36C10E19R0007-003.docx

REQUEST FOR PROPOSAL - 36C10E19R0007

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

VA

IFCAP PR:

101-19-3-5954-0018

36C10E19R0007 08-08-2019 Van Hale 727-319-7940 08-19-2019

1PM (EST)

00101 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006

X

Y 518210 $32.5 Million

N/A

Department of Veterans Affairs Veterans Benefits Administration VRE-VA National Capital Regional Office 1800 G. Street N.W.

Washington DC 20006 00101 Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006

ALL INVOICE(S) SHALL BE SUBMIITED

IN ACCORDANCE WITH THE INVOICE

INSTRUCTIONS CONTAINED ON PAGE 6.

727-319-7940

See CONTINUATION Page The Contractor shall provide all resources necessary to accomplish the requirements identified in the solicitation

Through to provide Vocational Rehabilitation and Employment (VR&E) a Commercial Off-The-Shelf (COTS) solution for Case

0001AH

Management Solution Service (CMSS), Software as a Solution (SaaS) Service.

All questions shall be addressed to Van Hale at email address

Van.Hale@va.gov no later than 11AM on August 13, 2019.

NOTE: This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127. TIERED

EVALUATIONS INCLUDING LARGE BUSINESS CONCERNS: This solicitation is being issued as tiered evaluation with the following tiers: (1) SDVOSB concerns, (2) VOSB concerns,

(3) small business concerns with HUBZone small business concerns and 8(a) participants having priority; and (4) large business concerns. If award cannot be made, the solicitation will be cancelled and the requirement resolicited.

See CONTINUATION Page

Van Hale Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTACT ADMINISTRATION DATE

Contract Administration: All contract administration matters will be handled by the following individual(s):

a. CONTRACTOR: _____________________________________

Contact Person: _______________________ Telephone #: _________________________ e-Mail Address: _______________________ Tax I.D. Number: ______________________ DUNS Number: _______________________

b. GOVERNMENT: Van Hale, Contracting Officer Department of Veterans Affairs Veterans Benefits Administration Specialized & Commodities Team Office of Administration & Facilities – Acquisition Division Telephone Number: 727-319-7940 Email Address: Van.Hale@va.gov

c. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-34, Payment by electronic Funds Transfer – Other than System for Award Management, or

[] 52.232-36, Payment by Third Party

d. INVOICES: Invoices shall be submitted in arrears:

e. GOVERNMENT INVOICE ADDRESS: See invoice instructions on page 6. Also, email a copy to Van.Hale@va.gov and Donald.Odell@va.gov .

f. ONCE THE CONTRACT IS AWARDED, NO WORK SHALL BEGIN UNTIL THE FOLLOWING HAS BEEN COMPLETED AND SUBMITTED TO THE CONTRACTING OFFICER’S REPRESENTATIVE (COR), WHICH WILL BE ADDRESSED UNDER SEPARATE COVER:

1. The Contractor Background Investigation Request Documents have been completed and submitted to the COR for each contractor/sub-contractor working under the contract.

2. The Background Investigation has been “Initiated” for each contractor/sub-contractor working under the contract and the Contractor has been notified by the COR.

3. The VA National Rules of Behavior has been completed for each contractor/sub-contractor working under the contract and submitted to the COR.

4. The VA Supplement Rules of Behavior has been completed for each contractor/sub-contractor working under the contract and submitted to the COR.

5. All VA required security training has been completed for each contractor/sub-contractor working under the contract and the completion certificate for each has been submitted to the COR.

g. By submitting a proposal, offeror(s) agree to hold their price firm for 60 days from the date of receipt of proposals identified in block 8 on the Standard Form 1449.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 ELECTRONIC INVOICING PROCEDURES

VA OB10/TUNGSTEN NETWORK ELECTRONIC ENROLLMENT

(INVOICE SUBMISSION INSTRUCTIONS FOR CONTRACTORS)

Enrollment procedures:

Please contact the OB10/TUNGSTEN TEAM at the phone number listed below to enroll; Veterans Affairs OB10/Tungsten#: AAA544240062.

