERABLES: Specifics to be negotiated upon contracting of services. LIAISON TO CREATIVE FORCES CLINICAL SITE LEADERSHIP. o Serve as the primary military and medical liaison with defense health and VA leadership at Creative Forces sites to provide clinical program oversight, implementation and outreach, including but not limited to: Establishing regular communications through calls and meeting with site officials to advise on clinical programs incorporating creative arts therapies as part of interdisciplinary standard of care for TBI and PH patient populations; Making available copy of contracts of Creative Forces contracted representatives to ensure military and veteran clinical colleagues understand the scope of the contractor's liability coverage, and the scope of work the consultant is being contracted to carry out; As referenced in MOUs between the NEA and DoD/VA partners to facilitate highlevel discussion, resolution, or facilitating further matters pertaining to NEA contracted representative relations, specifically between Creative Forces creative arts therapist contractors and clinical leadership, and; pg. 6
Maintain records of contact and outcomes and notify NEA and AFTA Creative Forces Project leads and appropriate contracted staff in writing of issues and changes in clinical program activities, providing situational reports upon request. SERVE AS A MEMBER OF CREATIVE FORCES NATIONAL LEADERSHIP TEAM. Work collaboratively as a member of the Creative Forces national leadership team, which includes: o Participating in weekly team calls; o Participating in planning and budget meetings, and; o Providing clinical SME support to Creative Forces staff and consultants. PROVIDE OVERSIGHT OF CREATIVE FORCES CLINICAL PROGRAM INCLUDING CREATIVE ARTS THERAPISTS. Provide general support for clinical program development and operations with emphasis on clinical program oversight and support that ensures sustainability and scalability of the Creative Forces Network. o Monitor and coordinate activities of Creative Forces creative arts therapists across the Creative Forces clinical network; o Ensure adequate training and professional development opportunities are made available to the CATs to perform well in the clinical setting and with target populations; o Coordinate and provide guidance to the Creative Forces Lead Art and Music Therapists; o Ensure continuity of practice through the manualization and evaluation of the creative arts therapies programs and curriculums provided at each site. PROVIDE OVERSIGHT OF CREATIVE FORCES CLINICAL RESEARCH PROGRAM INCLUDING THE CREATIVE FORCES RESEARCH ADVISOR AND INFORMATICS SPECIALIST. o Oversee work by the Clinical Research Advisor and provide site-based clinical liaison support to ensure successful implementation of research and evaluation activities as defined by the Creative Forces Clinical Research Strategic Framework; o Oversee and coordinate activities of the informatics specialist in collaboration with research personnel at Creative Forces sites to ensure seamless coordination of research, data collection and evaluation efforts across the clinical network sites and across the clinical treatment programs, and; o Ensure that research and evaluation activities are coordinated with clinical program delivery in the creative arts therapies programs in the participating sites. INVESTIGATE OUTREACH INTO ADDITIONAL CLINICAL SITES. Provides direct SME support for the investigation and the development of strategies, criteria and plans that support the potential expansion of the Creative Forces clinical program into additional locations, including, but is not limited to: o Supporting the expansion of the Creative Forces Program to up to two new teletherapy sites; pg. 7
o Evaluating the feasibility and effectiveness of efforts to integrate creative arts therapies in integrative care models that support healing and wellness of target populations in clinical settings outside of the DoD/VA treatment facilities. Process includes, but is not limited to: In consultation with NEA and AFTA, develop list of potential new sites including DoD, VA as well as non-dod/va sites for consideration to add to the Creative Forces Network and/or to investigate how the approach of the CF clinical approaches translate to non DoD and VA serving similar patient populations; Develop selection plans and strategies, which includes but is not limited to: - Basic Criteria for a Creative Forces clinical site - Methodology for Review/Determination of on-boarding new Creative Forces sites - Draft components of RFPs for solicitation of bids for new clinical sites - Provide list and justification of priority sites for consideration for onboarding in 2019 2020 o Implementing new or additional creative arts therapies programs at existing sites; o Integrating of additional DoD and VA sites into the Creative Forces clinical research network, and/or telehealth programs: Ensure that complete documentation of decision-making process and appropriate authorization procedures are followed to on-board additional sites/programs; Provide progress reports and alert NEA and AFTA project leads to any opportunities/challenges to implementation. o All selection plans and strategies must be submitted to NEA Office of General Counsel and Grants and Contracts for review and approval before sites are contacted. PROVIDE CLINICAL SME SUPPORT TO CREATIVE FORCES COMMUNITY ENGAGEMENT EFFORTS. In collaboration with Creative Forces Community Engagement consultants, provides direct SME support for the clinical to community connection from the military and medical perspective, including, but not limited to; o Advising on status and concerns of local sites in the development of clinic to community programming that is critical to ensuring patient and family needs and safety are being met; o Assisting in coordinating introductions and meetings between Creative Forces site leadership and community-based leadership, and; o Ensuring creative arts therapists are represented, or able to be included, in planning for community-based programs connecting directly with clinical sites and populations. pg. 8
