RFI_Vendors Questions_PMSS_05302023v3Response.xlsx

XLSX spreadsheet 34 KB Posted Jun 15, 2023

Attached to: Program Management Support Services (PMSS) RFI
Solicitation number: HT001123RFI0159
Issued by: Defense Health Agency

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File	Type	Posted
HT0011-23-RFI-0159 PMSS Cancellation Notice.docx	DOCX document	Apr 4, 2024
INCUMBENT INFO.docx	DOCX document	Apr 5, 2023
Submitted RFI_PMSS PWS_03312023_v17a.docx	DOCX document	Apr 5, 2023
PMSS Comment Matrix_03222023v6.xlsx	XLSX spreadsheet	Apr 5, 2023
HT0011-23-RFI-0159 PMSS.docx	DOCX document	Apr 5, 2023

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TOC

5.2.1	General Program Management Support	31
5.2.2	Specialized Support	36
5.2.3	Information Technology Program Management Support	45
5.2.4	Financial and Acquisition Support	58

5.1	General Tasks/Services	29
5.1.1	Monthly Progress Report (MPR)	29
5.1.2	Program Management Plan (PMP)	29
5.1.3	Earned Value Management (EVM) (Applicable to Labor Hour requirements)	29
5.1.4	Kick-off Meeting	30
5.1.5	Other Government Meetings	30

5.2	Specific Tasks/Services	31
5.2.1	General Program Management Support	31
5.2.1.1	Project Management and Administrative Support	31
5.2.1.1.1	Project Management Support	31
5.2.1.1.2	Administrative Support	31
5.2.1.2	Administration and Executive Administrative Support	32
5.2.1.3	Tasker Support	33
5.2.1.4	Schedule Management Support	33
5.2.1.5	Risk, Issue & Opportunity Management Support	33
5.2.1.6	Strategy Management Support	34
5.2.1.7	Measurement and Analysis Support	34
5.2.1.8	Records Management Support	34
5.2.1.9.1	Transition and MHS Portal Submission Analysis Support	35
5.2.1.9.2	System Transition Support	35
5.2.1.10	Organizational Change Management Support	36
5.2.1.11	Training Workshop Support	36

5.2.2	Specialized Support	36
5.2.2.1	Enterprise Blood Management System (EBMS) Support	37
5.2.2.2	Federal Information System Controls Audit Manual (FISCAM) – Configuration Management (CM) and Audit Services	38
5.2.2.3	Privacy Compliance Support	38
5.2.2.4	Human Capital Management Support	39
5.2.2.4.1	Human Capital	39
5.2.2.4.2	Military Management	39
5.2.2.4.3	Expert/Consultant Support	40
5.2.2.5	Physician Support	40
5.2.2.6	Support Agreements Support	41
5.2.2.7	Executive Strategic and Operations Support	41
5.2.2.8	Quality Management, Project Quality Assurance Support, and Process and Product Quality Assurance Support	41
5.2.2.8.1	Quality Management	41
5.2.2.8.2	Project Quality Assurance	42
5.2.2.8.3	Process and Product Quality Assurance	43
5.2.2.9	Business Integration Support	43
5.2.2.10	Site Operations Support (San Antonio, TX)	43
5.2.2.11	Stakeholder Engagement Support	44
5.2.2.12	Conferences and Speaking Engagement Support	44