· Tungsten Client Services:

· 1-877-752-0900, option #2

· Email: VA.Registration@tungsten-network.com Already enrolled:

Please have Contractors send electronic invoices to Austin through portal at http://www.tungsten-network.com/customer-campaigns/veterans-affairs/ utilizing their own VA Tungsten network account.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

BASE YEAR

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a Commercial Off-The-Shelf (COTS)/Software as a Solution (SaaS) business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

Contract Period: Base POP Begin: 09-27-2019 POP End: 09-26-2020

0001AA

Contractor Project Management Plan IAW PWS 5.1.1

Due 30 days after receipt of order (ARO) and updated quarterly thereafter.

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: Base

0001AB

Reporting Requirements: The Contractor shall provide the Contracting Officer Representative (COR) with monthly written Project Progress Reports. IAW PWS 5.1.2

Deliverables:

A. Monthly Project Progress Report.

Contract Period: Base

0001AC

Technical Kickoff Meeting: The Contractor shall coordinate and facilitate a technical kickoff meeting within seven calendar days following Contract award, unless otherwise specified by the VA. IAW PWS 5.1.3

A. Kick-Off Meeting and Presentation.

B. Kick-Off Meeting Minutes.

Contract Period: Base

0001AD

Perform Participant Orientation (Non-IT): The contractor shall perform participant orientation based on current business rules and implement approved process improvements. The improved process shall be measurable for impact and success. IAW PWS 5.2

A. Detailed plan for conducting orientation and collecting applicable documents based on current business rules to enhance and improve service delivery.

B. Recommended workflow.

C. Implementation Plan.

D. Implementation of approved plan for orientation process and document collection.

Contract Period: Base

0001AE

Provide, Implement, and Support Vocational Rehabilitation and Employment Case Management Solution as a Service (Non-IT): The Contractor shall provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service that will allow Vocational Rehabilitation and Employment staff to manage cases.

IAW PWS 5.3

Deliverables:

A. Detailed plan, including all necessary components for implementation and support of the solution.

Contract Period: Base

0001AF

Service Level Agreement (SLA)

IAW PWS 5.4

Due 30 days after receipt of order (ARO).

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: Base

0001AG

Training (Non-IT): The Contractor shall develop and perform initial training for an estimated two thousand five hundred (2500); 4 ON SITE; 1 VBACO

IAW PWS 5.5

Deliverables:

A. Training for VA identified users B. Detailed Training Plan.

C. Electronic User Guides / User’s Manual.

Contract Period: Base

0001AH

Travel (Non-IT): Contractor travel identified for kick-off meeting and onsite training listed in CLINs 0001AC and 0001AG IAW PWS 4.3, 5.1.3, and 5.5

Contract Period: Base

BASE YEAR GRAND TOTAL

OPTION PERIOD 1

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a Commercial Off-The-Shelf (COTS)/Software as a Solution (SaaS) business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

Contract Period: OPTION 1 POP Begin: 09-27-2020 POP End: 09-26-2021

1001AA

Contractor Project Management Plan

IAW PWS 5.1.1

Updates due quarterly Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 1

1001AB

Reporting Requirements: The Contractor shall provide the Contracting Officer Representative (COR) with monthly written Project Progress Reports. IAW PWS 5.1.2

A. Monthly Project Progress Report.

Contract Period: OPTION 1

1001AC

Annual Progress Meeting: The Contractor shall coordinate and facilitate an annual progress meeting within seven calendar days following the annual award anniversary date, unless otherwise specified by the VA.

IAW PWS 5.1.3

Deliverables:

Contract Period: OPTION 1

1001AD

Perform Participant Orientation (Non-IT): The contractor shall continue to perform participant orientation based on current business rules and implement approved process improvements. The improved process shall be measurable for impact and success. IAW PWS 5.2

A. Updated plans for conducting orientation and collecting applicable documents based on current business rules to enhance and improve service delivery.

B. Workflow updates.

C. Updated implementation plans.

D. Continued implementation of approved orientation plan and document collection process.

Contract Period: OPTION 1

1001AE

Continue to Provide, Implement, and Support Vocational Rehabilitation and Employment Case Management Solution as a Service (Non-IT): The Contractor shall provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service that will allow Vocational Rehabilitation and Employment staff to manage cases.

