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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 29, 2014 FBO #4449
DOCUMENT

R -- Vista Evolution Workgroup Coordinators Sources Sought Notice - Attachment

Notice Date: 1/27/2014
Notice Type: Attachment
NAICS: 541611 — Administrative Management and General Management Consulting Services
Contracting Office: Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
ZIP Code: 44131
Solicitation Number: VA70114I0090
Response Due: 2/6/2014
Archive Date: 4/7/2014
Point of Contact: Jonathan Chisholm
Small Business Set-Aside: N/A
Description: Proposed Scope of Work VistA Evolution Workgroup Coordinators i.Sources Sought Notice Introduction The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) requires contractor staff to perform the functions of VistA Evolution workgroup coordinators in support of the VistA Evolution program. For the purpose of this sources sought notice any proposed contractor must be able to meet the requirements stated under Section A ("General Requirements") of this notice. At this time, no solicitation exists. Therefore, PLEASE DO NOT REQUEST A COPY OF THE SOLICITATION. Contractors having the skills and capabilities necessary to perform the below stated requirements should submit a response of no more than fifteen (15) pages in length, single spaced, 12 point font minimum that addresses the above information. In response to this Sources Sought, interested contractors shall submit the following information to Jonathan Chisholm via email at jonathan.chisholm@va.gov. Please provide the following information: A.Company Name and Address B.Company DUNS # C.Company point of contact, telephone, and email address. D.Socio-Economic Status - Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? E.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant SINS. F.Capabilities / Qualifications: Provide a written description of the capabilities/qualifications/skills your company possesses to perform services described in this Sources Sought. G.Past Experience - Provide the following information on three similar projects completed within the last three years for which the responder was a prime or subcontractor. a.The name, address, and value of each project b.The Prime Contract Type, Firm Fixed-Price, or Time and Material c.The name, telephone and address of the owner of each project d.A description of each project, including difficulties and successes e.Your company's role and services provided for each project. DISCLAIMER: This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this Sources Sought Notice. A.General Information 1.Project Title: VistA Evolution Workgroup Coordinators Contract 2. Background: Health Systems Informatics (HSI) is an organization in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Office of Informatics and Analytics (OIA), Health Informatics (HI) which works collaboratively with other VHA Program Offices and OIA components to ensure VHA Information Technology (IT) business needs are accurately identified, documented, and submitted to the VA Office of Information and Technology (OIT) for development and implementation. Through the Health Systems Portfolio Management (HSPM) team (Fig 1), HSI serves as the primary contact with VHA business owners, users, and other stakeholders in visioning future business environments and associated business needs. These business needs are then captured through a collaborative effort with OIA Strategic Investment Management (SIM) (Fig 2) that includes the business needs being expressed in new service requests. HSPM supports the SIM in finalizing New Service Requests (NSRs). NSRs are requests for products, product enhancements and changes to information systems that OIT develops and maintains. Requests for New Services are received from a variety of customers. Prioritization of VHA's NSRs through Capability Management Boards will be a new process to ensure greater VHA business owner and field input to the disposition of NSRs. These requests identify problems and opportunities that can be answered with Information Technology (IT) solutions and enhancements. HSI staffs serve as advocates, facilitators and liaisons to the business owners and review business requirements to address business issues within IT applications/systems used by VHA staff and ensure traceability. Additionally, HSI is responsible for providing OIA and its SIM counterparts input into the capabilities management/prioritization activities to assist with ensuring the IT development projects that are most important to VHA, are funded first. HSI works collectively with SIM to provide key input to current and future business needs; assist in gathering, documenting, analyzing, and evaluating clinical and business requirements; and continues its advocate/liaison/facilitation role to address business needs throughout the project lifecycle. HSI typically works with individuals throughout VA Central Office (VACO), Veterans Integrated Service Networks (VISNs), Department of Defense (DoD), other Federal Agencies and the private sector. In addition to interacting with VHA stakeholders, HSI regularly interfaces both with OIA stakeholders and with program and project managers within VA OIT, as business requirements move through the project/system lifecycle and finally sustainment. VA System Lifecycle Management emphasizes a decision process that incorporates Concept Definition, Concept Planning, Development, Implementation, Operations and Maintenance and Closeout, in addition to system cost, funding, prioritization, effectiveness and efficiency. HSPM will focus increasingly on VHA engagement and readiness for Initial Operating Capability (IOC) testing, deployment and national implementation of IT systems and products used by VHA. The VA OIT provides technical solutions to business requirements identified by the Veterans Health Administration. Health Systems Informatics (through HSPM) represents the VHA in the identification and acquisition of technology enhancements and health information strategies that will improve veteran's services. Fig. 1 Fig. 2 The tasks associated with this contract focus on supporting the