ATTACHMENT A_36C10X21Q0009_.pdf

Statement of Objectives (SOO) EMM Program Support Services

1.0 Purpose

The Veteran Affairs Office of Information Technology Enterprise Mail Management Program (VA OIT EMM) intends to utilize contract staff to support the day to day activities of mail managers across the Veteran Affairs (Veteran Benefits Administration, National Cemetery Administration). Support staff is required to understand and guide mail room managers on the United States Parcel Service (USPS), United Parcel Services (UPS), and Federal Express (FEDEX) rules and regulations. Support staff will learn EMM processes and programs working in conjunction with Government staff and Federally Funded Research and Development Centers (FFRDC)/MITRE. MITRE will be transitioning duties to support staff to aid VA mail managers and staff supporting mail functions within their facilities.

2.0 Background

The Department of Veterans Affairs (VA) Office of Information and Technology’s (OIT) vision is to become a world-class organization that provides a seamless and unified Veteran experience through the delivery of state-of-the art Technology. OIT accomplishes this by providing strategy and technical direction, guidance, policy, analysis, and products that ensure that VA’s Information Technology (IT) capabilities are defined, acquired, and managed in a manner that improves the lives of our nation’s Veterans and implements various Federal laws and regulations. OIT is the steward of VA’s IT assets and resources and is responsible for ensuring the efficient and effective operation of VA’s IT Management System to meet the mission requirements of the Secretary, Under Secretaries, Assistant Secretaries, and other key officials.

The EMM Program Office is advancing VA’s mail capabilities. The maturity efforts will further align VA’s mail management services with General Services Administration’s (GSA) Federal Management Regulations (FMR) and address Government Accountability Office’s (GAO) finding, “Actions Needed to More Effectively Manage Outgoing Mail”.

EMM program office continues to evolve the mail environment by securing dedicated staff to move mail modernization forward. To do so, EMM program office will be transitioning support from the Federally Funded Research and Development Center (FFRDC)/MITRE to full time equivalents (FTE) comprised of government and contractor staff. The FFRDC/MITRE in concert with EMM program office will perform transition activities, support and services ensuring a smooth transition to the government team.

EMM program office will continue building the operational disciplines to support the long-term effectiveness of VA’s enterprise mail management commitments.

3.0 Scope

The Contractor shall provide all supervision, management, and labor required to provide the services outlined in this SOO. This shall include the following services: The Contractor support shall support to EMM programs and mail operations. The Contractor shall support in assisting with the operation and management of ITRM EMM Business Office including: analytics support, data management, technology business management, administration support for business office and development of programs, communication and stakeholder engagement to include SharePoint site development and maintenance, and performance management support services. The Contractor shall support the ITRM EMM Business Office which includes but is not limited to:

maintenance and development of system design, system configuration to support business, processes, data management, data import of records collected from VA enterprise, data analysis and development of architecture to support imports, development of reporting, administration support for business office and development of programs, and communication and stakeholder engagement to include SharePoint site development and maintenance

4.0 Performance objectives (required results)

The contractor shall meet the below goals in support of ITRM EMM program office.

Goals include:

A. Finalized draft and routine updates to the EMM guidelines for capturing and deploying mail programs across the enterprise which modernize and standardize capabilities

a. Draft standard operating procedures

b. Establish processes for communication to field operations, updating and creating

SharePoint, management of documents B. Finalized draft and routine updates to the EMM policies, processes, controls and monitoring compliances for VA assets.

C. Developed and provided updates as necessary to the platform that will manage field operations questions specific to logistics processes associated with the management of incoming and outgoing mail; manifesting, interpretation of explanation of the

a. United States Postal Service (USPS) Domestic Mail Manual (DMM)

i. https://pe.usps.com/text/DMM300/DMM300_landing.htm

b. Interpret and apply rules and regulations for the management of Federal mail:

i. I41 Federal Management Regulation (FMR), Chapter 102-192, and

ii. 49 Code of Federal Regulations (CFR) Parts 171-177: Hazardous Materials Regulations,

iii. United Parcel Service

iv. Federal Express

v. Shipping carriers in the areas of retail and commercial services and cost guidelines D. Finalized draft and routine updates to the working plan in conjunction with government staff on short, near term and long-range performance goals for the mail management program and mailroom operations.

https://pe.usps.com/text/DMM300/DMM300_landing.htm

E. Improved and provided updates as necessary to the existing database tools and techniques through the direct engagement with EMM’s existing database tools and dashboard.

F. Completed routine analysis on data that provides recommendations to EMM on the organizational effectiveness, operational efficiencies and systems within to recommend cost controls.

G. Improved and provided updates as necessary to the data base criteria that improved the management and reporting for both vendor and VA field operations

5.0 Key Personnel

A. Key Personnel shall possess a college degree from an accredited college or university with a concentration in one of the following: Business Management; Finance;

Communications; General Studies; Accounting; History, Paralegal Studies;

Mathematical/Actuarial Sciences; English Writing/Composition; Engineering Electrical/Engineering Studies.

B. Combination of Education and Specialized Experience: if less than a bachelors degree and no less than the amount of 3 years’ experience but have a combination of the type of education and the type of specialized experience to include mail processing, handling and management

C. In addition to the minimum labor category requirements of the contractor’s contract, the key personnel shall have the following experiences:

a. Senior Program Analyst – Experience working with Stakeholder engagement, communications, SharePoint (most current), Talent Management System (TMS), Risk Management and reporting:

b. Business Analyst – Experience in Performance Management, expenditure data collection, reviewing data quality and building upon existing data sets and dashboards (Data driven and analytical, ability to build in Power BI and use access data base)

c. Data Architect Analyst – Experience in VA data collection and management of data quality, building upon existing data sets and dashboards utilizing programs that include Power BI and access data base.

