Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 26, 2007 FBO #2099
SOLICITATION NOTICE

R -- BUSINESS TECHNICAL WRITER

Notice Date

8/24/2007
 

Notice Type

Solicitation Notice
 

NAICS

561320 — Temporary Help Services
 

Contracting Office

Department of Veterans Affairs;Health Administration Center;3773 Cherry Creek Drive North, Suite 450;Denver CO 80209
 

ZIP Code

80209
 

Solicitation Number

VA-741-07-RQ-0028
 

Response Due

9/4/2007
 

Archive Date

10/4/2007
 

Small Business Set-Aside

Service-Disabled Veteran-Owned
 

Description

REQUEST FOR QUOTE SCHEDULE OF SUPPLIES/SERVICES AND PRICES/COSTS The intent of this firm-fixed price contract is for the Contractor to have sufficient expertise in the area of knowledge management system content development and reference integration. This requires the ability to link multiple source documents, script responses and integrate step-by-step processing instructions. The VA Health Administration Center (HAC) is an organization of approximately 600 employees that processes more that 7M health care claims per year. The initial term of the contract shall be for 6-months effective the first Sunday of the HAC's regular pay period after acceptance of the Contractor's personnel by the HAC, with the option to exercise three (3) one-month renewal options. Estimated start date for the contract is September 24, 2007. Normal service requirements consist of review, analysis and development of business documents that integrate knowledge maintained cross-divisionally and design of documents that consolidate information into a knowledge management database. The HAC currently utilizes multiple documents and independent document management systems to document business policies, regulations and procedures. Corrections and updates will be accomplished on an as required basis at the direction of the Contracting Officer's Technical Representative (COTR). The COTR for this work is the HAC's Chief, Training Division (TNG) or their designee. These updates must be accomplished within one workday to ensure information is current. Performance of duties normally occurs during an eight-hour tour and shall be during the normal business hours of the HAC. Circumstances may warrant duties to be performed outside of normal business hours of the HAC. DESCRIPTION, SPECIFICATIONS, WORK STATEMENT AND REQUIREMENTS 1. GENERAL PROCEDURE: 1.0 The Contractor will be required to assist the HAC in delivering a comprehensive knowledge management database to be used in support of HAC operations. 1.2 The Contractor administrative support functions will include, but not limited to, distributing documentation, maintaining logs and files, copying and providing administrative support, as required. 2. DELIVERABLES 2.1. The Contractor shall develop a detailed, comprehensive knowledge management database of current HAC policies, regulations and procedures as scheduled by COTR. 2.2. The Contractor shall perform a detailed analysis of current HAC business processes to include cross referencing business documents related to HAC policies, regulations and procedures. 2.3. A detailed, written report that summarizes all identified cross references identified for each policy, regulation, and procedure. 2.4. The Contractor will input all accomplished documentation to include but not limited to policies, regulations, procedures and scripts, into a HAC knowledge management database on a daily basis. Additionally, all activities will be tracked utilizing a HAC project management tracking system on a daily basis. 2.5. The COTR will review and approve final written report and knowledge management database contents prior to contract expiration. 2.6. The COTR shall assure the requirements of the contract are provided consistent with industry standards. 2.7. All deliverables and other material (software and reports) generated by the Contractor in the performance of this contract are the property of the United States Government and are confidential. 2.8. Contractor agrees to provide a detailed project work plan in Microsoft Project and a briefing in Microsoft PowerPoint within one week of contract award that reflects the customizations made as a result of the VHA COTR discussions. Weekly updates are scheduled to the project plan during the performance period to ensure work plan is kept current. 3 ADMINSTRATION QUALITY ASSURANCE (QA) 3.1. The government shall evaluate the Contractor's performance under this contact. All defective performances shall be reaccomplished when observation indicates deficiencies in the quality of the service. A method of identifying deficiencies in the quality of service before the level of performance deteriorates to an unacceptable level. 3.2. The Contractor will have sufficient expertise in the area of technical business writing and knowledge management development to assist in the documentation of HAC Operations. The Contractor will be responsible for development of all knowledge management database contents. 