TAPS- T4NG PWS for RFI Final.pdf

T4NG Performance Work Statement

TRANSFORMATION TWENTY-ONE TOTAL TECHNOLOGY

NEXT GENERATION 2(T4NG2)

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology Product Engineering Services (PES)

Technical Application Platform Services (TAPS)

Date: March 6, 2024

VA-24-00013805

Task Order PWS Version Number: 1.0

Technical Application Platform Services TAC Number: VA-24-00013805

CONTENTS

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

3.1 APPLICABILITY

3.2 ORDER TYPE

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL OR SPECIAL REQUIREMENTS

4.4 CONTRACT MANAGEMENT

4.5 GOVERNMENT FURNISHED PROPERTY

4.6 SECURITY AND PRIVACY

4.6.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT (T&M)

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

5.1.2 TOOLS TRAINING

5.1.3 PRIVACY & HIPAA TRAINING

5.1.4 TECHNICAL KICKOFF MEETING

5.1.5 WORK PLAN

5.1.6 ON-BOARDING SUPPORT

5.1.7 OFF-BOARDING SUPPORT

5.2 PRODUCT ENGINEERING SERVICES (PES)SERVICE LINE LEVEL

SUPPORT (T&M)

5.2.1 PROGRAM MANAGEMENT SUPPORT

5.2.2 PROJECT MANAGEMENT SUPPORT

5.2.3 TRAVEL COORDINATION

5.2.4 STRATEGIC PLANNING AND ANALYSIS SUPPORT

5.2.5 MEETING SUPPORT

5.2.6 CAPITAL PLANNING AND INVESTMENT CONTROL (CPIC) SUPPORT

5.2.7 FINANCIAL INFORMATION INTEGRATOR REPORTING SUPPORT

5.2.8 DOCUMENT AND DATA SUPPORT

5.2.9 CHANGE MANAGEMENT

5.2.10 COMMUNICATIONS, DATA CALLS, AND ACTION ITEM SUPPORT . 28

5.2.11 SCHEDULE SUPPORT

5.2.12 RISK MANAGEMENT PLANNING, TRACKING AND ANALYSIS

5.2.13 PLM SUPPORT OR EQUIVALENT

5.2.14 SHAREPOINT MANAGEMENT SUPPORT

5.3 TECHNICAL SUPPORT (T&M)

5.3.1 REQUIREMENTS PLANNING AND MANAGEMENT

5.3.2 ARCHITECTURE AND DESIGN PHASE SUPPORT

5.3.3 INFORMATION ASSURANCE ASSESSMENT AND ACCREDITATION . 36

5.3.4 RELEASE MANAGEMENT SUPPORT

5.3.5 OPERATIONS TRANSITION PLANNING & MANAGEMENT

5.4 PRODUCT DEPLOYMENT SUPPORT (T&M)

5.4.1 SOFTWARE QUALITY ASSURANCE (SQA)

5.4.2 PRODUCT DEPLOYMENT TO PRODUCTION

5.5 OPTION PERIOD ONE (T&M)

5.6 OPTION PERIOD TWO (T&M)

5.7 OPTION PERIOD THREE (T&M)

5.8 OPTION PERIOD FOUR (T&M)

5.9 OPTIONAL TASK ONE - TRANSITION AND ORIENTATION SUPPORT (FFP)

6.0 GENERAL REQUIREMENTS

6.1 PERFORMANCE METRICS

6.2 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY

(ICT) STANDARDS

6.2.1 COMPATIBILITY WITH ASSISTIVE TECHNOLOGY

6.2.2 ACCEPTANCE AND ACCEPTANCE TESTING

6.3 ORGANIZATIONAL CONFLICT of INTEREST

APPENDIX A

1.0 BACKGROUND

The Department of Veterans Affairs (VA), Office of Information & Technology (OI&T), Product Engineering Services (PES), strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

The VA OI&T PES delivers world-class, veteran-centric capabilities that provide secure, seamless delivery of benefits and services to veterans and their families. The PES Service Line consists of a variety of products that deliver Veteran-centric technology solutions that are available, adaptable, secure, and cost-effective.

PES currently includes the following Services:

1. Data Analytics (DA)

2. Chief of Staff Office (COS)

3. Veterans Experience Services (VES)

4. Lighthouse Developer Experience (LDX)

5. Digital Transformation Center (DTC)

6. Identity Credentialing and Access Management (ICAM)

PES ensures that Veterans receive seamless access to benefits and proactive care using modern digital solutions. This is done by delivering innovative products using Software as a Service (SaaS), low-code, and a shared delivery infrastructure with highly differentiated products that provide key applications and data for our customers.

