Performance Work Statement.docx

Performance Work Statement (PWS) for Program Support Services

Date: 02/26/2021

Department of Veterans Affairs Compensation Service

Version History

CS PSS PWS

Contents

1.0 Background

The Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA), Compensation Service (CS) supports the high-quality work of VBA’s 56 claims processing offices in delivering monthly payments to Veterans in recognition of the effects of disabilities incurred or aggravated from diseases, injuries, or events during active military service.

2.0 General Requirements

The Contractor shall provide and/or acquire the services required by individual Task Orders pursuant to the general requirements specified below.

2.1 Objective

CS requires program management and business analysis services that shall be performed in a manner that ensures optimizing the delivery of Veterans’ benefits through continued modernization and harnessing of efficiencies through evolving technologies, analysis, and data driven courses of actions.

2.2 Scope

The Contractor shall provide professional support services to include program management, data analytics, SharePoint configuration, program analysis, strategic planning, communications management, process re-engineering, and planning support. The Contractor shall provide the services of a cadre of highly successful and knowledgeable personnel to include; Copy Writer/Editor, Management Analyst, Program Analyst, Policy Analyst, Subject Matter Expert, SharePoint Developer, and Strategic Planner to provide direct expert recommendations and to support the provision or development of program management best practices, processes, standards, and procedures targeting the coordination of highly complex project activities.

This PWS provides general requirements. Specific requirements shall be defined in individual Task Orders. Service area requirements are described in Section 4.0 and are not mutually exclusive for Task Order requirements. Requirements may fall within one specific service area but in many cases, the requirements will encompass and apply across and within multiple service areas. Service performance requirements shall be established in individual Task Orders.

2.3 Contract Type

This is a Multiple Award Indefinite Delivery/Indefinite Quantity (IDIQ) contract.

2.4 Ordering Period

The ordering period for the IDIQ contract shall be five (5) years.

2.5 Hours of Work

Work at a Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). Hours of work will be established at the TO level. The Contractor may also be required to support 24/7 operations 365 days per year as identified in individual Task Orders.

There are 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 (6) are set by a day of the week and month:

2.6 Place of Performance

At this time, all work is to be conducted via telework/virtual work, as the pandemic circumstances require. All contractor employees will be expected to appear in person when it is in the best interest of the government. Government office space is at 1800 G. Street N.W. Washington DC 20006. Contractor employees are not expected to be in the government provided office(s) during the pandemic. The contractor will report within 10 days of government notice to the provided office space when building access is granted which is contingent on the pandemic circumstances. Contractor employee telework/virtual work shall be considered and accepted by the government when it is in the best interest of the government. Each Task Order shall further delineate the location requirements

2.7 Travel

Travel shall be in accordance with individual Task Order requirements. Travel must be reviewed by the COR and approved by the CO in advance, reimbursed at cost, and in accordance with the Federal Travel Regulations (FTR) (https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr) and Federal Acquisition Regulation (FAR) 31.205-46. Justification may be requested from the Government for contractor travel.

Travel within a 50-mile radius between the contractor’s facility and Government locations is considered “local travel” and will not be reimbursed. Travel to and from work is consider the cost of doing business and shall not be reimbursed. The Government will reimburse contractor for all appropriate costs associated with official travel.

2.8 Materials, Equipment, and Locations

2.8.1 Government-Furnished Property

Government Furnished Property (GFP) which includes Government Furnished Material (GFM), Government Furnished Information (GFI), and Government Furnished Equipment (GFE) may be provided and shall be identified in the individual Task Order. Foundationally, VA operates with the Microsoft Office Suite to conduct business. See Section 8.2.2 for additional information. The Contractor shall be responsible for conducting all necessary examinations, inspections, maintenance, and tests upon receipt.

VA will provide VA specific system access as appropriate and required in individual Task Orders. Contractors shall comply with VA security policies and procedures with respect to protecting sensitive data. See Section 6.0 for detailed security requirements.

2.8.2 Contractor-Acquired

The Contractor shall acquire and / or provide any hardware and / or software required to accomplish each Task Order that is not provided as GFP. Software integrity shall be maintained by the Contractor within the licensing agreement of the producer. Any VA installation required for these IT accessories shall be coordinated with the COR when connectivity to VA specific systems / network is required. Further information will be identified in the individual Task Orders.

