36C10E20R0002.docx

36C10E20R0002

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

101-20-2-5894-0021 36C10E20R0002 07-09-2020 Jorge Martin 314-253-5386 08-09-2020

11:59 PM

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

Washington DC 20006 X X 541611 $16.5 Million N/A X 00101 Department of Veterans Affairs Veterans Benefits Administration Office of Compensation Services 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

See Block 15 and Page 2 for details.

See CONTINUATION Page The Department of Veterans Affairs is soliciting proposals from SDVOSB vendors for Records Research Support Services.

See Solicitation's Price & Cost Schedule for details.

101-3600151-5894-304000-2580 020010000TOR

X X X Jorge L. Martin

VA-VBA-2019-0D54E390

A.2 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT:

Contracting Officer 36C10E Department of Veterans Affairs Veterans Benefits Administration Office of Acquisition 1800 G. Street N.W.

Washington DC 20006

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS:

TUNGSTEN (OB10) ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Purchase Order Number: TBD (please include this on all invoices) Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

• VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-invoice Set-up information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

• Tungsten e-Invoice setup information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@tungsten-network.com

• VA TUNGSTEN Number: AAA544240062

• FSC e-Invoice contact information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov

• http://www.fsc.va.gov/einvoice.asp ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C10E20R0002

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

BASE YEAR PERIOD OF PERFORMANCE: 12 MONTHS

Initial P/PMP shall be provided within 14 days of contract award + Eleven (11) updates per contract year. This as an estimated quantity. Payment shall only be made if updates were required.

One at start of contract base year and one at contract base mid-year.

Once per Quarter

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

OPTION YEAR 1 PERIOD OF PERFORMANCE: 12 MONTHS

12 updates per contract option year. This as an estimated quantity. Payment shall only be made if updates were required.

One at start of contract option year and one at mid contract option year.

Once per Quarter

ITEM

DESCRIPTION OF

SUPPLIES/SERVICES

OPTION YEAR 2 PERIOD OF PERFORMANCE: 12 MONTHS

12 updates per contract option year. This as an estimated quantity. Payment shall only be made if updates were required.

Provide Contract Refresher Training Services per the attached PWS section 6.3.2.

One at start of contract option year and one at mid contract option year.

Once per Quarter

ITEM

DESCRIPTION OF

SUPPLIES/SERVICES

OPTION YEAR 3 PERIOD OF PERFORMANCE: 12 MONTHS

12 updates per contract option year. This as an estimated quantity. Payment shall only be made if updates were required.

Provide Contract Refresher Training Services per the attached PWS section 6.3.2.

One at start of contract option year and one at mid contract option year.

Once per Quarter

ITEM

DESCRIPTION OF

SUPPLIES/SERVICES

OPTION YEAR 4 PERIOD OF PERFORMANCE: 12 MONTHS

12 updates per contract option year. This as an estimated quantity. Payment shall only be made if updates were required.

Provide Contract Refresher Training Services per the attached PWS section 6.3.2.

One at start of contract option year and one at mid contract option year.

Once per Quarter

GRAND

TOTAL

B.2 DELIVERY SCHEDULE

Veterans Benefits Administration 1800 G St, NW, Washington DC 20006

B.3 PERFORMANCE WORK STATEMENT

GENERAL INFORMATION

1. Introduction The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA), Compensation Service is seeking contractor services for support of research of military records. Compensation Service requires support with the new requirements assumed from the Army by VA to research military records containing historical information on individual units within the services, as well as some special operations, safety and casualty records, as they relate to claimed stressors and exposures (i.e. herbicides, chemicals, and radiations). Requirements assumed from the Army are new for VBA as this mission has been conducted by Joint Services Records Research Center (JSRRC) for the past 30 years within their legacy system – VBA assumed this mission and had to build a new tool in order to perform what JSRRC did and more.

The Department of the Army’s Joint Services Records Research Center (JSRRC) mission since 1989 has been to research Army, Navy, Air Force, and Coast Guard records containing historical information on individual units within these branches of service, as well as special operations, safety and casualty records, as they relate to claimed Post Traumatic Stress Disorder (PTSD) stressors, Agent Orange and other environmental exposures. JSRRC has developed expertise and relationships over time to retrieve records and provide an official response to VBA regional offices (ROs) with a summary of findings necessary for a claims processor to rate a case. If the records are not archived, the respective military services branch determine what records the contractor will have access to. These are usually unit versus individual personnel records – such as rosters, etc.