5.2.3	Information Technology Program Management Support	45
5.2.3.1	Agile Project Management and Training Support	45
5.2.3.2	Configuration Management (CM) Support	45
5.2.3.3	Release Management Support	46
5.2.3.4	Tool Management Support	46
5.2.3.5	Web & Mobile Technology (WMT) Support	47
5.2.3.6	Robotic Process Automation (RPA) Support	47
5.2.3.7	License Management support, Commercial-Off-The-Shelf Software Functional Area Support	48
5.2.3.8	IT Asset Management (ITAM) Support	48
5.2.3.9	System Operations Support	48
5.2.3.10	Solution Architecture Support	49
5.2.3.11	Medical Supply Chain Management Support	50
5.2.3.12	Requirements and Capabilities Management Support	50
5.2.3.12.1	Requirements Management Support	50
5.2.3.12.2	Capability Management Support	50
5.2.3.13	Cybersecurity – Risk Management Framework (RMF) Implementation Support	51
5.2.3.14	Interoperability (IOP) Compliance Support	51
5.2.3.15	Information Technology (IT) Support	52
5.2.3.16	Test and Evaluation (T&E) Program Support	52
5.2.3.17	Integrated Clinical Systems (ICS) Support	53
5.2.3.17.1	Medical/Scientific Writing Support	53
5.2.3.17.2	Biomedical Support	53
5.2.3.17.3	Radiological Support	54
5.2.3.17.4	Medical Informatics	54
5.2.3.17.5	Database Programming	54
5.2.3.17.6	Programming	54
5.2.3.17.7	Configuration and Data Management	54
5.2.3.18	Medical Simulation Training (MST) Support	55
5.2.3.18.1	General Business Support	55
5.2.3.18.2	Information Assurance	55
5.2.3.18.3	Military and Organizational Studies, Analyses and Assessments	56
5.2.3.18.4	Logistics	57
5.2.3.19	Deployment Operations Support	57
5.2.3.20	Research and Development Support	57

5.2.4	Financial and Acquisition Support	58
5.2.4.1	Budget and Portfolio Management Support	58
5.2.4.2	Defense Travel System and Invoice Support	58
5.2.4.3	Acquisition Lifecycle Support, Acquisition Support, and Cost Estimation Support	58
5.2.4.3.1	Acquisition Lifecycle	58
5.2.4.3.2	Acquisition Support	60
5.2.4.3.3	Cost Estimation Support	60

Comments

Question	PWS/RFI	Reference	Question	Technical	Contracting	Response
			Booz Allen Hamilton (BAH)
2	RFI	N/A	General question: What is the minimum percentage of small business representation for each team pursuing this requirement?		🗸	This will be determined based on market research and acquisition strategy development.
4	PWS	N/A	General question: Will you consider allowing remote work/telework for non-client facing positions?	🗸		The majoirity of the positions on this requirement are client facing, however, there are positions that are telework eligible. The Government is not considering remote positions.
5	PWS	1.2	How many awards is the govt. anticipating for the IDIQ?		🗸	This will be determined based on market research and acquisition strategy development.
6	RFI	N/A	Will the govt. release a draft of Section L and M prior to the final RFP to allow industry to review and comment?		🗸	Yes
7	RFI	N/A	Is the govt. considering creating suites of services for both large and small businesses to compete with a Multiple Award Task Order Contract?		🗸	This will be determined based on market research and acquisition strategy development.
Deloitte

(LARGE)

