RFI PERSEC Final.docx

Request for Information (RFI) The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on capability, delivery and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement.

BACKGROUND

The Personnel Vetting and Credential Management (PVCM) contributes to a safe and secure environment for VA by ensuring trust in our VA workforce – appointees, employees, contractors, and affiliates through implementation, oversight, and compliance of Personnel Vetting and Trusted Workforce efforts, central coordination, and oversight of VA’s personnel investigations, enforcing VA compliance with Federal statutes, regulations, and policies. PVCM’s activities directly support VA’s top priorities. PVCM processes require modern transformational reform in line with today’s complex missions, societal norms, threat landscape, changing workforce, and evolving technology.

The Personnel Vetting and Credential Management (PVCM) Program within the Office and Operations, Security and Preparedness (OSP) consists of the Personnel Vetting Program (PVP), and the HSPD-12 PIV Credential Management Program. PVCM supports and establishes the Department-wide personnel security and suitability program policy, implementation, compliance, oversight, and training to ensure sound vetting practices are in place to support the safety and security of our Nation’s Veterans, visitors, employees, and facilities. The PVCM Program establishes and enforces VA compliance with personnel security and suitability policies and ensures consistency and alignment with the implementation of Trusted Workforce 2.0.

PVP supports VA’s human resource and security specialists with numerous PVP elements including policy, training, and program oversight, which instill confidence in the vetting steps in the hiring process. The PVP is implementing the National Training Standards for National Security and Suitability Adjudicators to track and deliver training for the PVP workforce nationwide. In addition, the PVP is in alignment and maintains consistency throughout the department according to the Federal Investigative Standards for tiered background investigations. The PVP has proactively pursued communications with the field through monthly PVP calls and various other communications methods. The PVP continues to transform itself to provide the best possible service for our Nation’s Veterans, their families and VA employees.

An objective of this contract is to obtain the technical and non-technical support required for VA’s PVP to fulfill its responsibilities for providing policies, processes, requirements identification, technical support, and compliance oversight for VA’s PVP. Additionally, this contract will need to assist with health and performance metrics of the programmatic requirements tracked within the system of record for background investigations, VA’s Centralized Adjudication Background Investigation System, VA-CABS. This is a particularly innovative time as Federal efforts have ramped up significantly to bring efficiencies and automation to Federal background investigation processes and policies. The efforts to modernize Federal vetting practices are known as Trusted Workforce 2.0, and VA must keep pace with the Federal efforts in implementing the new polices and processes across the large VA workforce.

The PVP policy, program management, oversight, governance, and technical support services being sought through this task order ensure that PVCM can maintain the level of support services required to address the VA’s strategic priorities and implement, track, and oversee the agency’s Trusted Workforce initiatives.

PVP Functions and Activities

1. Develops and implements policies and processes that define VA Personnel Security and Vetting requirements for compliance with applicable statutes, Executive Orders, and Federal regulations for all VA employees, contractors, and affiliates.

2. Coordinates with other agencies and exchanges personnel security and vetting information with the Office of Personnel Management (OPM), Office of the Director of National Intelligence (ODNI), and other agencies.

3. Conducts training, oversight, and compliance of VA Administrations and staff offices that perform personnel security and vetting functions.

4. Serves as the mission/business owner for the VA Centralized Adjudication and Background Investigation System (VA–CABS), a secure, end-to-end IT system application enabling continuous subject evaluation and timely dissemination of, and access to, personnel security information from trusted information providers.

5. Processes and adjudicates background investigations for all high and moderate risk adjudications as well as national security positions for VA employees and contractors.

6. Develops plans, policies, processes, and VA implementation guidance for Federal personnel security modernization efforts, to include the implementation of Trusted Workforce 2.0.

7. Provides centralized compliance and oversight to all administrations’ personnel vetting programs.

8. Coordinates information import and export from the department to other agencies regarding trust decisions.

SCOPE OF WORK

The Contractor shall provide technical and non-technical support services for a broad range of tasks in support of the PVP mission to include support for personnel vetting program/project management, governance, policy development and issuance, compliance oversight, strategic analysis, training support, and expert level technical support to the PVP Directors. The Contractor shall support PVP’s programs, projects, and initiatives.

PLACE OF PERFORMANCE

Efforts under this TO shall be performed in VA facilities located in VA Headquarters, 810 Vermont Ave, Washington, DC. Work may be performed at remote locations with prior concurrence of the Contracting Officer's Representative (COR).