2.8.3 Connectivity

VA will provide connectivity to VA specific systems / network as required for execution of a task via VA approved remote access technology. Currently this may include but is not limited to Citrix Access Gateway (CAG) or Cisco AnyConnect Secure Mobility Client. The Contractor must meet the requirements of VA Handbook 6500 and will bear the cost to provide connectivity to VA systems / networks. Other connectivity to VA systems may be authorized as appropriate in individual Task Orders.

2.8.4 Facilities

Work may be performed at either a Government or non-Government facility. Each Task Order shall delineate the location requirements.

2.8.5 Government Facilities

Certain Government office space may be made available for performance of individual Task Orders. Contractors may be required to establish operations and support at Government locations and shall comply with VA and / or Federal assessment and authorization (A&A) requirements. Such facilities shall be specified in the individual Task Order.

2.9 Quality Assurance

The Contractor is responsible for the quality of all work performed. All work performed either by Contractor employees or by Subcontractors shall be subject to quality review.

2.9.1 Contractor Quality Control Plan

The Contractor shall develop and maintain a Quality Control Plan. The Contractor shall develop and implement procedures in their plan that shall identify, prevent, and ensure non-recurrence of marginal performance. The Contractor shall be responsible for making required changes in processes and practices to ensure performance is managed effectively. The Contractor shall take corrective action when task order services associated with this IDIQ contract are found to be deficient or substandard. The cost of correction is to be borne by the Contractor.

2.9.2 Quality Assurance Surveillance Plan

In accordance with FAR 37.102, Task Orders (TO) issued under this IDIQ will be performance-based to the maximum extent practicable. Each TO will define the quality assurance surveillance plan, to include specific performance standards and measures at the TO level.

2.9.3 Performance Based Service Assessment (PBSA)

The COR shall perform quarterly performance assessments. The Performance Based Service Assessment (PBSA), or other method, may be used to document this assessment. A sample PBSA is provided in this document as Addendum A.

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services / products

95% accurate 100% of the time and improved to 100% within 30 days of government notice

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems

No major deviations from schedule. No more than 3 minor deviations from schedule per quarter on average.

2. Personnel possess necessary knowledge, skills and abilities to perform tasks

No major discrepancies. No more than 1 minor discrepancy per quarter on average.

No major discrepancies. No more than 1 minor discrepancy per quarter on average.

2.9.4 Contractor Performance

A Contractor Discrepancy Report (CDR), may be issued by a CO or COR to document less than acceptable performance by the Contractor at any point during the period of performance. It should be noted that issuance of a CDR should not be the first form of communication or plan of resolution unless the seriousness of the situation warrants such formal documentation from onset. The CO, COR, and Contractor shall maintain open and effective communications to avoid the issuance of CDRs to the maximum extent practicable. All parties acknowledge that a finalized CDR will become part of the official file and will be used to report on annual performance under the IDIQ. If use of a CDR is warranted, the CO/COR shall complete the CDR, citing the IDIQ and / or TO number and the specific IDIQ and/or TO section or clause related to the performance issue. The CO/COR shall provide a detailed and descriptive narrative of the background and issue. Upon receipt of the CDR, the Contractor shall provide a timely and detailed response. The Contractor’s response shall include any important or relevant information or justification for the performance issue and a proposed resolution. The CO/COR will review the response from the Contractor and the CO will issue a final recommendation or plan of action. The CO, COR, and Contractor will maintain communication to ensure that the recommendation or plan of action is carried out.

The Contractor’s performance on the IDIQ and any TOs will be reported to the Contractor Performance Assessment Reporting System (CPARS) on an annual basis. The CO and COR will make use of information from CDRs and the Task Order Performance Evaluations, as well as any additional knowledge and information available to them with respect to the Contractor’s performance, to complete the CPARS. Contractors shall familiarize themselves with the CPARS process and be prepared to respond to reports entered by the CO and COR.

