36C10X18R0141-000.docx

36C10X18R0141 FedBizOpps Combined Synopsis/Solicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE

(MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 R VA OSDBU CVE Verification Transformation Support Services (VTSP) - On-Ramping of Contractor 21703 36C10X18R0141 06-15-2018 N 541611 Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 Corey Mann corey.mann@va.gov Robert Cody robert.cody2@va.gov corey.mann@va.gov corey.mann@va.gov Department of Veterans Affairs (VA), Office of Small and Disadvantaged Business Utilization (OSDBU), Center for Verification and Evaluation (CVE) Verification Transformation Support Program (VTSP) Contractor On-Ramp This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Quotes are being requested, and a written solicitation document will not be issued.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular Number 2005-97, effective January 24, 2018.

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE

DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a

. THIS

CONTRACT IS A

RATED ORDER

UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE

NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a.

SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE.

CONTRACTOR AGREES TO FURNISH AND

DATED ___________

YOUR

OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

(TYPE OR PRINT)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE

BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C10X18R0141 05-14-2018 Corey Mann corey.mann@va.gov 240-215-1661 06-15-2018

12:00 PM ET

Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 X X 541611 $15 Million N/A X Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703

Strategic Acquisition Center - Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick MD 21703 OSDBU CVE Critical Path Verification Transformation Support Program (VTSP) Contractor Onboarding to existing IDIQ vehicle Submit proposal intentions to corey.mann@va.gov and robert.cody2@va.gov by 12:00 PM ET on May 21, 2018 Submit questions to corey.mann@va.gov and robert.cody2@va.gov by 12:00 PM ET on May 21, 2018 Response due date: See Block 8 Contract Type: Multiple Award

IDIQ

Set-Aside: 100% SDVOSB (verified by VA's CVE) $0.00 X X Table of Contents

B.1 CONTRACT ADMINISTRATION DATA

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

1. CONTRACTOR: TBD

1. GOVERNMENT:

1. The Contracting Officer (CO) for the IDIQ is as follows:

Robert Cody, Contracting Officer Office of Acquisition Operations Strategic Acquisition Center – Frederick Department of Veterans Affairs 321 Ballenger Center Drive, Suite 125 Frederick, MD 21703

1. The IDIQ CO is responsible for providing overall scope oversight, maintaining communication between contractors and VA, ensuring contract compliance, administering base contract and modifications, and ensuring that annual performance evaluations are completed at the base contract level. Each task order (TO) will have an identified CO who will be responsible for ensuring that task orders are within the scope of the IDIQ base contracts, administering all task order awards, overseeing payment or rejection of invoices, and ensuring that annual performance evaluations are completed at the TO level.

1. The CO reserves the right to designate a Contracting Officer’s Representative (COR) at the IDIQ contract or individual task order level. The CO will issue a designation letter to the COR and the contractor to ensure that all parties understand the limited authority of the COR.

1. Ordering Procedures

Contractors shall provide services as requirements are identified throughout the ordering period. Requirements may span any combination of the tasks included in the IDIQ Performance Work Statement (PWS). Each requirement will specify details as they relate to deliverables, performance, and other technical items.

1. This IDIQ will follow ordering procedures as outlined in FAR 16.505. In accordance with FAR 16.505(b)(2), the CO will provide all awardees a fair opportunity to be considered for all awards which exceed the micro-purchase threshold, unless one of the following exceptions applies:

0. The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays;

0. Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized;

0. The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order; or

0. It is necessary to plan an order to satisfy a minimum guarantee.

Should one of these exceptions exist, the CO will execute the task order as a sole-source task order, seeking proper justifications in accordance with the FAR and agency procedures.

1. As requirements for task orders are defined, the CO will determine the applicable tasks. Awardees will be given the fair opportunity to compete for the award, assuming one of the exceptions noted above does not exist. The CO will issue a Task Order Proposal Request (TOPR) in accordance with the procedures as outlined below. Contractors unable to perform the requirements as stated in a TOPR must submit a “no-bid” to the CO with a brief, yet specific, explanation.