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

CONTRACTOR PROJECT AND DATA MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of this TO effort for OSP and its component program offices, (PVP office). The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The baseline CPMP shall be concurred upon and updated in accordance with Section B of the TO. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP. The VA Program Managers for the contract is the Director and Deputy Director of the PVP Office.

The Contractor shall deliver annually a data management plan (DMP) that lays out the Contractor’s approach to the data management, reporting and tracking throughout the year. The DMP will be both narrative and graphic that displays the schedule of data pulled from all systems, changes to the metrics and standards and suggests risks to the overall PVP. The DMP shall assist the PVP Director and Deputy Director with annual executive briefings regarding PVP health.

Deliverable:

A. Contractor Project Management Plan

WEEKLY STATUS REPORT

The Contractor shall ensure that a Weekly Status Report (WSR) is submitted outlining the expenditures, action items, progress, status, and any problems/issues encountered in the performance of this task. The WSR 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. If problems have not been completely resolved, the Contractor shall provide an explanation including the plan and timeframe for resolving the issue. It is expected that the Contractor will keep in communication with the PVP Director and Deputy and with each of the PVP Director and Deputy so that as issues arise, they are articulated to all the respective parties to prevent escalation of outstanding issues. The Contractor shall support PVP in preparing reports and slide presentations as required to provide support to VA OSP initiatives, including VA PVP associated briefings (that are prepared to expand upon topics discussed in the WSR) to PVP staff.

Deliverable:

A. Weekly Status Report (WSR) and Associated Briefing

PRIVACY TRAINING

The Contractor shall submit status of VA Privacy and Information Security Awareness training for all Contractor personnel engaged on the task. The status reporting shall identify a single Contractor Security POC, the names of all personnel engaged on the task, their initial training date for VA Privacy and Information Security training, and their next required training date.

The Contractor shall submit VA Privacy and Information Security training certificates in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security”.

Deliverable:

A. VA Privacy and Information Security Training Certificates

TECHNICAL KICKOFF MEETING FOR OSP TECHNICAL AND NON-TECHNICAL SUPPORT

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

KEY PERSONNEL

Given this enterprise-wide transformational change, business process and technical complexities, this initiative will require highly skilled resources with extensive demonstrated knowledge and expertise with PVCM and Human Resources Information Systems (HRIS) specifically SalesForce (such as VA-CABS), Account Provisioning and Deprovisioning System (APDS), USAccess (HSPD-12/PIV), USAStaffing, and PeopleSoft 9.2. Additionally, personnel should have experience with external personnel security systems that include Office of Director of National Intelligence (ODNI)’s Quality Assessment Reporting Tool (QART), Department of Defense Counterintelligence & Security Agency’s (DCSA)National Background Investigation Services (NBIS), Defense Information System for Security (DISS), Clearance Verification System (CVS)/ Personnel Investigation Processing System (PIPS) and future Trusted Workforce 2.0 Shared Services with DCSA/Office of Personnel Management (OPM).

Certain skilled experienced professional and/or technical personnel are essential for successful accomplishment of the work to be performed under this effort. These individuals are defined as “Key personnel” and shall meet the minimum requirements set forth below. The Contractor shall agree that the key personnel shall not be removed from the TO effort, replaced or added to the TO without written notification of the Government Contracting Officer Representative. Key personnel are defined as:

· Demonstrated expertise with IT technologies such as Microsoft, Oracle, SalesForce, and Power BI.

· Demonstrated expertise in Federal personnel security and suitability programs, background investigation processes, adjudications, and the applicable Federal policies, processes, and standards.

· Demonstrated expertise in current and future initiatives involving Trusted Workforce Core Doctrine and associated published documents regarding Trusted Workforce 2.0

· Demonstrated expertise in integration of data collection systems.

Minimum Education Level

· Bachelor’s Degree Degree In/Certifications

· Business Administration, Business Management, Computer Science, Information Systems, Information Resource Management, or related fields.

Minimum Experience

· 10 years (5 of the 10 years at a headquarters or department-wide level) experience related to personnel vetting and trusted workforce tasks, policy, department compliance and oversight at an agency or organization similar in size/scope the VA.

Substitution

· Not applicable.

· Project Management Professional (PMP) certification or similar in quality. The Program Manager shall have demonstrated experience with the Enterprise-level Architecture and Implementation Guidance for personnel vetting case management systems.

· Demonstrated Experience with platforms including Salesforce (VA-CABS), PeopleSoft, and systems processing IT Account Provisioning and Deprovisioning. USAStaffing, USAccess encouraged. The Contractor Program Manager shall have current working experience with the different technologies such as ActivIdentity, Salesforce and Oracle. Demonstrated experience HSPD-12 PIV solutions such as USAccess and Access Services (AcS) technologies is preferred due to data management within our VA-CABS system.

