P09 - PWS - MMO Manpower.docx

VHA MMOMS

CONTRACT Number: XXXXXXX

REQUEST FOR PROPOSAL (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Workforce Management and Consulting (WMC) VHA Manpower Management Office (MMO)

VHA Manpower Management Office Manpower Studies (MMOMS) Type of Order: Firm Fixed Price

Date: 08/26/2020 PWS Version Number: Eleven (11)

1.0 BACKGROUND

The Veterans Health Administration (VHA) has a requirement to stand-up a formal manpower function to comply with policies from the Department of Veterans Affairs (VA) Manpower Management Service. In addition, the instruction in OMB M-17-22 "Comprehensive Plan for Reforming the Federal Government and Reducing the Federal Civilian Workforce" to "use agency data to determine appropriate FTE baselines", as well as several internal and external assessments, have indicated necessity for improvements to system accountability, performance management, and allocation of resources. Authorization of a VHA manpower function is in alignment with VA Strategic Plan Business Strategy 4.2.4 Institute Manpower Management to Optimize VA Human Capital Resources.

Manpower Management is a requirements-based determination process for ensuring organizations have the right staffing levels and organizational structure to promote the most efficient and economical use of resources to meet the VA mission. VHA is currently undergoing a realignment that is scheduled to complete in October 2020. The alignment will streamline the organization’s structure and ultimately, the decision-making process. Follow-on manpower studies will provide VHA with a baseline look at workload as compared to current manpower requirements (positions) and organizational structure, and to guide future decision making.

2.0 SCOPE OF WORK

The purpose of this contract is to provide personnel in support of organizational manpower studies encompassing the entirety of VHA Central Office (VHACO) to the lowest supervisory level, updates to the Functional Organizational Manual (FOM), a triennial revalidation process, special studies, and a transition plan. Support acquired through this contract includes personnel with the qualifications and experience to accomplish manpower data collection, analysis, and validation; utilization of in-house tools; and development of related artifacts.

3.0 PERFORMANCE DETAILS

3.1 PERFORMANCE PERIOD

The period of performance (PoP) shall be one (1) years from date of award, with three (3) options for one (1) year each.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

3.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at VA Central Office, Washington, D.C. Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

3.3 TRAVEL

There is no travel expected outside the Washington, D.C. area.

Local travel within a 50-mile radius from the government facility specified in the place of performance and Contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience, and daily travel to and from work at the government and Contractor’s facility, will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the government and Contractor’s facility are authorized for reimbursement on a case-by-case basis, and must be pre-approved by the COR.

4.0 SPECIFIC TASKS AND DELIVERABLES

The successful offeror must provide key personnel that understand the evolutionary process of implementing a manpower program into a large healthcare organization like the Veterans Healthcare Administration (VHA) which has a mix of clinical (Title 38 and Title 38 Hybrid), administrative (Title 5), and contract personnel. The Contractor shall provide key personnel to support manpower specific services in the following seven task areas:

· Manpower Studies

· VA Functional Organization Manual (FOM)

· Triennial Revalidation Process

· Special Studies

· Reporting

· Staffing Plan

· Transition Plan

The contractor shall provide personnel to complete the tasks described in Sections 4.1 through Section 4.7 below and ensure successful completion of contract scope on time and within budget.

4.1 TASK 1: MANPOWER STUDIES

4.1.1 Perform Manpower Studies

Using the process developed by VA and VHA Manpower, the Contractor shall perform studies, not to exceed fifty-two (52), to be delivered weekly, that identify and validate organizations Mission, Functions and Tasks, manpower requirements and organizational structure design for all VHACO (excluding the medical facilities and clinics). Studies performed will involve researching available benchmarking data available for organizations performing similar functions at other government or private sector organizations, creating and administering assessment tools used to gather data to identify what work a current VHACO organization is performing, comparing that information against benchmarking data internal or external to VHA as appropriate and making recommendations for changes to organizational structure that better situate an organization to perform their missions, functions, and tasks. The Contractor shall perform these studies in independent teams or as members of mixed government/contractor teams. All results and briefings shall be presented to the VA Program Manager weekly and VHA leadership monthly for decision and approval. Once approved by the VHA Chief of Staff, these studies will validate and update Mission, Functions and Tasks, the associated workload requirement levels, organization structure design, and supervisory span of control. These studies will inform updates to the approved system of record, HR Smart.