1. Each TOPR will include, at a minimum:

2. the due date and instructions for proposal submission,

2. a Statement of Work (SOW), Statement of Objectives (SOO), or Performance Work Statement (PWS) with a description of the requirements, including deliverables, minimum qualifications, and applicable information,

2. the place and period of performance, and

2. any additional information deemed necessary by the CO.

1. The requirements under Task 2, Verification Critical Path Services, are anticipated to be ongoing throughout the ordering period. Requirements for services under PWS Task 2, MyVA Verification Application Processing, will be evaluated solely on the basis of Performance Risk and Price, as explained below.

3. Performance Risk. The CO will consider documented performance of the offeror under this IDIQ only, including reports, CDRs, CPARS, and any other information available. The offeror will be given an opportunity to respond to any performance issues not already previously addressed.

3. Price. The IDIQ award will establish a ceiling unit price a Task 2 case equivalent. The offeror will be given an opportunity to propose a discounted price. The CO will ensure that unit prices are not reduced to a level that risks nonperformance, and reserves the right to require justification for any reduced unit price at the time of proposal.

1. Requirements for services under PWS Task 3, Program Support, will outline an evaluation plan that will be developed by the CO and detailed in the TOPR. Factors, with the exception of Price, will be assigned an adjectival rating. In general, TOPRs for Task 3 requirements will be evaluated by analysis of the following factors:

4. Technical Capability. The contractor will be asked to discuss their plan for accomplishing the work of the requirement. This factor may include sub-factors such as a management plan, staffing plan, or key personnel.

4. Performance Risk. The contractor will be asked to provide examples of relevant experience and to provide past performance questionnaires which confirm a level of quality. The CO may consider relevant performance on other task order awards under this IDIQ and any other information available from Government sources.

4. Price. The Government will evaluate price reasonableness using price analysis techniques as prescribed in FAR 15.404-1(b). The Government reserves the right to evaluate price realism at the task order level. When competing for Labor Hour type TO awards, contractors are permitted to propose labor rates that are equal to or lower than those as listed in their contract. The CO will ensure that unit prices are not reduced to a level that risks nonperformance, and reserves the right to require justification for any reduced unit price at the time of proposal. Contractors may be requested to identify labor categories, number of hours, and labor rates in their price proposal for performance of each task.

4. Any other factors as determined appropriate by the CO.

1. The task order proposals will be evaluated in accordance with the evaluation criteria as set forth in each TOPR. The CO is not required to prepare formal evaluation plans, post notice on the Federal Business Opportunities webpage, or hold discussions or negotiations with each offeror. The CO will, however, maintain an internal record of the award decision and supporting information.

1. In accordance with FAR 16.5, the CO has broad discretion in determining which contractor should receive a task order award. The CO will issue a task order to the contractor whose proposal is most advantageous to the Government considering the evaluation factors specified in the TOPR. The CO reserves the right to withdraw or cancel any TOPR. In such event, the contractor will be notified, via email, of the CO’s decision. This decision shall be final and conclusive and shall not be subject to the Disputes Clause or the Contract Disputes Act.

The anticipated case load will be divided amongst the two IDIQ awardees, with each receiving a task order award. The anticipated initial case load is 900 cases (650 Case Equivalents) per month for four months. The offeror representing the best value will receive award of 60% of the anticipated case load, while the offeror representing the next best value will receive award of 40% of the anticipated case load.

When an award results from the onboarding of a contractor, an initial task order will be issued at the time of award in an amount necessary to at least satisfy the minimum IDIQ guarantee. Cases will be assigned at the Program Office’s discretion based on the on-ramped awardee’s mission capability after the 45 day ramp up period has expired. The initial case load will be used to determine the readiness of the awardee to respond to subsequent TOPRs.

1. The CO reserves the right to make similar award decisions throughout the ordering period with TO awards to a single or multiple awardees or on the basis of percentage of total work. Specifics of each award will be specified in each TOPR.