Deliverables:

A. Detailed plan, including all necessary components for implementation and support of the solution.

Contract Period: OPTION 1

1001AF

Service Level Agreement (SLA) Provide for solution availability and reliability within the terms of the SLA. IAW PWS 5.4 Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 1

1001AG

Training (Non-IT): The Contractor shall continue to provide web-based, web-based remedial and virtual training to support identified VA users and external stakeholders quarterly when updates are available. If there are no software updates, no training is needed

Deliverables:

A. Updated training for VA identified users B. Updated Training Plans.

C. Updated Electronic User Guides / User’s Manual

Contract Period: OPTION 1

1001AH

Travel (Non-IT): Contractor travel identified for kick-off meeting and onsite training listed in CLINs 0001AC and 0001AG IAW PWS 4.3, 5.1.3, and 5.5

Contract Period: OPTION 1

OPTION PERIOD GRAND TOTAL

OPTION PERIOD 2

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a Commercial Off-The-Shelf (COTS)/Software as a Solution (SaaS) business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

Contract Period: OPTION 2 POP Begin: 09-27-2021 POP End: 09-26-2022

2001AA

Contractor Project Management Plan IAW PWS 5.1.1 Updates due quarterly

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 2

2001AB

Reporting Requirements: The Contractor shall provide the Contracting Officer Representative (COR) with monthly written Project Progress Reports. IAW PWS 5.1.2

A. Monthly Project Progress Report.

Contract Period: OPTION 2

2001AC

Annual Progress Meeting: The Contractor shall coordinate and facilitate an annual progress meeting within seven calendar days following the annual award anniversary date, unless otherwise specified by the VA. IAW PWS 5.1.3

Contract Period: OPTION 2

2001AD

Perform Participant Orientation (Non-IT): The contractor shall continue to perform participant orientation based on current business rules and implement approved process improvements. The improved process shall be measurable for impact and success. IAW PWS 5.2

A. Updated plans for conducting orientation and collecting applicable documents based on current business rules to enhance and improve service delivery.

C. Updated implementation plans.

D. Continued implementation of approved orientation plan and document collection process.

Contract Period: OPTION 2

2001AE

CONTINUE TO PROVIDE, Implement, and Support Vocational Rehabilitation and Employment Case Management Solution as a Service (Non-IT): The Contractor shall provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service that will allow Vocational Rehabilitation and Employment staff to manage cases.

Deliverables:

A. Detailed plan, including all necessary components for implementation and support of the solution.

Contract Period: OPTION 2

2001AF

Service Level Agreement (SLA)

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

2001AG

Training (Non-IT): The Contractor shall continue to provide web-based, web-based remedial and virtual training to support identified VA users and external stakeholders quarterly when updates are available. If there are no software updates, no training is needed

Deliverables:

A. Updated Training for VA identified users B. Updated Training Plan.

C. Updated Electronic User Guides / User’s Manual

2001AH

Travel (Non-IT): Contractor travel identified for kick-off meeting and onsite training listed in CLINs 0001AC and 0001AG IAW PWS 4.3, 5.1.3, and 5.5

Contract Period: OPTION 2

OPTION PERIOD 2 GRAND TOTAL

OPTION PERIOD 3

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a Commercial Off-The-Shelf (COTS)/Software as a Solution (SaaS) business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

Contract Period: OPTION 3 POP Begin: 09-27-2022 POP End: 09-26-2023

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a Commercial Off-The-Shelf (COTS)/Software as a Solution (SaaS) business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

3001AA

Contractor Project Management Plan IAW PWS 5.1.1

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 3

3001AB

Reporting Requirements: The Contractor shall provide the Contracting Officer Representative (COR) with monthly written Project Progress Reports. IAW PWS 5.1.2

A. Monthly Project Progress Report.

Contract Period: OPTION 3

3001AC

Annual Progress Meeting: The Contractor shall coordinate and facilitate an annual progress meeting within seven calendar days following the annual award anniversary date, unless otherwise specified by the VA. IAW PWS 5.1.3

Contract Period: OPTION 3

3001AD

Perform Participant Orientation (Non-IT): The contractor shall continue to perform participant orientation based on current business rules and implement approved process improvements. The improved process shall be measurable for impact and success. IAW PWS 5.2

A. Updated plans for conducting orientation and collecting applicable documents based on current business rules to enhance and improve service delivery.

