RFI PWS_EHCM Modernization_System Integrator_31425.docx

VA Enterprise Human Capital Management Modernization System Integrator Services

VA-26-00000740

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology Center for Enterprise Human Resources Information Services

VA Enterprise Human Capital Management Modernization

System Integrator Services

Date: March 13, 2025

VA-26-00000740

PWS Version Number: 1.0

Contents

INTRODUCTION

The Human Resources and Administration/Operations, Security, Preparedness (HRA/OSP), Center for Enterprise Human Resources Information Services (CEHRIS) organization supports and strengthens the Department of Veterans Affairs (VA) Human Resources (HR) Information Technology (IT) infrastructure by updating and replacing legacy, outdated, and/or duplicative HR IT systems, technologies, and manual processes across the VA enterprise. CEHRIS coordinates the use of modern, automated, and standardized human capital services to deliver a world-class workforce with the sole purpose of supporting our Nation’s Veterans.

CEHRIS collaborates with the Office of Information and Technology (OIT) to provide reliable and automated human capital services throughout the employee lifecycle to all VA Administrations and organizations, ensuring VA can properly execute staffing for putting the right people in the right positions to provide world-class customer service to Veterans.

CEHRIS has established a highly collaborative approach for working with stakeholders across the VA Administrations and Staff Offices with a relentless focus on transforming the way VA provides HR services. CEHRIS’ approach emphasizes an automated, unified, and responsive modern approach with user adoption and experience at the forefront, over siloed, redundant, and paper-intensive processes.

VA is modernizing its Human Capital Management (HCM) capabilities to empower and enable a diverse, fully staffed, and highly skilled workforce that consistently delivers world-class services to Veterans and their families. VA’s goal is to enhance the overall Human Capital lifecycle, customer experience and user adoption and to improve VA’s ability to compete with modern recruitment and talent acquisition landscape across the public and private recruitment and talent acquisition landscape.

BACKGROUND

DESCRIPTION OF THE VA HCM SERVICE

VA's current core HR IT solution implemented under the name of HR·Smart is Oracle PeopleSoft Human Capital Management that serves as VA’s official system of record for Human Resources information-related data. HR·Smart is the current HR transactional and position-based system and serves as VA’s data source on employee and position related data.

VA requires transition to a modernized integrated solution that will seamlessly deliver the core requirements in the existing HR·Smart solution. VA also requires incremental enhancement and modernization of the VA Enterprise HCM Solution and User Interface (UI) capability to meet VA’s unique requirements to enhance user experience. All enhancement and modernization efforts shall meet the Office of Personnel Management (OPM) Human Capital Business Reference Model (HCBRM) which defines the end-to-end lifecycle of Federal Government Human Capital Management and OIT standards and policies.

HR·Smart is used enterprise-wide by VA Administrations and Staff Offices, all with distinctly different needs. These include the VA Central Office (VACO), located in Washington DC, nationwide field facilities administered by three major line subcomponents (Veterans Health Administration (VHA), Veterans Benefit Administration (VBA), and National Cemetery Administration (NCA)), and staff offices.

VA Human Resources professionals process 1M+ transactions per year, close to 500K pay actions annually, and over 50K personnel actions per pay period for VA’s workforce that has grown to over 471K onboard employees at the end of FY24. The VA Workforce Dashboard provides an overall current state of VA’s workforce size among key labor categories (to include HR), with a new issue released each month.

Appendix A: Personnel Action Request (PAR) Processing contains additional details on VA personnel action processing requirements. Transactions in the systems are not limited to PAR.

The data from HR·Smart is critical to carrying out processing requirements in other enterprise systems. HR·Smart interacts with VA’s core systems; Defense Finance Accounting Service (DFAS), Government Time and Attendance (GovTA) and OPM’s solution, USA Staffing. HR·Smart also provides employee data in support of various needs to include functions within the Federal HCBRM including recruitment life cycle, identity and access management systems; security clearance system; separation management; employee benefits, employee labor relations, performance management, position classification, safety and workers compensation, Human Capital Data Warehouse, Workers without Compensation and financial and accounting management systems across VA.

HISTORY OF THE HCM SERVICE

On December 31, 2012, VA awarded a competitive contract under General Services Administration contract number GS-02F-0036U/Task Order Number GST0213CJ0007 to International Business Machines (IBM) for the design, build, test, enhancement and sustainment of VA’s Human Resources Information Systems (HRIS) Shared Service Center (SSC) solution to replace the legacy Personnel Accounting and Integrated Data (PAID) system. That contract expired on December 31, 2022.

