36C10B23R0017 Solicitation QandA Posted.docx

36C10B23R0017 Solicitation Questions and Answers:

1. How do we go about scheduling the live demonstration for Appendix G?

Answer: Reference solicitation Section E.11 Proposal Submission Instructions:

2. Technical Factor 2 - Task Demonstration:

1. Only Offerors who are determined to be among the most highly rated in Step 1 will be invited to participate in Technical Factor 2 -Task Demonstration. Offerors shall provide a live, real-time, demonstration of their ELMS solution as described in its proposal, in accordance with Appendix G (attached). The demonstration will consist of a live, real-time demonstration of the solution. Note: Vendors are expected to demonstrate each of the use cases identified in Appendix G of this document.

2. Offerors will be notified a minimum of five (5) business days in advance of the specific date/time of their demonstration which will be determined at random. The demonstration will be conducted virtually utilizing Microsoft TEAMs. All costs associated with the demonstration shall be borne by the Offeror and will not be reimbursed by the Government. The demonstration will occur over a period not to exceed two hours. Offerors do not have to use the entire two-hour time period allotted but cannot exceed the allotted time period. Interactions between Offeror and Government personnel shall be limited to opening remarks and greetings during the demonstration. Discussions, to include questions and answers, will NOT be held during the Task Demonstration.

2. The document states that there are 600,000 current users on the existing TMS. Is that the expected number of users for the RFQ?

Answer: Reference PWS, Sections 5.7 and 5.17.

3. Does the VHA (Veterans Health Administration) currently use the "VA LMS" like other offices, and do they also plan to in future?

Answer: Yes, the VHA does use the enterprise wide LMS and will continue to do so.

4. Is the VA's "Talent Management System" the same thing as "VA LMS" or a completely different LMS?

Answer: The Veterans Affairs Learning Management System (VA LMS) was rebranded as the Talent Management System (TMS) over a decade ago. The application itself is the same, though regularly upgraded and enhanced with required capabilities.

5. Is the name "VA LMS" the government word for a government customized commercial LMS called "Canvas"? or some other commercial LMS such as Oracle LMS or SAP Success Factors LMS?

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.oit.va.gov%2FServices%2FTRM%2FToolPage.aspx%3Ftid%3D13941%23%3A~%3Atext%3DThis%2520technology%2520includes%2520cloud-based%2Chas%2520potential%2520information%2520security%2520risks&data=05%7C01%7C%7C81bd8ad024c54cee91a108db613f74cd%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638210697397145472%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=YaHVwv8fNrRZ6jtXnGynjMpDZYLwQWg%2FIM9Z76GbMmQ%3D&reserved=0.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foit.va.gov%2FServices%2FTRM%2FToolPage.aspx%3Ftid%3D13941%26tab%3D2%26minYear%3D2017&data=05%7C01%7C%7C81bd8ad024c54cee91a108db613f74cd%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638210697397145472%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=QwBiSEalC9qsjFYDKXTJQKIDBv22jCmj8oaMVzdX0bA%3D&reserved=0

Answer: There is no longer any application branded as “VA LMS”. The Veterans Affairs Learning Management System (VA LMS) was rebranded as the Talent Management System (TMS) over a decade ago. TMS is VA’s branding of the SAP SuccessFactors HXM Suite.

6. Is the VA LMS FedRAMP certified? See also:

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.fedramp.gov%2Fprogram-basics%2F&data=05%7C01%7C%7C81bd8ad024c54cee91a108db613f74cd%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638210697397145472%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=Z1z2%2FcrNY6O%2FbklhbYJmjRdPpxA2HXHkN8Vu0gor0nU%3D&reserved=0

Answer: The current vendor’s system is FEDRAMP authorized. For more information refer to PWS, Section 5.6.1.

7. I saw the Enterprise LMS for VA come up in my search of SAM.gov today. I read the introductory paperwork and it indicated a 100% veteran-owned set-aside. Does that mean that small businesses like mine cannot participate? We are a small enterprise, but not veteran-owned.

Answer:

Yes, this effort is an SDVOSB set-aside; however, this does not prevent other than SDVOSBs from being subcontractors (NOTE: such an arrangement is at the discretion of the prime vendor).

8. The requirement to support 460,000 eventual users is an awfully big audience. If this is a 100% veteran owned contactor, is there any way we can participate?

Answer:

Yes, this effort is an SDVOSB set-aside; however, this does not prevent other than SDVOSBs from being subcontractors (NOTE: such an arrangement is at the discretion of the prime vendor).

9. When does the VA’s contract for the existing ELMS expire?

Answer: The current contract number is 36C10B22F0130, with an overarching period of performance end date April 24, 2026.

10. Section 5.10.1.1 references integration with Blackboard. Could you confirm the specific Blackboard components that the new ELMS needs to integrate with? (e.g., specific Blackboard solution, information to be passed between Blackboard components and the new ELMS, purpose of these workflows, etc.).

Answer: This will depend on the ultimate solution in the proposal. ELMS will be the VA system of record for talent development and data supporting that requirement will need to be captured.

