FS_OSOH_WC_PreproposalConference_v01_20130802_PMO.pptx

Safety and Health (S&H) and Workers’ Compensation (WC) Pre-proposal Conference

Office of Safety and Occupational Health (OSOH) and WC Enterprise Solution Project August 7, 2013

United States Department of Agriculture

United States Department of Agriculture (USDA)

10:00-10:05 Introductions 10:05-10:10 Welcome by Laree Edgecombe 10:10-10:15 Purpose 10:15-11:15 Requirement Specifics 11:15-11:30 Evaluation Criteria 11:30-12:00 Break; Capture of Additional Questions 12:00-12:55 Current Questions/Responses 12:55-1:00 Expected Next Steps

Agenda Created on: 07/29/2013 S&H and WC Briefing

Laree Edgecombe, Deputy Director, Enterprise Human Resources (HR) Information Technology (IT) Solutions and Services Roy J. Morris, Branch Chief, Enterprise HR IT Solutions and Services Kirk Powell, Program Manager, WC Program Roger Pigeon, Program Manager, OSOH Program Jane A. Stroder, Branch Chief, Washington Office Acquisition Management (AQM) IT Support Brendell Gallegos, Contracting Officer (CO) Introductions Created on: 07/29/2013

The purpose of this presentation is to ensure Offerors have a clear understanding of the Request for Proposal (RFP) regarding the Software as a Service (SaaS) for Reporting Incidents of Work Related Accidents, Injuries, and Illnesses for Performing Workers’ Compensation (WC) Case Management.

Purpose

The following apply to the pre-proposal conference:

Meeting Minutes will not be published Any changes to the RFP resulting from this meeting will be made in writing with an amendment posted to the Federal Business Opportunities (FedBizOpps) website at www.fbo.gov Pre-proposal conference presentation slides will be posted on the FedBizOpps website

Created on: 07/29/2013

Background Future-State, Where USDA is going Current-State to Future-State Transformation Statement of Objectives (SOO) Objectives Interfaces Transition Data Rights Performance Metrics Additional Requirements Solicitation Attachments Evaluation Criteria Requirement Specifics Created on: 07/29/2013

USDA Forest Service (FS) has been engaged in a multi-year effort to create an enterprise-wide case management system for both OSOH and WC:

Since 2004, the FS has utilized the Safety and Health Information Portal System (SHIPS) to report and record injury and illness data.

SHIPS is a web-based injury, illness and accident reporting and analyses system which provides the capability for an Employee to report and record incidents.

The current SHIPS system does not integrate with WC case management data.

Current WC case management process is a labor intensive, manually driven process that lacks all-encompassing case management capabilities and timely submission of information.

FS WC Program is a centralized function within the Albuquerque Service Center (ASC) that focuses on providing advice and counsel as well as transactional case management support for WC.

In 2012, FS Leadership identified the need to streamline the collection and management of S&H incidents and WC data to standardize processes, improve case management capabilities, streamline data integration and achieve compliance with Department of Labor (DOL) policy, interface, and reporting requirements.

FS OSOH and WC Program worked with all USDA agencies to develop business processes and system requirements for an Enterprise-wide OSOH/WC solution that will meet the needs of the entire USDA.

Background Created on: 07/29/2013

The future-state vision of OSOH/WC is to deploy a mature Commercial Off the Shelf (COTS) product that can be “configured” to meet the USDA Enterprise-wide requirements. The FS is not looking for a Concept of Operations, Prototype or custom developed solution to meet the USDA Enterprise-wide requirements.

The key objectives are to implement a mature COTS product that will:

Support a “customer-focused” OSOH/WC Program to ensure incidents and claims are accurate and submitted in accordance with policy guidelines.

Provide an Enterprise Web-based solution that supports a geographically dispersed workforce.

Streamline data integration between OSOH incident reporting and recording, WC Case Management and DOL, utilizing the Electronic Data Interchange (EDI), achieving compliance with DOL.