4 PERSONNEL QUALIFICATIONS AND EXPERIENCE 4.1. Personnel assigned by the Contractor to perform required duties must, at a minimum, have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree in technical writing or equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements. Personnel assigned by the Contractor must be able to provide documented training and have recent experience performing functions in technical business writing, development of business procedural documentation and scripting in support of end user. Additionally the integration of disparate documentation to provide a comprehensive business based source for policy, regulation, procedure and scripts is required. 4.2. The Contractor must have a minimum of three years fulltime experience performing similar functions and duties. 4.3. The Contractor shall be able to read, understand, speak, and write English. 5 AWARD CRITERIA Selection of the successful Offeror will be on a "Best Value" basis. Prior Performance (50%) is as important as Technical Capability/Methodology (50%), which is more important than price. As Prior Performance and Technical Factors become more equal, price becomes more important. NOTE: This procurement is set aside for Service Disabled Veteran Owned Small business (SDVOSB) concerns. 6 PRIOR PERFORMANCE Contractor will provide information on past performance (quality of deliverables, timeliness and adherence to deadlines, client satisfaction) completing similar work. Past performance shall be demonstrated by brief descriptions of prior similar work in three engagements, including name, position, email address and phone number of the customer for each engagement. The Government may contact references. When describing past performance, Contractor must indicate whether they served as primary or secondary contractor for each reference. 7 TECHNICAL CAPABILITY/METHODOLOGY 7.1. Knowledge of functional requirements The contractor's knowledge of technical business writing, development of business process rules, integration of policy, regulatory, procedural, and scripting documents must be demonstrated in the quote to include knowledge management database systems, their implementation and design. 7.2. Knowledge of Technical Requirements Demonstrated understanding of the current state of the art concerning the technologies applicable to the purpose of this Request for Quote (RFQ), based on the completeness of the contractor's response to this RFQ. Demonstrated understanding of the technical approach necessary for completing the tasks listed in this delivery order, based on the completeness and correctness of the contractor's response to this RFQ. 8 COST Detailed cost information shall be presented in accordance with GSA schedule, including any discount being offered. Cost shall be presented separately from the Technical Proposal and, at a minimum, include pricing on a per labor hour basis and total estimated price. 9. INVOICE AND PAYMENT 9.1. Payment shall be made, monthly in arrears in compliance with the terms and conditions established upon execution of this contract. Properly prepared invoices shall be sent to the address provided. 9.2. The Contractor shall provide in the space below, the name, location, and telephone number of the references. 1. _____________________________________________________________________ NAME TITLE _____________________________________________________________________ ADDRESS ______________________________________________________________________ CITY STATE ZIP ______________________________________________________________________ PHONE EMAIL ADDRESS ______________________________________________________________________ ______________________________________________________________________ WORK DESCRIPTION 2. _____________________________________________________________________ NAME TITLE _____________________________________________________________________ ADDRESS ______________________________________________________________________ CITY STATE ZIP ______________________________________________________________________ PHONE EMAIL ADDRESS ______________________________________________________________________ ______________________________________________________________________ WORK DESCRIPTION 3. _____________________________________________________________________ NAME TITLE _____________________________________________________________________ ADDRESS ______________________________________________________________________ CITY STATE ZIP ______________________________________________________________________ PHONE EMAIL ADDRESS ______________________________________________________________________ ______________________________________________________________________ WORK DESCRIPTION 10. GOVERNMENT RESPONSIBILITY: The Government shall provide office space, telephone service, equipment, procedural guides, reference materials and any program documentation necessary in the performance of this service, as well as any supplies needed. 11. CONTRACTOR RESPONSIBILITY The Contractor shall furnish all necessary labor and knowledge, necessary to perform all scheduled and required maintenance and corrective updates to the VA HAC Denver document imaging systems. 12. CERTIFICATION REQUIREMENTS: The following information shall be submitted with quote 1) Quantity and type of experience with implementation of knowledge management database systems. 