HT0011-15-R-0010-0004-GRAMS_RFP_Amendment-3-25-15.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose for this amendment is to:

1.Post additional questions and Answ ers 2.Post updated attachment 07 3.Update Deliverable table 4.Update section 11.0 of the PWS 5.Update special instruction 002 and 6.Extend the proposal due date to April 08, 2015 no later than 12:00PM

See blue highlighted changes for more information.

1. CONTRACT ID CODE PAGE OF PAGES

S 1 57

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 25-Mar-2015

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HT0011-15-R-0010

X 9B. DATED (SEE ITEM 11)

26-Feb-2015

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

25-Mar-2015

CODE

DEFENSE HEALTH AGENCY-COD FC

7700 ARLINGTON BLVD

FALLS CHURCH VA 22042

HT0011 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HT0011-15-R-0010

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 06-Apr-2015 12:00 PM to 08-Apr-2015 12:00 PM.

The following have been modified:

LIST OF ATTACHMENTS

Attachment Number Document Name Number of Pages 1 Non-Disclosure Agreement 2 2 Draft QASP(updated) 10 3 Instructions for Contractor Access to DoD IT

Systems

4 Pricing Sheet(updated) dated 3-20-15 10

5 DD254 2

6 DD254 Continuation Page 1 7 Small Business Participation Plan-Updated dated

3-25-15

8 Questions and Answers dated 3-25-15 11

PERFORMANCE WORK STATEMENT

1. Requirement Name

Governance, Requirements, and Architecture Management Support (GRAMS)

For Defense Health Agency (DHA) Requirements Managers

2. Background

Requirements managers (collect, refine, and integrate Military Health System generated Information Management/Information Technology (IM/IT) user functional requirements. Requirements Managers establishe operational and data architectures and are responsible for the management of MHS data standardization. Requirement Managers accomplish these functions through extensive interaction with end users who prioritize which requirements are mission essential. Requirement Managers further coordinate with the Services on their functional requirements for IT solutions. Requirement Managers coordinate and maintain their portion of the MHS IT investment Portfolio.

3. Objectives

There are two broad objectives to achieve with this acquisition:

• Establish a common culture in analysis, capabilities and requirements management, capability and workflow analysis, governance support and the Program Management support activities that relate to the overall mission. This acquisition will require that the vendor develop, enhance and/or improve a set of processes and procedures within the DHA.

• Improve “time to market” and the quality of DHA Requirement Managers’ products and services.

In addition, the Government seeks contractor support that is responsive, proactive, team oriented, results oriented, and problem solvers. The Contractor shall support the Requirement Managers’ collaborative environment with multiple contractors providing support and shall ensure that productive working relationships are established with other contractors and Government offices in order to facilitate and support the DHA Requirement Managers’. The Contractor shall maintain appropriate training and certifications of its personnel related to tasking contained in the PWS. The contractor shall be familiar with the DoD Acquisition Process and the current version of the DOD Architectural Framework (DoDAF).

4. Scope

This award provides for Program Management Support for the DHA Requirement Managers for GRAMS, shall be required for, but is not limited to:

• Requirements development and management processes;

• Military Health System (MHS) IM/IT investment and sustainment portfolio capabilities activities;

• Functional requirements submissions and management;

• Development and management of MHS IM/IT functional requirements;

• Joint Capabilities Integration and Development System (JCIDS) process and documentation;

• Post Implementation Reviews;

• Requirements reviews during IT lifecycle acquisition phases;

• Business Process strategies and guidelines;

• Business Process and data management products;

• Business Process and standards analysis;

• Business Process Improvement;

• Federal and External partner architectural analysis and alignment;

• Health Information Technology (HIT) standards;

• Health Data management;

• Modeling and simulation; and

• Requirements Tools

5. Specific Tasks

Performance of this contract will require the Contractor to provide day-to-day support to the DHA Requirement Managers. The Contractor shall collaborate with other DHA Requirement Managers and HIT contractors in meeting the DHA mission. The engagement will primarily be through processes and procedures established by the DHA Requirement Managers. The Government is committed to using architectural methods to describe its mission, including such things as its capabilities, activities, business processes, work flows and information needs. The Government also is committed to using best practices methods to help describe its Information Management/Information Technology (IM/IT) requirements, including identification of alternative IT solutions.

This contract requirement provides support for the DHA Requirement Managers to assist the Military Health System functional community in the development and validation of full spectrum functional requirements. In coordination with this function, the DHA R Requirement Managers support the decision making process by providing timely analysis to decision makers. This contract requirement will support the Governance function in its decisions about: business need, mission priorities, alternatives solutions, business process change, policies, and funding priorities for MHS IT systems. This contract requirement will also support the development and management of business processes, health data management strategies and collaboration in the development and implementation of national health IT standards.