4.1.2 Key Personnel Training on VA Assessment Tools

Contractor personnel shall be trained by VA staff and capable of utilizing the VA tools to collect and analyze findings from the manpower studies.

4.2 TASK 2: VA FUNCTIONAL ORGANIZATION MANUAL (FOM)

4.2.1 Updates to the VA Functional Organization Manual (FOM) (Deliverable)

The VA maintains a comprehensive guide of organization structure, missions, functions, tasks and authorities known as the Functional Organization Manual. Contract personnel will support written updates to the VA FOM as information is captured in the manpower studies and translated into the FOM. Updates will be made with a submission prior to contract close-out.

4.3 TASK 3: TRIENNIAL REVALIDATION PROCESS

4.3.1 Revalidation of Manpower Studies

The contract shall support the creation of a three-year revalidation process to ensure proper alignment of manpower requirements to organizational Mission, Functions and Tasks. The proposed process will be presented to the VA Program Manager for approval. This is a one-time effort applicable only to the base year.

4.4 TASK 4: SPECIAL PROJECTS

4.4.1 Special Projects Needed to Support the Manpower Studies (Deliverable)

The Contractor provided personnel shall have manpower experience to understand Title 5 and Title 38 position details and execute special study requests, not to exceed fifty-two (52), delivered weekly. This may include taskers such as responding to management position inventory reviews, reviewing supervisory span of control and organization hierarchy updates, or other special projects related to Manpower.

4.5 TASK 5: REPORTING

4.5.1 Monthly Program Progress Reports (Deliverable)

Contractor shall provide a monthly progress report highlighting total hours utilized and available for each of the key personnel.

4.6 TASK 6: STAFFING PLAN

4.6.1 Staffing Plan (Deliverable)

Monthly following contract award, the contractor shall provide a staffing plan on the first of each month. At a minimum, the staffing plan shall specify the following information: What positions were originally proposed at offering, the name of the person working in that position, hours worked, if there are any upcoming or anticipated changes to that position/or change of employee working in that position, how many positions are staffed and not staffed, the reason for not staffing of positions, how long positions have been vacant and details to include why position is vacant and detailed plan to fill vacancy.

4.7 TASK 7: TRANSTION PLAN

4.7.1 Transition Support (Deliverable)

The Contractor shall provide transition of knowledge of the product at the end of Product Warranty. The Contractor shall provide a plan for 60 days of outgoing transition support for transitioning work from the current task order to a follow-on task order or other entity. This transition may be to a Government entity or to another Contractor or to the incumbent Contractor under a new task order. In accordance with the Government-approved plan, the Contractor shall assist the Government in implementing a complete transition from this contract to a new support provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of all artifacts delivered under this contract including all VA data, as well as existing policies and procedures, and delivery of baseline metrics and statistics.

This Transition Plan shall include:

1. Coordination with Government representatives.

1. Review, evaluation, and transition of current support services.

1. Transition of historic data to a new Contractor system.

1. Transfer of all necessary business and/or technical documentation.

5.0 DELIVERABLES OR REPORTING REQUIREMENTS

Formal deliverables and reports for this task order shall be consistent with the deliverables and reporting requirements included in Sections 4.1 – 4.7 of this PWS.

All deliverables must be 508 Compliant, when required. Additional information regarding 508 Compliance can be found at: http://www.section508.gov/index.cfm?fuseAction=stdsSum

All deliverables will become property of the Government.

All contractor provided work products are to be furnished within the specified delivery dates. Any changes to delivery dates must be discussed with the COR and requested in writing to the CO. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the CO including a firm commitment of when the work shall be completed. If the contractor is considered to be in default of the delivery date, the contracting officer will assess consideration as part of the decision whether to revise the schedule. This notice to the CO shall cite the reasons for the delay and the impact on the overall project. The CO shall then review the facts and issue a response in accordance with applicable regulations.