2.10 Training

The Contractor shall develop, implement, and execute processes for initial training for contractor personnel as required for use of all services specified by individual Task Orders. The Contractor shall develop and submit to the Government for review training plans, manuals and other training documentation or training aids. This includes continuing education units (CEUs) to ensure that the services called for by the task order are maintained at the required level of proficiency. Any required continuing education for continuing educational units (CEUs) shall be at no additional cost to the Government. Electronic training tools such as video teleconferencing and computer-based training shall be employed to enhance the effectiveness of training materials and courses. The Contractor shall submit a detailed training plan with timelines and schedules, sufficiently detailed to identify user training plans as specified by individual Task Orders

Contractor personnel shall comply with and attend Government provided annual training. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete cyber security or privacy training, as required for VA personnel with equivalent information system access identified in the task orders. This requirement is in addition to any other training that may be required of the Contractor and subcontractor(s). All Contractor and subcontractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

1.). Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems.

2.) Successfully complete VA Information Security Awareness training and annual refresher training as required

3.) Successfully complete VA Privacy Awareness training and annual refresher training as required

4.) Successfully complete any additional Information Security or Privacy training as required for VA personnel with equivalent information system access

The Contractor shall provide to the COR a copy of the training certificates for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. These online courses are located at www.tms.va.gov. To self-enroll, click the “Create New User” button on the red bar and complete the assigned training. The COR will provide the contractor with the appropriate information to complete self-enrollment. Technical issues with TMS should be directed to the TMS help desk at vatmshelp@va.gov or 1.866.496.0463.

Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed.

2.11 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.12 Changes to the PWS

Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer.

3.0 Functional Areas

Individual Task Orders may include functions outlined starting in section 3.1, from more than one functional area listed below in section 3.1. Functional area details are described to provide greater insight into the complexity and uniqueness of some potential Task Order requirements covered by this PWS. Requirements are not mutually exclusive and may apply across multiple functional areas and include several assignments. Efforts to be performed by the Contractor under this contract are of such a nature that they may create a potential organizational Conflict of Interest (COI) as contemplated by Subpart 9.5 of the FAR. Contractor personnel may be required to sign a non-disclosure agreement.

Services provided may be in support of, but not limited to, the Compensation Service (CS) program office’s functional areas described in sections 3.1 through 3.8. The vendor must be familiar with the functional areas and their missions detailed below.

3.1 Compensation Service Front Office

The Compensation Service Front office (FO) oversees all functional areas within CS. The FO is responsible for all executive and public messaging about the compensation program. The FO also manages strategic planning, process improvements, and human resources for the service. The FO office serves as the steward of the CS budget and provides overarching budget support to all CS staffs and the Office of Financial Management. They manage funds to provide continuity of services and deliver public reports. Additionally, they formulate the CS budget justification for the compensation program. Functions under this area may include but are not limited to:

· Strategic Planning

· CS Roadmap development and management

· Communications Refinement (branding, infographics, data visualizations)

· Subject Matter Expert HR support

· Project Management Standardization

· Operational Model Dashboard

· Evidence Stream Dashboard

· Customer Experience

3.2 Schedule of Rating Disabilities Program Management Office

The office oversees and is responsible for all policy and operational aspects of maintaining and implementing the VA Schedule for Rating Disabilities (VASRD), which governs how claims processors evaluate the severity of disabilities. They draft and publish regulations and regulatory documents and lead integrated teams to ensure implementation of regulations across CS and VBA. Responsibilities under this area may include but are not limited to:

· VASRD Support Program

· VASRD SharePoint

· Earnings Loss Study

3.3 Policy and Procedures

The program office is responsible for implementing enacted legislation by establishing guidance - regulations, policy letters, and procedures - used by VBA claims processors to decide Veterans’ claims filed for VA disability and other related benefits. Responsibilities include development of legislative proposals, coordination and drafting of testimony, completing advisory reviews, participating in special case reviews, and preparing decision assessment documents to analyze the effects of court decisions. The office revises and updates the M21-1MR, Adjudication Procedures manual and drafts new regulations and/or amendments regarding adjudication regulations (38 CFR Part 3). Responsibilities under this area may include but are not limited to:

· Advisory Committee on Disability Compensation (ACDC)

· Blue Water Navy Program

· M21-1, Adjudication Procedures Manual

· 38 CFR Part 3 Regulations

· Total Disability Rating Based on Individual Unemployability (TDIU)