The DHA Requirement Managers are also responsible for assisting the functional community to develop data management strategies in coordination with the HIT and ensure national health IT standards meet the needs of the MHS, In addition, the DHA Requirement Managers are responsible for ensuring that IM/IT requirements clearly describe the data standards to be used and other data requirements.

This performance work statement describes the full range of activities that the contractor shall perform under this contract. The Government will prioritize the contractor’s effort based on mission, acquisition life cycle, phase of the capability and available resources.

In performance of the specific tasks below, the Contractor shall provide the following support services:

• Full Spectrum Requirements Analysis (i.e., DOTMLPF-P Analysis)

• Business Case Analysis

• Strategic Analysis

• Business Process Improvement

• Problem Solving and Decision Support

• Workflow and Requirements Documentation

• Communication

• Project Management

• Facilitation

• Training

• Risk Management

• Quality Assurance

• Capability and Lifecycle Management (i.e. Program Objective Memorandum (POM) Support)

• Configuration Management

• Integration Support

Within the DHA, various Government staff will be responsible for various individual projects. For example, each Portfolio Capability is assigned to an Information Manager. For consistency, the Contractor should be prepared to provide consistent support for a given Capability or set of Capabilities.

Also, the IM/IT Governance Decision Boards align with three MHS functional areas as follows: Clinical, Business, and Readiness and Force Support/Operational Environment The Contractor shall be prepared to provide consistent support to the three functional areas as well.

5.1 Task 1 - Contract Management

The Contractor shall manage the performance of all tasks to ensure efficient, accurate, ontime delivery, and compliance with all other requirements of this document. The Contractor will fully oversee this task and supervise staff assigned to this task.

The following Subtasks fall under Task 1:

5.1.1 Subtask 1 - Monthly Progress Report (MPR)

5.1.2 Subtask 2 - Program Management Plan

5.1.3 Subtask 3 - Operations During Emergency Situations

5.1.1 Task 1, Subtask 1 - Monthly Progress Report (MPR)

The Contractor shall prepare and deliver a MPR (Deliverable 2) outlining the monthly accomplishments and any problems/ issues encountered in the performance of this task.

5.1.2 Task 1, Subtask 2 - Program Management Plan

The Contractor shall prepare and deliver a Program Management Plan (Deliverable 3) for Government approval. It will be used to manage, track and evaluate the Contractor’s performance. The Program Management Plan shall consist of control policies and procedures in accordance with standard industry practices for project administration, execution and tracking.

The Program Management Plan shall include the following:

Identification of milestones where Government information/activity is required and timeline dependencies for subsequent Contractor activities;

An Integrated Master Management Plan (IMMP) describing the Contractor’s overall management approaches, policies and procedures including suggested project metrics; and, A detailed staffing plan that will be updated on a monthly basis and will list all vacancies in positions and time vacant.

5.1.3 Task 1, Subtask 3 - Operations During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR will immediately make contact with the Program Manager (GRAMS) to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the Program Manager (GRAMS) shall promptly open an effective means of communication with the COR and verify:

Key points of contact (Government and Contractor);

Temporary work locations (alternate office spaces, telework, virtual offices, etc.);

Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.); and

Essential work products expected to continue production by priority

The Program Manager (GRAMS), in coordination with the COR, shall make use of the resources and tools available to continue DHA Requirement Managers’ contracted functions to the maximum extent possible under emergency circumstances. The Contractor shall obtain approval from the COR and Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

5.2 Task 2 - Define and Manage MHS IM/IT Investment and Sustainment Portfolio Capabilities

The Government continually strives to improve outcomes through better use of IM/IT solutions. MHS IM/IT investments are managed by capabilities and/or projects. Therefore analyzing capabilities and determining gaps in current capabilities and opportunities to improve performance is a critical function for the DHA Requirement Managers. DHA Requirement Managers perform this function on behalf of the Capability Owners, continually informing and refining the opportunities to improve performance through IM/IT solutions, improved business processes and policies.