6.0 GENERAL EXPERIENCE REQUIREMENTS

6.1 General

Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS, as well meeting the requirements outlined in section 7.2., below. In addition, Contractor personnel shall be acceptable to the Government in terms of personal and professional conduct, and in technical knowledge. Furthermore, Contractor personnel are expected to be proficient using office automation equipment and software, and have sufficient written and verbal communication skills to support VA. Should any Contractor personnel be determined to be unacceptable in terms of technical competency or unacceptable personal conduct while on-site or while working on contract activities, the CO are or contracting officer shall advise the contractor and the contractor shall develop a corrective action plan. In the event the corrective action plan does not resolve the situation, the government may require the removal of the employee from the VA on-site support. Contractor personnel are to serve in a support role; final decisions regarding VA business will always be made by Government personnel.

6.2 Key Personnel

Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key Personnel” whose résumés shall be submitted and marked by the contractor as “Key Personnel.” Resumes will be used to determine qualifications of proposed key personnel. Substitutions shall only be accepted if in compliance with the “Substitution of Key Personnel” provision identified below.

The Contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as subcontractor efforts, used in performance of this effort. Contractor management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the PWS.

Contractor shall at a minimum designate the following key personnel with skills and experience as described below:

6.2.1 Manpower Subject Matter Expertise (Four (4) FTE)

It is critical that the contractor supporting the management of this effort be able to recruit Subject Matter Experts (SME) that possess prior experience and have expert understanding of the evolutionary process of implementing a manpower program into an organization like VHA that has a mix of administrative, clinical, and contract personnel. Acceptable experience would include one or more of the following: Department of Defense (DoD) manpower experience, industrial engineering, and data analytics.

6.2.2 Management Consultant (Four (4) FTE)

Supports analysis of organizational structure, responsibilities, teamwork, capabilities of incumbents, business or operating procedures, reporting relationships, processes, and workflow to devise most efficient methods of accomplishing work. Provides expert advice and assistance in support of an agency’s mission‐oriented business functions including management and strategy consulting.

6.2.2 Substitution of Key Personnel

All contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR, or Authorized Designee, and the CO at least 15 calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, and a complete assessment of the proposed substitution's qualifications per the requirements of the PWS or the contractor's proposal if incorporated into the contract. New personnel shall not commence work until all necessary security requirements have been fulfilled. Government will respond within five business days of the receipt of the contractor request for approval, or the contractor can assume that the qualifications are acceptable to the government. The COR and the CO will evaluate such requests and, within five business days, notify the Contractor that the contractor employee selection meets the requirements of the PWS in writing. Any proposed replacement personnel shall meet or exceed the requirements of the PWS or the proposal standards if it exceeded qualification required by the PWS.

7.0 SPECIFIC TASK ORDER METRICS

The contractor’s performance will be evaluated based on the following metrics:

7.1 Quality of Service and Work Products

a. Documents are delivered with 95% accuracy (less than 5% of the document requires revision) as determined by the COR. Drafts, when required, are provided prior to delivery of the final document.

b. Review of relevant materials. Documents produced shall be delivered according to negotiated deadlines; comprehensive; thoughtful; and include relevant presentation of alternatives, pros and cons, and feasible recommendations.

c. Reports include those topics described in the PWS and as requested for special studies; necessary clearances are obtained as needed in a timely manner.

d. Task outputs in formats appropriate to target audiences; consideration of best dissemination mechanisms; user friendly, clear, thorough and comprehensive documentation and publications.

e. Analyses and assessments are performed with accuracy, comprehensiveness and adherence to industry best practices.

f. Obtain relevant stakeholder input. Task outputs are innovative, timely implementation of input mechanisms; accurate and comprehensive synthesis of results and recommendations. Integration of relevant stakeholder input documented for deliverable.

7.2 Timeliness of Performance

a. 98% of the monthly reports are provided on time. COR records date of receipt; 100% inspection.

b. 98% of work products defined in the task orders are completed within the negotiated schedule developed as part of Task 4. COR records date of receipt; 100% inspection.

