36C10G18R0204-001.docx

36C10G18R0204

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 X

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

101-18-4-2416-0052 36C10G18R0204 08-22-2018 Vera M Irvin 202-382-3158 09-11-2018

10:00 AM EST

36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697 Y 541611 15M X N/A X Department of Veterans Affairs Washington DC 20536

36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment) Austin TX 78714-8917 1 (877) 489-6135 The Strategic Acquistion Center (SAC) is requesting proposals for the Office of Workforce Management and Consulting (WMC) for the Department of Veterans Affairs.

Reference the attached Performance Work Statement (PWS), B.4.

A Firm-Fixed-Price (FFP) award will be made based on the Evaluation Criteria as set forth in Section E of the RFP.

Proposal shall be submitted electronically by Tuesday September 11, 2018 by 10:00 AM Eastern Standard Time (EST) and emailed to vera.irvin@va.gov and zachary.wilcox@va.gov.

Questions shall be submitted no later than Friday August 31, 2018 by Noon EST and emailed to vera.irvin@va.gov and zachary.wilcox@va.gov.

X X

ZACHARY WILCOX

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: TBD

b. GOVERNMENT:

Contracting Officer (CO)

Contract Specialist (CS)

Contracting Officer’s Representative (COR)

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: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs VA Denver Acquisition & Logistics Center (003A4D) 555 Corporate Circle Golden CO 80401 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-4 Notice of Price Evaluation Preference for HubZone Small Business Concerns. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

36C10G18R0204

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DEPARTMENT OF VETERANS AFFAIRS

VA HR SMART DATA CLEANSING

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

In June 2016, the Department of Veterans Affairs (VA) fully implemented HR Smart, VA’s core Human Resources (HR) processing system. This implementation moved VA from an employee-based, 50-year-old HR system—Personnel and Accounting Integrated Data (PAID)—to a modern, position-based HR system. During this transition, invalid data was moved from PAID to HR Smart. To address this issue, VA is launching an Enterprise-wide HR Smart Data Cleanse Project with two components: (1) Data Cleanse to correct invalid data, including position, current, historical, and user-error related data issues; and (2) Data Quality to sustain data after the HR Smart Deployment. This effort will allow VA to identify and replace invalid and inaccurate information that does not support existing business processes. The results of Data Cleanse will relieve alleviate the perception of data integrity issues within HR Smart. As a result, it will create efficient processing, lessen pay impacting issues for employees, drive effective position management forward, and provide more accurate reporting functions within HR Smart and downstream systems.

HR Smart only includes data related to vacant positions and positions encumbered with current VA employees; it does not include any candidate or recruitment-related HR data. HR Smart treats positions as an independent entity in its data system as opposed to building position attributes based on the individual assigned to that position, as was done in PAID.

2.0 SCOPE OF WORK

2.1 Data Cleanse Strategy

VA will provide a review by VA Field Offices (VHA, VAMC, Regional Offices, etc.) and Human Resources Information System (HRIS) support in concert with the VA PM to update and/or fix HR Smart data issues.

The VA is currently executing a phased enterprise wide data cleanse initiative, meant to improve and cleanse existing data issues. The effort requires additional dedicated support to expedite its completion. There are 56,000 pre-deployment/historical employee records to review, profile and cleanse. The HR Smart employee record structure is provided in Appendix B.

Vendor shall review and assess the current situation related to the VA’s implementation of its core Human Resources (HR) processing system, HR Smart.

This effort will include the review and cleansing of HR Smart pre-deployement/historical employee records, which shall be conducted in sequential tasks as described below. It is expected that business process improvement will result through the inclusion of new technology (such as robotics, Artificial Intelligence (AI), and the like). The expectation is that this new technology will be rules driven, improve data quality and input as well as reduce reliance of keystrokes input by HR Specialists. This technology should also be able to cross check and cross input data, as needed, into as many systems/applications as necessary.