Success is measured by leveraging emerging technology, methodologies, and trends found in private sector that deliver unparalleled value to Veterans and those who care for them.

All PES Services leverage data to determine modernization path for each application that leads to enterprise modernization resulting in commercial-grade products. Drives strategic transformation of software development processes, identifies emerging trends to plan innovative, commercial-level solutions, strategy, and security. Plans secure, resilient, flexible, and scalable delivery infrastructure. Leverages emerging technology, methodologies, and trends that deliver unparalleled value by creating a standardized, consistent, low-burden environment.

2.0 APPLICABLE DOCUMENTS

The Contractor shall comply with the following documents, in addition to the documents in Paragraph 2.0 in the T4NG Basic Performance Work Statement (PWS), in the performance of this effort:

1. In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

2. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

3. “Federal Information Security Modernization Act of 2014”

4. Federal Information Processing Standards (FIPS) Publication 140-2, “Security

Requirements for Cryptographic Modules”

5. FIPS Pub 199. “Standards for Security Categorization of Federal Information and

Information Systems,” February 2004

6. FIPS Pub 200, “Minimum Security Requirements for Federal Information and

Information Systems,” March 2006

7. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and

Contractors,” August 2013

8. 10 U.S.C. § 2224, "Defense Information Assurance Program"

9. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

10. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology

Act of 2006, Title IX, Information Security Matters

11. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

12. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

13. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

14. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5, 2019

15. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and

Guidelines,” January 18, 2017

16. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

17. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed

Services (CHAMPUS)”

18. NIST SP 800-66 Rev. 1, “An Introductory Resource Guide for Implementing the

Health Insurance Portability and Accountability Act (HIPAA) Security Rule,” October 2008

19. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended, January 18, 2017

20. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

21. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

22. VA Handbook 6500, “Risk Management Framework for VA Information Systems

VA Information Security Program,” February 24, 2021 23.

24. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” March 12, 2019

25. VA Handbook 6500.5, “Incorporating Security and Privacy into the System Development Lifecycle,” March 22, 2010

26. VA Handbook 6500.6, “Contract Security,” March 12, 2010

27. VA Handbook 6500.8, “Information System Contingency Planning,” April 6, 2011

28. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018

29. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

30. OIT Process Asset Library (PAL), https://www.va.gov/process/ . Reference

Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

31. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

32. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment,” October 15, 2014

33. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact Assessment,” July 30, 2015

34. VA Handbook 6510, “VA Identity and Access Management,” January 15, 2016

35. VA Directive and Handbook 6513, “Secure External Connections,” October 12,

36. VA Directive 6300, “Records and Information Management,” September 21, 2018

37. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

38. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

39. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

40. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

41. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

42. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

43. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

44. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

45. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011, (NOTE: Part A of the FICAM Roadmap and Implementation Guidance, v2.0, was replaced in 2015 with an updated Architecture (https://arch.idmanagement.gov/#what-is-the-ficam-architecture)

46. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

47. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

48. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

49. Draft National Institute of Standards and Technology Interagency Report (NISTIR)

7981, “Mobile, PIV, and Authentication,” March 2014

50. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland

Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

51. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

52. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

53. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

54. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

55. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

56. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

57. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005

58. Executive Order 13834, “Efficient Federal Operations,” dated May 17, 2018

59. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

60. VA Directive 0058, “VA Green Purchasing Program,” July 19, 2013

61. VA Handbook 0058, “VA Green Purchasing Program,” July 19, 2013

62. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote

Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

63. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

64. “Product Line Management (PLM) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

65. VA Memorandum “Proper Use of Email and Other Messaging Services,” January

2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

66. “DevSecOps Product Line Management Playbook” version 2.0, May 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

67. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

68. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol

Version 6 (IPv6),” November 19, 2020

69. Social Security Number (SSN) Fraud Prevention Act of 2017

70. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

71. FedRAMP Authorization Act, December 23, 2022

72. VA SaaS Definition - Attachment 1

73. Existing VA Enterprise Case Management Solutions (VECMS) Solutions -

Attachment 2

Please be advised that any hyperlinks contained within this document are for convenience purposes, only. Due to the dynamic nature of hyperlinks and the information accessed through or imbedded therein, it is incumbent upon the Contractor to ensure that all information required to successfully complete the requirements established herein is independently located, verified for accuracy, and confirmed to be the most up-to-date version available, prior to use.

3.0 SCOPE OF WORK

The Contractor shall provide support for the PES Service Line products and sustainment activities. Major work areas include administrative support, meeting support, capital planning and investment, communications, technical writing, configuration management, onboarding, functional analysis, testing, implementation management, release management, schedule support, strategic analysis, engineering and technical support.