7.3 Customer Satisfaction

a. Contractor and its employees conduct business professionally, minimize disruption to normal business operations, and complete all tasks to the satisfaction of the on-site customers as measured by the absence of complaints logged with the CO/COR.

b. Contractor collaboration is timely, appropriate and demonstrates cooperative support to VHA Executives and staff as measured by the absence of complaints logged with the CO/COR.

8.0 GENERAL REQUIREMENTS

8.1 Position/Task Risk Designation Level(S) and Contractor Personnel Security Requirements

· POSITION/TASK RISK DESIGNATION LEVEL(S)

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Request for Proposal are:

Position Sensitivity and Background Investigation Requirements

The Tasks identified above, and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

8.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

a. All Contractor employees who require access to the Department of Veterans Affairs’ (VA’s) computer systems shall be the subject of a background investigation. This requirement is applicable to all subcontractor personnel requiring the same access. All Contractor (and subcontractor) employees who require access to the Department of Veterans Affairs’ building(s), ground(s), and space(s) (public and secure) will be issued a Contractor Personnel Identification Verification (PIV) Credential as described by Homeland Security Presidential Directive -12 (HSPD-12) and VA Directive 0735 dated February 17, 2011. The Department of Veterans Affairs’ Directive 0710 (VA Directive 0710) dated Jun 2010 provides additional guidance and clarification specific to Contractors’ investigations. In all cases, access (physical and computer) cannot be granted until officially notified by Security Investigations Center (SIC), Little Rock, Arkansas. Access can be granted prior to receiving final adjudication results.

(1) Position Sensitivity – The position sensitivity for each Contractor position is determined by the U.S. Office of Personnel Managements, Position Designation of National Security and Public Trust Positions (OPM – PDAT). Each position will be designated at the high, moderate, or low risk level, depending on the position’s potential for adverse impact to the integrity and efficiency of the services (CFR 731.106). Multiple positions within a skilled trade or professional classification (examples: electricians’, general construction labors’, Health Care Professionals (RN, DO, MD,) maybe documented on a single PDAT Form. Risk levels determine what level of investigation is required.

(2) Background Investigation – The level of background investigation commensurate with the required level of access may be either a Special Agreement Check (SAC)/National Criminal History Check (NHCH), National Agency Check with Inquiries (NACI) (low risk), Moderate Background Investigation (MBI) (moderate risk), or Background Investigation (high risk). Non-citizen contract personnel appointed to low risk positions will be subject to a National Agency Check with Law Enforcement and Credit Check.

(3) Contractor Personnel Identification Verification (PIV) Credential – This form of universal government identification is the only acceptable form or Federal Identification permitted on government property. This credential is government property and will be surrendered upon the completion of contract or at the destruction of the government. The bearer is responsible for the loss, theft or improper destruction, and as such may be subject to replacement costs at time of reissue. PIV Credentials have an expiration date and will be become void upon the date indicated. The type of PIV Credential required is commensurate with the required level of access, length of contract award, and physical/computer access. There are three types of Contractor PIV Credentials:

(a) Flash Badge PIV Credential – requires the bearer to be subject to agency ID Proofing and issued for periods of one (1) day up to 180 days (continual usage).

(b) Non-PIV Credentials - requires the bearer to be subject to agency ID Proofing, a SAC/NCHC (fingerprinting), to undergo a background investigation (low risk),and issued for periods of 180 days up to one (1) year.

(c) PIV Credential - requires the bearer to be subject to agency ID Proofing, a SAC/NCHC (fingerprinting), to undergo a background investigation (low risk),and issued for periods of one (1) year up to three (3) years.

NOTE: There are no costs for the issuance of the Contractor PIV Credential.

(c) The Contractor (subcontractor) shall prescreen all personnel requiring access to the computer systems to ensure that they are able to read, write, speak, and understand the English language.

(d) E-mail notifications will be received by the Contractor from the VA Security Investigations Center (SIC) explaining specific instructions once an investigation has been ordered. The Contractor (subcontractor) employees will be required to complete their background investigation using the Electronic Questioner Investigation Process (eQIP) hyperlink within the allotted period (5 calendar days) from notification by the SIC. The Contractor will be required to complete and provide all required background investigation document(s) to the SIC via traceable method (FedEx, DHL, etc.) within three (3) calendar days of electronic release of the eQIP background investigation.