Vendor shall be provided appropriate GFI and GFE and shall work independently to achieve the work requirements outlined in this PWS.

2.1.1 Pre-Deployment/Historical Records

These are HR Smart records with Historical data integrity issues that were introduced with the migration from PAID, the legacy HR system. Cleansing of these records will permanently resolve data integrity issues associated with Historical records. Data elements included in this Phase include the following:

Count

Table 2.1 – Pre-Deployment Data Elements (Employee Records)

2.2 Data Profiling

2.2.1 Vendor shall employ both computer software technology and experienced personnel in the use of this technology to conduct a data audit against all the data in HR Smart, identifying the data that needs to be corrected.

2.2.2 Vendor shall provide a data analysis report from the data audit (e.g. description of problem, data source, number of occurrences, missing data).

2.2.3 Vendor shall ensure the data rules are in compliance with all VA rules, policies and statutes.

2.2.4 Vendor shall identify the following types of discrepancies:

a. Duplicates

b. Redundant data

c. Incorrect formatting

d. Incorrect data based on a numeric range

e. Incorrect data based on relationship rules

f. Missing data

g. Incomplete data elements based on VA business rules, policies and statutes

h. Referential integrity

i. Orphaned records (records that should be associated to others but are not)

j. Childless parents (records that should have related records but do not)

k. Valid HR data for specific instances (only specific codes are valid for a given situation)

l. Data value commonality (same code used multiple places with varying values)

m. Invalid date ranges (when the dates do not conform to business or logical standards)

n. Invalid/incomplete dates

o. Invalid HR data values

p. HR data outliers outside of expected values

q. HR data value anomalies based on VA business rules, policies and statutes

2.3 Data Cleansing

2.3.1 Vendor shall provide a method of correction for elements identified as a result of the Data Profiling. Include the opportunity to use tools such as robotics and/or AI.

2.3.2 Vendor shall ensure the data is cleansed according to administrative rules, statutes, policies and VA business rules. Include the opportunity to use tools such as robotics and/or AI.

2.3.3 Vendor shall conduct ongoing data audits against all identified data sources during the cleansing process. Include the opportunity to use tools such as robotics and/or AI.

2.3.4 Vendor shall provide a data analysis report from the data audit (e.g. description of problem, data source, and number of occurrences, type of fix that was applied, number of records fixed, and number of records unable to be fixed). Include the opportunity to use tools such as robotics and/or AI.

2.3.5 Vendor shall provide a prioritized list of data elements, (e.g. age, grouping, status, class) to be cleansed. Include the opportunity to use tools such as robotics and/or AI.

2.3.6 Vendor shall provide an on-going data cleansing maintenance plan.

2.3.7 Vendor shall retain history (audit trail) of all data elements that are changed through cleansing (before and after). Include the opportunity to use tools such as robotics and/or AI.

3.0 VENDOR REQUIREMENTS

3.1 Confidentiality and Non-Disclosure

a. The vendor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. No information shall be released to any source unless authorized in writing by the Contracting Officer for this requirement.

b. Vendor staff and management may have access to some privileged and confidential materials of the United States Government such as budget and strategic plans. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of the United States Government. Some of these materials may be protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 18. Unauthorized disclosure of Privacy Act or Title 18 covered materials is a criminal offense.

c. The regulatory standard of conduct governs all personnel, directly and indirectly, involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to avoid strictly any conflict of interest or even the appearance of a conflict of interest in Government-vendor relationships.

3.2 Other Personnel Considerations

Personnel assigned by the vendor to the performance of work on this contract shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. Should the assignment to this contract of any person by the vendor be deemed to conflict with the interests of VA, or in the event performance is deemed to be unsatisfactory at any time during the life of the contract, the Contracting Officer may notify the vendor and request the person be immediately removed from the assignment. The reason for removal will be documented and a request to receive key personnel replacement within three (3) business days of the notification will be made. Replacement key personnel qualifications shall be equal to or greater than those of the key personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules.