On January 1, 2023, VA awarded a sustainment contract for continued support of the HRIS SSC solution with a 12-month base period and four 12-month option periods to ensure continuity of operations while the modernized core HR solution, VA Enterprise HCM Solution, is configured to replace it. The legacy system will not be decommissioned until the modernized VA Enterprise HCM Solution is fully operational.

The Contractor under the modernization effort will be provided an updated Appendix B: System Technical Requirements once an HR·Smart development freeze is mandated, and the Contractor shall incorporate in parallel Appendix B enhancement changes into the new VA Enterprise HCM Solution.

While the HCM Modernization solution is being configured and tested, any legacy Core HR system enhancements of new functionality required for incorporation into the new solution will be covered under PWS paragraph 9.1.1 Scrum Teams; Core HR requirement updates based on law, regulation, policy mandates shall be covered under PWS paragraph 7.2 Operations and Maintenance.

DESCRIPTION OF THE PROBLEM

VA’s modern HCM solutions must be agile to keep up with a constantly changing HR regulatory and policy environment while ensuring great user experiences for all user personas. VA must continue to deliver new and improved HR professional, manager, and employee centric capabilities with the focus on user experience, without delays often associated with standard design/build or “waterfall” development approaches. VA is working towards aligning with industry best practices and the future of technology by seeking HCM cloud services and solutions to support system interoperability for servicing VA HR professionals, managers, and employees, with an intentional focus on enhanced end user experience, and a central entry point for all HRIS. VA requires an approach to get to the future that does not disrupt ongoing and continuous delivery of HR services, enhancements, and improvements. VA seeks to maximize automation through modernization via this effort.

CURRENT ENVIRONMENT

VA HR BUSINESS ENVIRONMENT

CEHRIS supports customers throughout VA by modernizing and standardizing the useability, workflow, and interoperability of its human resources information services to support a world-class workforce with the sole purpose of supporting our Nation’s Veterans.

CEHRIS delivers a standard and reliable suite of services to capture and manage employee and HR information throughout the employee lifecycle, ensuring VA can properly execute position management, recruiting, staffing, employee relations, labor relations, performance management, employee benefits, payroll, and separations. CEHRIS’ suite of services is delivered with the focus of providing an enhanced user experience and to integrate the end user experience across the HR IT ecosystem. CEHRIS’ shared services reduce the amount of time spent resolving requests by automating processes and centralizing information with a delivery model that focuses on accomplishing:

1. Cost avoidance through a reduction of settlement costs associated with investigating and defending incorrect personnel and pay data incidents and reducing capability dependency.

2. Decreased costs associated with managing HR capabilities consistently throughout the Department.

3. Improved management and optimization of HR Enterprise Services by entering data once across the enterprise through integration and interoperability.

4. Reduced manual data entry work resulting in fewer personnel record and pay errors.

5. Decreased transactional workloads for HR Specialists.

6. Improved employee engagement experience for all VA employees which ultimately results in retention of VA workforce and an increased quality, timeliness, and efficiency of overall customer service experience for Veterans.

7. Improved “time to hire” metrics by providing enhanced end user capability for submission and tracking of recruitment actions.

CURRENT HR CAPABILITIES

The current core HR solution, HR·Smart, was successfully deployed in June 2016 with the following enhancements delivered since go live:

1. Manager Self Service (2019)

2. Manpower (2020)

3. Employee Self Service (2021)

4. User Interface Front-End (UIFE) (2022)

5. Employee Benefits (2022)

6. Core Interfaces (Appendix C: Interfaces)

While the HCM Modernization solution is being developed and tested, the legacy Core HR system may require continued enhancement updates. As such, any Core HR requirement updates will be covered under PWS paragraph 9.1.1 Scrum Teams; Core HR requirement updates based on law, regulation, policy mandates shall be covered under PWS paragraph 7.2 Operations and Maintenance.

FUTURE STATE

As VA continues to evolve and potentially grow, VA must continue to support its HR modernization through implementation of a cloud-based Enterprise HCM Software as a Service (SaaS) solution to be delivered in accordance with the OPM HCBRM and VA OIT Policy and Guidance. VA’s research and collaboration with industry demonstrates the future of HR technology to be SaaS solutions that focus on continuously improving user experience, flexibility, interoperability, and scalability with maximum use of Artificial Intelligence (AI), Robotic Process Automation (RPA), and machine learning.