· Forms

3.4 Pre-Discharge and Interagency

The office provides streamlined and efficient process for making disability determinations for Servicemembers being evaluated for medical separation. They develop and disseminate procedures, interagency coordination, and administration of military pay related activities and Pre-Discharge programs including the Benefits Delivery at Discharge and Integrated Disability Evaluation System programs. They collaborate with military branches to ensure correct concurrent receipt of retirement pay and disability compensation and establish and maintain inter-agency (DoD, SSA, etc.) agreements, providing necessary procedural guidance. Responsibilities under this area may include but are not limited to:

· Program Optimization & Metrics

· IDES Program Management Office

3.5 Record Research Center

The office provides timely delivery of military service verification research for disability claims to Veteran Benefits Administration (VBA) Regional Offices. They ensure that VA has access to military records and information needed to process disability benefits by operating the VBA Records Research Center, which is responsible for partnering with all military branches to ensure claims processors have access to military records required for claims processing. Responsibilities under this area may include but are not limited to:

· Program Office Establishment

· Process Improvements

· Inventory reduction

3.6 National Training Curriculum and Delivery

The office develops curriculum and delivers training on processing disability compensation claims, including the Warrior Training Advancement Course for Wounded Warriors and transitioning Servicemembers on military installations. They are responsible for developing, deploying, and maintaining national curriculum for claim processors. Additionally, they develop and deliver training on updates and changes to processes and procedures, including refresher training on key issues. Responsibilities under this area may include but are not limited to:

· WARTAC

· Curriculum Management

· Competency Based Training

· VIP (previously known as Challenge)

· Training Administration and Project support

3.7 Business Requirements and Planning

The program office serves as business owner of all VA-built software applications within CS information technology (IT) portfolio. They coordinate with CS staff on planning, analysis, design, development, integration, testing, and implementation of systems. They provide oversight and help desk support of systems operation and maintenance. The office is responsible for comprehensive administration of the nationally implemented Private Medical Record (PMR) Retrieval Program including budget formulation, contract management, program operations, quality assurance and oversight. They serve as liaison to Office of Information Technology, Office of Business Integration, and the field. Responsibilities under this area may include but are not limited to:

· SharePoint Administration Services

· Business Management Program Analysis

· Business Management Program Management

· Program Testing and Evaluation

· Change Management Support Services

· Business Architecture/Modeling

· Stakeholder and Organizational Change Management

· Trouble ticket and Duplicate Record Management

· Compensation Service RoundTable

· Business Application Release Communications

· Quality Management System

· VBMS–R Tracker

3.8 Quality Assurance

The program office measures national disability claim processing accuracy and ensures consistency in claims processing. They conduct national quality reviews, second level reviews, and special focused reviews as requested. They serve as a liaison to station Quality Review Teams (QRTs) and provide training for new QRT employees. The office conducts Consistency Studies manages the Quality Management System (QMS) and hosts the Compensation Service Quality Calls with all stations. They are responsible for performing site visits to Veterans Service Centers to review operations. Responsibilities under this business line may include but are not limited to:

· Quality Assurance Program Analysis

· Claims Attributes Workload Control Board

· Quality Assurance Showcase

· Claims Council

4.0 Tasks and Deliverables

The potential tasks and deliverables described below may be required to support all functional areas described in section 3.

4.1 Project Management, Strategy, and Planning Support Services The Contractor shall develop plans for and execute program and project management services; monitors, analyses, strategizes, and plans on an enterprise, program, or individual project level. Deliverables may include but are not limited to:

· Draft Program/Project Plans

· Maintain Program/Project Plans

· Draft Program/Project Charters

· Maintain Program/Project Charters

· Draft Work Breakdown Structure

· Maintain Work Breakdown Structure

· Draft Integrated Master Schedules

· Maintain Integrated Master Schedules

· Draft program executive briefing documents such as PowerPoints or white papers

· Maintain program executive briefing documents such as PowerPoints or white papers