· Demonstrated experience designing, implementing, and analyzing large-scale Salesforce solutions in both federal and/or commercial industry is not required but highly preferred.

· Demonstrated expertise in current and future initiatives involving Trusted Workforce Core Doctrine and implementation strategies.

Minimum Education Level

· Bachelor’s Degree Degree In/Certifications

· Business Administration, Business Management, Computer Science, Information Systems, Information Resource Management, or related fields.

· The SME shall be a personnel security professional with data analysis on agencies with the same or similar scope to DoD or VA.

· The SME shall have extensive demonstrated knowledge and demonstrated experience with Personnel Security Roadmap implementation within IT systems (internal and external to the VA), and experience with Cybersecurity concepts and guidance.

· Demonstrated expertise in current and future initiatives involving Trusted Workforce Core Doctrine Minimum Education Level

· Bachelor’s Degree Degree In/Certifications

· Business Administration, Business Management, Computer Science, Information Systems, Information Resource Management, or related fields.

VA PVP Trusted workforce 2.0 MODERNIZATION SUPPORT The Contractor shall provide support for PVP modernization by implementing Trusted Workforce 2.0 requirements and the below deliverables:

1. Maintain the VA Trusted Workforce Strategic Plan for the Federal Government’s initiative to modernize and enhance automation of personnel security and suitability process which includes technology solutions, management implementation standards compliance reports, program health and vulnerability determinations, and strategic roadmaps for areas of development that include cost models, manning models, standardized performance metrics and compliance and oversight reports. Develop quarterly updates and maintain the current version of the VA Trusted Workforce Strategic Plan with technology solutions, metric reports, program health determinations and strategic roadmaps.

2. Develop methodologies for tracking and assessing the development, evaluation, and monitoring of program goals, objectives, and plans. This includes support for the established governance processes and meetings that serve to assist PVP in managing decisions and tracking changes.

3. Develop and Deliver a Data Management Plan for the management, tracking and report of TW 2.0 performance management standards. The DMP shall document and define TW performance management standards achieved by the agency, the systems in which necessary data resides and frequency/schedule by which the data is pulled, any changes to performance metrics/standards and performance risks to the overall PVP. This plan will be a tool for use in audit and compliance and will need an additional presentation and briefing slides and charts to accompany it bi-annually.

A. Upon Government approval, the Contractor shall implement the plan to provide data tracking and reporting to support PVP by measuring and grading the performance against agency implementation standards. A Data Management Plan scorecard should be created and delivered bi-annually.

B. The Contractor shall update the plan, as necessary but at least once per year. Where new performance management standards are given to the agency by Government, the plan shall be updated. The Contractor shall provide data input and administrative support to assist PVP in developing annual executive briefings regarding PVP performance health.

4. Coordinate with business stakeholders, inter-agency, intra-agency, and other outside partners (DCSA, PAC PMO, GAO) to identify, articulate, assess, plan, document and support modifications and changes to the VA Trusted Workforce Plan (by Fiscal Year) that captures all VA enterprise-wide Trusted Workforce requirements, all VA Trusted Workforce projects and initiatives, performance measures, issues, and challenges.

5. Support PVP-related budgeting and cost estimation for TW 2.0 implementation along with manning metrics and new goals. TW 2.0 will provide more deliverables that require tracking and monitoring with a proactive risk development structure to enable senior leadership decision-making guides to manning and adjudicative support for all administrations and Staff Offices. The Contractor shall summarize the activities, progress, health statistics, and risk mitigation strategies in the Trusted Workforce Cost Estimate Report due quarterly.

6. Utilize historical and current industry knowledge, audit reports, Federal mandates (like TW 2.0) and other compliance requirements and findings to determine gaps in the as-is business processes and recommend solutions (technological solutions preferred) to mitigates findings, risks and remove gaps. The Contractor shall conduct current state business need assessments, perform gap analysis, and develop system Business Requirements Documents (BRD), when necessary. The BRD shall include but are not limited to writing functional requirements, future technological requirements, use cases, scenarios, and other supporting material to communicate effective descriptions of the changes needed for existing programs such as VA-CABS, ICAMP, HR Smart, USA Staffing, and other tracking systems that might include or require background investigation data for onboarding, compliance processing, awards, etc. Typically, one BRD is needed per year.