VA seeks the services of a system integrator that can implement a solution that will support the goals of the Department and the daily needs of the user, including, but not limited to improving user experience, improving service delivery, reducing resource intensive processing, improving business fundamentals through highly assistive learning and development capabilities and optimizing talent management of the workforce. The solution licenses will be acquired under a separate acquisition.

The modernization effort aligns with the Federal IT Modernization Strategy, Office of Management and Budget (OMB) Cloud Smart Strategy, and VA’s Digital Transformation Goals, emphasizing:

Automation & Efficiency: Reduce manual HR processes and improve service delivery.

Scalability & Interoperability: Implement a cloud-native solution capable of supporting high availability and seamless integration.

Security & Compliance: Ensure adherence to FISMA, FedRAMP, Zero Trust Architecture, and VA IT Security policies.

Open Standards & IP Protection: Ensure interoperability, flexibility, and VA retains all intellectual property rights to system configurations, custom code, and data structures in accordance with Federal Acquisition Regulation (FAR) 52.227-14 and Title 41 U.S. Code § 2302.

Enhanced User Experience: Deliver an intuitive, self-service-driven interface for HR professionals and employees.

The OPM HCBRM map functions A1-A10 (also X-Personnel Action Request Processing) and their subfunctions comprise the future employee end-to-end lifecycle and additional capability to be delivered through business process automation under this PWS. In addition, this effort will include support for a growing user base which is projected to grow 5% per year, however, growth is heavily dependent upon Congressional and Legislative mandates. Please be advised that there could be attrition of the workforce in a given year.

This focused acquisition is based on the need for an efficient way to manage HR business functions. VA requires an implementation partner that can deliver and maintain a solution with rapid scalability to keep pace with VA’s future growth, it shall have mobile capability for access by phone or tablet, built-in disaster recovery to protect VA assets, and the ability to maximize up-time mitigating impacts to VA business operations.

USER EXPERIENCE CLOUD CONTENT PERSONALIZATION

VA requires user experience cloud content personalization capabilities to manage component logic and agency-specific user persona interactions with the system.

The Contractor shall:

1. Manage customer experience and improve service delivery using leading practices and a human-centered approach, pursuant to Executive Order 14058 ("E.O. 14058"), Transforming Federal Customer Experience and Service Delivery To Rebuild Trust in Government (December 13, 2021), and the 21st Century Integrated Digital Experience Act (P.L. 115-336) ("21st Century IDEA").

2. Align user experiences practices and digital support services with the VA Customer Experience (CX) Directive 0010 which establishes CX policy, requirements, and accountability to ensure all Veterans, Service members, their families, caregivers, and survivors receive consistent world-class experiences across VA.

3. Maintain organizational CX reporting requirements enumerated in the Office of Management and Budget’s (OMB) Circular A-11 Section 280 – Managing Customer Experience and Improving Service Delivery.

4. Ensure that all data is exposable and consumable through external service data interfaces that are versioned, published, secured, and discoverable to other capability developers and consumers.

5. Ensure that all data sources are developed with built-in data exchange capabilities.

6. Implement a data mapping practice to increase efficiency and ease of use of data assets as they are being translated or transformed.

7. Adhere to the VA Enterprise Cloud (VAEC) computing security requirements, provide security incident response plans, and update the plans on an annual basis, or when a significant change occurs to the technical or operational environment for any capability hosted within VA.

8. Utilize Government-approved centralized source code repositories (including, but not limited to the following: GitHub, Microsoft Teams, Confluence, VA SharePoint) to store all Government-funded software development or customization of Commercial Off-The-Shelf (COTS) products.

9. Create a tailored experience within the cloud application for agency-specific user persona interactions (navigation links and menus, content display, data entry/retrieval, carousels, tabs, logical page hierarchy, etc.) based on the user’s specific role profile, job function, or other relevant data points, and develop, configure and maintain transaction processing services, workflow approval routing services, notification services, reporting and analytics for each user persona (e.g. Human Resources (HR), Human Resources Information System (HRIS) Admin, Payroll, Administrative Officers (AO), Manpower, Managers, Executives, Employees).