C. Updated implementation plans.

D. Continued implementation of approved orientation plan and document collection process.

3001AE

CONTINUE TO PROVIDE, Implement, and Support Vocational Rehabilitation and Employment Case Management Solution as a Service (Non-IT): The Contractor shall provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service that will allow Vocational Rehabilitation and Employment staff to manage cases.

Deliverables:

A. Detailed plan, including all necessary components for implementation and support of the solution.

Contract Period: OPTION 3

3001AF

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 3

3001AG

Training (Non-IT): The Contractor shall continue to provide web-based, web-based remedial and virtual training to support identified VA users and external stakeholders quarterly when updates are available. If there are no software updates, no training is needed

Deliverables:

A. Updated training for VA identified users B. Updated Training Plans.

C. Updated Electronic User Guides / User’s Manual

3001AH

Travel (Non-IT): Contractor travel identified for kick-off meeting and onsite training listed in CLINs 0001AC and 0001AG IAW PWS 4.3, 5.1.3, and 5.5

Contract Period: OPTION 3

OPTION PERIOD 3 GRAND TOTAL

OPTION PERIOD 4

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a Commercial Off-The-Shelf (COTS)/Software as a Solution (SaaS) business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

Contract Period: OPTION 4 POP Begin: 09-27-2023 POP End: 09-26-2024

4001AA

Contractor Project Management Plan IAW PWS 5.1.1

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 4

4001AB

Reporting Requirements: The Contractor shall provide the Contracting Officer Representative (COR) with monthly written Project Progress Reports. IAW PWS 5.1.2

A. Monthly Project Progress Report.

Contract Period: OPTION 4

4001AC

Annual Progress Meeting: The Contractor shall coordinate and facilitate an annual progress meeting within seven calendar days following the annual award anniversary date, unless otherwise specified by the VA. IAW PWS 5.1.3

Contract Period: OPTION 4

4001AD

Perform Participant Orientation (Non-IT): The contractor shall continue to perform participant orientation based on current business rules and implement approved process improvements. The improved process shall be measurable for impact and success. IAW PWS 5.2

A. Updated plans for conducting orientation and collecting applicable documents based on current business rules to enhance and improve service delivery.

B. Workflow updates.

C. Updated implementation plans.

D. Continued implementation of approved orientation plan and document collection process.

Contract Period: OPTION 4

4001AE

CONTINUE TO PROVIDE, Implement, and Support Vocational Rehabilitation and Employment Case Management Solution as a Service (Non-IT): The Contractor shall provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service that will allow Vocational Rehabilitation and Employment staff to manage cases.

Deliverables:

A. Detailed plan, including all necessary components for implementation and support of the solution.

Contract Period: OPTION 4

4001AF

Electronic submission to: VA PM, COR, CO.

Inspection: Destination Acceptance: Destination

Contract Period: OPTION 4

4001AG

Training (Non-IT): The Contractor shall continue to provide web-based, web-based remedial and virtual training to support identified VA users and external stakeholders quarterly when updates are available. If there are no software updates, no training is needed

Deliverables:

A. Updated training for VA identified users B. Updated Training Plans.

C. Updated Electronic User Guides / User’s Manual

Contract Period: OPTION 4

4001AH

Travel (Non-IT): Contractor travel identified for kick-off meeting and onsite training listed in CLINs 0001AC and 0001AG IAW PWS 4.3, 5.1.3, and 5.5

Contract Period: OPTION 4

GRAND TOTAL FOR BASE PERIOD, OPTION PERIOD I, OPTION PERIOD II, OPTION PERIOD III, AND OPTION PERIOD 4.