3.3 Applicable Documents and References

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

1. FIPS Pub 201-2, Personal Identity Verification of Federal Employees and Contractors, August 2013

2. 5 U.S.C. 552a, as amended, The Privacy Act of 1974

3. VA Directive 0710, Personnel Suitability and Security Program, June 4, 2010 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&Ftype=2

4. VA Handbook 0710, Personnel Suitability and Security Program, May 2, 2016 https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=832&FType=2

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

6. VA Handbook 6500.2, Management of Data Breaches Involving Sensitive Personal Information, October 28, 2015

7. VA Handbook 6500.6, Contract Security, March 12, 2010

8. National Institute Standards and Technology (NIST) Special Publications (SP)

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

10. VA Directive 6300, Records and Information Management, February 26, 2009

11. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

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

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

14. OMB Memorandum M-06-18, Acquisition of Products and Services for Implementation of HSPD-12, June 30, 2006

15. 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

16. OMB memorandum M-11-11, Continued Implementation of Homeland Security Presidential Directive (HSPD) 12 - Policy for a Common Identification Standard for Federal Employees and Contractors, February 3, 2011

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

18. NIST SP 800-116, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, November 20, 2008

19. OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007

20. NIST SP 800-63-2, Electronic Authentication Guideline, August 2013

21. Draft NIST Special Publication 800-157, Guidelines for Derived PIV Credentials, March 2014

22. 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)

4.0 PERFORMANCE DETAILS

4.1 Period of Performance

The period of performance for this PWS will be one (1) base year and 1 twelve-month option year.

4.2 Contract Type

This is a Firm Fixed Price (FFP) contract.

4.3 Place of Performance

The Government reserves the right to authorize work activities to be performed at a designated Contractor faculty to accomplish the results contained in this PWS. The Government will provide remote access via CITRIX Access Gateway (CAG).

4.4 Hours of Operation

The hours of operation are from 7:00 AM to 5:00 PM Eastern Time (ET) Monday through Friday. All communications will occur during these hours of operation.

4.5 Travel

Travel requirements for the vendor will be specified by the COR in support of the respective tasks and will be reimbursed in accordance with applicable Federal travel regulations. The Vendor shall submit all proposed travel plans to CO and COR for review and approval no less than 5 business days in advance of the anticipated departure date.

Travel costs will be included in this task order as a separate, cost-reimbursable, “not to exceed” line item.

The principal place of performance for services provided in the task order Performance Work Statement (PWS) is projected to be at the Vendor’s site. However, the vendor may be required to attend meetings at the Government site location. Authorized travel will be reflected as a separate line item and as a not-to-exceed (NTE) total expenditure. Additionally, the Contracting Officer’s Representative (COR) must approve all travel requirements/requests before travel begins. Travel that occurs without pre-approval by the COR will NOT be reimbursed (See Attachment Travel Authorization Request Form). Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. In order to be reimbursed for travel, the vendor shall submit supporting documentation as required by Federal Travel Regulations with invoices. Expenses for subsistence and lodging will be reimbursed to the vendor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. Profit and G&A will not be an allowable reimbursement expense for travel.

4.6 Vendor Responsibilities:

a. The Vendor shall bear the expense of the SAC/NCHC, background investigation(s), regardless of the final adjudication determination. A Bill of Collections shall be generated by VA after final adjudication determination has been received. Final adjudication results may take up to six months but normally received within 90 days after submission. VA has determined this contract requires the following levels of investigations and associated costs (per person):

· RECIPROCITY $30.00

· NACI $279.00

b. The amounts stated above are the current for fiscal year 2018 but subject to annual price changes as established by OPM in the Federal Investigation Notices. Vendors shall be billed per Office of Personnel Management/Security Investigations Center (OPM/ SIC) guidelines and should anticipate annual increases. All fee schedule questions should be directed to the SIC at 501-257-4031 or e-mail: vhalitsiccontracting@va.gov.

c. Vendors who have a favorably adjudicated background investigation and it has been determined by the SIC to be acceptable may be eligible for Reciprocity. The Vendor will be required to complete the Declaration of Federal Employment Form (OF-306), and complete a new SAC/NCHC submission. The SIC is the Agency Authority regarding Reciprocity. Access to the VA cannot be granted until the SIC has received all requirements from the Vendor.