2) Quantity and type of knowledge and ability in the integration of disparate documentation. 3) Quantity and type of experience in implementing, designing, and supporting knowledge management database systems in support of business practices. 4) GSA contract information including expiration date (if applicable) 13. SMOKING POLICY: Smoking is not permitted within or around the VA Health Administration Center (HAC), except in designated areas. 14. SECURITY The Contractor will be required to complete mandatory training including HAC security training, Equal Employment Opportunity (EEO) orientation, on-line security, privacy act, and information security training. Contractor will be required to undergo a background security investigation. 15. BADGES AND PARKING: All Contractor personnel are required to wear a VA HAC identification badges during the entire time they are on the VA HAC facility. It is the responsibility of the contract personnel to park in the appropriate designated parking areas. No cost parking is limited. Parking information is available from the VA HAC Directors suite. The VA HAC will not invalidate or make reimbursement for parking violations of the contractor's personnel under any circumstance. 16. WORK SITE: All work shall be performed at the VA HAC facility located at 3773 Cherry Creek North Drive Denver Co 80209 Ptarmigan Suite 450 17. HOURS OF WORK: 17.1. Tour of duty shall be five (5) days per week, eight (8) hours per day, between the hours of 7:30 a.m. and 4:00 p.m., Monday through Friday, federal holidays excluded. Holidays observed by the Federal Government: New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December 17.2. Also included would be any day specifically declared by the President of the United States of America as a national holiday. 18. Reporting Requirements: Changes to the original Statement of Work will be documented and approved through written correspondence between the VA HAC Contracting Officer and the CONTRACTOR. A copy of each change will be kept in the contract file. 19. Government Responsibilites: The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. Seq. Contractor staff shall sign confidentiality statements as required. The Contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA) including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. Contractor shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breech of confidentiality. Contractor staff must sign confidentiality statements as required. Any person, who knowingly or willingly discloses confidential information from the VA, may be subject to fines. Vendor will be required to review and sign a Business Associate Agreement (BAA) whereas the purpose of the BAA is to comply with the requirements of the Privacy and Security Rules, including, but not limited to the Business Associate Agreement requirements at 45 CFR 164.308(b), 164.134(a), 164.502(e) and 164.504 (e) and as may be amended. 20. Confidentiality and Non-Disclosure: 20.1. The Contractor shall agree that: 20.2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. The contractor shall release no information. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response. 20.3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. 21. Termination: The contract can be terminated at any time for convenience of the government without penalty. 22. Proposal Submission Reminder: One mailing with two internal envelopes: 22.1. Offerors proposals are to be submitted in two parts; a technical proposal and a cost/price proposal. The offeror should include two copies (one original and one copy) of the cost/price proposal and two copies of the technical proposal. Each proposal is to be submitted to the Contracting Officer in separate envelopes. All envelopes shall be clearly marked with the VA-741-07-RQ-0028 number at the lower left-hand corner. Each envelop shall be identified as "TECHNICAL PROPOSAL" or 'PRICE PROPOSAL." 22.2. The technical proposal shall address all elements listed with the exception of cost/price. The technical proposal MUST NOT contain any reference to cost/price. The cost/price portion of each proposal will be submitted in the space provided in the Schedule and in its own separate envelope for evaluation of the Contracting Officer. 23.3. In order to be considered for award, please submit your proposal by mail/FedEx to: Department of Veterans Affairs Health Administration Center, Attn: Curtis Parker, 3773 Cherry Creek North Drive, Suite 470, Denver, CO 80209. Proposals, regardless of method of delivery, are due by 4:00 p.m. Colorado local time on September 4, 2007. Award of a firm-fixed price contract shall be made to the responsible offeror based on price, technical ability and past performance. Curtis Parker at (303) 398-5986 or Contact Cassandra Williams at (303) 398-7139 for information regarding this solicitation.
 

Place of Performance

Address: VA HEALTH ADMINISTRATION CENTER;3773 CHERRY CREEK NORTH DRIVE;DENVER, CO

Zip Code: 80209

Country: US
 

Record

SN01384192-W 20070826/070824221044 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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