3.1 APPLICABILITY

Any Task Order (TO) resulting from this PWS is within the scope of the following paragraphs of the T4NG2 Basic PWS: 4.0, 4.1, 4.4, 4.5, 4.6, 4.7, and 4.9.

3.2 ORDER TYPE

The effort shall be proposed on a hybrid Time and Materials (T&M) and Firm Fixed Price (FFP) basis with a Cost Reimbursable line item (Travel only).

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The Period of Performance (PoP) shall be a 12-month base period, with four 12-month option periods and one optional task, if exercised. The option periods and optional task are to be exercised at the Government’s sole discretion. Optional Task One is for Transition and Orientation Support with a 60-day PoP, which may be exercised one time, and at any time during the Base or Option Periods, in accordance with PWS Section 5.9 herein. The overall PoP of this effort, to include all option periods and Optional Task One, shall not exceed 60 months.

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at both Contractor’s and Government facilities. Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR). It is anticipated that the majority of efforts under this PWS shall be performed at Contractor facilities. It is expected that this work will be primarily conducted during core business hours which are defined as 8am to 5pm local time Eastern Standard Time.

Some of this work may be done on site at the following locations: 810/811 Vermont/1800G, Washington DC; Eatontown, NJ; and Austin, Texas.

4.3 TRAVEL OR SPECIAL REQUIREMENTS

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend product-related meetings throughout the period of performance.

The Government anticipates travel to perform the tasks associated with the effort to attend program-related meetings and user requirement sessions throughout the PoP.

Travel shall be proposed on a Cost-Reimbursable basis. There will be 12 large trips of 20 people yearly traveling to DC, Austin, TX, and St. Petersburgh FL, and 40 trips of 4 people or less per year to various US destinations. Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR.

Contractor travel within the local commuting area will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 60-mile radius of the Contractor’s facility are authorized on a case-by-case basis and must be pre-approved by the COR.

4.4 CONTRACT MANAGEMENT

All requirements of Sections 7.0 and 8.0 of the T4NG Basic PWS apply to this effort.

Any TO resulting from this PWS shall be addressed in the Contractor’s Progress, Status and Management Report as set forth in the T4NG Basic Contract.

4.5 GOVERNMENT FURNISHED PROPERTY

The Government has multiple remote access solutions available to include Citrix Access Gateway (CAG), Site-to-Site Virtual Private Network (VPN), and RESCUE VPN.

The Government’s issuance of Government Furnished Equipment (GFE) is limited to Contractor personnel requiring direct access to the network to: development environments; install, configure and run Technical Reference Model (TRM) approved software and tools (e.g., Oracle, Fortify, Eclipse, SoapUI, WebLogic, LoadRunner);

upload/download/ manipulate code, run scripts, and apply patches; configure and change system settings; check logs, troubleshoot/debug, and test/QA.

When necessary, the Government will furnish desktops or laptops, for use by the Contractor to access VA networks, systems, or applications to meet the requirements of this PWS. The overarching goal is to determine the most cost-effective approach to providing needed access to the VA environment coupled with the need to ensure proper Change Management principles are followed. Contractor personnel shall adhere to all VA system access requirements for on-site and remote users in accordance with VA standards, local security regulations, policies, and rules of behavior. GFE shall be approved by the COR and Program Manager on a case-by-case basis prior to issuance.

Based upon the Government assessment of remote access solutions and requirements of this TO, the Government estimates that the following GFE will be required by this TO:

1. Up to 150 developer-grade laptops

2. Up to 250 standard grade laptops.

The Government will not provide IT accessories including, but not limited to Mobile Wi- Fi hotspots/wireless access points, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra Personal Identity Verification (PIV) card readers, peripheral devices, or additional Random Access Memory (RAM). The Contractor is responsible for providing these types of IT accessories in support of the TO as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.

The Status of Government Furnished Equipment Report under the T4NG2 Basic Contract requirements is applicable to this TO and shall be delivered to the COR/VA PM as required.

4.6 SECURITY AND PRIVACY

All requirements in Section 6.0 of the T4NG Basic PWS apply to this effort. Specific TO requirements relating to Addendum B, Section B4.0 paragraphs j and k supersede the corresponding T4NG Basic PWS paragraphs, and are as follows:

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations or the availability of the system). Such issues shall be remediated as quickly as is practical, based upon the severity of the incident.

k. When the Security Fixes involve installing third party patches (such as

Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes based upon the requirements identified within the TO.