Provide a consistent platform that integrates OSOH and WC for improved efficiency in case management, incident reporting and recording.

Provide an Enterprise-wide, Web-based solution that supports a geographically dispersed workforce.

Improve performance in core OSOH and WC business areas.

Provide robust reporting and analytics tools to improve program response to Presidential Directives, policy mandates, Agency Leadership and DOL goals.

Future-State, where USDA is going Created on: 07/29/2013

The future-state vision of the FS OSOH/WC program is to deploy an integrated reporting and recording and case management solution to streamline the collection and management of safety and health incidents, as well as WC data.

Current-State to Future-State Transformation

Assignment of initial incident number for tracking WC Cases tracked in a labor-intensive, manually-driven and paper-centric process Lack of all encompassing case documentation and timely submission of information Lack of standardized reporting capabilities

Created on: 07/29/2013

FS is looking for a truly integrated mature Software as a Service solution, to be hosted at a FS Third Party vendor location, that allows full end-to-end integration from point of incident to submission of related WC claim data to Agency case management activities.

FS is leading the effort to select a system that will be the standard tool for all USDA Agencies. FS will be among the initial adopters; however, not all USDA Agencies will come on board initially and may transition at a later date.

Through our own market research, the FS is generally aware that this type of integrated software exists and understand that the differences between Federal and Commercial DOL regulations for Occupational Safety and Health Administration (OSHA)/WC are minimal.

We are open to looking at systems that may not currently be in the Federal space but could easily be configured to meet the requirements of Federal Agencies.

The SOO format was selected to allow vendors to respond with a proposal and Performance Work Statement (PWS) describing how they can best meet the FS Objectives and requirements without the Government dictating a solution.

Statement Of Objectives (SOO) Created on: 07/29/2013

The following is a partial overview of the Government objectives. Please refer to the SOO for a complete list of the Government Objectives.

Seeking a mature product based on a COTS software that will require minimal customization and provides a robust user experience to self-report incidents, simplifying input and use by a wide range of users, and includes the use of system alerts/notifications to ensure users are taking the required action when necessary.

The solution should assist in the effort to identify the causes and reduce the risk of injuries and/or illnesses on USDA properties and to closely monitor the WC benefit program to reduce/eliminate erroneous and/or fraudulent payments.

It should provide robust reporting, dashboard, and records management capabilities.

The solution should provide robust training tools, such as Computer Based Training (CBT) for various levels of system users, to be updated as needed to maintain currency.

It should accommodate the need to migrate existing data into the solution for comprehensive reporting, trending analyses and research continuity.

Objectives, continued Created on: 07/29/2013

The FS has included technical information regarding interfaces in the solicitation package to aid vendors in determining a Level of Effort (LOE) necessary to accomplish these tasks. The following is an overview of the required interfaces:

Mandatory interfaces are described in the SOO and we have included technical information regarding the data transfer requirements and format in Attachments D & E to the SOO.

The single DOL EDI for USDA has been developed and tested by the FS and hosted by a Third Party vendor.

Vendors will need to utilize this EDI to transmit data to the DOL in accordance with the Protecting Our Workers and Ensuring Reemployment (POWER) initiative.

Additional “optional” interfaces are identified in Attachment C to the SOO, but it is not anticipated that these would be operational in the initial system roll out.

Interfaces Created on: 07/29/2013

Vendors are requested to propose a strategy on how the FS will transition to the new system, including the migration of data.

FS currently has a database that includes seven years of historical data that will need to be migrated to allow for historical reporting and trend analysis.

Our expectation is to work with the vendor to facilitate configuration activities during the transition and a USDA/FS Point of Contact will be identified to facilitate these activities.

Training activities are anticipated to occur during the transition period, prior to the new system going live, including development of training aides.

Transition Created on: 07/29/2013

Although we recognize that vendors have proprietary rights of their technology, the expectation is the Government will own all data produced by or entered into the system, including data migrated from prior systems.

Vendors must explicitly agree to this statement in their proposal.