1. Upon TO award, the TO will be sent via email to the contractor. The contractor is not authorized at any time to commence TO performance prior to issuance of a signed TO or other written approval provided by a CO. The contractor’s failure to begin performance within the time frame required may result in termination of the task order and reconsideration of the other task order proposals received in response to the TOPR.

1. In accordance with FAR 16.505(b)(6), contractors may request a post-award debriefing for orders exceeding $5.5 million. The TO CO will conduct post-award debriefings in accordance with FAR 16.505(b)(6)(ii) and FAR 15.506. Issues arising from the placement of orders are not protestable to the Government Accountability Office unless the protest alleges that the order exceeded the value, scope or period of the contract or in the case where a single task order exceeds $10 million.

1. Task orders may only be modified by written modification, executed by a warranted CO. The contractor shall not perform or provide services that are not expressly stated in the contract or TO. A COR does not have the authority or means to obligate the Government or change the terms and conditions of the contract or TO.

1. Minimum Guaranteed Amount and Maximum Value

1. The minimum guaranteed amount for this contract is $20,000.00, which will be obligated at the time of IDIQ award with the initial task orders. Orders beyond the minimum will be determined by program needs and the results of fair opportunity competitions, other than exceptions as noted in section B.1.B.(1) above. The Government has no obligation to award TOs beyond the minimum guaranteed amount.

1. The maximum aggregate value of all awards and task orders under this program totaled $58,000,000.00 – of which $25,393,939.88 has been obligated as of May 15, 2018. This ceiling is neither divided nor multiplied by the number of awardees. The remaining value is $32,606,060.12

1. Interrelationships of Contractors

The program office has entered into other contractual relationships in order to obtain a full range of technical services. These services are separate from this IDIQ, but may be related to or in close proximity to those provided under this IDIQ. Contractors may be required to coordinate with other contractors in providing their services.

1. Future Competitions

In performing services of this IDIQ, contractors may gain access to procurement sensitive or program specific information. Contractors are advised that such access deems the contractor ineligible for award as a prime contractor, subcontractor, or teaming partner on resulting procurements. Contractor’s failure to recuse itself from future competitions or present a mitigation plan in light of an Organizational Conflict of Interest, where applicable, may be grounds for termination under this contract and non-selection for future contracts in accordance with FAR Part 9.5.

1. Options

In accordance with FAR 17.2, task orders may contemplate the use of options. Inclusion of options at the task order level will be properly documented and approved in accordance with the FAR and agency procedures and will be clearly stated in the TOPR. FAR 52.217-9 will be included in any task orders that include options.

1. Invoicing

1. All payments by the Government to the contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer – System for Award Management.

1. Specific invoicing instructions will be specified at the TO level.

1. On-Ramping of Contractors

(1) The Government reserves the right, at its sole discretion, to “on-ramp” additional contractors throughout the ordering period to ensure that there are two contractors at all times during the contract performance period. Should the Government exercise this right, a new solicitation with identical requirements, terms, and conditions will be issued to the FBO. Awardees will be added to the pool of contractors for future competitions. Contracts awarded via the “on-ramp” process will share in, but not increase, the previously established ceiling. The “on-ramping” process will not extend the ordering period.

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

This solicitation includes VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside. 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.

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B.3 PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The Center for Verification and Evaluation (CVE) provides verification services for Veteran-Owned Small Businesses (VOSB) and Service-Disabled Veteran-Owned Small Businesses (SDVOSB) that seek to participate in the Department of Veterans Affairs (VA) unique buying authority established by Public Law (PL) 109-461, Sections 502 and 503 and PL 111-275, Section 104. The VetBiz VOSB Verification Program verifies Veteran status, examines ownership and control records, and engages with applicant in order for CVE to make a determination of eligibility. VA is seeking contracted support services to process applications by collecting and processing information, engaging with applicants only as it pertains to processing their applications, analyzing, and recommending approval/disapproval of Veteran applications submitted through the CVE Verification program.