10. Maintain UI component logic in accordance with agency business requirements, system requirement specifications and Federal Section 508 compliance standards.

11. Provide personalized dynamic content feeds that may be configured by the agency.

12. Provide personalized content and learning aids tailored to each phase of the employee lifecycle (e.g. onboarding, promotions, job changes, benefits open season, leave of absence, retirements, etc.).

13. Provide capability to configure personalized content and integrations from external platforms.

VA ENTERPRISE HCM CAPABILITY

The Contractor shall configure the VA Enterprise HCM Solution to meet the core requirements, listed in Appendix B: System Technical Requirements and referenced in the “Current HR Capabilities” PWS paragraph 1.2.2. The core requirements are those that are currently in the legacy HR·Smart solution’s production environment.

The Contractor shall configure for replacement of the HR·Smart functionality covering US Code Title 5 and US Code Title 38 requirements in two 12-month phases. The below list of capability is currently in production.

1. Seamless integration with UI

2. Government Core HR

3. Personnel Action Processing

4. Manpower/Position Management

5. Personnel Action Request (PAR) Position Management

6. Employee Self-Service (ESS)

7. Manager Self-Service (MSS)

8. Employee Benefits

9. Reporting and Analytics

10. System to System Interoperability

CEHRIS’ strategy includes A1-A10 functions and sub-functions of the OPM Federal HCBRM map identified for modernization enhancements into the VA Enterprise HCM Solution beyond the core capability. To address roadmap growth and VA evolution, Scrum Teams shall be utilized as Optional Tasks (PWS paragraph 9.1.1 Scrum Teams) and will be executed at the discretion of the Government within any period of the contract. Enhancements may include, but are not limited to existing production capability improvements, interfaces, analytics, reporting, and the introduction of new capabilities representative of the following agency functions and their subfunctions:

1. A1 – Agency Human Capital Strategy, Policies, and Operation

2. A2 – Talent Acquisition

3. A3 – Talent Development

4. A4 – Employee Performance Management

5. A5 – Compensation and Benefits

6. A6 – Separation and Retirement

7. A7 – Employee Relations and Continuous Vetting

8. A8 – Labor Relations

9. A9 – Workforce Analytics and Employee Records

10. A10 – Agency Human Capital Evaluation

11. X1- Personnel Action Request (PAR) Processing

The Contractor shall use microservices architecture and automation where technically and economically feasible. The Contractor shall use modern software development methodologies.

The Contractor shall ensure that all data is exposable and consumable through external service data interfaces that are versioned, published, secured, and discoverable to other capability developers and consumers. The Contractor shall ensure that all data sources are developed with built-in data exchange capabilities. Data mapping shall also be implemented to increase efficiency and ease of use of data assets as they are being translated or transformed.

For any capability, if it were to become hosted within VA, the Contractor shall then adhere to the VAEC computing security requirements, provide security incident response plans, and shall update the plans on an annual basis, or when a significant change occurs to the technical or operational environment. The Contractor shall utilize Government-approved centralized source code repositories (including, but not limited to the following: GitHub, Microsoft Teams, Confluence, VA SharePoint) to store all Government-funded software development or customization of COTS products.

REPORTING AND ANALYTICS

VA requires robust reporting and analytics that provide actionable insight into HR data to support VA in oversight of Shared Service Center (SSC) HR offices performance. It is also required for improving efficiencies of VA HR business processes across multiple capabilities/platforms to improve overall decision-making for better outcomes and improved quality of service to employees, Veterans, and their beneficiaries. Reporting and analytics shall integrate seamlessly with the UI; provide quick access to reports, queries, and analytics; and are scalable to the volume of concurrent users providing benefit across the delivered HCM capabilities.

TECHNOLOGY REFRESHMENT

The Contractor shall monitor all provided integrated products and shall notify if any products are required to be changed or updated to accommodate the latest technology including updated/revised standards, as well as commercial non-availability or obsolescence. If any software products will no longer be supported, the Contractor shall provide notification via email to the COR and CO within 90 days prior to support ending. The Contractor shall submit a Technology Refreshment Proposal within 10 days of the notification. At minimum, the Technology Refreshment Proposal shall address:

1. Desirability. The Contractor shall submit sufficient information regarding the proposed software in order for the Government and Contractor to jointly assess the desirability of including the proposed product. Such information should include the technical capabilities, any efficiencies gained, its applicability to current VA architecture standards, and limitations of the proposed product. The price proposed shall not exceed the price of the product being refreshed.