11. There is a reference to Internet Explorer 11 in the RFP. Please confirm that there is no expectation for the Contractor to demonstrate the technology works with the IE 11 browser that has been identified as Unapproved as of Q3 2022 per USVA directive.

https://www.oit.va.gov/Services/TRM/ToolPage.aspx?tid=16&tab=2 Answer: For the latest browser guidelines, please refer to VA’s TRM.

12. Given the significance and large scope of this project, including technical scale, change management, and the importance of the ELMS for the VA to meet its mission goals, we respectfully request an extension until August 14, 2023. Is this acceptable?

Answer: An extension was granted on June 29, 2023, via Amendment 0002 and the extension will now close on July 10, 2023 @ 8:00 EDT.

13. Will the VA consider a submission by a SDVOSB if it can fulfill only a subset of the requirements of the proposed VA solution?

Answer: Reference Solicitation Section C.9 VA Notice of Limitations on Subcontracting – Certificate of compliance for services and construction

14. Will the VA consider an expression of interest from a vendor who is not an SDVOSB? For example, if a vendor offers a solution component that is a strong technical fit against many of the requirements, would the VA consider that solution and the possibility of that vendor working with a SDVOSB vetted by the VA?

Answer:

Yes, this effort is an SDVOSB set-aside; however, this does not prevent other than SDVOSBs from being subcontractors (NOTE: such an arrangement is at the discretion of the prime vendor).

15. Can the VA provide a system architecture diagram of your ELMS ecosystem today, the different solution components in place, and the ones you expect to be replaced through this contract? In our review of requirements, we’ve identified that multiple solutions are likely required to fulfill the PWS, and we would like to have a better understanding of where solutions will be replaced versus new to the VA.

Answer: The VA will not be releasing any architectural diagrams of the current solution as there may be proprietary information. All relevant information will be given after award. Please refer to the PWS for the full list of expected requirements for the solution.

16. Can the VA confirm that End User Support / Help Desk services for end users/learners is not part of the PWS? We understand that help desk services are required for approximately 20 VA Administrators (section 5.4) and this type of support is what is meant by “Tier 2 support” in section 5.9.

Answer: The contractor is not expected to provide direct help desk support to VA end users. Yes, as stated in PWS, Section 5.9, the contractor is expected to provide a multi-tiered response to proactively identify, prevent, and respond to problems.

17. Given the 50-page limit for the response, will the VA accept appendices as additional documentation available?

Answer: No. Please refer to PWS, Section E.11 Proposal Submission Instructions, paragraph 2a.

“2. PROPOSAL FILES. Offeror’s responses shall be submitted in accordance with the following instructions:

a. Format. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Proposal page limitations are applicable to this procurement. The Table below indicates the maximum page count (when applicable) for each volume of the Offeror’s proposal.

All files will be submitted as either a Microsoft Word (.docx) or Microsoft Excel (.XLSX) file as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1”) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below. Pages in violation of these instructions, either by exceeding the margin, font, printing, or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.” (emphasis added)

18. Given the 50-page limit for the response, will the VA accept URL links to online documentation?

Answer: No. Please refer to E11 Proposal Submission Instructions, paragraph 1:

“The use of hyperlinks or embedded attachments in proposals is prohibited. Accordingly, any hyperlinks or embedded attachments included with a proposal will neither be accessed nor viewed by the Government and thus, not evaluated as part of the Offeror’s proposal submission.”

19. Given the request for a weekly refresh request in the RFP for Staging (pre-prod),

a. Is Staging (pre-prod) simply a ‘hot-spare’ point in time copy of production that is cut on a regular weekly schedule?

Answer: The Stage environment (Pre-Prod) will provide a close replica of the Production environment for administrators to test changes and updates prior to deploying them to Production. It should not be used as a hot spare for the Production instance.

b. Can the Contractor expect that this weekly refresh will not require any type of data manipulation and that all user information, VA data and user and integration access credentials are exactly the same between production and staging (pre-prod) once the Staging (pre-prod) refresh is complete?

Answer: As this is expected to be as close of a replica to Production as possible, minimal data manipulation and end user information updates are expected.

c. Can the Contractor expect that all VA legacy integrations are also the same weekly Staging (pre-prod) refresh cycle to ensure that integrations do not break?

Answer: See Answer to sub question b. above.

20. Is the $34 million size standard listed in the RFP a maximum ceiling available for the VA to spend for the total costs associated to the 12-month base year and the four option years? Will the VA consider a Contractor’s bid in excess of $34M?

Answer: No, the $34 Million is from the SBA table of size standards for NAICS codes.

21. Please provide an approximate date as to when the VA expects to communicate to Contractors that the Contractor has/has not been selected to participate in Step 2 – Technical Factor 2 – Task Demonstration.

Answer: While an estimated time frame cannot be given, notice will be provided after all evaluations are completed and the Source Selection Authority approves the competitive range, if applicable.

22. Re: B.2.4 - Please explain the purpose of this clause as it relates to cloud-hosted software that purposefully implements timeout functionality after a period of non-use for security reasons.