4.6.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

Task Number Tier1 / Low Risk Tier 2 / Moderate

Risk Tier 4 / High Risk

5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

5.1 PROJECT MANAGEMENT (T&M)

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall prepare and deliver a Contractor Program Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of this TO effort. The CPMP will describe the Contractor’s plans to support the OI&T PES Service Line products. The CPMP shall detail how the resources shall support the maintenance and updating of all management artifacts. The CPMP shall incorporate the tasks described in this PWS. The CPMP shall take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The Contractor shall identify an individual as the primary contact point for all programmatic issues/concerns/status. The initial baseline CPMP shall be concurred upon by the VA Program Manager and updated in accordance with Section B of the TO.

The Contractor shall update and maintain the VA PLM approved CPMP throughout the period of performance.

The CPMP shall also include a roster identifying the following:

1. Employee name

2. Personnel PIV expiration

3. Personnel clearance level and adjudication date

4. Skill set (e.g., developer, DBA)

5. Scrum Team affiliation

6. Personnel duty location address, alternate email, phone number

7. GFE description, serial # and issuing location

The Contractor shall include a description within the CPMP of their project management processes for the following project management disciplines:

1. Schedule Management

2. Financial Management

3. Quality Management

4. Resource Management

5. Communications Management

6. Risk Management

7. Internal Controls

Deliverable:

A. Contractor Project Management Plan

5.1.2 TOOLS TRAINING

The Contractor shall complete all VA Talent Management System (TMS) and on-site training courses as required by the PM as the VA implements an Agile/DevOps platform toolset during the period of performance.

Contractors who have completed these VA training courses within the past 24 months and have furnished certificates will not be required to re-take the training courses.

A. VA Training Certificates

5.1.3 PRIVACY & HIPAA TRAINING

The Contractor shall submit TMS training certificates of completion for VA Privacy and Information Security Awareness and Rules of Behavior and Health Insurance Portability and Accountability Act (HIPAA) training and provide signed copies of the Contractor Rules of Behavior in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security”.

Deliverables:

A. VA Privacy and Information Security Awareness and Rules of Behavior Training Certificate

B. VA HIPAA certificate of completion C. Signed Contractor Rules of Behavior

5.1.4 TECHNICAL KICKOFF MEETING

A technical kickoff meeting shall be held within 10 Calendar days after TO award. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer (CO), as the Post-Award Conference Chairperson, the VA PM, as the Co-Chairperson, the Contract Specialist (CS), and the COR. The Contractor shall provide a draft agenda to the CO and VA PM at least five (5) calendar days prior to the meeting. Upon Government approval of a final agenda, the Contractor shall distribute to all meeting attendees. During the kickoff-meeting, the Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting and the following statement: “As the Post-Award Conference Chairperson, I have reviewed the entirety of this presentation and assert that it is an accurate representation and summary of the discussions held during the Technical Kickoff Meeting for the ‘Veterans Enterprise Technical Platform Services’”. The Contractor shall submit the final updated presentation to the CO for review and signature within three (3) calendar days after the meeting. The Contractor shall also work with the CS, the Government’s designated note taker, to prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR and all attendees within three (3) calendar days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

5.1.5 WORK PLAN

The purpose of the bi-weekly (every two weeks) work plan is to provide a tool to allow VA to effectively manage any resulting TO as well as reprioritize activities on a bi-weekly basis. The Contractor shall prepare a Bi-Weekly Work Plan, which includes information on all activities currently ongoing as part of this contract. Specifically, the Bi-Weekly Work Plan shall include the following data elements for each activity ongoing under this PWS:

1. Project and specific activities

2. Overview and description of the activity

3. Overall high-level assessment of progress of the activity

4. All work in-progress and completed for the activity during the period

5. Identification of any contract related issues uncovered during the previous period and especially highlight those areas with a high probability of impacting schedule, cost or performance goals and their likely impact on schedule, cost, or performance goals

6. Explanations for any unresolved issues, including possible solutions and any actions required of the Government and/or Contractor to resolve or mitigate any identified issue, including a plan and timeframe for resolution

7. Status on previously identified issues, actions taken to mitigate the situation and/or progress made in rectifying the situation.

8. Work planned for the subsequent period.

9. Current activity schedule compared to original activity schedule showing any delays or advancement in schedule

10. Current expenditures overlaid over the original budget showing any deviations in the actual expenditures versus the original budget and versus the current budget.

11. Workforce staffing data showing all Contractor personnel performing on the effort during the previous period. After the initial labor baseline is provided, each Bi- Weekly Work Plan Report shall identify any changes in staffing identifying each person who was added to the activity, removed, and/or moved from one product to another from the task order. This should also include any planned travel for the activity.