NOTE: Documents and instructions regarding background investigations can be viewed and downloaded from the following website: http://www1.va.gov/vabackground_investigations

d. The Vendor employee must complete the SAC/NCHC (fingerprinting) requirement electronically at the VA Medical Center. The Vendor shall contact by telephone the local VA Medical Center (VA Police or VA Human Resource Office) to establish appointments for fingerprinting. VA uses electronic fingerprint machines which require the Contract employee to fill out the Electronic Fingerprint Verification Letter on the VA’s Security Investigations Website. The Vendor employee will return this completed Electronic Fingerprint Verification Letter to the SIC via a traceable method (FedEx, DHL, etc), after electronic fingerprints have been completed.

VA Law Enforcement Training Center/SIC Attn: VENDOR 2200 Fort Roots Drive, Bldg 104 North Little Rock, AR 72114 Please feel free to contact the SIC at commercial 501-257-4128 or 501-257-4215 or e-mail vhalitsiccontracting@va.gov with any questions during this process.

e. The Vendor, when notified of an unfavorable determination by the Government, will withdraw the employee from consideration from working under the contract and return all Government Property.

f. Upon contract award and request by the contracting office, the Vendor shall furnish the Information Security Office and the Contracting Officer a list of personnel performing work on the contract. The list will include a brief description of the work to be performed and degree of access to information management systems required. The description of required degree of access will address if remote access is required. The Vendor shall update and submit the list of personnel performing work on the contract to the Information Security Office every (calendar) year, throughout the contract period. Furthermore, it is the Vendors responsibility to notify the Information Security Office when personnel performing work under this contract no longer requires access to the information management systems within 24 hours of employee change.

g. Per VA Directive 6500.6 dated March 12, 2010, the Vendor employee shall complete all required VA Information Security Training classes entitled “VA Information Security Awareness” and VA Privacy Policy” on a yearly basis. Certificate(s) of successful completion will be generated for each course. These certificates of successful completion shall be maintained by the Vendor, the Information Security Office, and the Contracting Officer and be made available for inspection and audit as determined by the Government.

h. Failure to comply with the Vendor personnel security requirements shall result in termination of the contract for default.

i. Vendor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs’. The Vendor will be responsible for the actions of those individuals they provide to perform work for VA under this contract. In the event that damages arise from work performed by Vendor provided personnel, under the auspices of this contract, the Vendor will be responsible for all resources necessary to remedy the incident. Printed output containing sensitive VA data will be stored in a secured area and disposed of properly by shredding using a NIST-compliant shredder or other VA approved method. Under the provisions of the Privacy Act of 1974 as amended, personnel performing work under this contract have an obligation to protect VA information indefinitely. Furthermore, it is the Vendor’s responsibility to notify the Information Management Staff when access to Information Management systems is no longer needed by personnel performing work under this contract.

j. No VA data is permitted to be stored on a desktop, laptop or other portable electronic device, including but not limited to portable media, flash drives, CDs/DVDs, external hard drives, etc., without approval by the Information Security Office. Any portable device media which has been granted approval to be utilized by the Vendor by the Information Security Office will be encrypted in accordance with the security requirements identified in FIPS 140-2. Only flash drives and encryption software explicitly approved by VA may be used. No vendor (non-VA) equipment is permitted to be connected to the VA network without prior approval. If a laptop or desktop computer must be connected, a security check must be completed by the Information Technology Staff at the local Information Security Office. If unapproved equipment is detected, it will be immediately disconnected from the VA network.