Answer: Reference PWS, Sections 5.6.1, and 5.12 the FedRAMP and ATO requirements related to disabling software code and timeout functionality.

23. Re: 6.1.0 (under Enterprise and IT Framework) - Please confirm expectations that source code referenced in the deliverables in 6.1.10 does not include the Contractor’s proprietary ELMS source code, but rather refers to unlimited data rights to the VA’s user data and/or the courseware / reports that the VA may generate through the use of the tools within the ELMS.

6.1.10 DATA RIGHTS

It is important to recognize that VA’s current environment rests on unlimited rights of the code base and control of the production environment. Although portions of the current system may necessarily exist in external cloud or contractor-controlled environment, and solutions and development of many of these systems would be contracted out, the overarching control and direction of these systems is retained by the Government.

The contractor shall provide the requirements, artifacts, designs, customizations and custom-developed source code acquired through this contract at no additional cost to VA. This includes any and all new source code and configurations developed by the vendor for the purposes of fulfilling the responsibilities of this project.

Deliverables:

Data Rights, including delivery of all new source code and all data first produced under this contract with unlimited rights. Delivery due sixty (60) days after being created or produced.

Answer: As stated in PWS, Section 6.1.10, The contractor shall provide the requirements, artifacts, designs, customizations, and custom-developed source code acquired through this contract at no additional cost to VA. This includes any and all new source code and configurations developed by the vendor for the purposes of fulfilling the responsibilities of this project.

24. Under this contract, will the VA approve the use of personnel by the Contractor (or its sub-contractors) that reside outside of the U.S.? Are there any country of residence restrictions for personnel that reside outside of the U.S.?

Answer: While the question is broad, there are certain restrictions for persons that reside outside the U.S. This review is performed on a case-by-case basis and would be reviewed once a contractor provided the specific country of residence. Also please note that the Contractor must comply with VA Handbook 6500.6 Contract Security.

25. Section E.11 states that Volume III, Price, should be submitted in Excel format. Can you confirm that vendors are to take all items of Section B.4 and replicate in an Excel Sheet?

Answer: This will be addressed via Amendment 0002 with the requirement for a separate Excel format submission removed. Only the submission of priced items within Section B.4 in .docx format will be required and any other format or pricing will not be considered.

26. Section 5.1.5 asks for Contractor support creating User Help Guides, technical and product documentation, online help references etc. As the VA is seeking a COTS solution, we expect most vendors will have existing documentation and user help that is regularly update in alignment with product updates. We anticipate this eliminates, or significantly limits, the need to create documentation specifically for the VA. Is the VA willing to make use of existing documentation available from vendors?

Answer: The deliverable would need to conform with PWS, Section 5.1.5. If the existing documentation and user help does not meet the requirement in Section 5.1.5 then configuration would be required to align with the VA’s training needs.

27. The Section 508 requirements ask that vendors comply to WCAG 2.0 AA Guidelines. If one or more components of the proposed solution already exceed WCAG 2.0 AA standards (e.g., WCAG 2.1), would the VA consider that solution/component to comply with Section 508?

Answer: WCAG 2.0 is the minimum accessibility standard required. Proposed solutions may exceed these minimum requirements.

28. Thank you so much for the information. Our system has supported up to 700,000 users and we think we could add value to this RFP. If we need to subcontract through a disabled veteran organization, we would be glad to do so. Any advice you can make available would be appreciated. I will watch for posted questions and answers.

Answer: Yes, this effort is an SDVOSB set-aside; however, this does not prevent other than SDVOSBs from being subcontractors (NOTE: such an arrangement is at the discretion of the prime vendor).

29. When do you plan to communicate the evaluation results of Step One to the proposers?

Answer: While an estimated time frame cannot be given, notice will be provided after all evaluations are completed and the Source Selection Authority approves the competitive range, if applicable.

30. When do you plan to make an award for this contract?

Answer: The Government anticipates the award this fiscal year, however that may be subject to change.

31. Is there a specific date when your existing ELMS must be sunset?

Answer: There is no requirement for specific sunset timeframe.

32. Considering the specification that you will only have up to 3,000 active users in the system for the Base year, who will be these users and what do you need configured in the system? What data do you need migrated to the new system for this audience?

Answer: The VA plans to implement and deploy the solution in phases IAW PWS, Section 5.1. The configuration and users involved in each phase will depend on the specific phase. For example, the enterprise solution phase will involve a larger number of users and a more complex configuration than the pilot phase. The initial phase in the base year is expected to be test user data only to evaluate the solution design.

33. Do you plan to have the existing ELMS running in parallel with the new ELMS? If so, for how long?

Answer: The VA plans to transition to the new solution in a phased approach IAW PWS, Section 5.1.

34. How many of the total active ELMS users are VA employees vs. VA support staff (non-employees)?

Answer: Please refer to PWS, Section 5.7.

35. When you expect data migration for all user data, training objects, historical courses and completions to begin and be completed?