B.4 DELIVERY SCHEDULE

0001AA though 0001AH

1001AA though 0001AH

2001AA though 0001AH

3001AA though 0001AH

4001AA though 0001AH

REQUEST FOR PROPOSAL - 36C10E19R0007

B.5 PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

The Department of Veterans Affairs (VA) has authority, pursuant to Title 38 USC Chapters 18, 31, 35 and 36, to provide all services and assistance necessary to enable eligible Veterans with service-connected disabilities to obtain and maintain suitable employment and, if not employable, achieve independence in daily living to the maximum extent feasible. To accomplish this responsibility, the Vocational Rehabilitation and Employment Divisions (VR&E) within each Veterans Benefit Administration (VBA) Regional Office’s (RO) jurisdiction undertakes an initial evaluation of the program participants to determine his or her entitlement for these services and assist and develops, in cooperation with the program participant, an Individualized Written Plan of Services. Rehabilitation plans include the following types: an Individualized Written Rehabilitation Plan (IWRP) that outlines training and job placement services needed to achieve an employment goal; an Individualized Employment Assistance Plan (IEAP) to provide employment services; an Individualized Extended Evaluation Plan (IEEP) to determine feasibility for employment; an Individualized Independent Living Plan (IILP) to provide services that will enhance the participant’s independence in daily living.

The VA is charged with providing assistance to program participants with service-connected disabilities through VR&E services. VR&E processed over 113,792 applicants in FY18, resulting in 27,194 new written plans. At the end of FY18, there were 125,513 enrolled VR&E participants. The VR&E program is embarking on a transformative modernization which will include a suite of technological advancements to achieve the organization’s digital and paperless goals. The Performance Work Statement (PWS) establishes the requirements necessary to provide case management services that enhance delivery of the benefits that program participants receive from Vocational Rehabilitation Counselors (VRC).

2.0 PURPOSE OF THE PROJECT

The purpose of this project is to acquire a comprehensive VR&E specific configurable commercial off the shelf (COTS), Software as a Solution (SaaS) Service that will allow Vocational Rehabilitation and Employment to manage cases and deploy the capability to production as a service hosted within the FedRAMP-certified cloud environment. This will involve internal VA IT development to integrate with systems as outlined in Appendix H. The IT tasks will be done by the VA. This solution should provide improved business process automations while streamlining administrative and financial reporting capabilities. The solution should also alleviate multiple administrative functions assigned to the VRCs, which would allow them more time to engage with their clients. The solution should have the ability to create a participant record utilizing existing VA systems. Record creation should provide a 360-degree view of the participant, which can be leveraged by VR&E to streamline entitlement, plan development and case management processes. The solution should also track all VR&E outreach activities against the contact record. The solution should also be capable of creating multiple records against one participant, should the need arise. Overall, the goal of this solution should be to provide a holistic view of the program participant as they plot their course from outreach to employment and finally, case closure.

3.0 SCOPE OF WORK

The Contractor shall provide all resources necessary to accomplish the deliverables described in the PWS, except where otherwise specified. The Contractor shall provide a COTS/SaaS business solution that provides the VBA a Case Management Solution Service that enables Vocational Rehabilitation Counselor (VRC) engagement, data entry and documentation within a FedRAMP Certified cloud environment. The Contractor shall perform optimization and testing of all migrated content to the Case Management Solution Service by leveraging current technology and industry best practices. The Contractor shall ensure their ability to work in a collaborative environment with Government personnel and additional Contractors.

The service provided shall be accessed and utilized by up to 2500 concurrent VA users located at VBA Central Office, 56 Regional Offices (RO), National Capital Region Benefits Office (NCRBO) and out-based locations throughout the Continental United States (CONUS), Alaska, Hawaii, the Philippines and Puerto Rico. The solution will be used to help manage the workload of Vocational Rehabilitation Counselors (VRC).

The Contractor shall recommend improvements and implementation strategies to current VR&E processes.

The Contractor shall provide the following services under the terms and conditions of this contract:

· Provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service solution with no custom development as described in this PWS.

· Implement a Case Management Solution capability hosted and managed within a FedRAMP Certified cloud environment.

· Functionality for Case Creation and Management, Contact Management, Correspondence, Documentation, Award Management, Business Intelligence and Reporting, User Roles, Permissions and Assignment, System or Data Integration, Workflow Management and Quality Assurance.

· Ensure secure functionality with encryption algorithms database to handle PII data.

· Enable bi-directional electronic communication between the Case Management Solution Service and VR&E staff as native functionality within the provided solution.

· Manage VR&E cases from the beginning to the end of their life cycle.

· The Contractor shall provide subscriptions for 2500 VR&E employees and grant access to the Case Management Solution Service for the term of the contract.

· Subscriptions shall be re-assignable to another user on a need basis.

· The Contractor shall provide maintenance and support for the Case Management Solution Service for the entire period of performance.