7. The Contractor shall provide senior level PVP SME technical support and recommendations to the PVP Director. The Contractor shall ensure that one Appendix in the VA CPMP contains the VA’s Trusted Workforce 2.0 (TW 2.0) Implementation Plan for the Federal government’s initiative to modernize and enhance automation of personnel security and suitability vetting processes known as TW 2.0. The Contractor shall ensure that one Appendix in the DMP contains the VA’s TW 2.0 performance management standards and the data required to grade these standards. The Contractor shall provide the technical expertise to propose recommendations and develop the annual updates required to the VA’s existing VA TW 2.0 Implementation Plan. The Contractor shall ensure that a second Appendix in the VA’s Annual PVP Plan contains the VA Personnel Security and Suitability Program Compliance Plan, which contains the actions that VA will pursue to ensure all VA employees, contractors, and staff have been properly vetted in compliance with Federal vetting requirements and standards. The Compliance Plan also shall include plans and actions for the VA PVP headquarters office to conduct in person (or virtual) inspections or compliance reviews of VA local site compliance with Federal and VA PVP policies, guidelines, and standards. The third Appendix in the VA PVP Plan is developed and provided by the VA’s Personnel Security Adjudication Center (PSAC), which consists of the Annual Business Plan for the PSAC. The Contractor shall insert the Annual Business Plan provided by the PSAC into the PVP Plan. Historical knowledge of VA Trusted Workforce implementation is vital to future support.

8. Provide technical support to OSP for the development of plans of actions and milestones to help remediate VA’s OIG findings around identity, credentialing, and access management, and for the OIG findings and weaknesses identified in FISMA audits of the VA PVP. OSP seeks to facilitate the remediation of the weaknesses in identity and access management security controls identified by the OIG in their annual FISMA reports by focusing on appropriate implementation of security and privacy controls in VA’s IT systems as required by the NIST Risk Management Framework and VA’s Cybersecurity and Privacy Policy guidance (VA 6500 Directive and Handbook). Similarly, the Contractor shall develop plans of actions and milestones for the VA PVP to remediate enterprise-level and local VA site PVP findings identified in the audits. In addition, the Contractor shall develop briefing slides that report monthly and quarterly status of the plans of actions and milestones to remediate the OIG identified security weaknesses. The Contractor shall have historical knowledge of past findings to support the development of new updates. (The annual OIG FISMA audit typically results in up to three findings and recommendations for personnel security and suitability. The Contractor shall assist VA in monitoring and reporting remediation progress.)

9. Provide technical and administrative support for annual updates and be responsible for administrative editing to the PVP Directive and Handbook for PVP (VA Directive and Handbook 0710).

10. Coordinate with business stakeholders, inter-agency, intra-agency, and other outside partners to identify, articulate, assess, and plan for possible inclusion into VA Trusted Workforce initiatives, and the VA Trusted Workforce Implementation Plan, Vision, and Technology Solutions Roadmap.

11. Schedule meetings, prepare briefings, agendas, and meeting minutes for OSP and PVP working groups, leadership status meetings, ad-hoc meetings, and integrated project teams. Each of these typically meet monthly but may be biweekly as needed.

12. Provide day to day support to assist the Government staff in routine program activities such as follow-up phone calls, sending emails, and supporting internal PVP discussions focused on PVP requirements and issues. The Contractor shall provide supporting materials for meetings (one weekly) and may also include agendas, presentations, action items status tracking reports (one weekly), etc. The Contractor shall also provide monthly technical papers, and monthly major program briefing slides. The Contractor shall also support PVP-related budgeting and cost estimation and monitor metrics, goals, risks, and associated plans for Trusted Workforce to assist with future planning. The Contractor shall summarize the activities and progress within the weekly status report.

13. Provide technical and non-technical support to include the development of Action Plans, Briefings, and/or Technical for participation in different VA enterprise meetings such as the Enterprise Cyber Security Program (ECSP) meetings, Data Governance Council (DGC), quarterly metrics HR Professionals Meeting, Trusted Workforce briefing to the SIO, Material Weakness Working Group Meeting, and NFR 2 FISMA Working Group meeting. The Contractor shall also provide technical and non-technical support to the VA PVP by participating in monthly Trusted Workforce 2.0 meetings conducted by the Defense Counterintelligence Security Agency (DCSA) and by OPM.