1	5.2 Specific Tasks/Services	Can the government provide more detail as to the number of products that will receive the support outlined in the subsequent sections given the impact on LOE and required skill sets?	🗸	Reference section 1.3 of the PWS for the latest information on products supported under this acquisition.
2	5.2.1.3 Tasker Support	Can the government provide more detail as to how the estimated number of annual Taskers was generated?	🗸	The estimate was based on historical data.
3	5.2.1.11 Training Workshop Support	In the final PWS, recommend the government provide examples of emerging topics for which training/workshops would be valuable.	🗸	The requirements will be detailed on each of the orders.
4	5.2.2.1 Enterprise Blood Management System (EBMS) Support	Will the EBMS contractor team be responsible for supporting any MTFs that utilize the MHS GENESIS/Pathnet system? If so, what type of support will be required?	🗸	The EBMS contractor team will not be supporting any MTFs that utilize the Pathnet system.
5	5.2.2.2 Federal Information System Controls Audit Manual (FISCAM) – Configuration Management (CM) and Audit Services	Does “maintaining audit schedule FISCAM Audit Schedule” refer to managing internal audit reviews, external OIG Financial Statement Audits, or both?	🗸	Both
6	5.2.2.2 Federal Information System Controls Audit Manual (FISCAM) – Configuration Management (CM) and Audit Services	Can the government provide more detail as to how many systems are included in the scope of this FISCAM support, and how efforts are coordinated with FR&C’s FISCAM program?	🗸	Currently there are 3 systems. This may change in the future. As of today, all efforts are coodrinated through J6 EIRM.
7	5.2.2.7 Executive Strategic and Operations Support	The government has included what appear to be testing specific and non-testing specific requirements in this section. Recommend the government provide additional clarity on the focus of 5.2.2.7.	🗸	The Government will take this into consideration.	749602
8	5.2.2.7 Executive Strategic and Operations Support	When the statement mentions "systems development and operational test and evaluation", is this both Developmental T&E and OT&E?	🗸	SDD T&E is not the agency performing Operational Testing, however, T&E contributes to the preparation of the OT&E Events.
9	5.2.2.7 Executive Strategic and Operations Support	Are "broad and complex set of assignments" in this PWS area specific to test activities?	🗸	This section encompasses all tasks for the contract as it relates to the four quadrants of testing and the areas that are in suportive roles in accomplishing overall test activities.
10	5.2.2.10 Site Operations Support (San Antonio, TX)	Can the government provide more detail as to how many systems are included in the scope of this Site Operations Support?	🗸	The referenced section of the PWS has been updated to provide further clarification.
11	5.2.3.2 Configuration Management (CM) Support	Can the government provide more detail as to the projected increase in the number of products being brought under CM control as a result of their migration into SDD?	🗸	There is no specific projected increase; DHA is a dynamic organization that requires rapid adaptability to ensure adequate support for programs coming into (or leaving) SDD.
12	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "develop a Testing Plan for each software release scheduled for test": Can the government clarify if the Test Plan referenced is only for SIT?	🗸	Test Plans/Strategies are required for any/all T&E led events.
13	5.2.3.16 Test and Evaluation (T&E) Program Support	Does the government intend to develop the TEP outside the scope of this PWS area, or will developing the TEP be a requirement of this area?	🗸	The contractor, under the direction of the T&E government managers, will develop for execution and reporting the TEP. This plan is within scope.
14	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "shall develop Test Scenarios and stories for test events as outlined in the PWS (e.g., SIT, SQT, Sprint, UAT etc.),": Can the government clarify if test reports will be required for SIT, SQT, and UAT?	🗸	Test Reports are required for all T&E led events to include waterfall and agile test events.
15	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "identified Severity Level of 1 or 2, and cluster(s) of Severity Level 3 problems,": Can the government clarify if this is defined by IEEE severity levels?	🗸	T&E does refer to IEEE standards when determining severity levels.
16	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "The Government will conduct a Test Readiness Review (TRR) prior to major test events, e.g., technical, functional, or acceptance test as outlined in SDD Policies.": Can the government provide more detail regarding the contractor's role in the TRR?	🗸	The Contractor shall provide input to the Government that identifies the status of the Contractor’s readiness to conduct the next test event under consideration, as well as identifying the risks incurred by doing so. The Contractor will provide Test readiness input in accordance with the published SDD TRR Procedure, in a format approved by the COR and/or Task Manager. Test readiness includes tester preparation, availability of test resources, essential coordination, availability of approved essential documentation, and the system’s developmental readiness. The contractor shall be prepared to answer questions, and present final versions of all relevant test documentation at the TRR.
17	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "ServiceNow (SNOW) Integration,": Can the government provide clarification on the contractor's role and expected responsibilities in support of this area?	🗸	Will remove from PWS.
18	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "Usability Center of Excellence": Can the government provide clarification on the contractor's role and expected responsibilities in support of this area?	🗸	Will remove from PWS.
19	5.2.3.16 Test and Evaluation (T&E) Program Support	Referring to "Augmented Manual Testing": Can the government provide clarification on the contractor's role and expected responsibilities in support of this area?	🗸	Will remove from PWS.
Guidehouse