12. Original schedule of deliverables and the corresponding deliverables made.

13. Bi-Weekly-On-Boarding Status Reports in electronic form. This data shall include but is not limited to number of personnel on the contract, number of personnel off-boarded to date as well as the number off-boarded since the previous report, number of personnel with VA access, number of personnel with PIV cards, number of personnel with GFE.

14. Strategic Planning-Analysis Activity Summary.

Additionally, the Contractor shall conduct a bi-weekly meeting to present the Bi-Weekly Work Plan. These reports shall not be the only means of communication between the Contractor, COR and the PLM/PM to advise of performance/schedule issues and to develop strategies for addressing the issues. The Contractor shall continuously monitor performance and report any deviation from the CPMP or previous Work Plan to the COR and PLM/PM during routine, regular communications. The Contractor shall respond to all COR queries related to project milestones and schedule within four (4) business hours of receipt of written request.

A. Bi-Weekly Work Plan

5.1.6 ON-BOARDING SUPPORT

The Contractor shall assist with PES Service Line onboarding of all Contractor staff, PMO, Development, and Operations and Maintenance (O&M) Contractors. The Contractor shall:

1. Collect signed rules of behavior documents, signed non-disclosure agreements, training certificates, applications for access to VA information systems, Personal Identity Verification (PIV) card requests and other related information, for assigned Product Team’s, and support the secure storage of the documents and files, in accordance with VA guidance.

2. Provide the documents, files and information to the VA PM, COR or IT staff for review/approval/signature, when requested, to support VA’s on-boarding process for granting access to VA systems.

3. Submit request to the PIV sponsors for SAC enrollment.

4. Upload security documents to VA-Personnel Security Adjudication Center Resource Site (PSAC) to initiate eAPP and SAC for Background Investigation.

5. Prepare and submit access requests through the Identity Management (IAM) Toolkit onboarding system, (which includes TMS applications), PIV card applications, and current VA approved contractor request forms. After receipt of a favorable Special Agreement Check (SAC) determination, TMS instructions will be sent to contractor to complete required VA training. The contractor shall complete all the TMS training requirements generated by the IAM system as soon as possible in order to continue the onboarding process.

6. Specifically, track and report on the status of onboarding of personnel as follows:

a. Upload all paperwork completed, TMS certificates, and proof of SAC to contractors file in SharePoint.

b. Coordinate with the TMS point of contact so that all Contractor personnel are listed under the proper supervisor (COR) and that contract start-end dates are accurate in TMS.

c. Provide a monthly Resource Management Report in the form of a spreadsheet that lists all personnel currently and formerly assigned across all PES Service Line Teams (VA and Contractors). The spreadsheet shall contain, at a minimum, name, city nearest to work location, telephone, alternate e-mail, background investigation initiation and completion dates, a log of e-pas requests, and role. This spreadsheet shall reside on a VA SharePoint site in a location specified by the COR.

The Contractor shall provide a summary of the On-boarding Support activities in the Contractor’s Progress Status and Management Report (CPSMR).

Deliverables:

A. Monthly Resource Management Report B. Contractor’s Progress Status and Management Report

5.1.7 OFF-BOARDING SUPPORT

The Contractor shall manage the off-boarding process for VA access and to individual system/environment access for all Contractor staff, PMO, Development, and O&M Contractors. The Contractor shall prepare all forms necessary for termination of access to VA information systems, in accordance with VA guidance. The Contractor shall assist in confirming whether the GFE equipment, associated documentation, and PIV card(s) has/have been returned to the proper receiving authorities in accordance with VA policy.

All findings shall be documented in the Weekly Project Status Report required under this PWS.

5.2 PRODUCT ENGINEERING SERVICES (PES)SERVICE LINE LEVEL

SUPPORT (T&M)

The Contractor shall provide PES Service Line level support to include the following:

1. Update the PES Service Line Welcome Packet that is provided to PES Service Line stakeholders and industry.

2. Develop the PES Service Line Flash update every two weeks that communicates the latest news out of PES Service Line such as successful PLM releases, profiles of PES Service Line team members, and new directions from OI&T leadership.

3. Provide key inputs to the Bi-weekly Service Line Operations review briefing that is submitted to PES.

4. Review and provide feedback to the Business Integrated Outcomes Service (BIOS) briefing that is submitted by the PES Service Line workstreams on a weekly basis, and on behalf of PES Service LineDirector to facilitate final review/approval.

5. Provide routine and ad-hoc service line status reports which shall include budget, milestones and risk reports.

6. Provide technical and architecture support for complex products that possess comprehensive and authoritative knowledge in a particular area.