6.0 Type of Contract Contemplated

Firm Fixed Priced

7.0 Period of Performance

The period of performance is one 12-month base period with three 12-month option periods. The start date is November 16, 2020.

8.0 Performance Metrics

The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.

Performance Objective Performance Standard Acceptable

Performance Levels

Technical Needs -Shows an understanding of requirements -Efficient and effective in meeting requirements -Meets technical needs and mission requirements -Offers quality services/products

Satisfactory or higher

Project Milestones and Schedule

-Quick response capability -Products completed, reviewed, delivered in timely manner -Notifies customer in advance of potential problems

Satisfactory or higher

Project Staffing -Currency of expertise -Personnel possess necessary knowledge, skills and abilities to perform tasks

Satisfactory or higher

Value Added -Provided valuable service to Government -Services/products delivered were of desired quality

Satisfactory or higher

The Government will use a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the FFRDC is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

9.0 Place of Performance

The contractor shall perform all tasks primarily at Contractor facilities, and at Government site(s) as necessary. Any work on Government sites mush be pre-approved by the Contracting Officer’s Representative (COR).

The Government encourages the contractor to maximize its use of teleconferencing and video conferencing for meetings with the VA.

Any work at a Government site shall not take place on Federal holidays or weekends unless approved by the CO.

10.0 Government property/equipment

The Government will furnish property to the Contractor for use in the performance of this contract. Government-furnished property (materials, equipment, and/or information) will be provided in conjunction with required performance under this task order, as determined by agreement between the Government and the Contractor.

The Government will provide the following equipment contract:

1. PIV Cards

The Government will not provide computer or IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra PIV readers, peripheral devices, etc. The Contractor is responsible for providing these types of IT accessories in support of the contract as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.

The VA does not currently foresee any specific or unusual software needs to complete the tasks in this PWS. However, the VA may provide software as appropriate and required to complete the requirements outlined in this PWS. The Contractor may utilize VA provided software development and test accounts, document and requirements repositories and others as required for the development, storage, maintenance and delivery of products. Contractors shall comply with VA security policies and procedures

11.0 SECURITY: POSITION/TASK RISK DESIGNATION LEVEL(S) AND FFRDC PERSONNEL

SECURITY REQUIREMENTS

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

The position sensitivity and the level of Background Investigation (BI) commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and BI Requirements

PWS Paragraph Number Low/NACI Moderate/MBI High/BI

4.0 X

5.0 X

Position Sensitivity

BI (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Security Suitability Program,” Appendix A)

Low National Agency Check with Written Inquiries (NACI) A NACI is conducted by the Office of Personnel Management (OPM) and covers a 5-year period.

It consists of a review of records contained in the OPM Security Investigations Index (SII) and the Department of Defense (DOD) Defense Central Investigations Index (DCII), Federal Bureau of Investigation (FBI) name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.

The Tasks identified and the resulting Position Sensitivity and BI requirements identify the BI requirements for FFRDC individuals, based upon the tasks the FFRDC individual will be working.

The submitted FFRDC Staffing Roster shall indicate the required BI level for each FFRDC individual, based upon the task(s) the FFRDC individual will be working.

12.0 Travel

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items.

These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the program related meetings for this effort is listed below. Anticipated locations include the following trips, personnel, and durations:

Anticipated Destination No. of trips

No. of Contract Staff traveling per trip

Length of each trip (Days)

Washington, DC ,(810 Vermont, Washington, DC 20420 – (VAHQ)

4 2 3

Travel requires advance concurrence by the COR.

13.0 Meetings

For all meetings, the contractor shall be responsible for providing meeting materials, and administrative and facilitation support. Meetings will be conducted at either the

VACO location at 810 Vermont, Washington, DC, or through an alternative method of communication (such as a teleconferencing), as approved by the Contracting Officer.

13.1 Post-award Kickoff Meeting

Within 10 business days of contract award, the Government will conduct a post-award kickoff meeting at VACO or via teleconferencing. (specific date and time to be mutually agreed-upon).

13.2 Intermittent Project Status Reviews

At the sole discretion of the Government, intermittent project status reviews may be conducted on an informal basis (by telephone or teleconference) or in person at VACO on monthly or quarterly basis or upon 5 days advance notice as approved by the Contracting Officer, Contracting Officer Representative (COR) or Program Manager.

13.3 Monthly Project Status Reviews

Monthly status meetings to be conducted on the first Monday of each month.

The Contractor is responsible for reporting the previous month’s activities (including any risks, issues, or concerns, and actual or recommended actions for their mitigation), and projected activities for the following month.

13.4 Program Management Review

The Government will conduct monthly program reviews for the first six months and then move to a quarterly program review upon CO and COR approval.

Program reviews will be done via teleconference etc. or at VACO, to review the progress of the program, identify any risks, issues, or concerns, and provide feedback on the Contractor’s progress and performance. The Contractor shall provide written data and verbal presentations as to the financial status of the ITRM EMM program (projected vs. incurred costs), any identified any risks, issues, or concerns and their mitigation or its plans for their mitigation.

14.0 Glossary of Abbreviations and Acronyms (if not provided elsewhere)

Abbreviations/Acronyms Definition

DMM Domestic Mail Manual

ITRM EMM IT Resource Management Enterprise Mail Management Program Office

VACO Veteran Affairs Central Office (810 Vermont)

CO Contracting Officer

COR Contracting Officer Representative

USPS Unites States Postal Service

UPS United Parcel Service

FedEx Federal Express