(LARGE)

1	PWS	Section 5.0	We encourage the DHA to include an optional CLIN for Transformation Support Services which could be executed in response to the need execute substantive organizational restructuring or mission changes. While the DHA has specified requirements for Tasker Support, Strategy Management Support, Change Management, and similar requirements, there isn’t a clear requirement for a contractor to synthesize these capabilities into a discrete package for events not anticipated at the start of the period of performance.	🗸	The Government will take this into consideration.
2	PWS	Section 5.0	Similar to our first recommendation, we encourage the DHA to allow for contractors to organize the required support into integrated teams, so strategy, business, technology, and human capital leads are required to work together on challenges. Requiring contractors to develop and execute on delivering integrated teams will reduce burdens on Government employees, freeing them to focus on their primary responsibilities.	🗸	The Government will take this into consideration.
3	PWS	Section 1.3 & 5.0	We encourage the Government to provide a mapping of requirements listed in Section 5.0 of the PWS to the customers listed in Section 1.3. Without a clear mapping of requirements to customers, the incumbent contractor has the advantage in designing a technical approach that better mirrors actual requirements. The unnecessary incumbent advantage can be mitigated through a clearer identification of the Government’s requirements.	🗸	Various services are available to multiple customers. The specific mapping of services to customers will be specified in the orders.
KPMG

(LARGE)

1	5.2.1	Entire Task Area	To what extent is DHA currently leveraging their MED365 environment for knowledge management and collaboration between stakeholders? Is DHA interested in utilizing MED365 tools, already available to DHA, for execution and distribution of program management and administrative support-related work products -- particular, program schedules, communications, announcements, data dashboards, polls, knowledge nuggets, and records tracking? If so, it is recommended to specify MED365 experience within your PWS.	🗸	MED365 was recently implemented in DHA and is currently utilized. The extent of the increased use of MED365 between stakeholders is to be determined.
2	5.2.1.10 - 11	Organizational Change Management Support and Training Workshop Support	Is DHA able to specify an estimated quantity of changes including the quantity of impacted employees / stakeholders? This will assist the contractor in appropriately scoping the change management level of effort, as well as the quantity and type of trainings that will be required for adoption.	🗸	The Government cannot specify the estimated quantity of changes; DHA is a dynamic organization that requires rapid adaptability to ensure adequate support for programs coming into (or leaving) SDD.
3	N/A	Overarching Scope	Has the Government considered and able / willing to work with the Offeror's teams in order to firewall budget and acquisition support teams, who would have access to sensitive/proprietary info, from other teams to avoid conflict of interest?	🗸	It is anticipated the solicitation will require an OCI mitigation plan to be submitted as part of the proposal.
4	5.1.4	Page 30	Section states, "….within fifteen (15) days after contract award." Recommend changing to, "…within fifteen (15) business days after contract award."	🗸	The Government will take this into consideration as it pertains to the scheduling of the kick-off meeting.
LMI Consulting

(LARGE)

1	PWS	1.13	Is it the government's intent to assert data rights over contractor developed digital systems used to provide digital analytics and enhance program performance, reliability, and costs?	🗸	The reference does not mention a contractor's system, nor is there a requirement under this PWS for the contractor to provide a system.
2	PWS	5.2.3.18.13 Bullet 6 Ref Training	Is the government looking for analytics and decision support tools that best integrate the clinical experience incurred within the MTF with the individual clinical training requirements of the force, unit and clinician? Is it looking for assistance standardizing the clinical training requirements across services such that the DHA can operate as a training platform on a common set of individual training requirements by specialty to the Joint Force?	🗸	What the Government requires is not analytics and decision support tools, but more the latter – ability to analyze requirements, medical training directives, as well as military individual and collective training exercises and operational testing events; identify medical training requirements for individual and collective training development and management and their importance to the training and testing environment; identify medical command relationships and operating procedures at the joint, unified and specified command level and operational force employment as they relate to training and testing environment; and convey the aforementioned information to the IPTs for their education and use in development and upgrading of systems, etc and the ability to apply this knowledge to simulator, simulation, and education solutions and capabilities.
Maximus Federal Services