A. Routine and Ad-hoc Service Line Status Reports B. Bi-Weekly PES Service Line Flash update

5.2.1 PROGRAM MANAGEMENT SUPPORT

The Contractor shall provide program management support to the VA Technical Lead r, Product Line (Program) Managers Product (Project) Managers (PLM/PMs). The Contractor shall assist the PLM and PMs with ensuring program goals are established and met. This includes improving program governance and linking program strategic planning to performance. Support shall include the following:

1. Assist the PLM/PMs in the development and monitoring of the program goals, objectives and plans.

2. Assist the PLM/PMs in its application of sound business principles and performance metrics.

3. Assist in drafting reports and other artifacts to address the comprehensive range of program level requirements:

a. Capture of technical information from the project teams and synthesize into useful information in various formats for OI&T senior management and other VA components.

b. Collection, development and/or editing of content for white papers and other communication devices.

c. Assessment and evaluation of the effectiveness of program level communication.

4. Assist in the communicating, reporting and monitoring of the OI&T project management methodology guidance materials.

5. Assist in the establishment, facilitation and documentation of the Change Control Board (CCB) at the program and project levels. Collaborate with the project teams; assist in facilitation and coordination of required project reviews and in the timely completion of follow on activities within the required timeframes. Reviews shall include, but are not limited to, project reviews and Quarterly Program Management Reviews (PMR).

6. Assist the Government in tracking Customer Facing Milestones (CFM) and collaborate with stakeholders/business-owners to modify Work Breakdown Structure (WBS) to suit IT alignment of projects.

7. Ensure project dashboards and VA designated repository is maintained daily and up to date with accurate project information.

The Contractor shall assist the Government in the facilitation of workgroups, coordination of meetings, and development of presentation materials at service line, program, and project levels. This includes the development and management of budget formulation, charters, process improvement recommendation documents, project briefings and presentations, memorandums of understandings / memorandums of agreements, Standard Operating Procedures (SOP), strategic planning documents, and Working Group Meeting Agenda and Minutes. The Contractor shall upload applicable artifacts into the VA SharePoint, the Jira, or equivalent, and to the EPMD Tool SharePoint.

5.2.2 PROJECT MANAGEMENT SUPPORT

The Contractor shall provide support to the VA PLM and PM in managing the PES Service Line products. The Contractor shall interact with the VA program manager and VA project managers and project teams to provide daily feedback into the project(s) goals, scopes, requirements, costs, schedule, and risks. The Contractor shall provide status updates to the VA program and project managers, as required, to include ad-hoc and weekly Project Status Reports. The Contractor shall provide updates to any and all currently existing Standard Operating Procedures (SOPs), as well as develop new SOPs for any technical job functions and tasks in support of the PES Service Line as dictated by the PM. The Contractor shall follow industry best standards for SOP and operation development records management, maintaining all final PM-approved products on the VA SharePoint, the Jira or equivalent, and to the EPMD Tool SharePoint.

The Contractor shall assist the Government in the facilitation of workgroups, coordination of meetings, and development of presentation materials at service line, program, and project levels. The Weekly Project Status report includes Budget formulation, charters, Working Group Meeting Agenda and Minutes, and other briefings and reports as required by the PM. The Contractor shall upload applicable artifacts, to include the development and management of Critical Decision Review materials, process improvement recommendation documents, project briefings and presentations, memorandum of understandings / memorandum of agreements, SOPs, and strategic planning documents, into the VA SharePoint, the Jira, or equivalent, and to the EPMD Tool SharePoint.

The Contractor shall provide a monthly Unfunded Requirements Report (UFR) which details current program submitted UFR templates, amounts, POCs, date of needed requirements, system ID, UFR type, current status, and final disposition of judgement per UFR. The Contractor shall develop any associated Power Point briefings needed tied to this monthly report on an ad-hoc basis.

Deliverables:

A. Monthly Project Status Report B. Technical SOPs for new job functions C. Monthly Unfunded Requirements Report

5.2.3 TRAVEL COORDINATION

Upon request, the Contractor shall assist with setting up travel requests and tracking them through the approval process. The Contractor shall gather a list of Government travelers, location, duration, purpose, and justification for the travel event, for Government approval.

5.2.4 STRATEGIC PLANNING AND ANALYSIS SUPPORT

The Contractor shall provide PES Service Line Strategic Planning Support and review forward-looking strategies to develop and document alternatives to address technical and schedule challenges. The Contractor shall conduct research regarding various aspects of proposed strategies and alternatives and provide summaries of findings.

Where applicable, the Contractor shall identify and apply a variety of process analysis approaches to determine the impact of complex issues. When alternative strategies and approaches are required, the Contractor shall provide a composite list of all alternatives considered, and a detailed summary of cost, schedule, and performance risks and benefits of each. Following the VA PM’s approval of selected strategies, the Contractor shall document and analyze outcomes.