2.0 APPLICABLE DOCUMENTS

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, http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FType=2

4. VA Handbook 0710, Personnel Suitability and Security Program, September 10, 2004, http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=86&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)

23. Public Law 109-461, “Veterans Benefits, Health Care, and Information Technology Act of 2006” (reference http://www.gpo.gov/fdsys/pkg/PLAW-109publ461/pdf/PLAW-109publ461.pdf)

24. Public Law 111-275, “Veterans’ Benefits Act of 2010” (reference http://www.gpo.gov/fdsys/pkg/PLAW-111publ275/pdf/PLAW-111publ275.pdf)

25. 38 CFR Part 74, “Veterans Small Business Regulations” (reference http://www.ecfr.gov/cgi-bin/text-idx?SID=95bdc5f8030f8effb8958857b8c7ffeb&mc=true&node=pt38.2.74&rgn=div5)

26. CVE Standard Operating Procedures (SOP) Planning of Product Realization (reference http://www.va.gov/osdbu/verification/)

27. CVE Work Instructions (WI) (reference http://www.va.gov/osdbu/verification/)

28. CVE Templates for Determination Letters (reference http://www.va.gov/osdbu/verification/)

29. CVE Templates for Research and Review Sheet (reference http://www.va.gov/osdbu/verification/)

30. CVE Operational Memoranda (reference http://www.va.gov/osdbu/verification/)

3.0 SCOPE OF WORK

The contractor shall furnish all personnel, facilities, supplies, equipment, training, and oversight to provide application review, administration, case management, data collection and analysis, regulatory analysis, project management, and customer service to applicants as part of processing applications. Program Office retains the right to periodically validate the contractor’s process/program management to ensure continuity and consistency of operations while validating ability to adapt to fluctuations in workload and case complexity. There may be fluctuation in the volume of the Veteran applications to be processed based on public law, policy, and/or variation in the volume. The required capabilities shall be maintained in the face of any fluctuation in the tasks or quantity of work in the following mission areas:

· All phases of the verification core application process in Attachment A – Verification Process Workflow;

· Verification process information collection, review, analysis, report of removals and withdrawals, report of findings and recommendations for approval/disapproval for each case;

· Verification case management and problem resolution.

KEY DEFINITIONS

Case: An application for initial determination, reverification , change request, joint venture approval.

Case Equivalent (CE): A level of effort quantity derived from the amount of time required to conduct all activities, to include research, analysis, communication, Veteran engagement, documentation, and reporting necessary to provide an acceptable Comprehensive Case Completion Report (CCCR) to a Federal Reviewer for final disposition. Depending on the place in the process that an application terminates, the case may not receive a full CE.

Case Management Team (CMT): A team of people constituted by the contractor that will process applications from Veteran submission to case completion.

Case Manager: Generic term encompassing Case Analyst and Senior Analyst.

CCCR: Comprehensive Case Completion Report that terminate processing of a case. CCCR variants include CAR and the full range of withdrawal and removal reports that indicate the termination of a case. CCCRs shall include the reason for termination, record of actions on the case, and required documentation to support the outcome. CCCRs shall be placed in VEMS or other assigned Management Information System. Types of CCCR include the following:

· Case Assessment Report (CAR): Submitted to Federal Reviewer with findings, recommendation, and associated signature-ready draft determination letter: CAR includes all applicable intermediate reports, communications, analysis, and recommendations, and shall be documented in

· Post-Findings Withdrawal Report (PFWR): Withdrawal after the full application assessment completed and report of findings to Applicant. PFWR includes all applicable intermediate reports, communications, analysis, and recommendation, and shall be documented in VEMS.

· Post Application Withdrawal Report (PAWR): CCCR report that concludes with Veteran withdrawal after the Pre-Application interview and after submission of all required documents.

