- STATEMENT OF WORK - Task Authorization (TA) 20 FOR SUBCONTRACT WITH CIMVHR PLEASE NOTE, THIS SUB CONTRACT HAS A SECURITY REQUIREMENT

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1 1. TITLE OF TASK AUTHORIZATION 1.1 TA 20 - Health and Lifestyle Information Survey 2013/14 Reserve Force Data Analysis and Report Writing 2. VALIDATION OF SCOPE OF CONTRACT 2.1 The following task(s), as written in the SOW of the main contract (W /001/SV) apply to this Task Authorization (TA): Data Analysis - Perform state of the art analysis of data from experimental studies, clinical trials, field studies or trials, and existing databases. 3. ACRONYMS CAF Canadian Armed Forces DFHP Directorate Force Health Protection DND Department of National Defence HLIS Health and Lifestyle Information Survey SA Scientific Authority TA Task Authorization 4. REQUIREMENT 4.1 To conduct data analysis on health information obtained from Reserve Canadian Armed Forces (CAF) members through the 2013/14 Health and Lifestyle Information Survey (HLIS) and to create a written report of the findings. This is part of ongoing health surveillance that is done to provide information on the health status of CAF members. 5. BACKGROUND 5.1 The CAF Health and Lifestyle Information Survey (HLIS) is a cross-sectional population health survey that collects data on health status (mental and physical), behavioural risk factors, health care utilization, occupational health and safety issues, injuries and deployment health. It is the only population health survey of CAF personnel and is, therefore, an invaluable source of information for public health planning. In its current format, the survey has been administered approximately every four years since 2000 and maintains a set of core questions for comparison purposes to previous surveys. A separate survey is conducted for the Reserve Forces to take into account specific Reserve Force health and occupational issues. The results of the HLIS assist the Department of National Defence (DND) in identifying priority areas for interventions aimed at sustaining a healthy and readily deployable force. The results also aid in evaluating the effectiveness of health promotion programs and in monitoring the efficiency of health care delivery. A primary component of this work includes the completion of a report to ensure the timely and effective communication of HLIS results to all relevant stakeholders. 6. OBJECTIVES 6.1 The objectives of this work are to perform data analyses for the Reserve component of the 2013/14 HLIS and create a written report describing the findings, using previous analyses and reports as a guide. ANNEX A: Statement of Work Page 1 of 6

2 7. SCOPE ANNEX A 17 Sept This work will consist of data analyses of the information collected from the 2013/14 HLIS of Reserve Force personnel, in particular examining the health status and behaviours of such personnel. A cleaned database will be provided to the Sub Contractor for this analytic work. The Sub Contractor will perform basic data analyses similar to those done for the HLIS of Regular Force personnel and produce a written report modeled on previous HLIS report iterations according to the style established by the Scientific Authority (SA). 8. APPLICABLE DOCUMENTS & REFERENCES 8.1 The SA will provide the following references to the Sub Contractor: a. HLIS 2013/14 Study Protocol b. HLIS Sampling Plan c. HLIS Reserve Report 2004 d. HLIS 2008/09 Reserve Report e. HLIS 2013/14 Regular Force Report f. HLIS 2013/14 Reserve database, data dictionary, codebook and item history g. HLIS Regular Force Analysis Syntax do files 9. TASKS TO BE PERFORMED Phase 1 Study Preparation 9.1 Review the HLIS 2013/14 Study Protocol; 9.2 Review the HLIS Sampling Plan; 9.3 Review the HLIS 2013/14 Regular Force Report and HLIS 2008/09 Reserve Report to understand the report contents and methods required the for HLIS 2013/14 Reserve Report; and 9.4 Review the HLIS 2013/14 Reserve database, data dictionary, codebook, and item history. Phase 2 Data Analysis 9.5 Review the HLIS Regular Force analysis syntax do files; 9.6 Develop a written data analysis plan for each HLIS Reserve Report chapter and submit the plan to the SA for approval prior to commencing the analysis. The analysis plan must be based on the HLIS 2013/14 Regular Force report analysis plan. Analysis will be descriptive and will include cross-tabs with key demographic variables as specified by the SA. Supplementary analyses to those required in the SOW using this database will not be conducted without the approval of the SA. All analysis and derived variable syntax must be saved to a STATA do file; 9.7 Check data to ensure that there are no outliers, inconsistent responses, or small unweighted counts that may lead to unstable rates. If outliers, data inconsistencies, or small unweighted counts are identified, inform the SA before continuing the analysis to obtain resolution of the issue; ANNEX A: Statement of Work Page 2 of 6