Interagency Program Office (IPO). In 2009, President Barack Obama charged the Departments of Veterans Affairs (VA) and Defense (DoD) to establish a concurrent method by which active and retired Service members could access their health records. Specifically, the Departments were called upon to, "work together to define and build a seamless system of integration so that when a member of the Armed Forces separates from the military, he or she will no longer have to walk paperwork from a DoD duty station to a local VA health center. Their electronic records will transition along with them and remain with them forever." The Interagency Program Office (IPO) was created in October 2011 to lead the Departments in this effort and to develop and implement an integrated electronic health record capability to better serve Service members, Veterans, and other eligible beneficiaries. In FY2013, the Secretaries of VA and DoD made decisions that resulted in changes to the implementation of the iEHR program. The first shift occurred in the second quarter of FY13. Upon recognition of the cost increases and risks the Departments were facing should they remain on the current implementation path, the two Secretaries announced, on February 5, 2013, that the Departments would accelerate the delivery of iEHR through focus on near-term interoperability goals that could be achieved in calendar year 2013. The IPO is programmatically responsible for managing and delivering the seamless sharing of interoperable health data between the Departments. The DoD is programmatically responsible for managing and delivering its EHR modernization program named DoD Healthcare Management System Modernization (DHMSM). The VA is programmatically responsible for managing and delivering enhancements to VistA under the VistA Evolution Program. Both Agencies' future electronic health record systems are required to be consistent with the proposed VistA Evolution Program technical architecture principles established by the IPO, to ensure seamless interoperability. The VistA Evolution Program will utilize or leverage previously completed development work to replace the aging VistA Web and other EHR viewers with a single viewer that supports the VA/DoD interoperability efforts. Important technical advances will be made including: methods to create and store coded observations from the point of care, terminology services that provide translation, indexing to aid text search, and other tools to better integrate terminology across all domains. 3. Scope of Work: This contract will provide the necessary program support to Health Systems Informatics in the expanding activities associated with standing up numerous EHR functional capabilities related to the VistA Evolution Program. Support services are needed to manage actions items, meeting agendas, follow-up requirements, tracking deliverables due by vital suspense dates and overall coordination duties. The contractor shall provide strategic health information professional and technical services to the Program lead for Health Systems Informatics. The contractor shall provide project and program management services to support these team leaders in the management of the VistA Evolution Program. The contractor shall also support the Leads in reporting. The scope of work and work products include requirements resourcing, prioritization decision support, sequencing coordination, Enterprise Architecture concepts, Business Models, project management constructs and strategic planning. This task order/contract will provide support to the activities associated with standing up and monitoring progress of the VistA Evolution Program capabilities as well as provide Health Systems Informatics with Workgroup Coordination Support in the form of program management, resource management, Electronic Health Record and subject matter expertise to help strengthen and improve OIA's ability to support VA's joint role with the Department of Defense in designing and creating an interoperable Electronic Health Record. Specific deliverables and tasks within the Health Systems Informatics VistA Evolution Workgroup Coordinators Contract will directly impact the delivery of health care by revisions to the current architecture and business model of health software development, lead to development of specific software products that will revise the concept and delivery of health record information, and increase the knowledge base and participation by clinicians regarding health informatics and the development of health information technologies. 4. Period of Performance: One (1) year from date of award plus two (2) option years. 5. Type of Order: Firm Fixed Price (FFP) 6. Place of Performance: VA Government sites. Either, 490 L'Enfant Plaza, East S.W. Suite 3202 Washington, DC 20024-2135 or 8455 Colesville Road Suite 1200 Silver Spring, MD 20910 Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: Under current definitions, four are set by date: New Year's DayJanuary 1 Independence DayJuly 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King's BirthdayThird Monday in January Washington's BirthdayThird Monday in February Memorial Day Last Monday in May Labor DayFirst Monday in September Columbus DaySecond Monday in October ThanksgivingFourth Thursday in November 7. Travel and Per Diem: Travel costs will be included in the task order/contract award as a separate, cost-reimbursable, "not to exceed" line item. The contractor must obtain written approval from the VA Contracting Officer (CO) (or the designated back-up when the VA CO is out of the office) before any travel begins, utilizing Section D, S02 Attachment 8 Travel Authorization Request Form. Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. Travel that occurs without written pre-approval will NOT be reimbursed. The contractor MUST use S02 Attachment 8 Travel Authorization Request Form for travel pre-approval. Other documents or e-mails will NOT be accepted as pre-approval. In order to be reimbursed for travel, the contractor shall submit supporting documentation as required by Federal Travel Regulations with invoices for expenses incurred. Expenses for subsistence and lodging will be reimbursed to the contractor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. The Department of Veterans Affairs (VA) estimates a minimum of nine (9) trips to the following estimated locations: Estimated Travel DestinationEstimated Number of TripsApprox. Number of Contract Personnel RequiredApprox. Number of days per trip St. Petersburg, FL314 Salt Lake City, UT314 Chicago, IL314 8. Specific Mandatory Tasks and Price/Cost Schedule: The contractor shall perform the tasks and complete the associated deliverables as follows by the scheduled dates within the overall period of performance. BASE YEAR TaskTask NameTask Description Task 8.1Project Management Support The contractor shall provide program management support one or more VA Leads for multiple VistA Evolution (VE) Integrated Project Teams (IPTs). Those activities will be in support of the VA's VistA Evolution efforts working toward EHR Interoperability with the DoD. The contractor will work with the VA Leads to properly plan and execute the requirements gathering process for VistA Evolution in order to achieve the joint VA-DoD EHR business objectives of the Health Informatics Office. Subtask 8.1.1 Schedule Management SupportThe contractor shall assist with the preparation of, and make adjustments to, the VE Schedules, Charters, and Scope Statements as required by the VA Leads. The contractor shall also make recommendations, as appropriate, when problems or issues are identified. The Health Informatics Office will provide oversight for the VE Master Schedule, which may include interdependencies from multiple VE workgroups, being directed by multiple VA Leads. Skillset required: Project Planner versed and expert in MS Project, resource loading and schedule networking (predecessors/successors), to include coordination with a complex Integrated Master Schedule (IMS) maintained by the Health Informatics Office and fluent in all aspects of engineering planning and processes. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.1.2Dashboard Management SupportThe contractor shall update and keep current VE Program Dashboards which is used as a reporting tool to the Health Informatics Office for all VE activities on a monthly basis. The contractor will also be required to prepare weekly VE IPT Dashboards used internally by the IPTs assigned to the VA Leads, providing a snapshot summary of the WBS deliverable timelines. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.1.3Risk Management SupportThe contractor shall support the VA Leads by monitoring, reviewing and updating status information on risks, issues, problems, and requests for additional resources. The contractor shall also analyze findings and make recommendations and mitigation actions. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 001Del. 8.1.1 Schedule Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 002Del. 8.1.2Dashboard Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 003Del. 8.1.3 Risk Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ Total Contract Amount$ TaskTask NameTask Description Task 8.2Communications Services The contractor shall perform communication activities in support of the VA Leads so that the VE IPTs and Health Informatics leadership remains informed on milestones and issues. The contractor shall prepare reports to communicate VE progress to ensure these activities are represented accurately and incorporate status into Health Informatics reporting tools. The contractor shall draft artifacts and documents to support VE reporting out to any required DoD/VA specific Governance Bodies. The contractor shall develop briefs, communication artifacts and/or draft responses, in conjunction with the VA Leads. The contractor shall assist the VA Leads with the electronic distribution of materials to VE IPTs through the establishment of email distribution lists in Microsoft Outlook. The contractor shall provide communication and access management to maintain and store VE program documentation and work products. Subtask 8.2.1Communications ArtifactsThe contractor shall maintain a comprehensive communication plan for all members involved in the VE IPTs and provide reports, briefings, talking points and/or presentations to communicate key milestones, decisions and issues surrounding the VE Program. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.2.2Draft Responses The contractor shall prepare draft responses to external inquiries and requests through development of formal responses. These responses could be among VE IPTs, within the Health Informatics Office, within the VA, or within the DoD. It is estimated that three (3) responses shall be drafted per week. Artifacts will be provided within five (5) days of assignment Subtask 8.2.3Documentation & Configuration ManagementThe contractor shall maintain documentation inventory and control process using a documentation repository and collaboration site similar to Microsoft SharePoint. This includes managing access requests, providing initial training links and support as required and routing issues to appropriate parities. All documents shall be posted on both the designated repository sites for use by the VE IPTs. For the other VE sites the contractor shall provide artifacts, as appropriate, but will not be responsible for configuration management. Skillset required: Basic documentation repository support to upload documents, establish document folders/hierarchies, maintain permissions, and grant/revoke user access. The contractor shall post updated versions of the Communication Plan, Meeting agenda minutes and read-ahead materials, Work Breakdown Structure, Dashboards and associated documents. The contractor shall monitor completion of VE IPT deliverables and their submission for approval and the process of obtaining signatures and ensure final artifacts are maintained in designated collaborative spaces and provide configuration management for the materials. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 0001Del. 8.2.1Communication Artifact Summary ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA $ 0002Del. 8.2.2External inquiries and requests Summary ReportSummary report of all responses completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 0003Del. 8.2.3Documentation & Configuration ManagementSummary report of all documentation and configuration management activities completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ Total Contract Amount$ TaskTask NameTask Description Task 8.3Meeting Support The contractor shall assist the VA Leads by providing meeting support services, depending on mode and venue, for the VE IPTs. This may include but is not limited to: establishing Audio/Web conferences, maintaining meeting attendee listings based on roles and availability, prepare and distribute agendas and meeting requests, collect and distribute required read ahead documents, coordinate speakers, take and distribute minutes and facilitate sessions as required. Subtask 8.3.1 TeleconferenceThe contractor shall establish Audio/Web Conference based on availability and attendance requirements, manage calendar appointments, facilitate as required, assist in the development and distribution of agenda, ensure adherence to schedule, take meeting minutes and distribute. It is estimated that nine (9) teleconferences shall be required per week. Agendas, prior minutes and read-ahead materials will be distributed at least one (1) day prior. Other artifacts will be provided within five (5) days of assignment Subtask 8.3.2Face to Face Conferences The contractor shall establish Audio/Web Conference for attendees not available in person, coordinate and manage requests for venue, coordinate and manage travel requests and track funding, distribute key information on location and on site transportation for travelers, coordinate speakers, establish calendar appointments, facilitate the meeting itself as required, assist in the development and distribution of agenda, ensure adherence to schedule, take meeting minutes and distribute, prepare after action reporting, collect final travel costs. It is estimated that nine (9) face to face conferences shall be required per year. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 0001Del. 8. 3.1TeleconferencesA high-level summary report of all meeting artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA $ 0002Del. 8.3.2Face to Face MeetingsA high-level summary report of all Face-to-Face meeting artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA Total Contract Amount$ OPTION YEAR #1 TaskTask NameTask Description Task 8.1Project Management Support The contractor shall provide program management support one or more VA Leads for multiple VistA Evolution (VE) Integrated Project Teams (IPTs). Those activities will be in support of the VA's VistA Evolution efforts working toward EHR Interoperability with the DoD. The contractor will work with the VA Leads to properly plan and execute the requirements gathering process for VistA Evolution in order to achieve the joint VA-DoD EHR business objectives of the Health Informatics Office. Subtask 8.1.1 Schedule Management SupportThe contractor shall assist with the preparation of, and make adjustments to, the VE Schedules, Charters, and Scope Statements as required by the VA Leads. The contractor shall also make recommendations, as appropriate, when problems or issues are identified. The Health Informatics Office will provide oversight for the VE Master Schedule, which may include interdependencies from multiple VE workgroups, being directed by multiple VA Leads. Skillset required: Project Planner versed and expert in MS Project, resource loading and schedule networking (predecessors/successors), to include coordination with a complex Integrated Master Schedule (IMS) maintained by the Health Informatics Office and fluent in all aspects of engineering planning and processes. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.1.2Dashboard Management SupportThe contractor shall update and keep current VE Program Dashboards which is used as a reporting tool to the Health Informatics Office for all VE activities on a monthly basis. The contractor will also be required to prepare weekly VE IPT Dashboards used internally by the IPTs assigned to the VA Leads, providing a snapshot summary of the WBS deliverable timelines. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.1.3Risk Management SupportThe contractor shall support the VA Leads by monitoring, reviewing and updating status information on risks, issues, problems, and requests for additional resources. The contractor shall also analyze findings and make recommendations and mitigation actions. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 001Del. 8.1.1 Schedule Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 002Del. 8.1.2Dashboard Management Support ReportSummary report of all artifacts completed under this subtask. Monthly, 5 business days after the end of each calendar month.12EA$ 003Del. 8.1.3 Risk Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ Total Contract Amount$ TaskTask NameTask Description Task 8.2Communications Services The contractor shall perform communication activities in support of the VA Leads so that the VE IPTs and Health Informatics leadership remains informed on milestones and issues. The contractor shall prepare reports to communicate VE progress to ensure these activities are represented accurately and incorporate status into Health Informatics reporting tools. The contractor shall draft artifacts and documents to support VE reporting out to any required DoD/VA specific Governance Bodies. The contractor shall develop briefs, communication artifacts and/or draft responses, in conjunction with the VA Leads. The contractor shall assist the VA Leads with the electronic distribution of materials to VE IPTs through the establishment of email distribution lists in Microsoft Outlook. The contractor shall provide communication and access management to maintain and store VE program documentation and work products. Subtask 8.2.1Communications ArtifactsThe contractor shall maintain a comprehensive communication plan for all members involved in the VE IPTs and provide reports, briefings, talking points and/or presentations to communicate key milestones, decisions and issues surrounding the VE Program. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.2.2Draft Responses The contractor shall prepare draft responses to external inquiries and requests through development of formal responses. These responses could be among VE IPTs, within the Health Informatics Office, within the VA, or within the DoD. It is estimated that three (3) responses shall be drafted per week. Artifacts will be provided within five (5) days of assignment Subtask 8.2.3Documentation & Configuration ManagementThe contractor shall maintain documentation inventory and control process using a documentation repository and collaboration site similar to Microsoft SharePoint. This includes managing access requests, providing initial training links and support as required and routing issues to appropriate parities. All documents shall be posted on both the designated repository sites for use by the VE IPTs. For the other VE sites the contractor shall provide artifacts, as appropriate, but will not be responsible for configuration management. Skillset required: Basic documentation repository support to upload documents, establish document folders/hierarchies, maintain permissions, and grant/revoke user access. The contractor shall post updated versions of the Communication Plan, Meeting agenda minutes and read-ahead materials, Work Breakdown Structure, Dashboards and associated documents. The contractor shall monitor completion of VE IPT deliverables and their submission for approval and the process of obtaining signatures and ensure final artifacts are maintained in designated collaborative spaces and provide configuration management for the materials. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 0001Del. 8.2.1Communication Artifact Summary ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA $ 0002Del. 8.2.2External inquiries and requests Summary ReportSummary report of all responses completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 0003Del. 8.2.3Documentation & Configuration ManagementSummary report of all documentation and configuration management activities completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ Total Contract Amount$ TaskTask NameTask Description Task 8.3Meeting Support The contractor shall assist the VA Leads by providing meeting support services, depending on mode and venue, for the VE IPTs. This may include but is not limited to: establishing Audio/Web conferences, maintaining meeting attendee listings based on roles and availability, prepare and distribute agendas and meeting requests, collect and distribute required read ahead documents, coordinate speakers, take and distribute minutes and facilitate sessions as required. Subtask 8.3.1 TeleconferenceThe contractor shall establish Audio/Web Conference based on availability and attendance requirements, manage calendar appointments, facilitate as required, assist in the development and distribution of agenda, ensure adherence to schedule, take meeting minutes and distribute. It is estimated that nine (9) teleconferences shall be required per week. Agendas, prior minutes and read-ahead materials will be distributed at least one (1) day prior. Other artifacts will be provided within five (5) days of assignment Subtask 8.3.2Face to Face Conferences The contractor shall establish Audio/Web Conference for attendees not available in person, coordinate and manage requests for venue, coordinate and manage travel requests and track funding, distribute key information on location and on site transportation for travelers, coordinate speakers, establish calendar appointments, facilitate the meeting itself as required, assist in the development and distribution of agenda, ensure adherence to schedule, take meeting minutes and distribute, prepare after action reporting, collect final travel costs. It is estimated that nine (9) face to face conferences shall be required per year. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 0001Del. 8.3.1TeleconferencesA high-level summary report of all meeting artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA $ 0002Del. 8.3.2Face to Face MeetingsA high-level summary report of all Face-to-Face meeting artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA Total Contract Amount$ OPTION YEAR #2 TaskTask NameTask Description Task 8.1Project Management Support The contractor shall provide program management support one or more VA Leads for multiple VistA Evolution (VE) Integrated Project Teams (IPTs). Those activities will be in support of the VA's VistA Evolution efforts working toward EHR Interoperability with the DoD. The contractor will work with the VA Leads to properly plan and execute the requirements gathering process for VistA Evolution in order to achieve the joint VA-DoD EHR business objectives of the Health Informatics Office. Subtask 8.1.1 Schedule Management SupportThe contractor shall assist with the preparation of, and make adjustments to, the VE Schedules, Charters, and Scope Statements as required by the VA Leads. The contractor shall also make recommendations, as appropriate, when problems or issues are identified. The Health Informatics Office will provide oversight for the VE Master Schedule, which may include interdependencies from multiple VE workgroups, being directed by multiple VA Leads. Skillset required: Project Planner versed and expert in MS Project, resource loading and schedule networking (predecessors/successors), to include coordination with a complex Integrated Master Schedule (IMS) maintained by the Health Informatics Office and fluent in all aspects of engineering planning and processes. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.1.2Dashboard Management SupportThe contractor shall update and keep current VE Program Dashboards which is used as a reporting tool to the Health Informatics Office for all VE activities on a monthly basis. The contractor will also be required to prepare weekly VE IPT Dashboards used internally by the IPTs assigned to the VA Leads, providing a snapshot summary of the WBS deliverable timelines. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.1.3Risk Management SupportThe contractor shall support the VA Leads by monitoring, reviewing and updating status information on risks, issues, problems, and requests for additional resources. The contractor shall also analyze findings and make recommendations and mitigation actions. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 001Del. 8.1.1 Schedule Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 002Del. 8.1.2Dashboard Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 003Del. 8.1.3 Risk Management Support ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ Total Contract Amount$ TaskTask NameTask Description Task 8.2Communications Services The contractor shall perform communication activities in support of the VA Leads so that the VE IPTs and Health Informatics leadership remains informed on milestones and issues. The contractor shall prepare reports to communicate VE progress to ensure these activities are represented accurately and incorporate status into Health Informatics reporting tools. The contractor shall draft artifacts and documents to support VE reporting out to any required DoD/VA specific Governance Bodies. The contractor shall develop briefs, communication artifacts and/or draft responses, in conjunction with the VA Leads. The contractor shall assist the VA Leads with the electronic distribution of materials to VE IPTs through the establishment of email distribution lists in Microsoft Outlook. The contractor shall provide communication and access management to maintain and store VE program documentation and work products. Subtask 8.2.1Communications ArtifactsThe contractor shall maintain a comprehensive communication plan for all members involved in the VE IPTs and provide reports, briefings, talking points and/or presentations to communicate key milestones, decisions and issues surrounding the VE Program. It is estimated that six (6) artifacts shall be required per week. Artifacts will be provided within five (5) days of assignment Subtask 8.2.2Draft Responses The contractor shall prepare draft responses to external inquiries and requests through development of formal responses. These responses could be among VE IPTs, within the Health Informatics Office, within the VA, or within the DoD. It is estimated that three (3) responses shall be drafted per week. Artifacts will be provided within five (5) days of assignment Subtask 8.2.3Documentation & Configuration ManagementThe contractor shall maintain documentation inventory and control process using a documentation repository and collaboration site similar to Microsoft SharePoint. This includes managing access requests, providing initial training links and support as required and routing issues to appropriate parities. All documents shall be posted on both the designated repository sites for use by the VE IPTs. For the other VE sites the contractor shall provide artifacts, as appropriate, but will not be responsible for configuration management. Skillset required: Basic documentation repository support to upload documents, establish document folders/hierarchies, maintain permissions, and grant/revoke user access. The contractor shall post updated versions of the Communication Plan, Meeting agenda minutes and read-ahead materials, Work Breakdown Structure, Dashboards and associated documents. The contractor shall monitor completion of VE IPT deliverables and their submission for approval and the process of obtaining signatures and ensure final artifacts are maintained in designated collaborative spaces and provide configuration management for the materials. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 0001Del. 8.2.1Communication Artifact Summary ReportSummary report of all artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA $ 0002Del. 8.2.2External inquiries and requests Summary ReportSummary report of all responses completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA$ 0003Del. 8.2.3Documentation & Configuration ManagementSummary report of all documentation and configuration management activities completed under this subtask.Monthly, 5 days business after the end of each calendar month.12EA$ Total Contract Amount$ TaskTask NameTask Description Task 8.3Meeting Support The contractor shall assist the VA Leads by providing meeting support services, depending on mode and venue, for the VE IPTs. This may include but is not limited to: establishing Audio/Web conferences, maintaining meeting attendee listings based on roles and availability, prepare and distribute agendas and meeting requests, collect and distribute required read ahead documents, coordinate speakers, take and distribute minutes and facilitate sessions as required. Subtask 8.3.1 TeleconferenceThe contractor shall establish Audio/Web Conference based on availability and attendance requirements, manage calendar appointments, facilitate as required, assist in the development and distribution of agenda, ensure adherence to schedule, take meeting minutes and distribute. It is estimated that nine (9) teleconferences shall be required per week. Agendas, prior minutes and read-ahead materials will be distributed at least one (1) day prior. Other artifacts will be provided within five (5) days of assignment Subtask 8.3.2Face to Face Conferences The contractor shall establish Audio/Web Conference for attendees not available in person, coordinate and manage requests for venue, coordinate and manage travel requests and track funding, distribute key information on location and on site transportation for travelers, coordinate speakers, establish calendar appointments, facilitate the meeting itself as required, assist in the development and distribution of agenda, ensure adherence to schedule, take meeting minutes and distribute, prepare after action reporting, collect final travel costs. It is estimated that nine (9) face to face conferences shall be required per year. Contract Line Item Number (CLIN)DeliverableDeliverable NameDeliverableDue DateBase Year Unit PriceTotal Price Description Qty.Unit 0001Del. 8.3.1TeleconferencesA high-level summary report of all meeting artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA $ 0002Del. 8.3.2Face to Face MeetingsA high-level summary report of all Face-to-Face meeting artifacts completed under this subtask.Monthly, 5 business days after the end of each calendar month.12EA Total Contract Amount$ 9. Reporting Requirements: 1) The Contractor shall submit a monthly progress report addressing the status of all active efforts. The official reporting for order compliance shall be these monthly reports due on the fifth (5th) business day of each month. The reports will cover progress made for the prior month. At the conclusion of each task, the Contractor shall provide a written memo documenting task completion. 