· Post-Interview Withdrawal Report (PIWR): Provided to Federal Reviewer when applicant withdraws after Pre-Application Interview (PAAI), but prior to submission of all required documents. PIWR includes all applicable intermediate reports, communications, analysis, and recommendation, and shall be documented in VEMS

· Required Document Removal Report (RDRR): Provided to the Federal Reviewer when the Veteran fails to submit all required documentation for the full application assessment.

· Post-Interview Removal Report (PIRR): Provided to Federal Reviewer when an applicant fails to take necessary action after the interview. PIRR includes all applicable intermediate reports, communications, analysis, and recommendation, and shall be documented in VEMS.

· Clarifying Document Removal Report (CDRR): Provided to the Federal Reviewer when a Veteran fails to take action in response to a clarifying document request.

· Post Application Report (PAR): Report sent to Veteran after the Pre-Application interview which identifies any findings of ineligibility

· Post-Research Removal Report (PRRR): Provided to Federal Reviewer when an applicant fails to take necessary action after completion of public research but prior to the Pre-Application Assessment Interview. PRRR includes all applicable intermediate reports, communications, analysis, and recommendation, and shall be documented in VEMS

· Post-Research Withdrawal Report (PRWR): Provided to Federal Reviewer when applicant withdraws prior to interview. PRWR includes all applicable intermediate reports, communications, analysis, and recommendation, and shall be documented in VEMS

· Post-Welcome Call Removal Report (PWRR): Provided to the Federal Reviewer when a Veteran fails to take required action after the Welcome Call.

· Request for Reconsideration Report (R4R): A CCCR for the request for reconsideration process.

· Change Request Report (CRR): Includes type of change and CCCR for processing the change.

· Joint Venture Report (JVR): CCCR for joint venture case equivalents, to include the case equivalent report for the managing venture.

· Pre-Application Assessment Review (PAAR).

· Post Review Findings Report (PRFR)

Pre-Application Assessment Interview (PAAI): A telephonic discussion with applicant that provides feedback to applicant regarding issues found in PAA, and a review of all regulatory requirements IAW with PAAI checklist. Case Manager will use this interview to answer questions and to clarify eligibility requirements.

VetBiz Case Management System (VCMS): The Legacy system . VA Verification Program System of Record that houses and retains all data and documents associated with individual applications for program eligibility IAW 38 CFR Part 74. The legacy VCMS system is scheduled for retirement upon the implementation of the Veterans Enterprise Management System (VEMS) 2.0.

Veteran Enterprise Management System (VEMS) 2.0: VEMS 2.0 is a Microsoft® Dynamics Customer Relationship Management (CRM) enterprise solution which replaces the legacy Government related system Information Technology (IT) infrastructure, as well as upgrade Vendor Information Pages (VIP) Veteran facing portal. VEMS will significantly enhance the VA’s ability to accomplish its mission to expand Small Business (SB) participation in Federal procurement opportunities. The VEMS solution will provide an enterprise level Single Sign-On (SSO) interface for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs), robust Government-wide access to promote sharing of data and resources between the different Government agencies that have common desired outcomes, and increased capabilities to VA staff to improve customer service and efficiencies in the processing of verification applications initial verification, reverification, and change request applications will be submitted via the VIP portal and processed through the VEMS CRM Case Management System. VEMS functionality includes schedule, assign, reassign and manage individual and team activities, case management, track detailed history of Service member and case data, generate standard and ad hoc reports, task assignment, finding and recommendations reports, email and letter generation, as well as customer relationship management..

4.0 CONTRACT DETAILS

This is an IDIQ contract. TOs issued under this IDIQ may include firm fixed price and labor hour line items. Labor hour line items are only permitted under Task 3. Contractors will receive a TOPR for each task order competition.

As stated in section B.1.H.(1). of the PWS, the Government reserves the right, at its sole discretion, to “on-ramp” additional contractors throughout the ordering period to ensure adequate competition. Should the Government exercise this right, a new solicitation with identical requirements, terms, and conditions will be issued to the FBO. Awardees will be added to the pool of contractors for future competitions. Contracts awarded via the “on-ramp” process will share in, but not increase, the previously established ceiling. The “on-ramping” process will not extend the ordering period.