3 9.8 Complete all data analysis using scientifically accepted statistical techniques and assumptions. All results will be summarized in tables and figures as required for each HLIS 2013/14 Reserve Report chapter; 9.9 Communicate data issues and deviations from the data analysis plan to the SA as they arise for resolution. Phase 3 Report Writing 9.10 Prepare a HLIS 2013/14 Reserve Report outline using the HLIS 2013/14 Regular Force Report as a template with the identical chapter outline Prepare an outline for each HLIS 2013/14 Reserve Report chapter for SA approval prior to commencing writing. Where relevant, modify content to account for specific CAF Reserve issues/topics; 9.12 Prepare a draft of each HLIS 2013/14 Reserve Report chapter for SA review; 9.13 Prepare a full draft of the HLIS 2013/14 Reserve Report for SA review. Revise report and prepare a Final HLIS 2013/14 Reserve Report based on feedback received from SA on the draft; 9.14 Prepare a draft scientific manuscript focused on descriptive results of the HLIS 2013/14 Reserve data in association with the SA to be submitted for publication in a peer-reviewed scientific publication. 10. DELIVERABLES (DESCRIPTION AND SCHEDULES) 10.1 Deliverable Number Task reference Description (Quantity and Format) and Schedule Documents reviewed no later than 1 week after authorization of work Documents reviewed no later than 1 week after authorization of work Documents reviewed no later than 1 week after authorization of work Documents reviewed no later than 1 week after authorization of work HLIS Regular Forces Analysis Syntax files reviewed no later than 3 weeks after authorization of work. Data analysis plan including Stata do files submitted no later than 5 weeks after authorization of the work. Data checked for outliers and inconsistencies as primary task for each report chapter. This process must be completed within 2 days of initiating analytical work on a given chapter. Data analysis must be completed no later than one week after initiating analytical work on a given chapter. ANNEX A: Statement of Work Page 3 of 6

4 Data issues communicated to the SA as required and prior to continuing further analysis. Report outline submitted to the SA for approval no later than 6 weeks after authorization of work. The HLIS 2013/14 Regular Force Report must be used as a template with the identical chapter outline. The report outline must therefore include an Executive Summary, Introduction and Methods, Results, Conclusions, and Appendices that include additional information, List of Abbreviations, and List of Figures. Each chapter must include a list of references. The HLIS 2013/14 Reserve Report outline must include the same subject matter background information used in the HLIS 2013/14 Regular Force report unless Reserve-specific information is required. Outlines for each chapter submitted to the SA for approval no later than 8 weeks after authorization of work. Each draft report chapter must be submitted to the SA as soon as it is completed and no later than one week after completing chapter analysis. Each chapter must highlight important findings and provide brief interpretation or comment in light of current scientific literature, study and data limitations, or other relevant background information. This includes specifying when results may be unstable due to small unweighted counts. Full Draft HLIS 2013/14 Reserve Report submitted to the SA for proof-reading no later than 4 months after authorization of the work. The report must be revised and re-submitted within 7 calendar days of receipt of feedback from the SA on the draft. Additional revisions may be required until the SA considers the report to be satisfactory and final. Draft scientific manuscript suitable for submission to peer-reviewed scientific journal submitted to the SA no later than one month after completion of Final HLIS 2013/14 Reserve Report. The manuscript must be revised and re-submitted within 7 calendar days of receipt of feedback from the SA on the draft. Additional revisions may be required until the SA considers the manuscript to be satisfactory and final. 1 Critical path analysis chart with detailed individual chapter tasks and respective deadline dates will be provided to the Sub Contractor. This work will start when all security requirements have been completed, the budget has been approved by Canada and a signed Sub Contract is in effect with the Sub Contracting Institution. Estimated date for work to begin is December 2015 and estimated completion date is June Details TBD. 11. MANDATORY SELECTION CRITERIA 11.1 The Sub Contractor is required to satisfy the following minimum merit requirements: a. Holds a MSc in Epidemiology; b. Has experience in the analysis of complex survey design data; ANNEX A: Statement of Work Page 4 of 6