The Contractor shall provide strategic planning and analysis support, including the following:

1. Assist in the development and update of mission and vision statements while providing recommendations to build operational plans and specify measurable outcomes through a consolidated strategic planning process which assists the Program Management Office (PMO) in prioritizing initiatives.

2. Make recommendations to and assist in the monitoring of the program goals, objectives, and plans.

3. Apply sound business principles and performance metrics. Provide metrics analysis and insight into operating performance, and then make recommendations for improvements.

4. Conduct complex management studies and reviews including analysis of organizational structure, policy, processes, and operations.

5. Analyze programs, functional areas, and organizations to determine whether the management systems currently being utilized are efficiently accomplishing the objectives sought and whether they provide controls necessary for sound management.

6. Perform analysis and reporting impacts to the PES Service Line due to base case savings analysis, new projects, new scope, organization changes, business changes, pricing adjustments and unplanned events.

7. Assist in the definition of metrics for PES Service Line reporting to senior OI&T leaders including Account Management Office (AMO) and to Business sponsors.

8. Update strategic planning, metrics, and analysis data in VA designated repository.

The Contractor shall develop and provide a monthly Support Data and Metrics Report which shall contain all of the information detailed in the table below. The Contractor shall conduct a quality review of the service line reporting information and the completed quality checklists in the table provided below. The Contractor shall then compile and deliver the results of the quality review in the Support Data and Metrics Report. The Contractor shall manage the Project Intake process (PLM Process Guide) to identify, assess, and support prioritization of new projects.

The Contractor shall escalate service line issues to the Service Line Director.

The table below provides the Service Line Support Data and Metrics to be measured:

Performance Measure What is Being Measured

The sum of all planned vs actual costs for the Service Line

Stay within budget as outlined in the FY business plans

The total number of all planned and actual production build releases for the Service Line. The build release names and production deployment dates for each release

Scope & Schedule: Meet customer requirements

The sum of all planned vs actual requirements (user stories) delivered for the Service Line

Scope: Meet customer requirements

A. Monthly Support Data and Metrics Report

5.2.5 MEETING SUPPORT

The Contractor shall support Meeting Management and Facilitation as follows:

1. Manage and facilitate DevSecOps required status meetings of Programs, Projects, Products and Product Lines. There will be approximately two calls per week for Product status and two calls per week for Product Line status and one call per week at the Service Line level.

2. Support Product/Project level meetings to be managed according to the principles of Agile and will drive Product Line discussions. Product level meetings will include conduct of the meetings in accordance with (IAW) the principles of Agile, scheduling, minutes, action tracking and ‘on-the-horizon’ emerging risks, issues and obstacle tracking.

3. Support Program or Product Lines comprised of multiple products. Meetings will cover Product Line synchronization and architectural matters. Management and facilitation of these status calls will include conduct of the meetings IAW the principles of Agile, scheduling, minutes, action tracking and ‘on-the-horizon’ emerging risks, issues and obstacle tracking.

4. Support Service Line comprised of multiple Product Lines. The Contactor shall manage and facilitate required weekly status meetings at the Service Line level. Management and facilitation of these service line level meetings will include conduct of the meetings IAW the principles of Agile, scheduling, minutes, action tracking and ‘on-the-horizon’ emerging risks, issues and obstacle tracking.

5. Schedule, facilitate, and create agendas for service line level meetings, and generate minutes for recurring PMO staff meetings such as weekly and quarterly status meetings, intake meetings, bi-monthly service line meetings with the Executive Steering Committee (ESC) or Business Process Review (BPR) teams.

The Contractor shall coordinate with proposed meeting participants to compare calendars and identify mutually acceptable meeting dates and times; post meetings on participant calendars using the following automated tools or compatible products: MS Outlook, MS Teams, Skype for Business, and the VA’s teleconferencing system; and reserve meeting/conference facilities and required equipment. The Contractor shall ensure that meeting participants are notified of meetings, shall follow-up with participants if a response is not received, and shall assist participants who may be unfamiliar with meeting tools. The Contractor shall coordinate meeting facilities/conference rooms/teleconferences, develop agendas, produce minutes and monitor action item status. The Contractor shall support the following activities as outlined below:

a. Meeting Planning. The Contractor shall coordinate with Government leadership to plan, conduct, and document a variety of program, technical and management reviews, such as: requirements reviews, design reviews, test readiness reviews, reviews required as part of the approved VA OI&T project management methodology, Critical Decision Reviews/Presentations, Product Management reviews, Technical Reviews, weekly schedule reviews, daily scrums, weekly IPT meetings, IPT workgroups, and other management status reviews. The Contractor shall coordinate with the appropriate program and project manager to identify the appropriate meeting schedule and cycle to best meet the needs of the program.