5.0 ORDERING PERIOD

The ordering period for the base IDIQ contract is five years, which began on February 14, 2017. Each TO shall specify the period of performance that will govern a particular task order awarded under the base IDIQ contract.

Core hours of operation are Monday through Friday, 10:00 AM – 3:00 PM. The contractor shall ensure that sufficient CMT coverage is available for contact with Veterans between the hours of 9:00 AM and 6:00 PM Eastern Time, in order to accommodate applicants from all time zones. Any work to be performed at the Government site shall not take place on Federal holidays or weekends unless directed by the CO.

6.0 PLACE OF PERFORMANCE

The primary place for performance of tasks under this PWS shall be at a designated contractor facility. It is preferred that the contractor facility be located within 50 miles of 12th Floor, 801 I Street NW, Washington, DC 20001. Program Office will consider any requested exceptions on a case-by-case basis. At the discretion of the Government, all contractor personnel working at the contractor site shall be present at the designated Government work site with 24 hour notice for training, quality assurance activities, process discussions, In Progress Reviews (IPR), contractor performance reviews, or contractor-supervised application processing. Designated Government facilities include, but are not limited to, 801 I Street NW, Washington, DC 20410, and 90 K Street NE, Washington, DC 20002. Other Government facilities may be designated in the Washington, DC metropolitan area at the discretion of the Government. The Government retains the right to require that the place of performance is at the Government site should space become available. Work at any other location (telework) requires a waiver approved in writing by the COR, which the Government reserves the right to cancel at any time. No work may be done, transmitted to, or accessed from outside the United States.

7.0 TRAVEL

The Government anticipates only local travel within the Washington, DC area to perform the tasks associated with the effort and attend program-related meetings or conferences throughout the POP. These costs will not be reimbursed by the Government. The Government will not reimburse travel for activities noted in Section 6.0 or any other travel between the contractor facility and Government worksite.

Travel to provide the services of this PWS at an outreach event outside of the Washington, DC area is possible and will be reimbursed in accordance with (IAW) Federal Travel Regulations. All travel associated with an outreach event will be specified at the task order level and shall be pre-approved by the COR.

8.0 SPECIFIC TASKS AND DELIVERABLES

The contractor shall be fully mission-capable and able to begin work no later than 45 calendar days after contract award.

8.1 TASK 1 – PROGRAM MANAGEMENT

8.1.1 KICK-OFF MEETING

The contractor shall not commence performance, with the exception of training, on the IDIQ until after the CO, COR, Government program office personnel, and the contractor participate in a post award kick-off meeting held by the Government. The IDIQ kick-off meeting will take place at the Government location at 12th Floor, 801 I Street NW, Washington, DC 20001. Primary contractor personnel shall attend in person; travel will not be reimbursed. The contractor shall create kick-off meeting minutes and provide copies to the COR and CO within three calendar days after the kick-off meeting. The kick-off meeting shall occur within seven business days after contract award with a mutually agreed upon time/date following award. Details of task order level kick-off meetings will be specified in each respective task order.

8.1.2 TRAINING REQUIREMENTS

Contractor staff shall meet the requirements of Attachment B – Training Certification Criteria/Training Plan.

Deliverables:

8.1.1 Kick-Off Meeting, including meeting minutes

8.2 TASK 2 – MYVA VERIFICATION APPLICATION PROCESSING

The contractor shall process applications IAW regulations, policy, Work Instructions (WIs) (Attachment E) and Process Workflow (Attachment A) for all applications, Change Requests, reverification expiration communications, and Requests for Reconsideration. The contractor shall process verification applications utilizing the Government designated system. All artifacts and documentation of the process shall be stored only in the Government designated system in which the verification process, required under PL 109-461, amended by PL 111-275, is used to record the service-disabled Veteran or Veteran ownership and control status of a small business. The system is owned by OSDBU the Department of Veterans Affairs and is the official system of records. No verification application data or artifacts will be stored in any other system at any time. Contractors shall comply with all VA policy and process requirements.