Deliverables:

A. VA Trusted Workforce 2.0 Implementation and Strategic Plan B. VA Personnel Vetting Quality Management Program Modernization Support and Dashboard C. VA Personnel Vetting Data Management Plan & VA Personnel Vetting Performance Management Scorecard D. VA Trusted Workforce Action Plan, Technical White Papers and Presentation and Briefing Materials E. VA Trusted Workforce Cost Estimate Report F. VA Business Requirements Document – Account Provisioning and Deprovisioning System, APDS G. VA Business Requirements Document – Human Resources Information Systems, HRIS H. VA Business Requirements Document – VA-CABS I. VA Personnel Security and Suitability Program Compliance Plan J. VA Directive and Handbook 0710 Update K. VA Trusted Workforce Implementation Strategy Supporting Documents L. VA PERSEC and Trusted Workforce Action Plans, Briefings and/or Technical Papers

OPERATIONS SUPPORT

The Contractor shall provide PVP with operations support for the PVP help desk operations consisting of policy and process clarification, reconciliation on delinquent reports, and investigative reports; and for government staff conducting PVP compliance reviews. IT specific tickets are typically handled by OIT helpdesk support. The Contractor shall:

1. Provide help desk support during normal business hours of 8AM to 4PM EST. The Contractor shall provide help desk support to include:

a. Acknowledging receipt of IT specific tickets and/or emails and other inquiries via Microsoft Teams, in-person meetings, phone calls; forwarding to appropriate staff office, reviewing, coordinating resolution, and responding to emails received within 48 hours of receipt. While the Contractor shall not make any technical adjustments to software or hardware, it will facilitate resolution by ensuring the appropriate staff offices are involved in the resolution.

b. Create and maintain a repository of FAQs from responses sent from the help desk for use and posting to VA Share Point site or similar site.

c. Maintain monthly customer service metrics on number of emails received by topic including trend analyses for inclusion in the weekly status report (WSR) and monthly tracking.

d. Respond to a minimum of 250 inquires per month.

2. Provide support to manage compliance and oversight meetings, distribution lists, tasks, assignments, and evidence.

a. Establish template appointments and manage appointments reminders, send policies within calendars, etc.

b. Develop templates for checklists and findings documents.

c. Gather all evidence and organize within shared folders.

d. Prepare template documents for input from compliance and oversight team to add findings.

e. Develop briefing slides based on findings documents and checklists.

Deliverable:

A. Templates for appointments, findings, briefings, etc.

B. Review Checklists and template for findings.

C. In/Out briefing slides

PVP GOVERNANCE AND COMPLIANCE Support The Contractor shall provide Governance support to PVP and shall perform the following tasks.

1. In support of PVP, the Contractor shall:

a. Develop materials to support PVP in performing governance, oversight, and compliance of PVP activities. The support will involve development and maintenance of program performance metrics, compliance checklists, guides, job aides, station compliance reports, and executive dashboards. (Other documentation utilizes Microsoft products and anticipate a mix of the above documents will be required at approximately two (2) per month for PVP.) The Contractor shall provide software to support the executive dashboards and documentation.

b. Provide support for PVP monthly briefings, action plans, proposed responses to audit findings and technical reports related to the resolution of one (1) OIG FISMA audit findings and one (1) compliance and oversight finding for PVP. (VA anticipates that two (2) PVP Audit Findings briefings and Technical Reports will be required per month). The support shall also include activities such as remediation tracking and reporting for weaknesses identified by the OIG in OIT access reviews, access termination, and for enterprise level and local site personnel security audit findings.

c. Develop and provide for the issuance of the Employee and Contractor Background Investigation Status and Population Data Report. The Employee and Contractor Background Investigation Status and Population Report shall be identified in the Agency’s system of record of VA-CABS.

d. Investigation status shall be included in the Background Investigation Status and Population Data Report above and shall gauge the locations that need current reviews and locations that may have best practices. Access to VA-CABS with an understanding of the VA-CABS reporting tools is vital to success.

e. Coordinate with and help the field for their bi-annual reporting of investigation compliance status throughout the year as part of the oversight and compliance initiative. This includes the development of supporting materials such as PVP compliance performance metrics, checklists, guides, job aides, station compliance reports, and executive dashboards. Approximately 105 field reports are required bi-annually.

f. Provide briefing slides and papers for each PVP weekly staff meeting topic.

g. Provide minutes and assist PVP staff in development of meeting agendas, and briefing slides for the VA monthly National Personnel Security meeting and for the monthly VA Personnel Security and Suitability Working Group.

h. Coordinate ICAMP reports and reporting requirements by providing ICAMP data from VA-CABS system. The Contractor must have access to working reports within VA-CABS.