b. Meeting Support. The Contractor shall identify organizational and industry standards regarding purpose and goal of each review and shall coordinate with Government leadership to document these goals as they relate to projects at hand. This information shall then be applied to create detailed agendas, identify attendees, and define meeting outcomes. Following respective product manager concurrence, the Contractor shall disseminate this information to meeting participants, and shall manage meeting logistics. The Contractor shall be responsible for coordinating data collection prior to meeting and presenting data when applicable. While Government leadership will host and chair the reviews, the Contractor shall provide facilitation services and shall document the outcomes of each review in meeting minutes.

c. Meeting Agendas. The Contractor shall provide written agendas for all briefings/meetings no later than one (1) business day prior to meeting.

d. Meeting Minutes. The Contractor shall provide minutes from all briefings and meetings no later than two (2) business days after briefing/meeting completion.

In addition to documenting meeting attendees, topics of discussions, and related responses or decisions for the discussions, the Contractor shall create, organize, and distribute Action Items. The Contractor shall be responsible for managing Action Items and following up with action owners to ensure resolution.

A. Meeting Agendas and Meeting Minutes

5.2.6 CAPITAL PLANNING AND INVESTMENT CONTROL (CPIC) SUPPORT

The Contractor shall collaborate and coordinate with the PES Service Line Team and their designees to ensure the integration of product budgets with program and project management reports to support timely and accurate financial management and reporting activities.

The Contractor shall prepare, and review planning and expenditures data related to Operational Management Review (OMR), Internal Process Review (IPR), Program Management Review (PMR) PLM and Enterprise Project Structure and all other reporting requests to ensure accuracy. The Contractor shall:

1. Provide day-to-day tracking of execution year funding.

2. Assist in the development and updating of budget execution artifacts. Coordinate with the VA Management Analysts (MA), PES Budget Execution Team, Program Planning & Oversight Investment Managers and Procurement Coordinators to ensure that budget status reports and monthly “actuals” for inclusion in the monthly OMB IT Dashboard submission are valid.

3. Monitor and coordinate the preparation of program reports, ensuring collaboration with the VA MA and their designees to include:

a. Quarterly, Mid, and End of year reviews

b. Projected Spend Plans

c. Weekly Program Reviews

d. Operational Management Review

e. Develop weekly Change Request (CR) reports

f. Providing historical execution inputs to aid in the development and update of budget formulation artifacts for Government Accountability Office and Inspector General Inquiries.

g. Data Calls from sources that may include VA Internet Quorum, EPMD, Budget, OIG

h. Financial Management System Reports and Reconciliation

4. Coordinate the integration of fiscal management support activities with overall program management activities by:

a. Participating in the meetings on program requirements priorities and providing mapping and impact analysis.

b. Coordinating and collaborating with the Management Team and their designees to identify and communicate to the VA PM budget risks and proposed risk responses.

c. Identifying and escalating issues to the VA PM and MA that cannot be resolved at the working group level.

5. Assist in generating semi-annual updates of the Annual Congressional Budget.

The Contractor shall update budget schedules in accordance with PLM and OI&T requirements.

6. The Contractor shall assist the Government to develop and maintain a monthly Spending Plan, as well as provide current and accurate execution management using the Budget Tracking Tool. The Contractor shall further assist the Government by responding to data calls and reporting of budget, planning and Out-Year funding which may include preparation of documentation for prior year carryover requests, Multi-Year Planning, and Continuous Prioritization Review (CPR). The Contractor shall update FY Spend Plan including execution status, track major issues to resolution, and Budget Operation Plan (BOP).

7. Assist in the tracking of Major Issues Resolution

8. Assist in the generation of Federal IT Dashboard; currently EPMD is utilizing epic tool, data update submissions to PLM dashboard, and budget formulation including work stream wide spend plan.

9. Submit Planning, Budget, and Tracking Data to VA Designated Repository.

Deliverables:

A. Quarterly Change Request (CR) reports

5.2.7 FINANCIAL INFORMATION INTEGRATOR REPORTING SUPPORT

The Contractor shall:

1. Assist the Government in Program Planning Team Management, as well as development of Operating Plan on a bi-yearly basis.

2. Support the Government in the facilitation of cross-work stream business/financial integration. The Contractor shall assist the Government to respond to assigned data calls.

3. Assist the Government to conduct quantitative and qualitative Capital Planning…