Department of the Army has reduced its support of the mission of the U.S. Army’s JSRRC in its current operations. Reduced support for this mission negatively impacts VBA processing timeliness and accuracy on cases from Veterans claiming PTSD including but not limited to that due to Military Sexual Trauma, and cases regarding Agent Orange, radiation, contaminated water and other environmental exposure including Blue Water Navy (BWN). The BWN Vietnam Veterans Act of 2019 extended the presumption of herbicide exposure, such as Agent Orange, to Veterans who served in the offshore waters of the Republic of Vietnam between Jan. 9, 1962 and May 7, 1975.

2. Scope or Purpose

Compensation Service requires a Contractor to provide support services to perform in researching of military records, drafting written responses, completion of data/record collecting, performance of data analysis, reporting data, and quality control. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items and non-personal services necessary to support the record research operations as defined in this PWS, except for those items specified as Government furnished property and services. Additional information regarding deliverables can be found in Section 6.

3. Period of Performance

The anticipated Period of Performance (PoP) shall be for one (1) twelve (12)-month base period with four (4) twelve (12)-month option periods from date of award.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). If required, the CO may designate the Contractor to work during holidays and weekends.

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

Under current definitions, four are set by date:

· New Year's Day January 1

· Independence Day July 4

· Veterans Day November 11

· Christmas Day December 25

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

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

· Martin Luther King's Birthday - Third Monday in January

· Washington's Birthday - Third Monday in February

· Memorial Day - Last Monday in May

· Labor Day - First Monday in September

· Columbus Day - Second Monday in October

· Thanksgiving - Fourth Thursday in November

4. Place of Performance

The Contractor is responsible for conducting business at 1800 G Street NW, Washington, DC 20420 unless reassigned by VA. The workday shall be an eight (8) hour day plus 30 minutes for lunch. The Contractor must be available during the core business hours of 7:00 a.m. to 5:30 p.m. (Eastern Standard Time) for weekly meetings and deliverables. The contractor may be requested to provide services within 50 miles at any of the following locations:

· Any VA Facility within the District of Columbia, and/or

· Contractor’s facilities (off-site), and/or

· DoD installations in the National Capital Region.

5. Travel Contractor travel must be reviewed and approved by the Contracting Officer’s Representative (COR) in advance, reimbursed at cost, and in accordance with the Federal Travel Regulations (FTR) (https://www.gsa.gov/policy- regulations/regulations/federal-travel-regulation-ftr) and Federal Acquisition Regulation (FAR) 31.205-46.

Travel within a 50-mile radius between the Contractor’s assigned facility and Government locations is considered “local travel” and shall not be reimbursed. Travel to and from work is considered the cost of doing business and shall not be reimbursed. The Government shall reimburse Contractor for all appropriate costs associated with official travel which is beyond the 50-mile radius. Local travel shall be necessary on a regular basis. The Government shall not be responsible for any relocation expenses associated with moving Contractor personnel (even if a replacement is required) to the Washington, DC, commuting area or other job sites as may be identified either initially, or if necessary, with replacement of personnel.

6. Task Statement

GENERAL REQUIREMENTS

For every task, the Contractor shall identify in writing all necessary subtasks (if any), together with associated sub-milestone dates after award. The Contractor's subtask structure shall be detailed in the project management plan (PMP). PMP shall be delivered by the contractor within 14 days after contract award date.

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

Where a written milestone deliverable is required in draft form, Compensation Service shall complete its review of the draft deliverable within fifteen (15) calendar days from date of receipt. The Contractor shall have ten (10) calendar days to deliver the final deliverable from date of receipt of the Government’s comments. All deliverables shall be delivered via email to the Contracting Officer Representative (COR) and Government Program Manager (PM).

The PM, CO and COR shall attend all meetings and briefings with VA where deliverables or the execution of this contract shall be discussed. The Contractor shall include the PM, CO and COR in all communication with VA related to this PWS and the execution of the contract.

All contract communication and communication related to work completed toward this contract must occur using VA-approved email accounts. All externally used documents must be 508 compliant (Section 508 of the Rehabilitation Act).

All documents must be stored on VA Network or other location that has been expressly approved by the COR and Government PM.

Contract communication shall not include patient data. The RRC shall have its own secure portal/database to send & share sensitive information.