The Government shall provide current WIs to the contractor at the Kick-Off meeting and will provide updated WIs throughout the ordering period. Work Instruction amendments that reflect minor process updates/changes (yet do not constitute significant adjustments to current process instructions) will not require a contract modification. The contractor shall follow and adhere to the Government WI to perform contract tasks. The contractor may propose changes to the WI that will increase efficiency and effectiveness, or improve the Veteran experience. All proposed changes shall be submitted using CVE Quality Assurance processes and forms. Once approved by the Government, proposed changes to the work instructions shall be incorporated into the contractor’s processes.

Between all IDIQ awardees, the Government anticipates an expected demand of 900 cases per month. This demand may fluctuate as high as 1200 cases per month . Program Office retains the right to meter (in a measured or regulated amount) cases based on the contractors’ demonstrated ability to perform/respond to requirements. Cases will be awarded at the task order level. The Government reserves the right to order at rates which may differ from the anticipated workload. At times, the Government experiences surges of applications; the contractor shall be prepared to continue acceptable services while handling such a surge.

The contractor shall form, train, and manage CMTs for processing applications. The contractor shall determine the structure of each team and how many teams to staff within the following parameters:

a) The contractor shall ensure that there is no single point of failure on any team. At least two team members shall be able to perform any task in the Work Flow Process. Each CMT shall contain a minimum of two Case Analysts and two Senior Analysts).

b) Each CMT shall have a Senior Analyst designated as the Team Lead responsible for all actions of the CMT who will be designated key personnel.

c) No more than 3 personnel (one each Intake Analyst, Case Analyst, and Senior Analyst) from each CMT shall be in communication with each Veteran applicant once the applicant has been assigned by the Government and is in the application process. Exceptions require approval of COR.

d) Only certified personnel with the qualifications in the labor categories outlined in Section 12, Personnel Requirements, will be permitted to be part of a CMT. General Personnel include Intake Analyst, Portfolio Manager, Case Analyst, Senior Analyst, and Team Lead.

e) All incoming phone calls or messages from Veterans regarding their active case must be returned within one business day.

f) All phone calls or messages elevated to the contractor supervisor must be returned within four business hours.

The contractor shall be accountable for the CMT performance, to include, ensuring adherence to appropriate continuous improvement processes. The contractor shall make initial contact with applicant in all cases assigned within three business days. All CCCRs shall be submitted to Federal Reviewers within 45 calendar days of assignment to the contractor, excluding time spent waiting for a Veteran response. The contractor shall return all corrected work, submitted in response to a rejection by the Federal Reviewer or Director, within one business day (See Attachment H for the Federal Comprehensive Case Completion Report (CCCR) review process).

The contractor shall use Government provided/approved templates for deliverables. The contractor shall record all activities, case reports, associated e-mails, phone calls, and other communications in VEMS as required by the WI.

8.2.1 MYVA VERIFICATION APPLICATION PROCESS

The contractor shall provide all of the tasks necessary to process an application from assignment by Government to completion, to include: assessing the application, addressing issues with applicant and advising on corrections, providing supporting documentation, and completing the research and analysis necessary to permit the VA to determine whether the applicant meets the eligibility of VOSB/SDVOSB for participation in the Veterans First Contracting Program, IAW 38 CFR Part 74, Public Law, and other Governing policies, manuals, and regulations to include any updates.

The contractor shall provide a recommendation for approval or denial. In processing an application, the contractor shall comply with the following requirements:

1. Manage the allocation of assigned cases to team members based on case allocation criteria provided by the Government in step 10 below;

2. The MyVA Verification Work flow model specifies the duties for each position;

3. Conduct public research based on the steps provided in the CAR;

4. Review Pre-Application Assessment (PAA) documents;

5. Conduct a PAA Interview with the applicant that addresses all regulatory requirements, and provide PAAR if issues are found.