(LARGE)

1	RFI	Question 7.0	Has the government identified specific task areas for FFP or LH? Are there other pricing models the government would be open to?	🗸	🗸	This will be determined at the order level.
2	PWS	PWS 1.1	The section states that this PMSS contract could be applied across the DHA enterprise. Please confirm that this requirement is focused on the DHA PEO MS/J6 and is not expected to support other directorates, divisions, or branches, for example the J1, J8, J7, etc.	🗸		This contract will provide program management support services to the Defense Health Agency (DHA) and all reporting Divisions, Branches and functional organizations under its control and authority.
3	PWS	PWS 1.2	The incumbent vehicles are Blanket Purchase Agreements (BPAs) under the GSA Multiple Award Schedule. Does the DHA Contracting Office intend to issue the PMSS competition as a stand-alone IDIQ contract?	🗸		This will be determined based on market research and acquisition strategy development.
4	PWS	PWS 1.11.1.2	For the replacement of Contractor Personnel, the PWS language states that subtitutions of non-key personnel still "shall have qualifications equal to or better than the individual(s) being replaced." While this protects the DHA, it ostensibly, makes every position a Key Personnel position. In turn, this makes personnel substitutions increasingly costly. Although all companies seek to minimize attrition, this adds managerial complexity, especially on a 300+ FTE program. Consider the replacement standard for non-key personnel to align with the qualification standards of the associated labor category.	🗸		The Government will revise the PWS based on this recommendation
5	PWS	PWS 5.1.1	Please reconsider the requirement for MPRs to decompose the labor hours expended, by labor category for each task and sub-task under Firm-Fixed-Price orders. Under FFP orders/CLINs, the labor decomposition is irrelevant as long as the work is accomplished within the quality, schedule, and performance objectives. The onus of financial risk falls on the contractor. Including the labor hours per LCAT on FFP orders/CLINs necessitates increased reporting requirements and managerial oversight.	🗸		The Government will take this into consideration.
6	PWS	PWS 5.2.1.1.1	Does the DHA intend to issue orders aligned to the various divisions and program within the J6/PEO MS? For example, would their be individualized task orders for MST, HSS, MEDLOG, etc. Conversely, will the DHA issue orders aligned by functionality that trascend program offices?	🗸		The structure of the orders will be determined at a later date.
7	PWS	PWS 5.2.2.5	For Physician Support to investigate Patient Safety issues, please confirm that this requirement focuses on patient safety events with a root-cause aligned to health IT systems, applications, platforms, etc. Can the contractor assume that our Physician resources would not be investigating clinical decision making that adversely impacted patient safety?	🗸		Yes, this requirement focuses on patient safety events with a root-cause aligned to health IT systems, applications, platforms, etc. Yes, assume the Physician resources would NOT be investigating clinical decision making that adversely impacted patient safety.
T-Rex Solutions

(LARGE)

1	PWS	PWS elements (5.2.1.3 to 5.2.4.3.3)	Would the government consider the use Use Agile Scrum Teams to accomplish the PWS requirements? We recommend that DHA OCIO should procure Agile teams on an FFP basis. All requirements go into each Agile teams backlog for their area. The government Product Owner (PO) and Business Owner (BO) determine the priority to accomplish the backlog items (backlog grooming). Every two weeks, the PO and BO get to refresh that priority after assessing what was accomplished in that sprint. Agile is not just about software development. Any complex set of requirements needing to be accomplished can be done with Agile processes. Documentation becomes a backlog item and assigned velocity points for the sprint and accomplished as planned.	🗸	The Government is not mandating the use of Agile scrum teams to accomplish the PWS requirements. The contractors may use this methodology as part of their technical approach.
SeKON