Contractor employee access shall be part of the onboarding process performed by the COR. The PM shall determine what access contractors shall need. Level of access shall be stated in PDAT.

The Contractor shall deliver all work products and deliverables throughout the Period of Performance, Close of Business (COB) shall be understood to mean 4:30 pm ET.

All work products and deliverables shall, at a minimum, be 95% free of errors, specifically content, spelling, grammar, formatting, and punctuation.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

The work described herein is divided into four task areas: Administration and Program Management; Operations; Training; and Analysis/Evaluation.

6.1 Administration and Program Management

6.1.1 Project Management Plan (PMP)

The Contractor shall provide a detailed Project Management/ Implementation Plan (PMP) and briefing for the project team, within fourteen (14) days after award effective date. The PMP shall present the Contractor’s plan for completing the contract, describing the technical approach, management plan, organizational structure and resources, and management controls that shall meet the requirements of this contract. The Contractor's plan shall be responsive to this PWS and describe, in further detail, the approach to be used for each task of the contract as defined in the proposal. The Contractor shall keep the PMP up to date throughout the PoP. Specifically, the Contractor shall provide recommended updates in the form of tracked changes in Microsoft Word, monthly. If no updates are made, the Contractor must provide a response indicating as such. The initial/final PMP shall be inclusive of the following deliverables, at a minimum:

a. Staffing Plan: The staffing plan is to define the roles and responsibilities for all personnel supporting the contract. The goal of the plan is to ensure the contract support staff is properly aligned to the strategic goals, mission, and objectives of the research requirements. Staffing plan shall also include the Contractor’s organizational structure in support of the contract. The Contractor shall provide a detailed hiring plan and tracking tool that shows status of hiring including background checks, Personal Identification Verification (PIV) and start dates. The tracker shall include issues related to hiring and be included on the Risk Assessment and Mitigation Plan after award. The Staffing Plan shall also demonstrate the Contractor’s process for immediately identifying and taking appropriate remedial action in addressing Contractor personnel determined to be unacceptable in terms of technical competency or personal conduct in performance of contract activities. Contractor remedial actions shall be executed in a manner that does not disrupt or degrade the quality or timeliness of services.

Only trained staff shall be permitted to conduct research activities. All staff changes must be communicated immediately to the PM and COR. It is the Contractors responsibility to ensure that all contract staff is trained prior to conducting research activities. The Contractor shall create and maintain a staffing tracker after award. Status Reports shall be provided by the contractor monthly.

b. In-Processing Plan: The Contractor shall develop an In-Processing Plan within 14 days of contract award that addresses in-processing of all personnel supporting this contract to include describing how to meet the learning needs of the researchers and training. The Contractor shall provide a tracking tool within 14 days of contract award that shows status of in-processing and scheduled training. Onboarding Status Reports shall be provided by the contractor monthly.

c. Onboarding Plan: The Contractor shall outline, as part of the proposal, how their new hires will be onboarded, including all VA mandatory training required of new contract hires i.e. ethics, security, etc. The Contractor shall complete initial onboarding training to include badging within (90 calendar days of effective date of the contract award.

All new contract hires shall be onboarded and trained as noted above within ninety (90) days throughout the period of performance. Status Reports shall be provided by the contractor monthly.

The Contractor shall complete administrative tasks (e.g., background investigation forms, staff roster, mandatory training) to obtain access to military installations, VA facilities or other places of performance. The contractors shall be issued a CAC/PIV card by the respective military installation during the onboarding process which shall give them access to these facilities. All Contractor employees supporting this contract shall obtain a VA email address during the onboarding process to use in support of all related PWS requirements.

d. Risk Assessment and Mitigation Plan: The Contractor shall conduct risk identification, risk analysis, risk management, and risk monitoring and reporting, focusing on the processes, resources and data sources critical to managing the project during the entire contract period. The Contractor shall provide a Risks and Mitigation updated plan monthly during the entire contract period. Risk and issues shall be reported monthly as critical, high, medium, or low. A description shall be included of the risk/issue, the owner, progress made, and management strategy as applicable. Monthly status shall be provided on each risk until they are closed out. The Project Manager may request that a perceived risk or issue be added and tracked for the contract.

e. Quality Control Plan (QCP): The Contractor shall provide, as part of the proposal, a detailed QCP. The QCP shall be reviewed monthly and if there are any changes, the updated QCP shall be submitted to the PM and COR within 7 days of the requested change. The QCP shall document the overall approach to quality assurance activities. The QCP shall provide specifics regarding how the Contractor defines, implements, and assures quality during the contract life. The Contractor’s QCP shall be the basis for the Government’s Quality Assurance Surveillance Plan (QASP). The VA shall create the QASP upon receipt of the Contractor’s first QCP and shall be updated as the QCP is updated.