(e) Contractors who have a favorably adjudicated background investigation and it has been determined by the SIC to be acceptable may be eligible for Reciprocity. The Contractor will be required to complete the Declaration of Federal Employment Form (OF-306) and complete a new SAC/NCHC submission. The SIC is the Agency Authority regarding Reciprocity. Access to the VA cannot be granted until the SIC has received all requirements from the Contractor (subcontractor).

NOTE: Documents and instructions regarding background investigations can be viewed and downloaded from the following website: http://www1.va.gov/vabackground_investigations

(f) The Contractor (subcontractor) employee must complete the SAC/NCHC (fingerprinting) requirement electronically at the VA Medical Center. The Contractor shall contact by telephone the local VA Medical Center (VA Police or VA Human Resource Office) to establish appointments for fingerprinting. VA uses electronic fingerprint machines which require the Contract (subcontractor) employee to fill out the Electronic Fingerprint Verification Letter on the VA’s Security Investigations Website. The Contractor (subcontractor) employee will return this completed Electronic Fingerprint Verification Letter to the SIC via traceable method (FedEx, DHL, etc.), after electronic fingerprints has been completed.

VA Law Enforcement Training Center/SIC Attn: CONTRACTOR 2200 Fort Roots Drive, Building 104 North Little Rock, AR 72114 Please feel free to contact the SIC at commercial 501-257-4128 or 501-257-4215 or e-mail vhalitsiccontracting@va.gov with any questions during this process.

(g) The Contractor, when notified of an unfavorable determination by the Government, will withdraw the employee from consideration from working under the contract and return all Government Property.

(h) Upon contract award and request by the contracting office, the Contractor (subcontractor) shall furnish the Information Security Office and the Contracting Officer a list of personnel performing work on the contract. The list will include a brief description of the work to be performed and degree of access to information management systems required. The description of required degree of access will address if remote access is required. The Contractor shall update and submit the list of personnel performing work on the contract to the Information Security Office every (calendar) year, throughout the contract period. Furthermore, it is the Contractors responsibility to notify the Information Security Office when personnel performing work under this contract no longer require access to the information management systems within 24 hours of employee change.

(i) Per VA Directive 6500.6 dated March 12, 2010 the Contractor (subcontractor) employee shall complete all required VA Information Security Training classes entitled “VA Information Security Awareness” and VHA Privacy Policy” on a yearly basis. Certificate(s) of successful completion will be generated for each course. These certificates of successful completion shall be maintained by the Contractor, the Information Security Office and the Contracting Officer and be made available for inspection and audit as determined by the Government.

(j) Failure to comply with the Contractor personnel security requirements shall result on termination of the contract for default.

(5) Government Responsibilities:

(a) Upon receipt, the VA Office of Security and Law Enforcement will review the completed electronic submission(s), and all completed forms for accuracy, then release (electronically) and forward via official mail the forms to OPM to conduct the background investigation.

(b) The VA facility/activity will pay for the investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the Contractor WILL reimburse the VA within 30 days of receiving the Bill of Collections for these costs.

(c) The VA Office of Security and Law Enforcement will notify the Contracting Officer and Contractor after adjudicating the results of the background investigation(s) received by OPM using the Certificate of Investigations Form.

(d) The Contracting Officer will ensure that the Contactor (subcontractor) provides evidence that investigations have been completed or are in process of being requested.

b. Contractor (subcontractor) personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs’. The Contractor (subcontractor) will be responsible for the actions of those individuals they provide to perform work for the VA under this contract. In the event that damages arise from work performed by Contractor (subcontractor) provided personnel, under the auspices of this contract, the Contractor will be responsible for all resources necessary to remedy the incident. Printed output containing sensitive VHA data will be stored in a secured area and disposed of properly by shredding using NIST-compliant shredder or other VA approved method. Under the provisions of the Privacy Act of 1974 as amended, personnel performing work under this contract have an obligation to protect VA information indefinitely. Furthermore, it is the Contractor’s responsibility to notify the Information Management Staff when access to Information Management systems is no longer needed by personnel performing work under this contract.