5.0 SPECIFIC MANDATORY TASKS AND DELIVERABLES

The Vendor shall provide support for the tasks described in the subsequent paragraphs. All tasks shall be completed to the fullest extent described herein with associated deliverables provided on or before the indicated delivery dates/times.

5.1 TASK 1 –Project Management Plan

Vendor shall provide a Project Management Plan for the HR Smart Data Cleaning as the first deliverable before any work commences. The scope of records and types of data to be addressed is outlined in Table 2.1 above. The Project Management Plan and all associated documents shall become a part of the Task Order.

5.1.1 Deliverable: Project Management Plan

Provide a Project Management Plan that addresses the following elements at a minimum:

a. Scope of Work – describe in detail what is in-scope and what is out-of-scope for the project.

b.

a.

b. Project Goals and Objectives – document the specific goals and objectives that the project is meant to accomplish.

c.

a.

b.

c. Project Performance Measures – document the performance measures related to ongoing project progress. Describe how those measures will be monitored and reported on throughout the project lifecycle. At a minimum, these measures shall relate to scope, schedule and budget performance areas. Additionally, document any project performance measures that will be used to determine if the stated project objectives have been met by the close of the project. These measures should be specific, measurable and attainable within the project scope, time and budget.

d.

a.

b.

c.

d. List of Project Deliverables – document a complete list of project deliverables, the specific deliverable acceptance criteria and review process. Deliverables must include both project management and product-specific deliverables.

e. Communications – document the frequency, type and audience for ongoing project communications. This area shall include project status reporting, identify stakeholders receive communication, frequency of meetings and all other types of project communications.

f. Change Management – document how change requests shall be initiated, documented, assessed, executed and tracked. This area shall also include what changes must be processed through the contractual change order process.

g. Project Schedule Management – document how the project schedule will be managed and maintained. Project schedules shall be baselined at project start and then continually managed throughout project. If a change event results in approved changes to the schedule, the schedule must be re- baselined accordingly.

h. Budget Management – document how budgetary changes shall be addressed and how the project budget shall be monitored and managed throughout the project. Any changes to the original budget baseline shall be managed through the documented change management process.

i. Quality Management – describe how project quality will be managed, deliverables are produced and what elements define quality in the project deliverables as well as project execution quality. Detail what specific quality processes shall be used to monitor and confirm the quality of project deliverables.

j. Risk Management – document an initial risk management plan and describe how this plan will be monitored, maintained and acted upon throughout the project. Indicate the approach to manage and report on issues and any risk events that are realized.

k. Human Resource (HR) Management – provide an HR Management Plan that identifies required project resource skills and when they will be needed during the execution of the Task Order. The HR Plan shall clearly identify the roles and responsibilities the vendor’s staff throughout the project lifecycle. The vendor shall provide a qualified project manager who shall assume responsibility and accountability for the execution of the Task Order. Specific experience and required roles for all project team members must be negotiated prior to project execution and specifically included in the HR Plan. The HR Management Plan must also address the process whereby team members will be replaced if needed.

l. Organizational Chart – a project organizational chart must be included in the Project Management Plan. The chart must identify individuals by name, the role they are filling and the time frame or project phases during which each individual/role will be required.

Vendor shall deliver the Project Management Plan to OHRM, CO, COR, and the PM no later than 15 days after contract award.

5.2 TASK 2 – Review Records in HR Smart for Regulatory Compliance Vendor shall evaluate all pre-deployment/historical employee records contained within the HR Smart system to highlight potential anomalies. The primary goal of this review is to identify data issues as described in paragraph 2.2.4 and to expose possible violations to VA HR data quality business rules. The scope of records and types of data to be addressed is outlined in Table 2.1 above. Vendor shall leverage robotics and/or AI conducting rules-based Record Reviews to gain insights, identify anomalous trends, and to detect systemic data integrity issues.