Answer: The VA has a requirement to implement and deploy the solution in phases IAW PWS, Section 5.1. The specific migration of user data, completions, and other historical data will depend on the phase. In the initial phase, VA anticipates test data only for user profiles and a limited set of non-user data will be migrated. Once the VA team has vetted the data in the new solution, we will proceed with data migration to suit the needs of the other phases.

36. What data do you need to be migrated to the new ELMS for the initial 3,000 users to start using the system?

Answer: In the initial phase, VA anticipates test data only for user profiles and a limited set of non-user data will be migrated. The full data migration plan requirement is outlined in PWS, Section 5.4.2.1. The Contractor shall provide a Data Migration Plan identifying any data to be migrated from the current ELMS to the new ELMS.

37. What data do you need to be migrated to the new ELMS for the 30,000 users to start using the system?

Answer: In the pilot phase (Option Year 1 & 2), VA requires a full data set for 30,000 user profiles and all related development history and entities. The full data migration plan requirement is outlined in PWS, Section 5.4.2.1. The Contractor shall provide a Data Migration Plan identifying any data to be migrated from the current ELM system to the new ELMS.

38. How many inactive users do you plan to load data for into the system?

Answer: IAW PWS, Section 5.15.3, the VA is required to store historical data for seven years from the date of activity. The number of inactive users will depend on this requirement, as inactive users will not generate new data.

39. What is your budget for the annual recurring fees as well as one-time implementation in Year 1?

Answer: That information will not be provided.

40. Which HRIS and/or other systems will you be pulling user data from to load user accounts into the ELMS? Does it capture supervisor relationships?

Answer: IAW PWS, Section 5.10.1.1, the contractor shall develop, maintain, and deploy all current and new system integrations using industry standard tools. The list of integrations in this section includes HRSmart, VA’s system of record for human resources data, and other integrations, but is not an exhaustive list of all VA integrations.

41. Do you have any users whose data will come from other systems (contractors, external users, etc.)? Will this data need to be fed into the ELMS or be manually created by administrators?

Answer: IAW PWS, Section 5.10.1.1, the contractor shall develop, maintain, and deploy all current and new system integrations using industry standard tools. Some of this work will involve integrating with data from other systems.

42. If automated, how frequently would you like to update user data in the ELMS? (Daily via an inbound data feed or real time via web services/API) Answer: The contractor shall use industry-standard tools, such as APIs and data feeds, to update user data. The frequency of updates will depend on the specific type of data.

43. How many learning objects (web based training, ILT, vILT, documents) will you be migrating/loading to the new ELMS for Base Year rollout, Year 1 rollout and then for full deployment?

Answer: The full data migration plan requirement is outlined in PWS, Section 5.4.2.1. The VA system of record for learning and employee development currently lists over 100,000 active “courses”. The Contractor shall provide a Data Migration Plan identifying any data to be migrated from the current ELMS to the new ELMS.

44. Approximately how many historical training completion records do you plan to migrate to the new ELMS?

Answer: The VA has data for over 600,000 active users that would need to be migrated. It is estimated at 6 TB of data.

45. Please describe specific integration requirements for the integrations required for the Base Year as stated on page 89. Include the type of data (specific fields, if possible), destination system, frequency, external systems, etc.

Answer: Base year integration requirements should be planned IAW PWS, Section 5.10.1.1. In order to prove the solution viable, offerors should anticipate being able to import user demographic data, course-related data, learning history data, and employee development data at a minimum.

46. Do you have any external content providers that you need to integrate with the ELMS (Skillsoft, LinkedIn, etc.)? If so, which ones? Do you want completions for those external courses to be tracked in the ELMS?

Answer: IAW PWS, Section 5.10.1.1, the contractor shall develop, maintain, and deploy all current and new system integrations using industry standard tools. The list of integrations in this section is not an exhaustive list of all VA integrations. Skillsoft and LinkedIn completions are expected to be tracked in ELMS.

47. Would you like to integrate any vILT providers with the ELMS? Please specify which one(s). Ex. WebEx, GoToMeeting, Adobe Connect, Zoom, MS Teams.

Answer: The contractor shall provide a solution IAW PWS, Sections 5.15.5 and 5.15.6, which describe the social learning and virtual classroom requirements for the solution.

48. Will you require Single Sign On (SSO) to be implemented to allow users to log into the ELMS from your network without having to enter their credentials? How many SSO connections?

Answer: IAW PWS, Section 5.15.11, the contractor shall provide an ELMS with the capability to manage logins and access controls, including direct links, SSO, and the ability to recover and reset passwords.

49. What are you currently spending for your current solution?

Answer: The Government will not be disclosing that information.

50. Are you planning to implement eCommerce functionality with the new ELMS (ability for users to purchase/pay for training)? Please describe your use-cases/scenarios for eCommerce workflows.

Answer: No

51. How many “Past Performance” evaluations do you need filled out for a proposer?

Answer: Please refer to E.10 Basis of Award

52. Will you consider extending the proposal due date from 6/15 to 6/30?

Answer: Reference Amendment 0002 and the solicitation will now close on July 10, 2023 @ 8:00 EDT.