6.1.1 Deliverable shall include the Project Management Plan (PMP) as part of the proposal with the following structure/updates:

· Staffing Plan/Organization Structure

· In-Processing Plan

· Onboarding Plan

· Risk Assessment and Mitigation Plan

· Quality Control Plan (QCP)

· Resumes of Key Personnel

6.1.2 Post Award Conference

The Contractor shall coordinate and attend a post award conference with VA project team, and project advisory group comprised of key stakeholders and SMEs. The post award conference shall be held within ten (10) calendar days after contract award or as agreed upon between VA Government PM, COR, and Contractor. At the post award conference, the Contractor shall brief the details of the Project Management Plan (PMP), which shall include the Contractor’s intended approach, work plan, and project schedule including deliverables, tasks, and subtasks, with major milestones.

6.1.2 Deliverable shall be participation in the post award conference and copies of any/all briefing materials created by the contractor.

6.1.3 Monthly Interim Progress and Status Report

The Contractor shall support the VA with IPR activities in implementing a disciplined, comprehensive, and flexible program and project management processes, including monitoring of project metrics; rigorous risk management; and prompt reporting on Government-approved schedule, performance, and risk baseline.

The Contractor shall provide the Monthly Interim Progress and Status Report (MIPSR) to the Government electronically, no later than the 15th calendar day of each month or the next business day if the 15th falls on a weekend. The MIPSR shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. The MIPSR shall identify any problems that have arisen and a statement explaining how the problem was resolved or an explanation why it has not been completely resolved.

The contractor may be required to travel to research centers or designated locations as determined by the program office. Anticipated Contractor travel request shall be included as part of the MIPSR to include training for operational implementation. In addition, to seeking advanced approval of all travel requirements, the Contractor shall provide, on a rolling basis, a pre-trip request at least fourteen (14) business days in advance. The Contractor shall submit a post-trip report to the COR and PM within five (5) business days of trip completion, with receipts and validated expenses.

The MIPSR shall be organized according to the PWS Tasks, and shall include, at a minimum, the following items:

· Any requirements stated in the PWS;

· Roster of personnel;

· Pending in-processing status for new personnel;

· Pre-trip projections, detailing planned travel for the upcoming sixty (60) day period;

· Post-trip summary log;

· Submission of all information necessary to obtain VA email addresses for contract staff;

· Planned replacements for the upcoming thirty (30) day period;

· Current expenditures and forecasted expenditures toward completion of the PoP;

· Identification of risks;

· A summary of the tasks and work products completed;

· Planned training schedule;

· A status of all contract deliverables to include schedule of delivery; and

· Any other items requested by the Government, through the CO.

6.1.3 Deliverables include a Monthly Interim Progress Report and Status Report.

6.1.4 Weekly Meetings with Weekly Status Report (WSR)

The Contractor shall participate and facilitate weekly status update meetings. Weekly meetings shall be scheduled after the kick-off meeting, considering availability of VA PMO staff, providing phone dial in and/or web conferencing. The weekly status report shall highlight accomplishments; risks, issues, and mitigations plan as well as any outstanding items.

The WSR shall be delivered via email to both the COR and PM. A summary shall be provided (2) business days prior to the meeting. The Contractor, PM and/or COR shall facilitate the meeting. The Contractor shall track action items and provide minutes within (1) business day of the meeting.

6.1.4 Deliverables include the Weekly Meetings, Weekly Status Reports, Summary and Meeting Minutes from WSR specific meeting.

6.2 Operations

6.2.1 Program Operational Support

VA Support Concept: The objectives of this requirement are to provide program operational support to include technical support services necessary to assist VBA in managing the complete life cycle of Records Information Management System. Life cycle management of records includes, but is not limited to, record identification, creation, maintenance, indexing, preservation, collection, conversion, and review for various research methods to substantiate the Veterans claimed stressor and/or exposure event.

The contractor shall provide technical, analytical, and professional support as required to satisfy the requirements stated above.

6.2.1 Deliverables Include:

· Analyzing current data collection methods in VBMS Workflow Management Tool, Excel, Tableau, SharePoint, One Note and other VA web-based programs and applications.