Data Rights Created on: 07/29/2013

The Government has included several performance metrics in the SOO that vendors are required to address in their proposals.

The Government encourages vendors to propose additional performance metrics that would be advantageous to the Government as part of their proposal.

These performance metrics will be incorporated and monitored under the terms of the Quality Assurance Surveillance Plan (QASP).

Performance Metrics Created on: 07/29/2013

The following are additional items that require the vendor’s compliance and/or cooperation.

Privacy: Data may contain personal information that is considered sensitive and, as a result, there are certain requirements to ensure compliance with the Privacy Act, including the completion of the Privacy Impact Assessment.

Certification and Accreditation (C&A): Although the solution will be hosted by a third party vendor, Federal information security standards require that the software be certified and tested prior to going into production.

Section 508 Compliance: USDA has a target center that tests for 508 compliance and the expectation is the software will be 508 compliant in accordance with the target center standards. Additional details are included Attachment 5, VPAT Checklist.

Additional Requirements Created on: 07/29/2013

The FS has included several attachments with the SOO. Some attachments are for reference purposes only and are intended to provide additional details to interested vendors. The following are attachments to the SOO:

Attachment A: Acronyms used in this document, are the acronyms used in the SOO and attachments.

Attachment B: Standardized Business Processes; the standardized OSOH/WC functional business processes that were gathered with all USDA Agencies and identify the high-level business processes that will be used for conducting activities involving the desired OSOH/WC solution. This document provides insight into how USDA performs its daily business. If the vendor is proposing a solution that modifies or changes the business process and presents a compelling business case that is advantageous to the Government, the FS is willing to consider the alternative process.

Attachment C: Integrated Requirements with Response Matrix; vendors are required to complete the Requirements Response Matrix as part of their proposal. The desired response would address all mandatory requirements being met out-of-the-box.

SOO Attachments Created on: 07/29/2013

Attachment D: SSO API Specification; provides additional details regarding the SSO interface requirements with the third party vendor and provides an understanding of the LOE to develop this interface.

Attachment E: Current Database field descriptions; provides technical information to understand the LOE required to migrate seven years of historical data to the system.

Attachment F: Commonly used Forms; included publicly available forms to provide an understanding of the forms that will need to be generated from the system.

Attachment G: Vendor Demonstration Scenarios; once the Contracting Officer (CO) has reviewed vendor proposal and deems it a compliant response, the vendor will be provided an opportunity to demonstrate the software during a two hour time slot scheduled by the CO.

The vendor demonstration scripts are included and the FS request the vendor walk through the demonstration scripts during the demonstration.

The expectation is the vendor will demonstrate the scripts while logged into a live system, not a PowerPoint presentation.

You will be provided access to the demonstration location 15 minutes before your assigned time slot. Demonstrations will be limited to 2 hours, with a 15 minute question and answer period available for the Government to ask clarifying questions.

SOO Attachments, continued Created on: 07/29/2013

Attachment H: WC Department Regulation (DR) and Attachment I: OSHA DR; included USDA specific regulations for review.

The WC and OSHA DR will coincide with DOL and OSHA regulations that are publicly available online.

Attachment J: USDA Demographics by Mission Area; included the most current demographic information for the USDA by Mission Area and Agency. This information is publically available and is included for easy reference.

SOO Attachments, continued Created on: 07/29/2013

The following is the Evaluation Criteria:

Award of one Firm Fixed Price Contract IAW FAR Part 12, Acquisition of Commercial Items Unrestricted, Full and Open Full Trade-off between Mission Capability, Past Performance, and Price Process strives for maximum objectivity, but is subjective, requiring professional judgment throughout the selection process

Evaluation Criteria

Responsive to All Terms and Conditions and have provided all information and documents as required by the RFP Non-Responsive proposals may be eliminated from further consideration Cross Reference Matrix All RFP Requirements cross referenced to location within the Proposal inclusive of all SOO Requirements Compliance with Section 508