5.2.1 Deliverable: Detailed Record Review Report

Provide a Detailed Records Review Report itemizing the findings resulting from the HR Smart records review that includes the following:

1.

0.

0.

1.

a. Total records reviewed

b. Detailed listing of records requiring updates

c. Description of issue/problem with each record updated

d. Number of occurrences of each issue/problem e. Through the robotic/AI review, identify training issues and personnel needing remedial assistance in order to correctly input data as needed The Detailed Record Review Report shall be delivered to HRIS, COR, and the PM 15 days after task order award and bi-weekly thereafter.

5.2.2 Deliverable: Quarterly Record Review Report

Provide a Quarterly Records Review Report summarizing the findings resulting from the bi-weekly HR Smart records review that includes the following:

1.

1.

1.

1.

1.

4.

4.

1.

1.

a. Description of Record Review methodology

b. Summary of findings from bi-weekly Record Reviews conducted in the current quarter

c. Problem/Error Trend Analysis and possible cause(s) (e.g. erroneous entry, inadequate training, unclear policy, etc.)

d. Recommendations to mitigate issues/problems identified in HR Smart Record Review e.

The Quarterly Record Review Report shall be delivered to HRIS, WMC, VHA, OHRM, VBA, NCA, COR, CO, and the PM quarterly after contract award.

1.

0.

0.

5.3 TASK 3 – Corrective Actions

VA will provide vendor with the data fields that comprise the HR Smart system. Vendor shall identify and validate the source of all the fields from which HR Smart accepts data. Vendor shall provide a data mapping schema representing all the data sources that provide data to or accept data from HR Smart. The scope of records and types of data to be addressed is outlined in Table 2.1 above. Include the opportunity to use tools such as robotics and/or AI. Vendor shall complete corrective actions on all historical/pre-deployment records as identified by the government.

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5.3.1 Deliverable: Data Mapping Schema Report

Provide a report that outlines the hierarchical relationships between HR Smart and its associated data sources. Report shall be organized in an easy-to-ready format with sufficient detail to determine all the data flows between HR Smart and the systems from which it exchanges data.

The Data Mapping Schema Report shall be delivered to HRIS, COR, and the PM 15 days after contract award and bi-weekly thereafter.

5.3.2 Deliverable: Data Mapping Schema Summary Report

Provide a report that summarized the findings in the bi-weekly Data Mapping Schema Reports conducted in the quarter.

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a. Description of methodology for conducting data mapping schema

b. Summary of findings from bi-weekly Record Reviews conducted in the current quarter

c. Trends analysis associated with missing, extraneous, erroneous, or inconsistent data points Vendor shall provide a data mapping schema representing all the data sources that provide data to or accept data from HR Smart.

The Summary Data Mapping Schema Report shall be delivered to HRIS, WMC, VHA, OHRM, VBA, NCA, COR, CO, and the PM quarterly after contract award.

5.3.3 Corrective actions will be planned and executed for all Pre-deployment/Historical Records

Vendor shall develop a plan and approach to profile and cleanse the pre-deployment/historical records contained in HR Smart. Include the opportunity to use tools such as robotics and/or AI. After review and approval of the plan by the PM, vendor shall proceed to execute the plan to cleanse the data as outlined in Table 2.1 above. Vendor shall adjust the plan per the PM’s recommendations as required.

Vendor shall maintain an Analytics database that enables comprehensive reporting on data HR Smart data cleansing progress and status, as agreed to by the VA PM.

5.3.4 Deliverable: HR Smart Data Cleansing Plan

Vendor shall develop a plan to cleanse the historical employee records contained in HR Smart. The plan shall individually address the tasks desctibed above and define the vendor’s prioritized approach to review, profile, and cleanse corrupt, inaccurate and missing data. The plan shall offer expert, best-practice techniques to address near-term data quality issues as well as laying the foundation for long-term data quality. Vendor’s plan shall include approaches to ensure all HR Smart data conforms to VA business rules, processes and formats.