· The Contractor shall ensure their solution can seamlessly integrate with the defined VA systems as outlined in Appendix H.

· The Contractor shall plan, monitor, and control the tasks outlined in this PWS. The Contractor shall follow an accepted project management methodology such as the Project Management Body of Knowledge (PMBOK).

· The Contractor shall recommend improvements and implementation strategies for processes within Vocational Rehabilitation and Employment.

· The Contractor shall establish a Service Level Management Agreement (SLA) for the service and, in coordination with VA, provide for solution availability and reliability within the terms of the SLA.

· The Contractor shall develop and perform initial training via in-person or virtual sessions for an estimated two thousand five hundred (2500) VA identified users in the use of the solution.

· All deliverables, except where specified elsewhere, shall be provided electronically to the COR. All deliverables shall be delivered utilizing VBA compatible (type and version) software and shall become the sole property of the VBA upon receipt.

3.1 ORDER TYPE

The effort shall be proposed on a Firm Fixed Price basis as specified in the task descriptions in this PWS.

The period of performance (POP) shall be twelve (12) months from date of award, with four (4) twelve (12) month options, to be executed at the Government’s discretion.

Hours of operation are defined as Monday through Friday, 7:30 AM EST - 5:30 PM EST. Any work to be performed at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO) or Contracting Officer Representative (COR).

There are 10 Federal holidays set by law (USC Title 5 Section 6103) that VA follows.

Under current definitions, four (4) are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six (6) are set by a day of the week and month:

4.2 PLACE OF PERFORMANCE

The primary place of performance under this PWS shall be at the Contractor’s facility. However, some tasks may be performed at designated Government site(s).

4.3 TRAVEL OR SPECIAL REQUIREMENTS

The Government anticipates travel to perform the tasks associated with this effort, as well as to attend program-related meetings and/or conferences. The estimated number of trips in support of the program related to meetings and/or conferences is three (3) five-day trips to Washington, DC and three (3) two-day trips to VR&E Regional Office locations to be determined. The Government estimates the Contractor will include up to (3) three personnel for program support on each trip. Include all estimated travel costs in your firm-fixed price line items. Travel is for the base period of performance and not anticipated for the option years. These costs will not be directly reimbursed by the Government.

Anticipated location estimated at five (5) days in duration:

1. 1800 G Street, NW, Washington, DC

Anticipated location(s) estimated at two (2) days in duration:

1. TBD – based on mutual project needs

1. TBD – based on mutual project needs

1. TBD – based on mutual project needs

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

5.1 PROJECT MANAGEMENT (Non-IT)

The Contractor shall plan, monitor, and control the tasks outlined in this PWS. The Contractor shall follow an accepted project management methodology such as the Project Management Body of Knowledge (PMBOK).

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall establish a Work Breakdown Structure (WBS) and Integrated Master Schedule (IMS) for performing these tasks. The Contractor shall identify risks the Contractor recognizes in the performance of these tasks along with the Contractor’s recommendations for managing these identified risks.

After award, the Contractor shall deliver a Contractor Project Management Plan (CPMP) that includes the Contractor’s plans, timeline and tools to be used in execution of this Contract effort. 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 describe, in detail, the Contractor’s plans for each aspect of the tasks as defined in the Contractor’s proposal. At minimum, the CPMP shall include the risk management plan and risk register, technical / management approach, quality management plan, communications plan, continuity of operations plan, staffing plan (including a subsection on how the Contractor intends to encourage and facilitate the hiring of Veterans for this effort), security plan, logistics plan, work breakdown structure (WBS), schedule management approach, and schedule. 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 initial baseline CPMP shall be concurred upon by VA. The Contractor shall update the CPMP on a quarterly basis and maintain the VA PM approved CPMP throughout the period(s) of performance.

Deliverables:

1. Contractor Project Management Plan (CPMP)

1. All written deliverables will be phrased in layperson language. All technical and statistical terminology shall be omitted unless preceded with a glossary of terms.

1. Where a written milestone deliverable is required in draft form, VBA will complete their review of the draft deliverable within 15 calendar days from date of receipt. The Contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the government’s comments.