Deliverables:

A. Employee and Contractor Background Investigation Status and Population Data Report.

B. PVP FISMA Audit Findings Briefings C. PVP FISMA Audit Findings Technical Reports D. ICAMP Technical Reports and VA-CABS exports

PVP COMMUNICATIONS AND RELEASE MANAGEMENT SUPPORT FOR PVP INITIATIVES

The Contractor shall support the PVP with integrated communications and release management activities to inform VA stakeholders about OSP programs, projects, policies, updates, news, and solutions. The Contractor shall provide an anticipated number of 12 communications packages that include the OSP intranet site and OSP internet facing website, SharePoint Sites, and other artifacts for the purposes of sharing and posting OSP, AIM and PVP business areas related information. The Contractor shall specifically:

a. Develop an OSP Website Support Plan and an OSP SharePoint Sites Support Plan on a quarterly basis.

b. Develop and deliver stakeholder communication strategies for PVP-related guidance using emerging and existing tools (e.g. SharePoint FAQs, mailboxes, and newsletters). Create, publish, and distribute all PVP business areas’ related communications publications such as brochures (approximately one (1) quarterly), videos (approximately one (1) quarterly), and newsletters (approximately one (1) monthly) delivered in electronic media to validate consistent messaging to VA stakeholders.

c. Conduct responses to ad-hoc requests for information from administrations, staff offices and facility and field organizations on PVP-related issues. Approximately one (1) per day.

d. Provide expertise and support for strategic communications related to PVP initiatives, including organizational design, strategic communications, organization assessment, transformational change management, and training materials to support stakeholder engagement and release management activities, procedures, and executive updates and stakeholder reports. Approximately one (1) strategic communications package required per quarter.

e. Develop and recommend innovative ways to develop release management processes documented in release management plans and/or leverage the existing release management processes utilized by VA to deliver effective PVP-related release management plans.

f. Maintain historical logs and/or records of changes during the implementation of PVP solutions and initiatives for traceability and communication to VA stakeholders.

g. Support enterprise stakeholder management through monthly working groups, talking point development sessions, leadership briefs (accompanying coordination, preparation sessions and pre leadership briefs), and stakeholder briefs on PVP-related efforts. Approximately one (1) leadership brief including the associated preparation activities listed above.

h. Provide support for communications requirements by developing Communications Packages. These packages include the development of All-agency email blast messages through several OIT processes that would be transmitted to other VA offices and customers supporting communications, development of advisories, newsletters, national briefings.

i. Create updates and maintain PVP sections of SharePoint sites.

j. The Contractor shall manage, and store artifacts produced on behalf of OSP organizations in the appropriate SharePoint repositories. The Contractor shall manage the maintenance and user privileges for OSP SharePoint sites. The Contractor shall ensure that SharePoint repositories are the main location where all documentation related to OSP activities is stored and kept up to date.

Deliverables:

A. PVP Website Support Plan B. PVP SharePoint Sites Support Plan C. PVP Communications Package

DATA ANALYTICS, SYSTEM REPORT INTEGRATION, PVP PERFORMANCE MANAGEMENT STANDARDS METRICS, AND AUDIT EVIDENCE COMPLIANCE REPROTS AND FINDINGS SUPPORT.

The Contractor shall provide a Background Investigation Status and Population Data Analysis Report on a quarterly basis which includes the locations that need current reviews and locations that may have best practices. The Contractor shall also provide a Quarterly Adjudication Delinquent Briefing which summarizes the number of delinquent adjudications for the prior four quarters, a trend analysis, and recommendations for improvements, if necessary.

Export data weekly from VA-CABS to Information Central Analytics and Metrics Platform (ICAMP) and coordinate with the ICAMP team to create technical reports to support PVP auditing and reporting needs.

Compile and analyze data regarding PVP program health, reform and special interest from multiple systems including VA-CABS, USAStaffing, USAccess, HR Smart, and APDS to create reports and dashboards (within PowerBI and Salesforce) to enable analysis by auditing personnel, executive leadership, and responsible program directors. The Contractor shall be responsible for the costs associated with any additional software used for data analysis purposes.