2. Feasibility. The Contractor shall submit sufficient information regarding the addition or substitution of new software in order for the Government and Contractor to jointly assess the feasibility of including the proposed product. Such information should include supporting rationale for why the addition or substitution would be considered to be within the scope of the contract, its backward compatibility with the product it replaces, and any integration or other technical problems that might be encountered.

The Government is under no obligation to purchase any proposed software substitution presented by the Contractor’s technical refreshment recommendation.

APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements for Cryptographic Modules” December 2002

4. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

5. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006

6. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and Contractors,” January 24, 2022

7. 10 U.S.C. § 2224, "Defense Information Assurance Program"

8. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

9. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of 2006, Title IX, Information Security Matters

10. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

11. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

12. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

13. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5, 2019

14. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” January 18, 2017

15. Office of Management and Budget (OMB) Circular A-130, “Managing Federal Information as a Strategic Resource,” July 28, 2016

16. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”

17. NIST SP 800-66 Rev. 1, “An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule,” October 2008

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended, January 18, 2017

19. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021. https://www.va.gov/vapubs/Search_action.cfm?FormNo=6500.

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” June 30, 2023

23. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (Appendix C updated April 22, 2024, VA Notice 24-12)

24. VA Handbook 6500.8, “Information System Contingency Planning,” April 6, 2011

25. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018

26. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

27. OIT Process Asset Library (PAL), https://www.va.gov/process/ . Reference Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

28. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

29. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment”, October 15, 2014

30. VA Handbook 6510, “VA Identity, Credential and Access Management,” September 27, 2024

31. VA Directive and Handbook 6513, “Secure External Connections,” October 12, 2017

32. VA Handbook 6517, “Risk Management Framework to Cloud Computing Services,” November 15, 2016

33. VA Directive 6300, “Records and Information Management,” September 21, 2018

34. VA Handbook, 6300.1, “Records Management Procedures”, March 24, 2010

35. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

36. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

37. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

38. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

39. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

40. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

41. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

42. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011, (NOTE: Part A of the FICAM Roadmap and Implementation Guidance, v2.0, was replaced in 2015 with an updated Architecture (https://arch.idmanagement.gov/#what-is-the-ficam-architecture)

43. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access”, June 2018

44. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

45. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

46. NIST SP 800-164, “Guidelines on Hardware-Rooted Security in Mobile Devices (Draft),” October 2012

47. Draft National Institute of Standards and Technology Interagency Report (NISTIR) 7981, “Mobile, PIV, and Authentication,” March 2014

48. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

49. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

50. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

51. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

52. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

53. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

54. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

55. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005

56. Executive Order 13834, “Efficient Federal Operations,” dated May 17, 2018

57. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

58. VA Directive 0057, “VA Environmental Management Program,” October 25, 2022.

59. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

60. “Veteran Focused Integration Process (VIP) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

61. VA Memorandum “Proper Use of Email and Other Messaging Services,” January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

62. “DevSecOps Product Line Management Playbook” version 2.0, May 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

63. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

64. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6 (IPv6),” November 19, 2020

65. Social Security Number (SSN) Fraud Prevention Act of 2017

66. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

67. VA Directive 6066, “Protected Health Information (PHI) And Business Associate Agreements Management”, September 2, 2014

68. “FedRAMP® Laws, Regulations, Standards and Guidance Reference,” https://www.fedramp.gov/documents-templates/

69. VA Directive 0010, “VA Customer Experience,” December 7, 2020

70. Office of Management and Budget’s (OMB) Circular A-11 Section 280 – Managing Customer Experience and Improving Service Delivery

71. “VA API Standards”, https://code.va.gov/docs/default/component/va-api-standards/

CONTRACT TYPE

To be determined.

SCOPE OF WORK

The Contractor shall provide Agile lifecycle development, program management, training, change management and operations and maintenance support to deliver the Enterprise HCM SaaS solution to address the current and future needs of VA and support the delivery and deployment of new services. The user base is projected for potential growth of 5% per year throughout the contract performance period. Please be advised that workforce contraction is also possible, thus, the projection is only for estimating purposes.