6. Communicate with applicants, Government staff, and designated company representatives as listed in the VIP profile via email and telephone as needed to complete tasks;

7. Review applicant corrections to issues generated by PAAR and complete evaluation of applications;

8. Provide PRFR to applicant and allow opportunity for correction or withdrawal when issues of ineligibility are noted.

9. Prepare DRAFT signature ready determination letter (denial or approval) consistent with findings and recommendations in CCCR. All denial recommendations and findings created as part of this contract will be written by a Senior Analyst;

10. Elevate all cases to the Senior Analyst when the case fact patterns have the following criteria:

a. Issues are identified that cannot be resolved by modifying Pre-Application business documents

b. Issues identified elevate risk assignment above Medium as defined in the WI, or questions within a case that cause a Case Analyst to be unable to make an authoritative recommendation for approval

c. Accurate denial evidence identified within the case review of validation documents

11. Anytime a negative finding would result in determination of ineligibility (a denial) must be communicated to a Veteran.

12. Work closely with CVE to ensure detailed WI are reviewed and updated as required, within 30 calendar days of a negative internal or external audit finding, or based on quarterly reviews.

13. CCCRs are reports rendered to a Federal Reviewer at the completion of the application process via removal, withdrawal, or recommendation for approval or denial. The CMT shall complete a report for each case, dependent upon where the case exits the process. The Government will provide templates for each report, which the contractor shall follow. Section 3.1 above provides a description of each possible report. The completed report shall be uploaded to Government designated system.

CMT required reports are as follows, and shall be documented within the Case Tracking Form (CTF):

· Post Welcome Call Removal Report (PWRR)

· Post Research Withdrawal Report (PRWR)

· Post Research Removal Report (PRRR)

· Post Interview Withdrawal Report (PIWR)

· Post Interview Removal Report (PIRR)

· Post Application Report (PAR) (if issues identified during the PAAI)

· Post Application Withdrawal Report (PAWR)

· Required Document Removal Report (RDRR)

· Clarifying Document Removal Report (CDRR)

· Case Assessment Report (CAR)

· Post Findings Withdrawal Report (PFWR)

· Request for Reconsideration Report (R4R)

· Change Request Report (CRR)

· Joint Venture Report (JVR)

Deliverables:

8.2.1 Case equivalents, including all applicable tasks, documentation, reports, and other requirements described above

8.2.2 PROJECT MANAGEMENT

The contractor shall manage and track application workload on a regular basis to ensure that performance is on target to meet performance standards. As requested, the contractor shall provide to the COR performance reports to indicate status of outstanding applications. The contractor will be provided access to Government designated system follow-on systems in order to extract data for such performance reports. In addition, the contractor shall work closely with all levels of management, OSDBU, and CVE on the development and delivery of reports to answer ad hoc report requests. Related to the ad hoc reports, the contractor shall provide analysis including, but not limited to, data metrics of the case management process which allows the Government to effectively evaluate information and data flow during all processes for which the contractor has responsibilities, or statistical data that provides the Government with insights regarding the effectiveness of the verification program.

Deliverables:

8.2.2 Performance and Ad Hoc Reports

8.3 TASK 3 - PROGRAM SUPPORT

The support provided under this task shall be used for the CVE Verification Process and CVE Verification Management. This support includes, but is not limited to, program management, subject matter expertise, change management, and business process reengineering. Support under this task may be on a labor hour or firm fixed price basis. The Government reserves the right to request an experience resume for identified key personnel proposed to fulfill the assignment. A full range of potential labor categories, duties, and minimum qualifications are contained in Attachment D - Labor Categories. Specific requirements of Task 3 will be defined at the task order level.

9.0 CASE EQUIVALENTS (CE)

A case equivalent is the level of effort derived from the amount of time required to conduct all activities, to include research, analysis, communication, Veteran…