Deliverables:

A. Employee and Contractor Background Investigation Status and Population Data Analysis Report B. Quarterly Adjudication Delinquent Briefing C. Quarterly ICAMP Review Report D. Quarterly FY Metrics VA-CABS Analytics Dashboard Report and Presentation

BUSINESS REQUIREMENT DOCUMENT (BRD) DEVELOPMENT AND OIT AGILE DEVELOPMENT PROCESS REQUIREMENTS MANAGEMENT SUPPORT FOR THE OSP (OPTIONAL TASK 1) If this Optional Task is exercised by VA, the Contractor shall provide consultation and support to the PVP Program within the OSP organization in developing BRDs, Veteran Focused Integration Process Request (VIPRs), and other program documentation for new and/or existing programs such as VA-CABS, ICAMP, and other PVP tracking systems. VA anticipates the development of updates for up to four (4) separate system BRDs per optional task exercised. This includes conducting requirements workshops across the VA enterprise for capturing business processes, requirements, pre-requisites, and associated obstacles to support the implementation of enterprise visions for OSP solutions. The Contractor shall utilize historical and current industry knowledge and provide subject matter knowledge to determine gaps in the as-is business processes and recommend solutions to close the gaps. The Contractor shall conduct current state/business need assessments and gap analysis during requirements gathering for OSP BRDs, VIPRs, and other associated program artifacts to include review of integrated specification documents, provided by OIT. The need assessment shall consist of approximately of one (1) study and analysis document and comment log per month. The Contractor shall:

1. Support the PVP Program within the OSP in planning and executing the requirements sessions including preparation of workshop materials, schedules, and other necessary inputs representing stakeholders across the VA enterprise.

2. In the approved VA format, provide requirements management support including documenting sequencing and prioritization of functional and nonfunctional requirements. The BRDs/Epics shall include, but are not limited to, writing requirements, use cases, scenarios, and other supporting material to communicate effective descriptions of preferred solutions to meet stakeholders’ needs.

3. Support enhancement to BRDs/Epics based on new findings and changing requirements. Support development of BRD/Epic schedules to match the development cycles of existing solutions.

4. Provide consultation, support, and assessments in the current business state for specific business areas. Provide consultation in achieving future requirements and provide recommended phases and stages to be implemented during roll out.

5. Develop or update requirements documents such as the Business Requirements Document to support agile development processes specifically for identity and access management requirements being proposed for agile development.

6. Provide consultation and support in elaborating business requirements with technical solution teams and ensure technical requirements are completed to specifications within BRDs. 

Deliverables:

A. BRD

B. Study and Analysis Documents C. Comment Logs TRAINING SERVICES for PVP (OPTIONAL TASK 2) If this Optional Task is exercised by VA, the Contractor shall provide training support for PVP. Training support includes but is not limited to on-site and/or virtual trainings, coordinating training sessions, development and modification of training materials, and scheduling activities. The Contractor shall have the capability to perform, for PVP, multiple virtual training demonstrations simultaneously, provided to multiple separate geographic locations. The number of attendees varies but averages approximately 100 - 400 participants. The Contractor shall coordinate closely with technical teams, as well as VA stakeholders, to understand gaps in current training offerings, requirements to create user specific or administrative training materials, and support development of scenarios to demonstrate the latest system capabilities for training purposes. The Contractor must be at or close to achieving a subject matter expert for the topic of training and be able to answer questions about federal core doctrine, regulations, onboarding systems (VA-CABS, APDS, USA Staffing, USAccess) and VA policies and implement of federal policies. For PVP, the Contractor shall:

1. Develop and update training materials:

a. Develop Training Packages for the various role holders such as system administrators and end users (to also include staff) that includes user guides and Talent Management System (TMS) training modules. These training materials will be used by VA stakeholders and the end users for the effective use of OSP business area solutions, including current and near future efforts such as on/off boarding services, VA-CABS, NBIS, eAPP, and ICAMP.

b. Provide support for training requirements to include development of slides to train users of VA’s onboarding suite of services. VA anticipates up to six (6) training packages total (three (3) for AIM and three (3) for PVP) for each of three (3) different stakeholder groups, such as end users, supervisors, and/or administrators.

c. Develop Reference Materials to include job aids, user guides, and standard operating procedures (SOPs) for the performance of OSP business areas as needed.

2. Perform training via on-line audio/video conferencing prior to the delivery of ICAM solutions for production. There are approximately 12 training events per Base/Option Period exercised, one per month. Additional training sessions can be needed up to 3 per month with the Contractor at full potential executing 36 training sessions per option period. Each session is approximately one (1) hour in duration.

3. Provide Training Session Reports to include dates/time of training sessions, lists of attendees and times attended.

4. Annual Trusted Workforce training will need to be completed. This training will require current knowledge of the TMS processes for development, tracking and implementation. The Contractor will need to assist in development and process achievement to:

a. Develop new training package.

b. Achieve department-wide implementation.

c. Track metrics of completions and delinquencies.