c. If deemed required under this agreement, the Contractor shall be considered part of the Department of Veterans Affairs (VA) for purposes of 38 U.S.C. §§ 5701 and 7332. Its employees may have access to patient medical records to the extent necessary to perform this contract. Notwithstanding any other provision of this agreement, the Contractor and its employees may disclose patient records and individually identified patient information, including information and records generated by the Contractor in performance of this agreement, only pursuant to explicit disclosed authority from VA.

e. The VA may provide Contractor and subcontractor employees with access to VA automated patient records maintained on VA computer systems only to the extent and under the same conditions and requirements as VA provides access to these records to its own employees.

f. All Contractor (subcontractor) personnel, if applicable, accessing the VISTA system will be required to sign and abide by all VA Security Policies, Directives, and applicable VA confidentiality status, 38 U.S.C. § 5701, 38 U.S.C. § 7332, and the Privacy Act, 5 U.S.C. § 552a. The VA will provide access applications and security agreements. Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality. All documents are confidential and are protected under the Privacy Act of 1974 (as amended). All Contractor (subcontractor) employees shall be required to observe the requirements imposed on sensitive data by law, federal regulations, VA statutes and policy, and associated requirements to insure appropriate screening of personnel.

g. No VA data is permitted to be stored on a desktop, laptop or other portable electronic device, including but not limited to portable media, flash drives, CDs/DVDs, external hard drives, etc., without approval by the Information Security Office. Any portable device media which has been granted approval to be utilized by the Contractor (subcontractor), by the Information Security Office will be encrypted in accordance with the security requirements identified in FIPS 140-2. Only flash drives and encryption software explicitly approved by the VA may be used.

h. No contractor (non-VA) equipment is permitted to be connected to the VA network without prior approval. If a laptop or desktop computer must be connected, a security check must be completed by the Information Technology Staff at the local Information Security Office. If unapproved equipment is detected, it will be immediately disconnected from the VA network,

i. If remote access is required in order to perform the work in this contract, a VPN request form must be completed and approved by the local COR designee, and submitted to the Information Security Office (ISO). The account will be given access only to the IP addresses required by this contract. The Contractor (subcontractor) will make every attempt to use the VA’s RESCUE software in order to remotely connect to the VA network. Use of CITRIX may also be used to remotely connect to the VA network with proper authorization. If RESCUE/CITRIX cannot be used to perform the required risks, then a waiver request must be submitted in order to use the “One-VA” VPN software in lieu of RESCUE. The only approved method of remotely connecting to any device on the VA Network is through the VPN gateway using RESCUE, CITRIX or, if a waiver is obtained, the “One-VA” VPN software.

j. Contractor (subcontractor) personnel are not permitted to have administrative rights on a VA server without an approved waiver. Contractor personnel must work with the local VA IT staff to perform administrative functions. A waiver will only be considered in cases where the use of VA IT staff is not possible or not feasible. The waiver must be submitted to and approved by the Information Security Office.

9.0 METHOD AND DISTRIBUTION OF DELIVERABLES

The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF).

9.1 Facility/Resource Provisions

The Government will provide office space, telephone service and system access when authorized contract staff work at a Government location as required in order to accomplish the Tasks associated with this PWS. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.

The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

VA will provide access to VA specific systems/network as required for execution of the task via remote access technology (e.g. Citrix Access Gateway (CAG), site-to-site VPN, or VA Remote Access Security Compliance Update Environment (RESCUE)). This remote access will provide access to VA specific software such as Veterans Health Information System and Technology Architecture (VistA), ClearQuest, ProPath, Primavera, and Remedy, including appropriate seat management and user licenses. The Contractor shall utilize Government-provided software development and test accounts, document and requirements repositories, etc. as required for the development, storage, maintenance and delivery of products within the scope of this effort. The Contractor shall not transmit, store or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6 dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS. For detailed Security and Privacy Requirements refer to ADDENDUM A and the IT Contract Security Clause in Section B of the Contract.