The HR Smart Data Cleansing Plan shall be submitted to OHRM, COR, and the PM 15 days from the start of period of performance. Vendor shall adjust the plan per the PM’s recommendations as necessary in five (5) business days or less.

5.3.5 Deliverable: HR Smart Data Cleansing Report

Vendor shall provide a comprehensive report detailing the results of all the reviews profiling and cleansing activity to include:

a. Number and type of records reviewed

b. Number and type of records cleansed

c. Number and type of records with issues unable to be cleansed

d. Number and type of records requiring continued monitoring

e. Detailed summary of corrective actions

f. Monitoring frequency

g. Analytics to uncover trends, optimize cleansing activity, and to enable decision support

h. Lessons learned

i. Maximum use of data visualization techniques

j. Recommendations to enhance HR Smart data quality and accuracy

k. Additional items as requested by the PM l.

The HR Smart Data Cleansing Report shall provide details on what was changed in each employee record and the conclusion of each change broken out by HR Office. VA personnel will use this information to update their HR Offices on changes made to the employee records they own and are responsible to maintain.

The HR Smart Data Cleansing Report is shall be submitted to OHRM, WMC, VBA, NCA, VHA – Administration POCs, COR, and the PM 15 days after the start of period of performance and bi-weekly thereafter.

5.3.6 Deliverable: HR Smart Data Cleansing Database

Vendor shall maintain an HR Smart database that enables comprehensive recurring and ad-hoc reporting on data HR Smart employee record data cleansing progress and status. Include the opportunity to use tools such as robotics and/or AI. The HR Smart Data Cleansing Database shall:

a. Support SQL capabilities to enable analytical queries by VA personnel approved by the PM

b. Provide analytics data related to the reviewing, profiling and cleansing of HR Smart employee records that is comprehensive, clearly articulates HR Smart data cleansing results, and identifies problems that impede intended progress.

c. Provide support for multiple simultaneous views of data by multiple users

Vendor shall produce a set of standard reports approved by the PM that present the status and progress of the overall HR Smart Data Cleansing effort. Vendor shall produce custom reports from the HR Smart Data Cleansing Database, as requested by the PM on an ad-hoc basis.

The HR Smart Data Cleansing Database shall be operational 30 days from the start of the performance period and updated weekly.

Vendor shall provide a set of standard reports obtained from the HR Smart Data Cleansing Database for review and approval by the PM 30 days after the start of the performance period. Vendor shall provide the initial set of standard reports 45 days after start of the performance period; subsequent reports shall be provided monthly thereafter.

Customized HR Smart Data Cleansing Database reports shall be completed no later than two (2) business days after request by the PM.

5.4 Projected Project Timeline

The Government estimates the average length of time required to review a single record at 15 minutes, with an additional 15 minutes required to take corrective actions. This is an average, some records will be less complex, others more so.

In turn, this leads to a maximum expected timeline of 12 months from contract award to complete half of the required review and corresponding corrections, estimated at 28,000 records. The maximum duration to complete all 56,000 records is 24 months from contract award.

6.0 OPERATING CONSTRAINTS

The following paragraphs outline laws, rules, regulations, standards, technology limitations and other constraints that the vendor must adhere to or work under.

6.1 Access Control

User access to VA e-mail and collaboration system must be integrated with AGENCY NAME’s Active Directory, to support single sign-on capability for users, to ensure that every user mailbox in the e-mail system is tied to an Active Directory account, and to ensure that if a user is disabled or deleted in Active Directory, the e-mail system will prevent user access to that e-mail account.