PWS paragraphs 6.0 and 7.0 describe the professional services required to support the solution. Deliverables in sections 10, 6.12, 6.14, 6.15.2, 6.17 and 7.2.12 applies to both the base period and option periods. The deliverables required during each period are listed in their respective sections as well as Section B, Schedule of Deliverables.

All work to support enhancement of the VA Enterprise HCM SaaS Solution inclusive of any new capabilities needed shall be performed under PWS paragraph 9.0 as Optional Tasks at the discretion of the Government.

The table below outlines the major activities to be performed throughout the contract. Please be advised that the Government may execute Optional Tasks for Scrum Teams in any or all performance periods.

· Business Process Re-engineering/Improvement

· Phase 1 Build and Test Title 5/Title 38

· Authority To Operate (ATO)

· Data Conversion and Migration

· Build and Test replacements to legacy interfaces

· HCM Solution Demonstrations

· Pilots

· Change Management

· Personnel Migration/Deployment/Implementation

· User Adoption, Stabilization

· Roadmap Capabilities (OPM HCBRM agency functions)

· Enhancements

· Business Process Re-engineering/Improvement

· Phase 2 – Build and Test Title 5/Title 38

· Authority To Operate (ATO) if necessary

· Data Conversion and Migration

· Build and Test replacements to legacy Interfaces

· HCM Solution Demonstrations

· Pilots

· Change Management

· Personnel Migration/Deployment/Implementation

· User Adoption, Stabilization

· Roadmap Capabilities (OPM HCBRM agency functions)

· Enhancements

· Business Process Re-engineering/Improvement

· Roadmap Capabilities (OPM HCBRM agency functions)

· Enhancements

· Pilots

· Change Management

· Data Conversion and Migration

· Personnel Migration/Deployment/Implementation

· User Adoption, Stabilization

· Business Process Re-engineering/Improvement

· Roadmap Capabilities (OPM HCBRM agency functions)

· Enhancements

· Change Management

· Data Conversion and Migration

· Personnel Migration/Deployment/Implementation

· User Adoption, Stabilization

· Transition of Services

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The total ordering period is ten years, consisting of one (1) 12-month base period and nine (9) 12-month option periods. All optional tasks shall be performed in accordance with Section B, Schedule of Deliverables.

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

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five 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:

PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at Contractor facilities. The Contractor shall identify the Contractor’s place of performance in its proposal submission.

The Contractor shall be required to be present onsite upon request for any meetings with the Government team, which shall not change the place of performance to the Government site.

TRAVEL (TIME AND MATERIAL BASIS)

The Government anticipates travel necessary to perform the tasks associated with this effort, as well as to attend program-related meetings or conferences throughout the PoP.

Travel is on a Time and Materials basis and shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced written concurrence by the COR.

The Contractor shall provide cost estimates with each travel request to the COR. Each Contractor invoice must include copies of all requested, applicable, and required receipts (FTR §301-11.25: required for lodging, regardless of amount, and a receipt for every authorized expense over $75) that support the travel costs claimed in the invoice. Contractor travel within the local commuting area of 50-miles will not be reimbursed. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed.

MANAGEMENT AND PLANNING TASKS

The Contractor’s Project Manager (PM), Technical Lead, Integration Lead, and Lead Systems Engineer, Functional Analyst, Change Management Specialist, Solution Architect, Business Analyst, Customer Experience/User Experience Specialist and User Interface Developer/Usability Engineer for this work are Key Personnel.

KEY PERSONNEL

All personnel performing work shall possess expertise in the disciplines and technical areas as related to the tasks in the PWS. The Contractor shall provide key personnel with the qualifications listed below to support this effort and any additional key personnel it deems necessary to support the requirements of this PWS. These personnel shall not be removed from the contract without written notification to the CO.

It is the responsibility of the Contractor to provide personnel and subcontractors who have the required educational background, experience, security clearance, and access authorization or combination thereof to meet the labor category descriptions under this contract for the required PWS tasks.