The Government requires the following contractor support under this task:

Perform capability gap analysis and make recommendations to Capability Owners;

Manage IM/IT Portfolio Capabilities in MHS tools, including documenting expected benefits and tracking execution;

Support Capability Prioritization for Program Objective Memorandum (POM) development; and

The following Subtasks fall under Task 2:

5.2.1 Subtask 1 - Perform Capability Gap Analyses and Document Findings

5.2.2 Subtask 2 - Maintain Portfolio Capability Descriptions in the MHS Portfolio Management Tool (“ProSight” or any follow-on Government Tool), ensuring High-Level Requirements are Linked from the MHS Requirements Repository (“Serena” or any follow-on Government Tool)

5.2.3 Subtask 3 – Portfolio Rationalization Support

5.2.4 Subtask 4 – Organizational Execution Plan (OEP)

5.2.1 Task 2, Subtask 1 - Perform Capability Gap Analyses and Document Findings

The Contractor shall perform initial and ongoing Capability Gap Analyses as required and document the analysis and findings, including recommendations for realignment of Portfolio Capabilities. The Contractor shall identify the mission tasks, conditions and standards that are applicable to the MHS;

assess how well current and programmed capabilities support assigned missions; and identify possible solutions to shortcomings in mission performance. Based on the analysis, the Contractor shall make recommendations for realignment or restructure of Portfolio Capabilities, where needed. The documentation and recommendations may be in the form of White Papers or Briefings for decision.

(Deliverable 4)

5.2.2 Task 2, Subtask 2 - Maintain Portfolio Capability Descriptions in the MHS Portfolio Management Tool

The Contractor shall maintain and manage Portfolio Capability Descriptions in the MHS Portfolio Management Tool and will verify the high level requirements are linked in the MHS Requirements Repository. The Contractor shall routinely review the Descriptions and Links for currency and ensure the information is accurate in preparation for annual POM reviews. The Contractor shall coordinate with the Capability Owners in review of the descriptions. (Deliverable 5)

The Contractor personnel shall possess excellent writing skills for the performance of this task.

5.2.3 Task 2, Subtask 3 – Portfolio Rationalization Support

The Contractor shall support functional stakeholders in identifying, reviewing, assessing and analyzing existing solutions in the consolidated portfolio; and assist the Government in documenting and providing recommendations regarding rationalization outcomes to senior leadership. (Deliverable 6)

5.2.4 Task 2, Subtask 4 – Organizational Execution Plan (OEP) The Contractor shall define and manage MHS IM/IT Investment and Sustainment Portfolio Capabilities and .

Assist functional stakeholders in developing effective and comprehensive Problem Statements for Defense Business Systems which will ensure those documents get through DHA and DCMO review and approval in a minimum of time.

In additional, at least annually, assist functional stakeholders in developing effective and realistic Business Process Reengineering (BPR) Assessments for assigned capabilities, based on current DCMO guidance.

Contractor personnel shall possess excellent written, communication and facilitation skills as well as have in depth knowledge of the assigned capabilities for the performance of this task. (Deliverable 6a)

5.3 Task 3 - Develop and Manage MHS IM/IT Functional Requirements

One of the primary functions of the DHA Requirement Managers is to lead the functional community in the development of a comprehensive set of requirements for IM/IT solutions that clearly describe the functional need or problem. This requirement set may include the identification of new business processes, new policies, feature sets and desired user interfaces with the IT solution.

The Government requires the development of complete and accurate requirements sets, which can be understood by the functional community and the technical community. These requirements sets should meet the HIT provided costing and testing guidelines. They may identify alternative solutions that clearly describe the business impacts and benefits of each alternative. If alternatives are presented, they must be accompanied by clear information so Senior Leaders can understand and decide among the alternatives.

The requirements sets shall also include appropriate architectural documents.

These requirements sets shall be developed in an efficient and timely manner using industry best practices, while following DoD and MHS guidelines.

The Government requires the following contractor support under this task:

Scope, plan and efficiently manage all requirements development projects;

Develop complete, accurate and well documented requirements packages following MHS guidelines, meeting quality criteria;

Capture functional needs, translate to understandable requirements and business processes, and monitor / track them throughout the entire acquisition life cycle;

Provide expert facilitation of workgroups;

Develop briefing materials that facilitate decision making; and

Collaborate in a professional manner with other contractors as necessary to successfully complete this task. DHA Requirement Managers require contractor support that is responsive, proactive, team oriented, results oriented, and problem solvers. The Contractor shall support the DHA Requirement Managers’ collaborative environment which includes multiple contractors providing support and the GRAMS contract shall ensure that productive working relationships are established with other contractors and Government offices in order to facilitate and support MHS challenges.

The following Subtasks fall under Task 3:

5.3.1 Subtask 1 - Define Project Scope

5.3.2 Subtask 2 - Provide Project Management Support

5.3.3 Subtask 3 - Develop and Document Requirements

5.3.4 Subtask 4 - Develop Decision Briefings

5.3.5 Subtask 5 - Facilitate Requirements Workgroups

5.3.1 Task 3, Subtask 1 - Define Project Scope

For each requirements project, the Contractor shall clearly document the problem and scope of the effort.