(SMALL)

	1	5.2.3.3		We suggest incorporation of DevSecOps principles and a CI/CD pipeline to automate testing and deployment/rollback across environments.	🗸	The Government will take this into consideration.
	2	5.2.3.17.5
5.2.3.17.6		We suggest including a separate section that collects development related tasks. Include a task on Agile and SDLC support.	🗸		The Government will take this into consideration.
	3	1.11		We suggest adding a statement for afterhour support procedures.	🗸	The Government will take this into consideration.
	4	5.2.3.4		We recommend incorporating information clarifying the response to the following question: "Does the government anticipate moving towards a single platform using Serena or JIRA across all departments within this support PWS?"	🗸	At this time, the Government does not anticipate moving to a single platform.
	5	5.2.3.13	Cybersecurity – Risk Management Framework (RMF) Implementation Support	We recommend adding a section to support cATO in DevSecOps.	🗸	No Requirement to specify cATO support.

--The current 5.2.3.13 is to provide the Cybersecurity (RMF) Task requirements from a Programmatic (PMO) Support Perspective.

(NOTE: Cybersecurity Tasks are executed by TSB via the RMED-provided NWIC Cybersecurity Resources)

--The ATO with Conditions (cATO) is part of the RMF process.

---cATO is part of the RMF process and may be exercised/determined by Authorizing Official (AO) / Authorizing Official’s Designated Representative (AODR)

6	5.2.3.17.4	Medical Informatics	We recommend providing examples or referred applications to provide more clarity to this support category.	🗸	The Government will take this into consideration.
7	1.3	EHR Core Programs	Is it known if any of the EHR Core Programs listed in the RFI will be sunsetted during the period of performance of this upcoming work? If so, please specify which systems and when.	🗸	Final decommissioning schedule is based on implementation of replacement systems.
8			Can the government describe what Program Executive Office Medical Systems/CIO J6 modernization efforts have been completed in the J6 Divisions, Branches, and PMOs?	🗸	Adds no value to current PMSS requirements. No response provided by the Government.
9			We recommend providing information regarding which Program Executive Office Medical Systems/CIO J6 planned modernization initiatives have not been completed in the J6 Divisions, Branches, and PMOs.	🗸	Adds no value to current PMSS requirements. No response provided by the Government.
10			Is it the intent of government to use common practices in the program support branch and the technology support branch to reduce labor costs?	🗸	The Government is unable to determine the question due to lack of specificity or PWS reference.
11	5.2.1.1.2	Administrative Support	We recommend adding a seperate section covering the development of automated data integration, reporting, and visualization.	🗸	The Government will take this into consideration.
12	5.2.3.10	Solution Architecture Support	Is there a completed business and technical reference architecture? If not, please explain.	🗸	Yes

--SDD AIS have artifacts for business and technical reference --Each SDD AIS is in sustainment ---Sustainment Tasks include Artifact Updates, as required, to reflect the As-is and/or To Be for each SDD AIS --Additional artifacts may also be required as directed by DoD, DHA, SDD to adhere to mandates/mission requirements 13 5.2.3.10 Solution Architecture Support Is the government interested in moving to Model Based System Engineering Architecture? 🗸 Solution Architecture remains an evolving area/domain within DHA and SDD --Model Based System Engineering approach(es) may be determined in the future by Policy from DoD, DHA, SDD as mandates, although not at current Syneren

(SMALL)

1 Recommendation: Syneren recommends that the Department of Defense and the Defense Health Agency be able to consider the Woman Owned Small Business Participation. 🗸 This will be determined based on market research and acquisition strategy development.

File details come from the government source that posted it. Updated Jun 15, 2023.