9.2 Government Furnished Property

The Government has determined that remote access solutions involving VA’s virtual private network (VPN) are necessary to complete the tasks on this specific contract. The Government also understands that government furnished equipment (GFE) is limited to Contractors requiring direct access to the network.

Based on the Government assessment of the possibility for remote access and the requirements of this contract, the Government estimates that the following GFE will be required:

Eight (8) standard laptops or one (1) per contract team member.

The Government will not provide IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, cell phones, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra PIV readers, peripheral devices, additional RAM, 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.

9.3 Reporting Requirements

a. The contractor shall submit a monthly progress report addressing the status of all active efforts. These monthly reports are due on the fifth (5th) business day of each month. The reports will cover progress made for the prior month.

b. The monthly progress report shall also identify any problems that may have arisen and an explanation of how each problem was resolved, or where not resolved, a plan for how the problem will be resolved.

c. The contractor shall take minutes of all formal conference calls and/or meetings held with the Task Manager. Copies of these minutes shall be attached to the next monthly progress report.

d. Monthly progress reports shall contain the following information:

· Status summary

· Change request status (new, open, closed since last report)

· Issue status (new, open, closed since last report)

· Schedule status

· Minutes of status meetings

· Contractor staff roster (providing updates as they occur, including personnel and security requirements)

· Status of required background investigations

e. The contractor shall notify the Task Manager, Contracting Officer’s Representative and Contracting Officer, in writing, if problems arise that could adversely impact the performance of the order.

9.4 Formal Acceptance or Rejection of Deliverables:

The Government will have 10 business days to review each deliverable and provide feedback/comments. The contractor shall have five business days to incorporate feedback/comments and make appropriate revisions. The contractor shall provide the revised version of each deliverable to the Contracting Officer Representative (COR) and VA Program Manager (VA PM). The COR will review and determine final acceptance by the Government. The COR will notify the contractor of final acceptance within five business days.

The contractor shall be responsible for adhering to all pertinent VA standards including but not limited to ensuring that all documentation and deliverables are stored on appropriate VA servers within one week of their completion. The contractor shall use the VA Nationwide Teleconferencing System (VANTS) for all pertinent conference calls, and the VA Exchange server for all pertinent email. Upon assignment of VA email accounts, use of external email accounts for the purpose of VA communications and business will be prohibited. The contractor shall be responsible for adhering to all pertinent VA information technology policies and procedures, which will be made available at the contractor’s request on award.

ADDENDUM A

Cyber and Information Security Requirements for VA IT Services The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation.

Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal. The COR, CO, the Project Manager, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.

Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, “Contract Security” shall also be included in every related agreement, contract or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.

Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If you do not have a TMS profile, go to https://www.tms.va.gov and click on the “Create New User” link on the TMS to gain access.

Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.

VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with One-VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance.

VA Internet and Intranet Standards:

The Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor’s work includes managing, maintaining, establishing and presenting information on VA’s Internet/Intranet Service Sites. This pertains but is not limited to creating announcements; collecting information; databases to be accessed, graphics and links to external sites.

Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=409&FType=2 Internet/Intranet Services Handbook 6102 is posted at (copy and paste following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2 Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements (Section 508) On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed are published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

Section 508 – Electronic and Information Technology (EIT) Standards:

The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: http://www.section508.gov and http://www.access-board.gov/sec508/standards.htm. A printed copy of the standards will be supplied upon request. The Contractor shall comply with the technical standards as marked:

_x_§ 1194.21 Software applications and operating systems _x_§ 1194.22 Web-based intranet and internet information and applications _x_§ 1194.23 Telecommunications products _x_§ 1194.24 Video and multimedia products _x_§ 1194.25 Self-contained, closed products _x_§ 1194.26 Desktop and portable computers _x_§ 1194.31 Functional Performance Criteria _x_§ 1194.41 Information, Documentation, and Support

The standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device, but merely require that the EIT be compatible with such software and devices so that it can be made accessible if required by the agency in the future.

Physical Security & Safety Requirements:

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

1. The Contractor and their personnel shall wear visible identification at all times while they are on the premises.

2. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

3. Smoking is prohibited inside/outside any building other than the designated smoking areas.

4. Possession of weapons is prohibited.

5. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164,…