· Draft communication documents

· Maintain communication documents

· Draft Risk/Issue Management plan

· Maintain Risk/Issue Management plan

· Draft requirement documents

· Maintain requirement documents

· Draft Change Control Plans

· Maintain Change Control Plans

· Draft Standard Operating Procedures

· Maintain Standard Operating Procedures

· Draft Milestone and Progress reports

· Maintain Milestone and Progress reports

· Monitor goals and performance measures

· Develop action item lists

· Manage action item lists

· Draft Quad Charts providing project/program status

· Maintain Quad Charts providing project/program status

· Build Program Dashboards

· Maintain Program Dashboards

· Build tools to support and maintain program dashboards

4.2 Data Analysis and Visualization Services

The Contractor shall develop and execute data analysis; evaluating and managing complex data sets, providing analysis based on data sets, and visualizing data sets into an effective communications strategy. Deliverables may include but are not limited to:

· Compiling data sets

· Cleaning data sets

· Draft Visualizations of Data

· Maintain Visualizations of Data

· Draft reports on data projections and patterns

· Maintain reports on data projections and patterns

· Draft reports on data findings and meanings

· Maintain reports on data findings and meanings

· Draft correlation models

· Maintain correlation models

· Draft forecasting data analysis

· Maintain forecasting data analysis

4.3 SharePoint Configuration and Record Management Services

The Contractor shall support the oversight and management of the Compensation Service SharePoint repositories. Activities include analyzing current SharePoint processes, organization, and structure and making recommendation for improvements in record management. In addition, day to day management of access to and oversight of the SharePoint sites will be supported by the vendor. Deliverables may include but are not limited to:

· Draft reports identifying opportunities for improvement

· Maintain reports identifying opportunities for improvement

· Draft Record Management Strategy

· Maintain Record Management Strategy

· Draft Standard Operating Procedures

· Maintain Standard Operating Procedures

· Assist in troubleshooting and resolving SharePoint related problems identified by CS staff

· Maintain a tracker of all received and resolved requests for support

· Add/remove users from CS global and site-specific domain and permission groups

· Create new SharePoint sites and permission groups

· Enter trouble tickets and work with VA SharePoint tech support

· Build and maintain SharePoint based business solutions using advanced SharePoint techniques when needed (including but not limited to SharePoint Designer, InfoPath, Web parts, Custom lists, task and approval processes, search capabilities

· Manage data migrations between sites, archiving lists, external data loads.

· Integrate external tools into SharePoint lists (i.e. Excel, MS/Access, Project, OneNote, etc.)

· Track and archive under-utilized sites and materials

4.4 Program Analysis Services

The Contractor shall perform analytical services in support of programmatic activities managed by Compensation Service. Deliverables may include but are not limited to:

· Draft White Papers

· Draft Presentations and Briefing materials

· Maintain Presentations and Briefing materials

· Draft Standard Operating Procedures

· Maintain Standard Operating Procedures

· Draft Process Flows

· Maintain Process Flows

· Draft Document Templates

· Maintain Document Templates

· Create Analytical Reports

· Review and edit existing documentation

· Draft Business Case

· Develop and Present Brown Bags Information Sessions

· Draft Visio Process flows

· Maintain Visio Process flows

4.5 Strategic Planning Services

The contractor shall facilitate strategic planning for the services, assisting with maintenance and refinement of existing strategic planning documentation and the development of new documentation as required. Deliverables may include but are not limited to:

· Maintain Mission Statements

· Maintain Vision Statements

· Draft Reports

· Draft Strategic Plans

· Draft Strategic Goals

· Draft Strategic Objectives

· Draft Implementation Plans

· Draft Performance Measures

4.6 Communication Management Services

The Contractor shall provide services to effectively execute a communication plan that outlines the activities, performance, and goals of the organization. Deliverables may include but aren’t limited to:

· Draft Communications Strategy

· Editorial Review of Communications Documents

· Recurring Recommendations on Branding and Messaging

· Conference Facilitation

4.7 Support Services for Programs

The Contractor shall provide services to facilitate the execution of programs via organizational support activities. Deliverables may include but aren’t limited to:

· Agendas

· Meeting Facilitation

· Meeting Minutes

· Develop and Manage Action Item Lists

· Issue Logs

· Team Offsite Planning

4.8 Process Re-engineering Services

The Contractor shall develop, analyze and make recommendations using process re-engineering standard practices such as Lean Six Sigma and Human Centered Design. Deliverables may include but are not limited to:

· Strategy Outline

· Event Facilitation

· Detailed Report of Methodology (allowing for replication)