53. Solicitation Page 192, (ii) VOLUME II-PAST PERFORMANCE FACTOR; The Past performance factor description states that the Offeror shall submit a list of all contracts (including Federal, State, and local government and private) that are recent and relevant to the work established by this solicitation. The use of “private” here leads to the belief that the Offeror and all major subs can also utilize commercial contracts that are recent and relevant and not only Government type contracts. However, on page 194, regarding the Customer/Client Performance Risk assessment questionnaire, in numerous places, it refers only to Government contracts/subcontracts. Can commercial customer contracts be utilized as part of the Past Performance Factor?

Answer: Please refer to Amendment 0002, dated June 29, 2023, the most recent amendment removes “private” and therefore commercial past performance instances will not conform with this requirement.

54. Page 191, Technical Factor 1- Written Technical Approach, Section II identifies the associated services identified in PWS paragraph 5.16, including all subparagraphs. PWS paragraph 5.16 has no subparagraphs. Was the Government’s intent to cite PWS paragraph 5.15, including it subparagraphs?

Answer: Amendment 0001, posted on June 2, 2023, provided updates that reference change from 5.16 to 5.15.

55. Is there a minimum and/or maximum number of Past Performance references that can be cited?

Answer: Please refer to PWS, Section E11. Proposal Submission Instructions, (ii) Volume II – Past Performance Factor.

“(ii) VOLUME II – PAST PERFORMANCE FACTOR. Offerors shall submit a list of all contracts (including Federal, State, and local government) (prime contracts, task/delivery orders, and/or major subcontracts) in performance at any point during the three (3) years immediately prior to the proposal submission date, which are relevant to the efforts required by this solicitation.”

56. With regard to section, 5.15.2.13 “The Contractor shall provide an ELMS that permits bi-directional communication between users including: supervisors/managers and direct reports, administrators, and users. The communications capability shall also allow alerts to be sent to users through enterprise communications tools.” What types of enterprise communication tools are currently in use?

Answer: IAW PWS, Section 5.15.5.7, the contractor shall provide an ELMS that can manage interactions between participants.

57. With regard to section 5.4.2.1 Data Migration, for the 600,000 users that will be migrated, approximately how many data fields per user does VA plan to migrate? Additionally, how many years of data does VA plan to migrate?

Answer: Offerors can anticipate a full user profile data set to be migrated for all active users. IAW PWS, Section 5.15.3, the VA is required to store historical data for seven years from the date of activity.

58. With regard to section 5.3 Enterprise Architecture, can you provide more information about the specific requirements or guidelines outlined in the VA Technical Reference Model (TRM) that the LMS solution needs to adhere to? Is everything available here: https://www.oit.va.gov/Services/TRM/TRMHomePage.aspx ? It would be beneficial to have a clear understanding of the specific technical requirements or standards set by the VA TRM to ensure that the LMS solution aligns with them appropriately.

Answer: Contractors should refer to the VA TRM and EA website for the specific technical requirements, which is also listed in Section 2.0 Applicable Documents.

59. With regard to section 5.4.5.2 Training Materials, in the section, you mentioned that all training artifacts should be delivered in a VA-approved template that is Section 508 compliant. Could you please provide details on the preferred file types/formats for the various types of training materials, like user guides, training manuals, job aids, training videos, etc.? This would help us ensure compatibility and smooth integration with your current systems and processes.

Answer: While the VA does not have a preferred file type or format for the training materials, the formats would need to be operable and compatible with VA systems. Please reference the Technical Reference Model (TRM), which include Adobe or Microsoft Office.

60. With regard to section 5.11 Application Monitoring and Program Application, “the Contractor shall provide a system with program evaluation reporting tools and capabilities.” Could you please provide detail on the types of metrics that the VA uses for program evaluation and business insights? This will help us ensure that the data required is available to the VA.

Answer: One of the models VA currently uses to evaluate training and development programs is the Kirkpatrick Model of Training Evaluation, however this is not the only program evaluation model VA will use.

61. For the document repository described in 5.1.4 “Collaborative Documentation Storage,” will this include all product and user-enablement documentation or is it acceptable for the VA users to use the vendor’s standard product documentation locations available publicly online?

Answer: All branded and non-branded documents would need to be provided via the Collaborative Documentation Storage IAW PWS, Section 5.1.4.

62. For the 508 Accessibility Specialist, would an IAAP certification and capabilities be acceptable instead of DHS Trusted Tester certification? What is the timeline that such a written notification to the COR and CO (as specified in 5.21 para 2) would be required?

Answer: No. Our current formal arrangement does not allow for alternative certifications. Please refer to 5.21 Key Personnel. It is the responsibility of the Contractor to provide Contractor support personnel and subcontractors who have the required educational background, experience, VA or DoD security clearance, and access authorization or combination thereof to meet the labor category descriptions below in the performance under this contract.

IAW with 5.21 Key Personnel, “All notification of substitutions in key personnel shall be submitted to the COR and CO at least 30 calendar days prior to making any change in key personnel, to the maximum extent practicable.”