Evaluation Criteria, continued

Sub-Contracting Plan Online Representations & Certifications Applications (ORCA) at https://orca.bpn.gov Failure to complete ALL required Representations & Certifications may render proposal ineligible for award MUST acknowledge (sign) 1449 and ALL amendments to the solicitation or will be deemed NON-RESPONSIVE

Evaluation Criteria, continued Created on: 07/29/2013

FACTOR 1 - Mission Capability (MC) Sub-Factor 1 - Technical Sub-Factor 2 - Management Sub-Factor 3 - Transition Factor 2 - Past Performance (PP) Factor 3 - Cost/Price

Evaluation Criteria, continued Created on: 07/29/2013

FACTOR 1 - Mission Capability Sub-Factor 1 - Technical Demonstrate can meet objectives of the SOO Technical Proposal (30 pages) Demonstration (No documentation) Performance Work Statement (No page limit) SOO Attachment C Sub-Factor 2 - Management Transition strategy and timeline Training approach Quality Assurance approach Staffing approach Methodology for uninterrupted support Performance Thresholds and Compliance

FACTOR 1 – Mission Capability Sub-Factor 3 - Transition Chronological sequence of events Detailed Schedule Risks and Mitigation Clearances Phase-out: maintain staffing

Evaluation Criteria, continued Created on: 07/29/2013

FACTOR 2 – Past Performance Assessment of an offeror’s probability of meeting the solicitation requirements Past/present Information 3 years prior to closing Prime + Teaming partners, Joint Ventures, Subs, if >20% Up to 3 references for each, one page each Specific enough to determine relevance Consent Letters Organization Structure Change History

Evaluation Criteria, continued Created on: 07/29/2013

FACTOR 2 – Past Performance Past Performance Questionnaires Distribute to your customers to complete Must be received directly from customer to CO Must be received by closing May not be submitted by the prime or sub, at any level, in the performance of the effort Evaluation Criteria, continued Created on: 07/29/2013

FACTOR 3 – Price Include Business Proposal Assumptions Teaming Agreements Sub Contractor Proposals -- Competitive Pricing Tables Fully explain pricing as it relates to your proposed approach Burden of Proof lies with the offeror Fair and Reasonable Evaluation Criteria, continued Created on: 07/29/2013

FACTOR 3 – Price Pricing Tables Required for Prime/Team/Joint Ventures/Subs FFP CLINS: Tables 1, 2, and 3 for each CLIN Base and all Options NTE CLINS: As identified Table 4 required for Prime/Team/Joint Ventures/Subs

Reference Table 1: Total Price Summary, Table 2: CLIN Summary, Table 3: Labor Summary by CLIN, Table 4: Indirect Rate Summary

Created on: 07/29/2013

Relative Importance of Factors Non-Price Factors, MC is more important than PP Within MC, sub-factors are in descending order Technical more important than Management Management more important that Transition Non-Price Factors MC and PP, when combined, are substantially more important than Price Price becomes more important when non-price factors become more equal

Evaluation Criteria, continued Created on: 07/29/2013

At this time if you have any additional questions that you did not submit previously, please submit them now to bgallegos@fs.fed.us. All questions must be received No Later Than (NLT) 3:00 PM, Mountain Time (MT), August 7, 2013.

The Government will capture the questions and provide all questions, and answers to those questions resolved when we resume this meeting.

All questions and responses will be posted to FedBizOpps.

Please dial back in to the same conference line at: TBD

Break Created on: 07/29/2013

QUESTIONS and RESPONSES

S&H and WC Briefing

United States Department of Agriculture (USDA) United States Department of Agriculture

All questions must be received NLT 3:00 PM, MT August 7, 2013 to be considered Questions and Answers, first set, will be posted NLT August 8, 2013 Solicitation closing date is August 16, 2013 at 3:00 PM, MT Demonstrations will be held August 20-22, 2013 Discussions, if necessary, are expected to be held September 10-11, 2013 Award is estimated by September 27, 2013

Expected Next Steps Created on: 07/29/2013

S&H and WC Briefing

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