PROVIDE CLINICAL SME SUPPORT IN CREATIVE FORCES CLINICAL PROGRAM PLANNING AND BUDGETING. In collaboration with the NEA Creative Forces Project Director, AFTA Creative Forces Project Director and Project Administrator, consult and advise on program development, planning as well as budget projections and allocations for all clinical activities and clinical research activities, including, but not limited to: o Providing written updates on clinical program status and changes impacting budget; o Responding to requests for advice on budget projections, changes, and anticipated needs for the clinical program; o Participating in planning and budgeting meetings to ensure clinical perspective is represented. REPRESENT CLINICAL PROGRAM ON EXTERNAL COMMITTEES AND WORKING GROUPS UPON REQUEST. Represent the Creative Forces Network and clinical programs upon request and with approval by NEA and AFTA Creative Forces Project Directors, on Defense Health and VA research advisory committees, working groups and other ad-hoc committees central to advancing Creative Forces goals and objectives. o Provide list of service on working groups and committees where Creative Forces Military and Medical Advisor status is indicated. MONITOR AND PROVIDE TECHNICAL CONSULTATION AND FEEDBACK ON CLINICAL RESEARCH STUDIES, PROGRAM EVALUATION AND RELATED COMPONENTS OF ANY CREATIVE FORCES STRATEGIC PLANNING WORK. o Coordinate, summarize, track and communicate feedback from clinical sites, Creative Arts Therapists, Creative Forces National Leadership Team, as well as clinical research consultants on all clinical program development. o Areas of investigation and responsibilities may include, but are not limited to: CAT modalities, clinical program and curriculum development; Clinic to community-based program and community engagement demonstration project development; Online National Resource Center/Enterprise Software Platform development; Clinical program evaluation metrics and cross-network data collection efforts; Advising and contributing feedback to the overall Creative Forces strategic planning efforts as to impact on clinical programs. o Program Evaluation: Support implementation of clinical plan and strategies (e.g. logic models and Theory of Change) that define and support the tracking of inputs, outputs and outcomes of clinical programs. o Data Collection: Support design and implementation of data analytics and data collection efforts across the clinical sites that coordinate and respond to the needs of program evaluation and the research agenda. pg. 9
SECTION C AWARD AMOUNT AND EVALUATION FACTORS FOR AWARD The cost for support services and deliverables of this project shall not exceed $250,000. The award is inclusive of all expenses associated with the project, including but not limited to travel to and from the National Capital Region (travel to other Creative Forces sites outside of the National Capital Region, under direction of the AFTA Creative Forces Project Director will be reimbursable expenses), supplies, telephone, equipment and other overhead expenses. EVALUATION CRITERIA Understanding of the Project 60% The contractor demonstrates a thorough understanding of the project, including: the role of serving as liaison and POC to clinical site leaders; opportunities and challenges in operating a coordinated delivery of clinical programs and research strategies to provide consistent high quality of care across featuring creative arts therapists embedded in integrative care at established clinics; the importance of the clinical program to the overall Creative Forces mission, and; the role that the Senior Military and Medical Advisor plays in accomplishing that mission. Qualifications and Experience (Past Performance) 40% The contractor provides a copy of their cover letter and Curriculum Vitae, which should demonstrate past comparable experience in implementing similar responsibilities and activities as outlined in the RFP. If invited, applicant must participate in a video-conference interview to further evaluate qualifications, experience and fit for the proposed scope of work. Qualified contractors will meet the following criteria: Seeking doctoral level clinicians possessing a clinical PhD, an MD (Medical Doctor) or a DO (Osteopathic Physician) degree. At least 15 years clinical experience. Must have held leadership experience as a clinical director or similar level with direct responsibility for personnel and budget oversight for a staff of at least 25 people. Must have strong background in public speaking and demonstrated presentation skills. Demonstrated knowledge and/or experience of the use of creative arts therapies in integrated/interdisciplinary care preferred. Prior experience with military health systems and/or veterans health systems preferred. Personal security investigation will be required upon contract award. Initiation of State Criminal History Repository checks for each state where an individual has resided for the past 5-10 years may be required to conduct the outlined work. Failure to pass the required security investigation will result in termination of the contract. pg. 10
SECTION D APPLICATION DETAILS Proposal includes: 1. Cover letter 2. Proposal addressing qualifications and ability to execute duties, activities and deliverables as outlined in Scope of Work (3-5 pages) 3. Curriculum vitae 4. List of three references of individuals who may be contacted for references. SUBMIT PROPOSALS TO: By email: creativeforces@artsusa.org. By mail: Attn: Creative Forces Project Administrator, 1000 Vermont Avenue, NW, 6 th Floor, Washington DC 20005 DEADLINE FOR SUBMISSION: By email: Received no later than 5:00 pm EDT, July 13, 2018. By mail: Postmarked no later than Jul 13, 2018 Submissions will be reviewed on an ongoing basis and may be submitted before the due date. SUBMITTING QUESTIONS: All questions pertaining to this solicitation may be directed to creativeforces@artsusa.org. pg. 11