(Deliverable 7) The scope shall include the identification of the functional champion. The Contractor shall assist the Government, as required, in obtaining Governance approval of the project scope before starting the project.

The Contractor personnel shall possess excellent writing skills for the performance of this task.

5.3.2 Task 3, Subtask 2 - Provide Project Management Support

The Contractor shall provide overall Project Management support to each Government Project Lead for requirements management projects . Project Management shall utilize methods identified under the current version of Project Management of Knowledge (PMBOK) Body’s best Project Management methodologies that assure that all activities and risks are identified, documented, tracked and managed or mitigated so that each requirements project will be continuously evaluated and monitored for timeliness and quality. As part of Project Management, the Contractor shall prepare a Project Plan and Reports (Deliverable 8), in a Government approved tool, which will include at least the following:

The Project Management Approach, including such elements as how it will be facilitated, the level of detail necessary, whether Requests for Information (RFI) will be necessary, whether site visits will be necessary, how much market research will be needed, how the development of architecture will be incorporated into the project, and whether there will be a need to develop any User Interface requirements, visual modeling or mock-ups;

The Project Timeline, including the major milestones and deliverables, including also the architecture deliverables that will be produced by the Government’s Architecture Contractor;

A Risk Management Plan, including risk identification and risk mitigation strategies; and

A Quality Assurance Plan, including how the Quality Guidelines will be used at each milestone

The Contractor shall provide regular reports to the Government Project Lead on the status of all requirements projects.

The Contractor shall apply proven Project Management techniques and provide skilled Project Management personnel in performance of this task.

5.3.3 Task 3, Subtask 3 - Develop and Document Requirements (Deliverable 9)

The Contractor shall develop accurate and complete requirements sets, following the Government approved project management approach, plan and timeline developed in PWS 5.3.2. The Contractor shall provide the facilitation, research, analysis and documentation necessary to deliver the requirements set. In the performance of this task the Contractor shall collaborate with all necessary Government offices and contractors, who will provide a major portion of the deliverables for the requirements set.

Other collaboration shall include the Program Offices and Portfolio Management and Customer Relations Division, HIT. The Contractor shall be responsible for documenting the complete requirements set following MHS guidelines. This documentation will include the Concept of Operations (CONOPS) which will reference all the other documents in the requirements set.

The Contractor shall document and manage all requirements in the Government-provided MHS Requirements Repository (currently “Serena”), following MHS procedures and guidelines.

The Contractor shall perform QA review of the requirements set, following the approved QA Guidelines and Criteria. The Contractor shall coordinate a review of the requirements sets among major stakeholders, such as the Services, Program Offices, and other review bodies, adjudicate comments, and prepare the final package to be submitted for Cost and Schedule.

The Contractor shall analyze each requirements project and provide recommendations to the Government Project Lead on the best approach for completing the architectural products required for the project. The approach shall include an assessment of the project scope, a recommendation on the architectural products needed for the project and the level of detail needed, including data requirements.

The analysis shall also include a recommendation on how to best capture the information needed for the architectural products during the workgroup sessions

As part of the analysis, the Contractor shall identify real or potential interoperability issues among projects, document their findings, and make recommendations to the DHA Requirement Managers’ Government Project Lead and the DHA Requirement Managers’ Architecture and Data Integration Lead on how to best address these issues to mitigate risk of not achieving interoperability. This analysis shall also include identification of architectural and data information for reuse among projects.

The Contractor shall be expected to collaborate with DHA Requirement Managers’ contractors and ensure the plans for the architecture products and approaches are included in the Requirements Project Plan.

The Contractor shall be expected to provide the appropriate level of analysis, synthesis and recommendations so that the Government can make an informed decision. The Contractor shall be expected to have complete awareness and understanding of the MHS Enterprise Level architecture and well as project level architectures in the performance of this task.

The Contractor shall also be expected to coordinate with the HIT Enterprise Architecture Branch (EAB) and their architectural support contractors to ensure the recommended architectural views shall accurately describe the requirements.

If the Government approved Project Management Approach for a particular project includes the need to issue a Request for Information (RFI), then the Contractor shall analyze the needed information and draft RFI documents for Government approval. The Contractor shall assist the Government in the analysis of information obtained from the RFI process.

The Contractor shall also develop a plan for “transitioning” tasks that still need to be completed in parallel to the IT acquisition or development. These tasks include such things as developing supporting policies and business process changes. The plan will include identifying offices or individuals who will be responsible for completing the tasks. These tasks will be critical to achieving the desired outcomes.