· Recommendations on how to maximize data output.

· Meeting minutes for RRC Strategic Operations Meetings

· Researching data discrepancies, providing analysis and recommendations for improvement.

· Monitoring RRC program goals and performance measures.

· Responding to ad hoc data requests.

· Providing maintenance of integration plans for VBA internal organizations, branches of service and external federal research agencies.

· Creating Standard Operating Procedures

6.2.2. Research Activities: Records research activities includes document handling and accountability, records review for information pertinent to a Veteran’s claim, quality assurance, systems management, and database IT and management support. The records to be reviewed are a variety of media, including paper, electronic data, microfilm, microfiche, maps, reels, and hand-written documents. The contractor must be able to research paper records at any VA Facility within the District of Columbia, DoD installations in the National Capital Region and any other locations that records are identified. Contractors shall use a laptop issued by VA to access records and correspond with U.S. Army Records Management and Declassification Agency (RMDA), National Archives and Records Administration (NARA), Boiling Air Force Base, Naval History and Heritage Command (NHHC), VBA staff, and any other agency that may be identified later.

The Contractor must comply with all records handling requirements to include but not limited to, requests for documents, signing out documents, and returning documents to the proper location. Contractor personnel shall be able to conduct independent reviews or participate as part of a team.

Compensation Service estimates the Contractors’ processing1470 records research requests per month after the initial training and ramp up period.

The Contractor shall ensure compliance with all policies, procedures and perform all duties necessary to receive, process, and respond to requests for information from Compensation Service analysts.

6.2.2 Deliverables include Contractors processing an estimated 1470 records research requests per month or 95% of all request assigned.

6.2.3 VBA Research Tool Operations

Timely reporting and tracking of data are essential to the maintenance and sustainment of the records. The Contractor must timely retrieve and or begin research on cases assigned to them and provide a response within thirty (30 days unless an extension is needed for a valid reason to be determined by the VBA Program Office. The Contractor must be responsible for safeguarding and maintaining any records used in the research to support VBA claims processing.

The Contractor must participate in the collection and categorization of operational records for expanding the research response library. VBA shall assume 30 years of responses from the Army with the assumption of the mission. The historical data shall be categorized and used as part of the research to avoid duplication. Additionally, this data shall be migrated and housed in VBA systems.

The Contractor shall accurately and timely retrieve, respond, report, track, and upload documents/records by each researcher into the identified VA tool. Additionally, in accordance with VA guidance to include monthly metrics and production statistics, the Contractor shall prepare and submit reports.

6.2.3 Deliverables include Contractors accurately and timely retrieving, responding, reporting, tracking, and uploading of documents/records into the identified VA tool. – and submission of a monthly research production and metric reports.

6.3 Training

6.3.1 Training Support

The Contractor shall assist Compensation Service in developing preparing and presenting mission related training as required. Training shall be provided to Contractors to assist VA with the preparation of mission related training that shall in-turn train all end users. The technology trainer shall deliver quality training of end-user programs, which includes the development of informal and formal Microsoft Office and Adobe training, course content and student learning objectives, course syllabi, lesson plans, and student handouts/manuals. This shall encompass meeting with government personnel, determining training requirements, and preparing for and delivering required training. Emphasis on ensuring excellent customer service shall be a key to success. The Contractor is encouraged to maximize the use of online and virtual tools to increase contact and communication with staff.

In support of the training environment, the Contractor shall create and maintain job aids and other training documents to assist end-users. The Contractor shall provide guidance on technology and industry direction to Compensation Service on the latest trends. The Contractor shall maintain, update, and/or revise Computer-Based Training and Web-Based Training on VBA supported business applications to benefit and enhance records, research, support to VA.

6.3.1 Deliverables include development and delivery of informal and formal training, course content and student learning objectives, course syllabi, lesson plans, student job-aids, handouts/manuals, and frequently asked questions within 120 days of contract award. The Contractor shall have 7 calendar days to make edits and resubmit if necessary, based upon VBA’s review.

6.3.2 Contract Refresher Training

The Contractor shall conduct and update a short-term course aimed at recall and reinforcement of previously acquired knowledge and skills with all the requisite skills and information necessary to successfully execute the required research. This online course or web-based training shall occur semi-annual. The Contractor must receive an 85% passing score upon evaluation.