63. Regarding 5.1.10.1 SYSTEM INTEGRATION DEVELOPMENT AND DEPLOYMENT:

The Contractor shall develop, maintain, and deploy all current and new system integrations as defined below. The Contractor shall coordinate with external PMOs and development teams to plan all aspects of software integration. The Contractor is responsible for creating all integrations using industry standard tools such as Application Programming Interfaces (API) and flat file interfaces.

We request additional information about the expectations of the integration development activities of the Contractor vs the integration development activities of the “external PMOs and development teams”. In order to provide support for the integrations (those listed and those that may come in the future), and since the ELMS is a commercial off the shelf product:

a. Has the VA made available additional funds above the ceiling of this contract to cover any and all costs of Legacy system subject matter experts (technical developer personnel) to work with the Contractor’s technical staff to scope and therefore identify which legacy system data 1) contains values/formats that can be used “as is” (aka legacy system data matches exactly to data formats/data values with the new ELMS data fields and/or 2) which legacy data fields must first be transformed into/from values/formats per the data/API/flat file specifications of the new ELMS?

Answer: Whether additional funds are required is dependent on specific solutions being proposed. It is expected that the ELMS proposal includes all necessary costs associated to accomplish the ELMS segments of these tasks, if necessary and applicable.

b. Will one or more of the SMEs of the Legacy integrations be available at any point during the Phase 2 Technical Demonstration period for consultation regarding legacy system integration capabilities.

Answer: During the Phase 2 Technical Demonstration interactions between Offeror and Government personnel shall be limited to opening remarks and greetings during the demonstration. Discussions, to include questions and answers, will NOT be held during the Task Demonstration.

c. Are all of the legacy systems that are listed as requiring a programmatic integration with the new ELMS at the level of FedRAMP Moderate? If not, please specify at which level the legacy system is at.

Answer: All solutions with which ELMS is to directly integrate will have a VA ATO and/or meet VA requirements sufficient to integrate with ELMS.

d. Is the list of integrations, as listed under option periods 1 to4 as marked A-O, in the order of VA priority or is the order of priority up to the Contractor’s discretion?

Answer: The provided list is not listed in any particular order. The government will work with the contractor to address priority before Go-Live date.

e. Once a legacy system integration to new ELMS is complete, are there expectations that the Legacy system will continue to be enhanced (i.e., Are future integration changes expected)?

Answer: Please refer to PWS, Section 5.10.1.1., “The Contractor shall develop, maintain, and deploy all current and new system integrations as defined below.” New system integration includes enhancements.

64. To avoid quoting a duplication of costs to the VA, does the VA have existing enterprise-wide licenses that the Contractor could/should integrate with as part of the overall new ELMS Solution, such as:

a. Business Intelligence tools (for ELMS reporting).

If yes, which tool(s)? When is the Enterprise-wide license valid until? Are these tools FedRAMP Moderate? Please also list any known constraints of use.

Answer: Yes, the VA utilizes BI tools such as JIRA and Power BI. This is only an example and not an exhaustive list.

b. Web-conferencing tools (for synchronous class management) If yes, which tool(s)? When is the Enterprise-wide license valid until? Are these tools FedRAMP Moderate? Please list any known constraints for use.

Answer: The VA does not have an enterprise virtual classroom environment. Offerors should prepare a proposal meeting requirements IAW PWS, Section 5.15.6. VA does utilize several web-conferencing tools such as TEAMS and WEBEX that are available for enterprise-wide use in the Department. These are only examples and not an exhaustive list.

65. Regarding 5.15.11.7: The Contractor shall provide an ELMS with the capability to manage logins and access controls to include direct links, single-sign on authentication, and to recover and reset passwords.

Can you please explain “direct links”? Is the VA expecting that the ELMS to be the primary source of truth for user identity management (IdM) or does the VA have another system that is the source of truth, and the ELMS will be a consumer of a portion for that IdM information?

Answer: Direct links will carry parameters that carry through a user’s login to the solution that will then direct a user to the place in the solution intended by the offeror of that link. It is not, in itself, a login credential or an identity management mechanism. Logins shall be managed IAW PWS, Section 5.15.11.14.

66. Regarding: 5.15.11.14: The Contractor shall provide a solution that enables secure user login meeting VA requirements for PIV card authentication, multi-factor authentication, and password standards.

There is mention in this clause that the ELMS Solution shall support PIV card authentication. Will the VA accept a digital (mobile friendly) alternative to a physical PIV card authentication integration?

Answer: Please refer to PWS, Section 2.0, Applicable Documents numbers 44, 46, 48, 50, 51 for a list of references that mandate PIV authentication.

67. Regarding 5.9 Production Support: The Contractor shall use a multi-tiered response system if a solution incident shall make the system inaccessible or inoperable. In the case the solution is inaccessible or inoperable, the Contract shall notify the VA Project Managers with a response within one (1) hour, with a resolution within two (2) hours. If the solution issue is non-critical, but one of importance to operations, the Contractor shall notify the VA Project Managers with a response within twenty-four (24) hours, and a resolution within forty-eight (48) hours. If there is a standard solution issue, the Contractor shall notify the VA Project Manager within twenty-four (24) hours, with a resolution within a reasonable timeframe. The Contractor shall maintain an Issue Tracking Log documenting issues and their resolution.