Deliverables:

A. PVP Training Packages

B. PVP Training Session Reports C. PVP Reference Materials D. Trusted Workforce Training Package E. Trusted Workforce Training Reports

PVP ADDITIONAL SUPPORT DURING WORKLOAD SURGE EFFORTS FOR FEDERAL PROGRAM IMPLEMENTATION (OPTIONAL TASK 3) Optional task that may be executed as needed for enhanced support to meet ever evolving needs of PVP based on new Federal mandates, modernization requirements, new technologies, emerging trends, major Federal events (such as TW 2.0, enhanced security initiatives), or leadership direction in the executive of audits and the compliance and oversight program.

This task would have similar deliverables as 5.2, 5.3 & 5.4, just an additional manpower increases to accomplish deliverables if a new unplanned issue arises that requires a surge in effort to accomplish the mission.

Specialized Surge Support When executed, this task will provide specialized subject matter knowledge surge support the PVP.

Compliance and Oversight Surge Support When executed, this task will provide compliance and oversight support with reports, documentation, status updates and briefings, and other working documents and knowledge about the program or selected initiative.

Trusted Workforce 2.0 Implementation Support When executed, this task will provide Trusted Workforce 2.0 support for the program, via needed governance and implementation support.

Training Support When executed, this task will provide training event execution.

Program Review Support When executed, this task will provide support for PER Deliverables:

1. Strategic Planning Reports for PVP

1. Weekly Status Reporting and Executive Briefings

1. Strategic Roadmaps and Operational Plans with Measurable Outcomes

1. Strategic Plan Reports to include Vision, Scope, and Program Roadmaps to Identify the Future Road for Programs and Initiatives and administrative support as required.

1. Program Planning Weekly Status Reports and Other Programmatic Artifacts (such as White Papers, Decision Memoranda)

TASK-TRANSITION PLANNING FOR OSP (OPTIONAL TASK 4)

If this Optional Task is exercised by VA, the Contractor shall develop and deliver a Phase-Out Transition Plan. All transition actions shall be completed prior to the task order expiration date. This optional task may be exercised by the Government at any time, during the base or option period and shall have a period of performance of 60 days. The Contractor shall address the following areas in its transition plan:

1. Inventory, review, evaluation, and transition of VA-furnished information and other GFE items, (if any).

2. Inventory and transition of historical data (e.g., memos, letters, correspondence, regulations, briefings, reports, documents, transition agreement documents, memorandums of agreement/ understanding, and inter- service agreements).

3. Editable versions of all informational materials and products, including training materials developed.

4. Data and workflow processes.

5. Scheduling processes.

6. Any templates used in day-to-day operations.

7. An orientation phase to introduce the Contractor personnel, programs, and users to the incoming team, explaining tools, methodologies, and business processes.

8. Procedures to introduce VA personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes.

9. The Contractor strategy regarding personnel staffing and training during the transition period.

10. Process for transfer of existing on-hand inventory.

11. Transition checklist.

12. Signed turnover agreements.

13. Monthly Deliverable Matrix.

Deliverable:

A. Contract Transition Plan

THERE IS NO SOLICITATION AT THIS TIME. This request for capabilities information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus the information received will not be considered proprietary.

If your organization has the potential capacity to perform these contract services, please provide the following information:

Cover Sheet – 1 page

Please provide the following information:

1. Organization name, address, and web site.

2. Point of contact to include e-mail address and telephone number.

3. Business size (large or small). If small, please provide type of small business.

4. North American Industry Classification System (NAICS) that best fits these task areas.

5. If applicable, GSA contract number, schedule, and SIN category.

Index – 1 page

Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement and Market Information. Please provide question number and corresponding page and section heading and/or paragraph number.

Capabilities Statement and Market Information –

Please respond to the following questions by providing a capabilities statement and market information with no more than 10 pages.

(1) Please confirm that your company is able to perform at the high risk background investigation level (Tier 4).

(2) Describe your organization’s direct experience and expertise in assisting in development and compilation of compliance metrics and performance standards metrics using multiple sourced systems of records within the agency (i.e. case management systems) and other federal-wide systems of records (i.e. NBIS/eAPP, CVS/PIPS). For each compilation, what is your organization’s experience Is using this data to formulate reports and briefings for the agency to make compliance and oversight decisions, respond to internal and external compliance and oversight audits, and/or provide auditors evidence of compliance and oversight.

(3) Please provide any comments or recommendations concerning the requirements listed in the Key Personnel from the section above. Also, please list any labor categories that you consider applicable for the tasks required in the table below.

(4) Describe your organization’s direct experience and expertise in implementing the Federal Trusted Workforce 2.0 policy/programs for at least one, large decentralized, complex federal organizations, in similar size and scope of VA. Please provide details and include the impact of your efforts in a measurable manner.