The Contractor shall use industry best practices in writing requirements and follow the MHS Component Functional Requirements Process in the elicitation, development and documentation of requirements in the performance of this task.

5.3.4 Task 3, Subtask 4 - Develop Decision Briefings

The Contractor shall assist developing briefings, white papers, and executive briefings (Deliverable 10) that clearly describe the requirements set in an appropriate level of detail for IM/IT Governance to understand the capability being supported by the IM/IT solution, the alternatives and their business impacts and benefits, and the implications to the users and the MHS of approval of the requirements set and/or alternatives.

The Contractor shall assist the Government as required in presenting the briefings for decision.

In performance of this task, the Contractor will be expected to provide the appropriate level of analysis, synthesis, and documentation required for Senior Leaders to make informed decisions.

5.3.5 Task 3, Subtask 5 - Facilitate Requirements Workgroups

The Contractor shall provide expert facilitation of requirements workgroups or other workgroups, as required. This support also includes support to the The North Atlantic Treaty Organization (NATO) MedCIS Panel Chair at semi-annual meetings and support to NATO MedCIS Panel members throughout the year

The Contractor will be expected to use best facilitation practices, in either Government or Contractor space, as required, including the efficient use of the time of the participants.

The Contractor shall document all facilitated sessions and record and track action items. Workgroup Minutes (Deliverable 11) of these sessions will be provided to the Workgroup Chairperson within 2 days after completion of the workgroup.

5.4 Task 4 - Manage MHS Requirements Management (RM) Processes for Requirements Development and Management

The Government is committed to continually improving, documenting and training processes necessary to deliver IM/IT solutions that enable the MHS to meet its performance objectives.

Continuously mature processes associated with analyzing, planning, developing, approving, and implementing mission capabilities and associated IM/IT requirements by conducting After Action Reviews (AARs) and applying lessons learned;

Continue to mature Quality Assurance processes and guidelines;

Provide orientation and training to those who will be involved in executing the processes;

Monitor, track and measure process execution, identifying opportunities for improvement; and

Identify risks and provide risk analysis and mitigation strategies.

The following Subtasks fall under Task 4:

5.4.1 Subtask 1 - Refine and Maintain Processes for IM Requirements Development and Management

5.4.2 Subtask 2 - Develop Quality Assurance Guidelines and Milestones

5.4.3 Subtask 3 - Quality Assurance Review of Architectural Products

5.4.4 Subtask 4 - Measure, Evaluate and Report on Requirements Development and Management Processes

5.4.5 Subtask 5 - Requirements Traceability

5.4.1 Task 4, Subtask 1 - Refine and Maintain Processes for IM Requirements Development and Management

The Contractor shall review and analyze current MHS processes and tools for requirements development and management, including processes associated with initial capability analysis and IM/IT Governance (provided at initial kick-off meeting). The Contractor shall make recommendations for improvements to processes and implementing procedures. Upon approval by the Government, the Contractor shall document approved processes and procedures. The documentation may take many forms, including briefings, diagrams, reports, Concepts of Operations (CONOPS), Business Justification Package and other similar documents (Deliverable 12).

Performance of this task will require the Contractor to coordinate with the DHA Directorates as the Requirements Management processes involve both the functional communities and the HIT. It will require the Contractor to actively participate on teams that will be formed to recommend improvements that support the Goals of the IM/IT Strategic Plan.

The Contractor shall continually recommend improvements as required to improve performance. This includes recommendations for new configurations within the MHS standard tools (MHS System Requirements Repository (Serena Dimensions Requirements Manager); MHS Enterprise Architecture

(IBM’s System Architect®); and MHS Portfolio Management Tool (Oracle’s ProSight Portfolios® or any follow-on tool such as IBM Rational Jazz)) which are used to manage capabilities and requirements.

The Contractor shall use process improvement best practice techniques (e.g., Lean Six Sigma) in the performance of this task, including market research.

5.4.2 Task 4, Subtask 2 - Develop Quality Assurance Guidelines and Milestones

The goal of implementing standard processes and procedures is to improve the cost, timeliness and quality of products resulting from the processes. This is true for IM and the requirements development and Management Processes and Procedures. Therefore DHA Requirement Managers desire to mature their processes in such a way that the quality of the products being produced is continually evaluated during the process, rather than only at the end.

With that goal in mind, the Contractor shall develop Quality Assurance (QA) Guidelines (Deliverable 13) for each major type of product produced during the requirements development and management lifecycle.

For each major type of product, the QA Guidelines shall include, among other things, a description of the content of the product. The Contractor shall identify critical milestones along the entire process and develop the Quality Criteria (Deliverable 14) for each milestone.