6.3.2 Deliverables include completion of refresher training and development and delivery of refresher course within 180 days of contract award and semi-annual-thereafter.

6.4 Plans, Analysis and Evaluation (PA&E) Support

6.4.1 Planning, analysis and evaluation (PA&E)

PA&E task shall support and foster a culture of evidence-based decision making to ensure Compensation Service maintains the capability to provide effective support to the regional offices. The Contractor shall support measuring program effectiveness to include reviewing objectives, recommend evaluation criteria, collecting data, synthesizing data, drafting reports and support of the implementation of results. Access to the appropriate databases shall be provided to the extent required to carry out PWS requirements.

The Contractor shall:

· Support short- and long-range strategic planning and implementation; track and report on progress toward the achievement of strategic goals; identify and overcome potential barriers to success.

· Develop a formal performance management framework, which offers approaches that use measurement as a component of improving performance supported by an evaluation and data analytics infrastructure.

· Support Compensation Service in conducting advanced data analytics through data mining, modeling, forecasting, and advanced statistical methods.

6.4.1 Deliverables include quarterly advanced data analytics report.

7. Delivery Schedule All Contractor provided work products shall be furnished within the specified delivery schedule (see below). If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the CO including a firm commitment of when the work shall be completed. This notice shall cite the reasons for the delay and the impact on the overall project and a date by which completion shall be accomplished. The CO shall then review the facts and issue a response in accordance with applicable regulations. All deliverables shall be delivered to the Government network unless otherwise noted.

· Recommendations on how to maximize data output.

· Meeting minutes for RRC Strategic Operations Meetings

· Researching data discrepancies, providing analysis and recommendations for improvement.

· Monitoring RRC program goals and performance measures.

· Responding to ad hoc data requests.

· Providing maintenance of integration plans for VBA internal organizations, branches of service and external federal research agencies.

· Creating, reviewing or/updating Standard Operating Procedures

Monthly

lesson plans, and student handouts/manuals. Includes 2 ongoing maintenance/updates to the Computer-Based Training and Web-Based Training. This is an estimated quantity. Payment shall only be made if updates were required.

8. Personnel

8.1 Personnel Qualifications

The tasks and projects are for the Department of Veterans Affairs, working with Department of Defense, Military Services, federal archive facilities, and any other agencies that may be necessary. This shall be carried out under VBA’s interagency collaboration agreements- some currently in place and new agreements shall be added as needed. It is preferred that the Contractor is familiar with organizational structures of VA, DoD, and all Military Services. It is also important that the Contractor be well-versed in overall Records Management Programs and the applicable Federal regulations and laws. It is preferred the Contractor be knowledgeable of NARA policies, guidance, and latest trends, and have experience in managing records, especially electronic, at various levels. Additionally, the Contractor must be able to develop an in-depth and thorough knowledge and understanding of VA business processes and work-related subject matter and materials to address specific customer needs for each application.

The Contractor shall be fully responsible for safeguarding all material upon receipt and for ensuring that the contents of materials are protected and not publicly released. Documents and data to be captured may be classified or otherwise considered sensitive. All personnel assigned to the various projects in the agency must be required to adhere to the guidelines prescribed under FOIA and the Privacy Act. Non-disclosure statements shall need to be signed by those involved in the various projects and provided to the Government. The security classification of these documents is such that personnel require a research card, appropriate clearances (Top Secret/Secret) and courier card authorizations. All Contractor employees involved must be U.S. citizens.

8.2 Contractor Experience Requirements – Key Personnel

Certain skilled, experienced professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as Key Personnel and are those persons whose résumés were submitted and marked by the Contractor as Key Personnel under the Technical factor. Prior to Key Personnel being removed, diverted, or replaced from work, Contractor shall provide notice to the PM, CO and COR. If such a circumstance is necessary, a comparable replacement shall meet the requirements of the PWS.

Substitution of Key Personnel: All Contractors requests for approval of substitutions hereunder shall be submitted in writing to the PM, COR and the CO at least fifteen calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete résumé for the proposed substitute, and any other information requested by the CO necessary to approve or disapprove the proposed substitution. The PM, COR, and the CO shall evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. New personnel shall not commence work until all necessary security requirements have been fulfilled.

Any substituted personnel shall have the equivalent or higher education, experience, and credentials than the personnel they replace, subject to VA review and approval.

Furthermore, Contractor personnel shall be proficient using office automation equipment and software and have written and verbal communication skills to support VA.