6.2 Critical Federal HR Expertise

The nature of work enumerated in this PWS requires the vendor’s staff to have demonstrated Federal Human Resource expertise to permit effective and efficient reviewing, profiling and cleansing of the employee records contained in HR Smart. Proficiency in the following areas is highly desirable:

a. VA HR Management

b. Classifications

c. General HR Analytical Skills

d. HR Staffing

e. Position Management

f. Title 5 & Title 38 Authorities

g. Qualification Standards

h. Federal HR Policies, Statutes, Regulations and Guidance

6.3 Non-Disclosure Agreements

Standard non-disclosure statements shall be provided as required for all vendor personnel who may have access to the data of Government contractors in the course of their duties.

6.4 Accessibility

Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant. Information about the Section 508 Electronic and Information Technology (EIT) Accessibility Standards may be obtained via the Web at the following URL: www.Section508.gov. The Government Product/Service Accessibility Template (GPAT) is found in Attachment 7 of this solicitation. Generally accepted inspection and test methods corresponding to the identified Section 508 standards are reflected in the EIT Acceptance Guide found at Attachment 8.

6.5 Data

All data (e-mail traffic, reports, databases, contact information, calendar contents, etc.) is and shall remain the property of the government. The Contractor shall ensure that the government retains access and download capability of all data for review, investigation, transfer, or migration to other systems.

6.6 Confidentiality, Security, and Privacy

In accordance with the Federal Acquisitions Regulations (FAR) clause 52.239-1, the Vendor shall be responsible for the following privacy and security safeguards:

a. The Contractor shall not publish or disclose in any manner, without the Contracting Officer’s written consent, the details of any safeguards used by the Contractor under the resulting contract or otherwise provided by or for the government.

b. To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of any non-public government data collected and stored by the Contractor, the Contractor shall afford the government access to the Contractor’s facilities, installations, technical capabilities, operations, documentation, records, and databases.

c. If new or unanticipated threats or hazards are discovered by either the government or the vendor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party.

d. Work on this project may require or allow vendor personnel access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

7.0 TRANSITION OF DIGITAL PRODUCTS:

If a transition between vendors is required once one period of performance ends for the incumbent and the period of performance begins for a newly awarded contract, the incoming vendor shall be able to obtain from the outgoing, incumbent vendor copies of all current and previously developed VA documentation, procedures, reports, and other collateral related to the HR Smart Data Cleansing effort. The vendor shall transmit documents and briefs electronically (Word documents, Excel, PowerPoint, Database files, etc.) and exchange email correspondence with VA. Due to strict security measures within VA infrastructure, all documents and emails shall be able to interface with and be fully readable by VA personnel on VA Intranet compliant system without any additional conversions or importing actions by VA.

All website access, passwords, codes, and links must be transferable from vendor to vendor in the event of a transfer of “agency of record.” This includes database and SharePoint access to ensure a smooth transition as needed in formats needed, including hard drive storage, electronic releases, etc. As no government agency can ever be dependent on one sole vendor, it is critical to ensure that all VA material is easily transferable in the event of a change at any time.

8.0 GOVERNMENT FURNISHED INFORMATION

7.1 General: The government shall provide, the information, facilities, equipment, materials, Badge/PIV, Government network access, and/or services listed below.

7.2 Equipment: The Government will provide: All necessary IT hardware and software to meet the performance requirements

7.3 Services: All utilities in the facility provided by the VA will be available for the contractor’s use in performance of duties outlined in this PWS

7.4 Facilities: The Government will furnish the necessary workspace for the venor staff to provide the support outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

9.0 QUALITY CONTROL (QC)

The vendor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The vendor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The vendor's QC program is the means by which the vendor can assure compliance with the requirements of this PWS. At a minimum, the vendor shall develop QC procedures addressing the areas identified in the "Specific Mandatory Task and Deliverables” as defined in the Task Order.

10.0 QUALITY ASSURANCE SURVEILLANCE PLAN

The government shall evaluate the vendor's performance under this Task Order in accordance with the Quality…