The Government requires the following contractor support under this task:

Maintain the Quality Assurance Guidelines and Quality Criteria IAW DoD and Industry Standard best practices;

Maintain the Quality Assurance Guidelines and Quality Criteria to include simple “tools” and procedures for use by those developing and managing requirements throughout their lifecycle;

Assist the Government in performing quality checks and tracking quality assurance issues based on the established criteria; and

Include these materials and tools in the training and orientation updates under PWS 5.16.1

Performance of this task will require the Contractor to coordinate with the functional community, cost estimators, testers, engineers, and others to develop the Quality Criteria. This is critical because these are the people who need to understand and the Stakeholder’s need.

5.4.3 Task 4, Subtask 3 - Quality Assurance Review of Architectural Products

The Contractor shall perform QA review of the architectural products, following the approved QA Guidelines. As required by the Government, the Contractor shall coordinate a review of the architectural products with stakeholders, such as the Services, Program Offices, and the HIT EAB’s architectural review bodies; adjudicate comments; and prepare final products. The Contractor shall also note whether information, and data constructs and specifications currently exist as standards or within the MHS architecture and will identify what kind of constructs and specifications will have to be developed for successful project development. The Contractor shall deconflict architectural products between projects and that they are aligned with the Enterprise Level views. In cases of conflicts requiring government decision, they will prepare alternatives analysis to support the Government integration decision or approach.

The Contractor shall be expected to use approved DoD and MHS guidelines in the development of the architectural content. The Contractor shall be expected to support the Government Project Lead and the other contractors in the preparation of materials needed for any level of reviews and Governance decisions. (Deliverable 15)

5.4.4 Task 4, Subtask 4 - Measure, Evaluate and Report on Requirements Development and Management Processes

The Contractor shall develop a plan and metrics to measure the effectiveness of the Requirements Development and Management Processes. (Deliverable 16) The metrics shall be selected and designed to measure the achievement of value added outcomes. Once approved by the Government, the Contractor shall execute the plan, measure and report the results. The Contractor shall make recommendations to the Government on areas of the process that are candidates for improvement.

The metrics and results may be reported in various formats, including reports, graphs, briefings, and dashboards.

The Contractor shall use generally accepted measurement and analysis techniques and tools in the performance of this task.

5.4.5 Task 4, Subtask 5 - Requirements Traceability

The Contractor shall support requirements traceability by assisting the Government in drafting policy and methods used for Requirements Traceability. The Contractor shall assist the DHA Requirement Managers and staff in its collaboration with the Program Offices by conducting periodic Requirements Traceability reviews, and documenting the findings, as required. (Deliverable 17) Based on those findings, the Contractor will develop recommendations for improvement. Upon approval by the Government, the Contractor shall implement the improvements.

5.5 Task 5 - Manage MHS IM/IT Functional Requirements Submissions

The Government is constantly improving the management and analysis of IM/IT submissions.

Submissions may be a request for a system change, a request for a new feature or function in a system, a request for an entirely new IM/IT capability, a new policy, or it may be just a problem that needs to be analyzed. The result of the analysis will determine what course of action to take. The Government desires to make this process as efficient, effective, and transparent as possible.

Manage all submissions in an effective and transparent manner;

Perform analysis necessary to understand the problem and offer solutions, including priority recommendations; and

Report on the status of all submissions

The following Subtasks fall under Task 5:

5.5.1 Subtask 1 - Manage the Receipt, Analysis, Validation, Prioritization and Customer Feedback for all Submissions

5.5.2 Subtask 2 - Prepare and Report on Submissions

5.5.1 Task 5, Subtask 1 - Manage the Receipt, Analysis, Validation, Prioritization and Customer Feedback for all Submissions

The Contractor shall manage the MHS Submissions process by:

Reviewing the current process (provided at initial kick-off meeting) and continually recommending improvements to the Government;

Tracking all submissions;

Analyzing submissions for uniqueness and clarity, and presenting for functional validation and prioritization;

Documenting the process and status of submissions throughout their lifecycle ; and

Providing customer feedback during all phases of the process

5.5.2 Task 5, Subtask 2 - Prepare and Report on Submissions

The DHA Requirement Managers may receive requests for analysis of a problem or need that are not in the form of a Submission. In those cases the Contractor shall record the request in the form of a Submission. At the approval of the Government, the Contractor shall enter it into the Submission process and track it as other Submissions are tracked.