Does the VA have their own ELMS Tier 1 helpdesk staff on-call 24x7 for the Contractor to contact in order to meet the response times as requested above?

Answer: IAW PWS, Section 5.9, the Contractor should contact the VA Project Manager in order to meet the response times stated. Contact information will be provided post award.

68. Regarding 5.15.4.7 The Contractor shall provide an ELMS with the ability to automate capture of, and delivery to the Office of Personnel Management (OPM) of, training data per the OPM Enterprise Human Resources Integration (EHRI) reporting requirements.

Does the term “training data” mean something other than a learner’s completion status? Is there a specification you can point to for vendors understand the scope of this requirement.

Answer: The EHRI Training Data reporting requirements can be found at https://www.opm.gov/policy-data-oversight/data-analysis-documentation/enterprise-human-resources-integration and include user, learning history, and content data.

69. Can the VA please provide details of any applicable annual budget limits and total contract value for the 60-month term?

Answer: No, the Government will not be disclosing budget limits or contract value at this time.

70. Will the Government accept multiple or alternative Proposals from Vendors allowing for optimized solution selection for the VA?

Answer: Any alternate or multiple proposals must meet the requirement outlined in the PWS and should be submitted separately, with all required volumes, IAW E.11 Proposal Submission Instructions in order to be considered.

71. Which enterprise virtual collaboration solution is the VA currently using or does the VA wish to use with the new system?

Answer: IAW PWS, Section 5.15.5, the contractor shall provide an ELMS that can manage interactions between participants. The VA does not endorse one tool over another; however, MS TEAMs and WebEx are some of the collaboration tools currently used in the Department. Please note this is not an exhaustive list.

72. Do all LMS users authenticate via SSO (VA’s Active Directory) or do some LMS users (e.g., contractors, external users, etc.) use a different authentication method (example. The LMS solution’s user id and password authentication)?

Answer: IAW PWS, Section 5.15.11.14, the contractor shall provide an ELMS with the capability to manage secure user login meeting VA requirements for PIV card authentication, multi-factor authentication, and password standards. VA currently has SSO connections for four different instances.

73. Please describe the Education Data Repository (EDR); is this the same as a Learning Record Store (LRS)?

Answer: The EDR is a data repository used to store user data in order to expedite the processing of user demographic data, training data, and learning history data for synchronization between the EDR and the VA Talent Management System. It is not the same as an LRS.

74. What specific data fields does the VA consider to be PII data?

Answer: IAW with VA Handbook 6500, any information about an individual that can be used to distinguish or trace an individual’s identity, alone or when combined with other information which is lined or linkable to a specific individual, such as name, SSN, DOB, Place of birth, mother’s maiden name, etc. is considered PII.

75. Will the vendor perform LMS administration duties?

Answer: The Vendor will not perform solution administrative duties as it pertains to managing users, but they will assist with solution administrative duties to train and ensure the VA Administrators know and understand the solution and provide help desk assistance for VA Administrators to troubleshoot issues in accordance with PWS Section 5.4 System Design and Implementation.

76. In which CLINs in the Base Period and Option Period 1 should the Data Migration and Integration services costs be included?

Answer: The Data Migration is captured in CLINs 0004, 1003, and 2003 and System Integration is captured in CLIN 0010 of Section B.4 Price Schedule. Please note that CLINS 1003AD-AF have been added as part of Amendment 0002.

77. Should there be separate Deliverables and CLINs for the Data Migration and Integration services?

Answer: There are separate Deliverables and CLINs for these required services.

78. The government lists 7 key personnel in section 5.21 of the PWS, is this inclusive of all labor categories the government expects on this contract?

Answer: The Government has identified these labor categories as key personnel for success of the contract; however, this is not the only labor categories the Government expects and further, all applicable labor categories may differ among different proposed solutions.

79. Are all key personnel in section 5.21 expected to be dedicated FTEs on the ELMS project for the entire period of performance including option periods?

Answer: No, but this could depend on the solution proposed.

80. Is there a minimum staffing level expected by the VA?

Answer: The minimum staffing levels will vary by proposal solution but would need to meet all requirements of the PWS and within stated time frames.

81. Will the government be providing a Price.xlsx workbook, or should the offeror develop their own?

Answer: The Government is not providing a separate Price.xlsx workbook template.

82. Technical Factor 1, section I, letter a on pages 190-191 indicates that solutions that are already FedRAMP authorized may receive a strength or significant strength rating. Will any weight be given to systems that are either in the FedRAMP process or designated as FedRAMP ready?