5 c. Demonstrated subject matter expertise and recent productivity in health epidemiology, including in the analysis of complex survey design data (manifested by authorship or co-authorship at least 3 peerreviewed publications or publicly available reports in the field over the previous 5 years); and d. Experienced in the use of STATA for statistical analysis 12. LANGUAGE OF WORK 12.1 Documentation and deliverables must be submitted in the English language. 13. LOCATION OF WORK 13.1 The work must be performed on the Sub Contractor s site. 14. TRAVEL 14.1 The Sub Contractor may be required to travel to Ottawa to attend meetings All travel must have the prior written authorization of Canada and CIMVHR, and must be undertaken in accordance with the National Joint Council Travel Directive and with the other provisions of the directive referring to "travellers", rather than those referring to "employees". 15. MEETINGS 15.1 Progress review meetings will happen weekly by teleconference with the SA Three meetings requiring the presence of the Sub Contractor will take place in the office of the SA in Ottawa: an opening meeting shortly after authorization of TA, a progress review meeting approximately halfway through the work, and a closeout meeting at the completion of the work. 16. GOVERNMENT SUPPLIED MATERIAL (GSM) 16.1 None. 17. GOVERNMENT FURNISHED EQUIPMENT (GFE) 17.1 None. 18. SPECIAL CONSIDERATIONS OR CONSTRAINTS 18.1 STATA must be used for the statistical analysis. The report must be written in the format and style used for the HLIS Regular Force 2013/14. Tables, graphs and figures must conform to the style of the HLIS Regular Force report. 19. SECURITY NOT APPPLICABLE RELIABILITY STATUS X PROTECTED A PROTECTED B ANNEX A: Statement of Work Page 5 of 6

6 19.1 The security level required for this contract is Protected A as the Sub Contractor will need to access Protected A data to complete the tasks outlined in Section In order to bid on this Sub Contract the researcher s University or affiliated Hospital must be registered in the federal Industrial Security Program (ISP), Public Works and Government Services Canada, must have approved Designated Organization status with the ISP, and must be in current good standing with all aspects of the program and must have been cleared up to the Protected A level. Individual members of the research team will also be required to secure personal security clearances. Interested parties should contact their research services office to inquire as to whether their institution is registered in the Program and to get information about requirements related to personal security clearances before submitting their application to CIMVHR. Sub Contractor may not commence Work until all security clearances have been approved by the Canadian Industrial Security Directorate and a signed Sub Contract is in place with the host Institution. Please expect some delays due to processing time related to security clearances. 20. INTELLECTUAL PROPERTY (IP) OWNERSHIP 20.1 The Sub Contractor will own any Foreground IP created within the scope of the work of this SOW. The Sub Contractor will not be restricted from presenting publications at symposia, national or regional professional meetings, or from publishing in journals or other publications, accounts of the work pertaining to this Contract. Publications, conference presentations, symposia and all other dissemination of material pertaining to the work of this contract must acknowledge that the work was performed under the Contract with Canada. All such materials must be provided to CIMVHR and the Scientific Authority (SA) no later than 35 days prior to its public release. Please contact CIMVHR for more details about the Intellectual Property terms of the Contract. 21. CONTROLLED GOODS X Not applicable Applicable 22. BUDGET The Sub Contractor will be paid by CIMVHR as per the terms of Contract # W between Defence Research and Development Canada and CIMVHR. The amount of funding available is allocated by fiscal year (April 1 - March 31 st ) and is approximately $37, Details TBD upon award. A draft budget will be submitted with the proposal along with a budget justification and a detailed budget will be developed post award in consultation with CIMVHR. Interested parties should request budget documents and information on creating their budget from Jocelyne Halladay. ANNEX A: Statement of Work Page 6 of 6