2)The monthly progress report shall also identify any problems that may have arisen and an explanation of how each problem was resolved, or where not resolved, a plan for how the problem will be resolved. 3)The Contractor shall take minutes of all formal conference calls and/or meetings held with the Project Manager. Copies of these minutes shall be attached to the next monthly progress report. 4)Monthly progress reports shall contain, but are not limited to, the following: "Status summary "Change request status (new, open, closed since last report) "Issue status (new, open, closed since last report) "Schedule status "Minutes of status meetings "Contractor staff roster (providing updates as they occur, including personnel and security requirements) "Status of required background investigations 5) The Contractor shall notify the Project Manager, Contracting Officer's Representative (COR) and Contracting Officer, in writing, if problems arise that could adversely impact the performance of the order. 10. Formal Acceptance or Rejection of Deliverables: The Government will have ten (10) business days to review each deliverable and provide feedback/comments. The contractor shall have five (5) business days to incorporate feedback/comments and make appropriate revisions. The contractor shall provide the revised version of each deliverable to the COR and VA PM. The COR will review and determine final acceptance by the Government. The COR will notify the contractor of final acceptance within five (5) business days. The contractor shall be responsible for adhering to all pertinent Veterans Affairs (VA) standards including but not limited to ensuring that all documentation and deliverables are stored on appropriate VA servers within one week of their completion. The contractor shall use the VA Nationwide Teleconferencing System (VANTS) for all pertinent conference calls, and the VA Exchange server for all pertinent email. Upon assignment of VA email accounts, use of external email accounts for the purpose of VA communications and business will be prohibited. The contractor shall be responsible for adhering to all pertinent VA information technology policies and procedures, which will be made available at the contractor's request on award. 11. Performance Metrics: Performance metrics for satisfactory completion of the order shall be measured by completion of the listed deliverables and by completion of work products and tasks identified. Completion of deliverables shall remain within the scope of the approved PWS. All performance metrics are identified in Section D S02 Attachment 5 Quality Assurance Surveillance Plan. 12. Changes to the Statement of Work: Only the Contracting Officer is authorized to make any changes to this PWS; and the Contract Specialist will authorize such changes only through written correspondence. The Contract Specialist will keep a copy of each change in a project folder along with all other products of the project. The contractor shall bear any and all costs incurred by the contractor through the actions of parties other than the Contracting Officer. The COR and PM representative or any other individual (including VA or other Government agency employees or employees of other contractors) other than the VA Contracting Officer are not authorized to make any changes of a contractually binding nature to the period of performance, funding and/or any other terms and conditions of any award or order resulting from this solicitation. 13. Contractor Personnel Security Requirements Cyber and Information Security Requirements for VA IT Services The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor's firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation. Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal. The COR, CO, the Project Manager, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to. Each documented initiative under this contract incorporates VA Handbook 6500.6, "Contract Security," March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, "Contract Security" shall also be included in every related agreement, contract or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B. Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If you do not have a TMS profile, go to https://www.tms.va.gov and click on the "Create New User" link on the TMS to gain access. Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA. VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with One-VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance. VA Internet and Intranet Standards: The Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor's work includes managing, maintaining, establishing and presenting information on VA's Internet/Intranet Service Sites. This pertains, but is not limited to: creating announcements; collecting information; databases to be accessed, graphics and links to external sites. Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=409&FType=2 Internet/Intranet Services Handbook 6102 is posted at (copy and paste following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2 Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements (Section 508) On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed are published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194. Section 508 - Electronic and Information Technology (EIT) Standards: Section 508 Program Need Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for the following program need: "VistA Evolution Program" Section 508 Product Requirements Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply this acquisition. Solicitation respondents must describe how the information, documentation, and support proposed for Electronic and Information Technology (EIT) deliverables meet at least that information, documentation, and support requirements identified as applicable in Section D S02 Attachment 6 Government Product/Service Accessibility Template (GPAT). Section 508 Service Requirements The anticipated information content deliverable includes topics that address EIT products or EIT-related services. Delivered information content must include data and/or knowledge appropriate and responsive to the functional performance criteria detailed in 36 CFR part 1194 Subpart C, as well as any technical provisions of 36 CFR part 1194 Subpart B applicable to the specific type of EIT addressed in the delivered information content. Solicitation respondents must describe how their proposed information content deliverables meet at least those requirements identified as applicable in Section D S02 Attachment 6 GPAT. The anticipated labor hour deliverable is expected to involve tasks that relate to or require the use of EIT. Delivered labor hours must include knowledge and capabilities in the functional performance criteria detailed in 36 CFR part 1194 Subpart C, as well as any technical provisions of 36 CFR part 1194 Subpart B applicable to the specific type of EIT involved in the expected tasks. Solicitation respondents must describe how their proposed labor hour deliverables meet at least those requirements identified as applicable in Section D S02 Attachment 6 GPAT. Physical Security & Safety Requirements: The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law. 1.The Contractor and their personnel shall wear visible identification at all times while they are on the premises. 2.VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. 3.Smoking is prohibited inside/outside any building other than the designated smoking areas. 4.Possession of weapons is prohibited. 5.The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ("Privacy Rule"); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ("Security Rule"). Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI. 1.The Contractor will have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense. 2.The VA Contracting Officer will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the VA Contracting Officer for response. 3.Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities. Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices. 4.Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the VA Contracting Officer. 5.Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone. 6.Contractor shall maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by VA. 7.Contractor must adhere to the following: a.The use of "thumb drives" or any other medium for transport of information is expressly prohibited. b.Controlled access to system and security software and documentation. c.Recording, monitoring, and control of passwords and privileges. d.All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems. e.VA, as well as any Contractor (or Subcontractor) systems used to support development, provide the capability to cancel immediately all access privileges and authorizations upon employee termination. f.Contractor PM and VA PM are informed within twenty-four (24) hours of any employee termination. g.Acquisition sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only (FOUO)". h.Contractor does not require access to classified data. 8.Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to strictly avoid any conflict of interest or even the appearance of a conflict of interest in VA/Contractor relationships. Contractor Responsibilities: a.The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language. The Contractor shall provide the name, address, and date of birth, Social Security Number and any other pertinent and relevant information of the Contractor personnel assigned to this project to the COTR and CO prior to Project Kickoff Meeting. b.The Contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the Contractor shall reimburse VA within thirty (30) days. c.The Contractor(s) and Contractor point of contact (POC) will receive an email notification from the Security and Investigation Center (SIC) identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background clearance was requested. Reminder notifications will be sent if the complete package is not submitted by the due date. d.The Contractor shall submit or have their personnel submit the required forms (SF 85P - Questionnaire for Public Trust Positions, SF 85P-S - Supplemental Questionnaire for Selected Positions, FD 258 - U.S. Department of Justice Fingerprint Applicant Chart, VA Form 0710 - Authority for Release of Information Form, Optional Form 306 - Declaration for Federal Employment, and Optional Form 612 - Optional Application for Federal Employment) to the VA Office of Security and Law Enforcement within 30 calendar days of receipt. e.All costs associated with obtaining clearances for Contractor provided personnel shall be the responsibility of the Contractor. Further, the Contractor shall be responsible for the actions of all individuals provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident. f.If the security clearance investigation is not completed prior to the start date of the contract, the contract employee may work on the contract with an initiated status while the security clearance is being processed. However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for the VA. In the event damage arises from work performed by Contractor personnel, under the auspices of the contract, the Contractor will be responsible for resources necessary to remedy the incident. g.The investigative history for Contractor personnel working under this contract must be maintained in the databases of either the OPM or the Defense Industrial Security Clearance Organization (DISCO). h.The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration in working under the contract. i.Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.
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