· Findings Report and Recommendations

· Draft Performance Measures

· Refine Performance Measures

· Implementation & Control Plan

· Implementation and Control Item follow-up

4.9 PSS Contract Oversight and Management

The Contractor shall provide oversight and management of all ongoing activities under the individual task order. Deliverables may include but are not limited to:

· Contractor attendance at the kick-off meeting held at the beginning of the base period and beginning of each option year

· Weekly Progress Meetings with COR

· Weekly Progress Meetings with Government POC

· Monthly PSS Status Report specifying deliverables

4.10 Organizational Optimization Services

The Contractor shall develop, analyze and make recommendations using business optimization and re-engineering to align resources within Compensation Service according to industry best practices. Deliverables may include but are not limited to:

· Strategy Outline

· Event Facilitation

· Detailed Report of Methodology

· Findings Report and Recommendations

· Draft Performance Measures

· Refine Performance Measures

· Implementation & Control Plan

· Implementation and Control Item follow-up

4.11 Production and Testing Services

The Contractor shall support the management of the Compensation Service Production Support and Testing Services. Day to day the vendor will manage trouble tickets, mailboxes, and Compensation Service IT portfolio testing and implementation. They will also identify ways to improve the existing process. Deliverables may include but are not limited to:

· Test plans

· Test scripts

· System testing and validation

· System release training and communications documents.

· Monitors Mailbox and your IT incoming production support requests

· Create and manage tracking of all production supports requests

· Identity process solutions in the production and testing environment

5.0 Deliverable Schedule: Tentative schedule is provided below. Specific deliverable schedule will be provided in each individual task order under this IDIQ.

6.0 Products

All products shall be delivered to the Government locations and accepted by authorized Government personnel as specified in the individual Task Order. Inspection and acceptance criteria shall be specifically identified in each Task Order. The COR shall be notified of any discrepancies found during acceptance inspection upon identification.

7.0 Security and Privacy

Contractors (which includes Contractor personnel, Subcontractors, and Subcontractor personnel) shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program. Specific applicable clauses will be identified in each individual Task Order. See attached VA 6500.6 Appendix C which is incorporated in the resulting contract to ensure appropriate security controls are in place.

7.1 Information Security and Privacy Security Requirements

The Contractor shall comply with the VA security requirements IAW VA Handbook 6500.6 “Contract Security” and Addendum A of VA Handbook 6500.6 and VA Handbook 6500.6 Appendix C “VA Information Systems Security / Privacy Language.

7.2 Personnel Security Requirements

The Contractor(s) shall comply with all personnel security requirements included in this contract and any unique organization security requirements described in each Task Order. All Contractor personnel who require access to VA sensitive information/computer systems shall be subject to background investigations and must receive a favorable background investigation from VA.

The position sensitivity risk designation [LOW, MODERATE, and HIGH] and associated level of background investigation [Tier 1, Tier 2, and Tier 4] for each Task Order shall be designated accordingly, as identified within the TO PWS. The level and process of background security investigations for Contractors must be IAW VA Directive and Handbook 0710, “Personnel Security and Suitability Program.” The most common level of background investigations is Tier 1.

a) The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language.

b) Within two weeks (14 calendar days) after Task Order award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (Refer to Task Order PWS for investigative requirements by task), etc. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or separately to the COR. The Contractor Staff Roster shall be updated and provided to VA within one (1) calendar day of any changes in employee status, training certification completion status, Background Investigation level status, additions /removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.

c) The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized. The Contractor shall bring their completed Security and Investigations Center (SIC) Fingerprint request form with them (see paragraph d.4 below) when getting fingerprints taken.

d) The Contractor shall ensure the following required forms are submitted to the COR within five (5) calendar days after vendor personnel identification:

a. Background Investigation Request Form

b. Optional Form 306

c. Self-Certification of Continuous Service

d. VA Form 0710

e. Completed Security and Investigations Center (SIC) Fingerprint Request Form

e) The Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF86) utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC).

f) The Contractor employee shall certify and release the e-QIP document, print and sign the signature pages, and send them encrypted to the COR for electronic submission to the SIC. These documents shall be submitted to the COR within three (3) calendar days of receipt of the e-QIP notification email. (Note: OPM is moving towards a “click to sign” process.