· Ability to rapidly prioritize and communicate competing cost, schedule, and technical requirements and risks

· Ability to understand and simplify customer requirements

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users

· Possess strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor

· Lead small, medium and large-sized Scrum and Change Management teams

· Possess strong communication and leadership skills

Minimum Education Level/Accreditations

· Bachelor’s degree

· Agile

Degree In

· Business, Management, Communication, or other relevant field

Minimum Experience

· 10 years total professional experience including 5+ years senior level experience in Project Management

Substitutions

· 7 years relevant experience + Master’s degree

· 10 years relevant professional experience may be substituted for education

· HCM solution implementation experience to include planning, migrating, and transitioning an existing solution to a new solution

· Ability to effectively communicate end user feedback to technical and design leads

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users

· Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor

· Strong communication and leadership skills

Minimum Education Level

· Bachelor’s degree

Degree In

· Information Technology, Systems Engineering, or other relevant field

Minimum Experience

· 10 years total professional experience including 5+ years senior level experience in Information Technology management

Substitutions

· 7 years relevant experience + Master’s degree

· 10 years relevant experience may be substituted for education

· Experience working with highly scalable systems to achieve integration and business results

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users

· Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor

Minimum Education Level

· Bachelor’s degree

Degree In

· Information Technology, Systems Engineering, or other relevant field

Minimum Experience

· 10 years total professional experience including 5+ years senior level experience in Systems Integration

Substitutions

· 7 years relevant experience + Master’s degree

· 10 years relevant experience may be substituted for education

· Expertise in human-centered design processes and systems engineering

· Demonstrated knowledge of industry standards and implementation of HR Information Systems

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users

· Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor

Minimum Education Level

· Bachelor’s degree

Degree In

· Systems Engineering or other relevant field Minimum Experience

· 10 years total professional experience including 5+ years senior level experience in Systems Engineering Substitutions

· 7 years relevant experience + Master’s degree

· 10 years relevant experience may be substituted for education

· Expertise in human-centered design processes and Functional Analysis

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy to meet business needs

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users

· Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor Minimum Education Level

· Bachelor’s degree

Degree In

· Business, Management, Communication, Systems Engineering or other relevant field

Minimum Experience

· 8 years total professional experience in Functional Analysis in Federal IT

Substitutions

· 5 years relevant experience + Master’s degree

· 10 years relevant experience may be substituted for education

· Expertise in human-centered design processes and change management

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy

· Deliver Change Management and Agile products and services that provide successful end user adoption and experience, and exceptional business value to users

· Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor

· Proven experience in the utilization and implementation of an evidence-based Change Management methodology that is widely used within the Change Management industry, public and private sectors.

Minimum Education Level

· Bachelor’s degree

Degree In

· Business, Management, Communication, Systems Engineering or other relevant field

Minimum Experience

· 8 years total professional experience in Federal IT Change Management

Substitutions

· 5 years relevant experience in Change Management + Master’s degree

· 10 years relevant experience in Change Management may be substituted for education

· Expertise in human-centered design processes

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users

· Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor Minimum Education Level

· Bachelor’s degree

Degree In

· Information Technology, Systems Engineering, or other relevant field

Minimum Experience

· 8 years total professional experience in Information Technology or Systems Engineering

Substitutions

· 3 years relevant experience + Master’s degree

· 7 years’ experience may be substituted for education

· Expertise in human-centered design processes and Business Analysis

· Demonstrated knowledge of industry standards and implementation of HR Information Systems and Federal HR Policy to meet business needs

· Deliver Change Management and Agile products and services that provide successful user adoption and experience, and exceptional business value to users Strong interpersonal skills to create and maintain productive collaborative relationships between customers and vendor

Minimum Education Level

· Bachelor’s degree

Degree In

· Business, Management, Communication, or other relevant field

Minimum Experience

· 8 years total professional experience

Substitutions

· 3 years relevant experience + Master’s degree may be substituted for education

· 7 years’ experience may be substituted for education

· Expertise in human-centered design processes, collaboration, Project Management, Agile, and Change Management.

· Demonstrated experience in ensuring the Customer Experience/User Experience and engagement strategies are aligned to the business goals and outcomes

· Demonstrated experience in measuring metrics and outcomes to gauge how the brand is performing on Customer Experience performance parameters

Minimum Education Level

· Bachelor’s degree

Degree In

· Marketing, communications, advertising, business management, or in a related field

Minimum Experience

· At least 5 years' experience as a customer experience specialist, or a similar customer support role.

Substitutions

· 3 years’ relevant experience + Master’s degree may be substituted for education

· 10 years’ relevant experience may be substituted for education

User Interface Developer/Usability Engineer

Expertise

· Expertise in human-centered design processes, collaboration, Project Management, Agile, and Change Management.

· Demonstrated experience in designing, developing, implementing, and releasing high quality…