Answer: While Offerors will not be penalized during the evaluation process for not having its SaaS Solution and Environment FEDRAMP Moderate authorized at time of award/proposal submission, please be advised that Offerors that can affirmatively demonstrate their entire proposed SaaS Solution and entire Environment are FEDRAMP Moderate authorized at time of proposal submission, may receive an assessed strength or significant strength, through the evaluation process.

83. Is the VA looking for a single SaaS application that will fulfill all of the technical requirements, or is the VA open to a solution that would integrate multiple applications?

Answer: The VA is seeking a SaaS solution that can meet the requirements outlined in the PWS.

84. Given the timelines presented in the RFP, it appears the SaaS solution must have already made significant progress toward becoming FedRAMP Moderate. Would the VA select a vendor who has not yet started the FedRAMP process?

Answer: There is no requirement to have FedRAMP in place PRIOR to award and it will not be penalized during the evaluation process. Please see E.11 Proposal Submission Instructions, specifically the section “Technical Factor 1 – Written Technical Approach”, which is in part stated below:

“FedRAMP/ATO: Describe your approach to obtain Federal Risk and Authorization Management Program (FedRAMP) moderate certification for your proposed SaaS solution and environment and your approach to obtain VA Authority to Operate (ATO) IAW PWS, Section 5.6.1. While Offerors will not be penalized during the evaluation process for not having its SaaS Solution and Environment FEDRAMP Moderate authorized at time of award/proposal submission, please be advised that Offerors that can affirmatively demonstrate their entire proposed SaaS Solution and entire Environment are FEDRAMP Moderate authorized at time of proposal submission, may receive an assessed strength or significant strength, through the evaluation process.”

85. Section 5.1.4 COLLABORATIVE DOCUMENTATION STORAGE – indicates the use of a government owned PM Collaboration or document management site; can the government please tell us what tool(s) is/will be used--the selected tools are an essential element of the technical approach?

Answer: IAW PWS 5.1.4, JIRA, Smartsheets, and Microsoft SharePoint are some, but not an exhaustive list, of the tools available.

86. Page 21 lists CLIN 0010 as “SOFTWARE MAINTENANCE IAW PARAGRAPH 5.10” did the government intend CLIN 0010 to be entitled “SYSTEM INTEGRATION IAW PARAGRAPH 5.10” (see Page 88)?

Answer: Yes, please reference Amendment 0002.

87. CLIN Structure: There are a significant number of CLINs labeled NSP, many of which require substantial effort and cost. Is it the government’s intention that Offerors embed these costs into priced CLINs even when there is little or no relevance between the priced CLIN and the NSP CLIN?

Answer: The CLIN structure has NSP Sub-CLINs that roll up into the Priced Parent CLIN. All associated costs are captured at the Parent CLIN level.

88. 5.1.4 Based on the description, the government is providing the various collaboration and management systems. What limits will be in place? For example, will contractors have unlimited space/storage? How many users can contractors have in the system? What rights with the system will contractors have?

Answer: There are no known limits to space/storage or personnel in the Government provided collaboration solutions for the purpose of PWS 5.1.4. Contractors will be provided access rights to the system based on function and services they are contracted to provide and IAW VA Handbook 6500 policy of least privilege, will be provided minimum access and permissions needed to perform their tasks.

89. 5.1.4 In the event of delays related to new user setup, troubleshooting, system outages, etc. how will the government address the need for contractors to remain compliant and on schedule if deliverables, at least in part, are based on a system not within the control of the contractor?

Answer: This question is unclear as it wasn’t able to be determined what specific situation this would apply to. Just like any other delay, not under the Contractor’s control, the Government would need to consider the specific situation, as well as causes, and determine/negotiate a revision for schedule for deliverables, if necessary.

90. 5.4.4 Similar to the 5.1.4 VA system questions, what access will contractors have to the VA SharePoint? Access rights, user roles, number of users, etc.

Answer: Access to the VA SharePoint will be addressed at the award of Contract. Contractors will have access to the VA network, access to the tools required, and the roles necessary for the execution of this contract.

91. 5.4.4 How will delays or issues related to VA SharePoint access or downtime impact the requirement for contractors to be compliant with the contract and deliverable schedule when the VA System is not within the control of the contractor?

Answer: VA SharePoint access or downtime should not affect the requirement for Contractor deliverables for this contract.

92. Page 190. E.11 Proposal Submission Instructions, 2. Proposal Files - The table lists filenames ending in “docx”, will the government confirm if pdf format is acceptable?

Answer: The listed document format is what is required for proposal submission and the Government confirms that the .docx format for Volumes I, II and IV as well as .xlsx format for Volume III is correct.

93. Page 71. B.5 PWS 5.4.2.1 Data Migration - Regarding this statement “The Contractor shall use Government approved tools for data migration, normalizing and cleansing activities”, can the government provide a list of approved tools?

Answer: Please reference PWS Section 6.1.1 VA Technical Reference Model.

94. Page 88. B.5 PWS 5.10.1 System Integration Plan - Regarding this statement “The Contractor shall oversee the development of external dependent projects”, does the government expect the awardee to manage external projects that are not governed by this project?

Answer: Any external projects that need to be maintained IAW PWS…