1. All contractor personnel requiring access to program participant claim information shall be required to complete a background investigation and sign a confidentiality agreement. The delegated VBA Contracting Officer Representative (COR) will be the contractors POC for completing these investigations.

1. All deliverables, except where specified elsewhere, shall be provided electronically to the COR. All deliverables shall be delivered utilizing VBA compatible (type and version) software and shall become the sole property of the VBA upon receipt.

The Contractor shall provide the Contracting Officer Representative (COR) with monthly written Project Progress Reports. The Monthly Project Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved, risks identified and detailed risk information. If problems have not been completely resolved, the Contractor shall submit an explanation including their plan and timeframe for resolving the issue.

The Contractor shall remain in constant communication with VA to ensure any issues that arise are transparent and to prevent unnecessary escalation of outstanding issues.

Deliverables:

A. Monthly Project Progress Report.

5.1.3 TECHNICAL KICKOFF MEETING

The Contractor shall coordinate and facilitate a technical kickoff meeting within seven calendar days following Contract award, unless otherwise specified by the VA. In addition to the introduction of its contract leadership team, 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. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days following the meeting). The Contractor shall at a minimum; invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA Program Managers (Vocational Rehabilitation and Employment (VR&E), Office of Business and Integration (OBPI), and Office of Information and Technology (OI&T). Option Years shall include Annual Progress meetings on the anniversary of the award.

Deliverables:

1. Kick-Off Meeting and Presentation. (Option Years titled Annual Progress Meeting)

1. Kick-Off Meeting Minutes. (Option Years titled Annual Progress Meeting Minutes)

5.2 PERFORM PARTICIPANT ORIENTATION AND COLLECT ORIENTATION DOCUMENTS AS A SERVICE (NON-IT) The contractor shall perform participant orientation based on current business rules and implement approved process improvements. The improved process shall be measurable for impact and success.

Deliverables:

1. Detailed plan for conducting orientation and collecting applicable documents based on current business rules to enhance and improve service delivery.

1. Recommended workflow.

1. Implementation Plan.

1. Implementation of approved plan for orientation process and document collection.

5.3 PROVIDE, IMPLEMENT, AND SUPPORT VOCATIONAL REHABILITATION AND EMPLOYMENT CASE MANAGEMENT SOLUTION AS A SERVICE (Non-IT) The Contractor shall provide and configure a commercial off the shelf (COTS)/Software as a Solution (SaaS) service that will allow Vocational Rehabilitation and Employment staff to manage cases.

Deliverables:

1. Detailed plan including proposed solution and implementation and integration of timeliness plan, including all necessary components for implementation and support of the proposed solution.

5.4 SERVICE LEVEL AGREEMENT (Non-IT)

The Contractor shall meet the proposed Service Level Management Agreement (SLA) for the service and, in coordination with VA, provide for solution availability and reliability within the terms of the SLA. The SLA shall include the following predefined requirements:

· The service shall be available to VBA users 99.3% of the time, 24 hours a day, 7 days a week, 365 days a year for access to all service functions and access to all images and associated metadata exclusive of planned, approved downtime for maintenance.

· Any planned periods of unavailability due to routine releases shall be approved by the COR at least ten (10) government business days in advance.

· Any planned periods of unavailability due to emergency releases shall be approved by the COR at least three (3) government business days in advance for emergency releases.

· The service shall leverage VA Identity Services to validate VA personnel authorized to view and update images and associated metadata in accordance with VA Common Security Services guidelines 100% of the time.

Deliverables:

0. Service Level Agreement (SLA).

5.5 TRAINING (Non-IT)

The Contractor shall develop and perform initial training for an estimated two thousand five hundred (2500) VA identified users in the use of the proposed solution. The Contractor shall provide in-person training at 4 (four) locations, 1 (one) within each VBA District. See appendix J for the VBA 4 (four) district map. Training locations shall be identified 45 days prior to scheduled training event. The Contractor shall provide web-based, web-based remedial and virtual training to support identified VA users and external stakeholders. Virtual training delivery may be recorded during live delivery to VA; however, pre-recorded in-person training is not acceptable. The contractor shall provide support to the VR&E Operations Center personnel in response to system user inquiries. The Contractor shall develop and submit to the Government for review Electronic User Guides, exercises, training documentation and / or training aids as required supporting all training activities identified in the section 5.5.