The Contractor shall maintain and track submissions data in a Government Furnished collaborative tool (provided at initial kick-off meeting) and, as necessary, prepare management level reports based on submissions data identified under PWS 5.5.1. (Deliverable 18)

5.6 Task 6 - Provide Business Process and Data Management Support

The Contractor shall maintain awareness of best practices and methods for capturing IM/IT Business Processes that support Health IT data management, and shall work with the DHA Requirement Managers’ leads for Architecture in providing such information, advising on approaches, and opportunities to leverage the deliverables, products, and services in this contract to best support MHS decision making (Deliverable 19). Deliverables shall be in the form of white papers and briefings. The following Subtasks fall under Task 6:

5.6.1 Subtask 1 - Analyze and Align Architectures in Support Business Processes

5.6.2 Subtask 2 - Support Awareness of Relevant Architecture and Frameworks in support of Business Processes

5.6.1 Task 6, Subtask 1 - Analyze and Align Architectures in Support of Business Processes

The Government requires the contractor to support the analysis and alignment of architectures.

5.6.1.1 Analyze and Align MHS System/Services and Business Processes in to Enterprise Architecture

The goal of this task is to collaborate with HIT, including Program Offices and EAB office, to analyze proposed System/Services products and solution architectures to ensure they meet the functional scope and requirements as described in the all view, operational and data architecture products. This applies to both the Enterprise Level and Project Level architectures.

The Contractor shall provide this analysis throughout the full IM/IT lifecycle as required by the Government project leads (Deliverable 20). The support shall primarily be in the form of in-depth analysis, review, and solving issues that arise. Issues can include such things as: data availability issues, policy issues, variance to standards, and architectural misalignment issues.

The Contractor shall document all analysis and recommendations and upon approval of the Government, make needed adjustments to any architectural products. The Contractor shall also assist as required in providing materials for Governance decisions.

The Contractor shall provide expertise with experience in all architectural views, and variance analysis in the performance of this task. This also includes experience in developing and analyzing Service Oriented Architectures.

The Contractor shall collaborate with the DHA R Requirement Managers’ contractors in performance of this task. The Contractor shall support the DHA Requirement Managers’ collaborative environment which includes multiple contractors providing support and the GRAMS contract shall ensure that productive working relationships are established with other contractors and Government offices in order to facilitate and support MHS challenges.

5.6.1.2 Analyze and Align MHS Architecture to External (Non-MHS) Enterprise Architectures

The Contractor shall use approved DoD and MHS guidelines in the development of the architectural content, and to be in alignment with External Architecture guidelines as directed by the government. The Contractor shall be expected to support the Government Project Lead and other contractors in the preparation of materials needed for any level of reviews and Governance decisions.

5.6.2 Task 6, Subtask 2 - Support Awareness of Relevant Architecture and Frameworks in Support of Business Processes

The Contractor shall provide subject matter expertise in assisting the Government in maintaining awareness of other relevant architecture and frameworks, including the DoD Business Enterprise Architecture (BEA), the FEA, and the FHA. The Contractor will analyze these for alignment issues and opportunities to collaborate. They will document findings and work collaboratively at the direction of the government, participate in MHS Enterprise Architecture product reviews and Independent Verification & Validation (IV&V) boards related to MHS Enterprise or Solution Architecture (Deliverable 21).

5.7 Task 7- Provide Risk Mitigation Support to IM Projects related to the IM/IT Portfolio

The goal of this task is to improve the quality and strength of MHS requirements by utilizing various methods of risk mitigation analysis to include support of: business process re-engineering (BPR), process improvement (PI), piloting of Commercial-Off-The-Shelf (COTS) products, and visual simulation analysis. The DHA Requirement Managers’ Capability Projects that meet DoD financial threshold outlined in NDAA 2010 where the Government must show that BPR has been, or will undergo a BPR analysis.

The Contractor shall recommend a method, in consultation with the Government, and perform this analysis upon agreement by the Government. One, or more methods of risk mitigation analysis may be recommended for an individual IM requirements project, in consultation with the Government. If a Pilot task is put in place with a DHA Requirement Managers’ Requirements Project, the intent of the government will be no further BPR until the Pilot findings are documented and the government approves intent to use the COTS workflow and process.

Goals of these tasks include:

Improved user satisfaction with IT systems;

Improved details in requirements; and

Less rework of systems after deployment.

The following Subtasks fall under Task 7:

5.7.1 Subtask 1 - Provide support for BPR and Process Improvement

5.7.2 Subtask 2 - Provide Support for Pilot projects

5.7.3 Subtask 3 - Modeling and Simulation for BPR

5.7.4 Subtask 4 - Risk Management Documentation Support for the DHA Requirement Managers’Requirements Projects

5.7.1 Task 7, Subtask 1 - Provide support for BPR and Process Improvement

The Contractor shall review and analyze current MHS Operational and Data Architecture for improvement opportunities. Upon direction by the government, the Contractor shall facilitate the DHA Requirement Managers’Requirements group using BPR techniques, make recommendations for improvements to processes/procedures and data. Upon approval by the Government, the Contractor shall document approved changes (Deliverable 22). The documentation may take many forms, including architecture products, comparative analysis, briefings, diagrams, reports, Concepts of Operations (CONOPS), and other similar documents. Documentation may also include updates to any associated Process Area Descriptions (PADs). The Contractor shall support the documentation that BPR was conducted as part of the Defense Business Transformation (DBT) funds certification process.

Performance of this task will require the Contractor to coordinate with the DHA Requirement Managers’ contractors and HIT as the Requirements Management processes involve both the functional communities and HIT. It will require the Contractor to actively participate on teams that will be formed to recommend improvements that support the Goals of the IM/IT Strategic Plan.

The Contractor shall continually recommend improvements as required to improve performance and support the BPR process.

The Contractor shall be expected to use process improvement best practice techniques in the performance of this task. The Contractor shall be expected to have experience and ability to lead or supervise a team of business process reengineering specialists. The Contractor shall be expected to have the ability to apply facilitation techniques, training, methodology development and evaluation across all phases of the modernization and improvement project and the ability to identify and recommend best practices, change management and business management techniques, organizational development, activity and data modeling, or information system development methods and practices.

5.7.2 Task 7, Subtask 2 - Provide Support for Pilot projects

A proof of concept pilot project is an opportunity to demonstrate the capabilities of COTS products in a controlled manner. A pilot project is an excellent risk mitigation strategy for an agency planning to implement a new system. It can also serve to inform or resolve an alternatives of analysis for the DHA Requirement Managers’ investment planning phase. The pilot helps determine whether the software is appropriate for use by the DHA Requirement Managers and how easily it can be configured, providing hands-on experience for users.

The Contractor shall provide analysis to the DHA Requirement Managers’ Pilot Projects where COTS products are possible solutions and re-engineering will occur if testing/analysis is favorable (Deliverable 23). The Contractor will also provide support in the execution of Pilot projects. Piloting will assist with evaluating the work flow and will provide the analysis. The Contractor shall consider the following in their analysis:

If COTS selected, implementation and replacement scenarios;

If COTS selected, what are the organizational responsibilities, accountability and authority;

If COTS processes selected, documentation requiring reengineering acceptance by the MHS;

Configuration management of COTS products;

Risk management of any COTS products;

Identification of artifacts to support COTS management; and

Identification of artifacts for inclusion in MHS Business and Data Architecture.

5.7.3 Task 7 Subtask 3 - Modeling and Simulation for BPR

The Contractor shall provide visual modeling and simulation (an industry best practice tool) support for the improvement, refinement and validation of user requirements (Deliverable 24). Visual modeling and simulation will be used on the DHA Requirement Managers’ requirements projects that need human factors analysis in order to optimize or re-engineer user workflow and/or user interaction with the system.

These projects are not known at this time. The Contractor shall provide the tool (ideally a COTS product) to be used and will be used for both systems in sustainment and new development. This tool will be a tool that can stand alone and shall not be put on any Government networks. The Contractor shall conduct on-site and off-site visits to obtain data for and evaluation of Human Factors Engineering issues related to MHS IT System Graphical User Interfaces (GUI). The Contractor shall conduct Modeling and Simulation activities based on the input obtained from the Human Factors Engineering activities to improve outcomes in MHS IT system requirements definition and design. When used for new development, the Government’s expectation is that the GUI designed solution is only a representation of the final solution.

5.7.4 Task 7, Subtask 4 - Risk Management Documentation Support for the DHA Requirement Managers’ Requirements Projects

The Contractor shall assist the Requirements Managers (RMs) and their Directorin identifying, analyzing, and assessing IM/IT Requirements Project risks that arise within the DHA Requirement Managers’ scope, and documenting the following (Deliverable 25):

Identify risk issues that arise within The DHA Requirement Managers’ requirements project work scope and assist RMs in referring potential risks to the appropriate group or functional area for assessment;

Monitor risk status within the DHA Requirement Managers requirements; and

Support oversight of all risk management activities within the DHA and provide support to final direction regarding requirements management risk issues.

5.8 Task 8 - Participate in Requirements Reviews during IT Lifecycle Acquisition Phases

The goal of this task is to participate in all phases of the IM/IT lifecycle to ensure the approved requirements are actually being implemented and the benefits realized. There will be many things that need to be clarified or revisited. The Government desires Contractor support in this effort. The support will primarily be in the form of in-depth analysis, review, and solving issues that arise.