CWT PAYROLL SERVICES Base Plus(4)

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Department of Veterans Affairs
Veterans Health Administration
Sources Sought Notice Payroll Coverage for COMPENSATED WORK THERAPY (CWT) Program Services
This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s offered products, services and capabilities. This sources sought notice will be utilized to gain market knowledge of potential small business sources and their size classifications; HUBZone, 8(a), Small Disadvantage Business, Woman Owned Business, Veteran Owned Business, Service Disabled Veteran Owned Business relative to NAICS Code 541214, Payroll Service Contractors. The Government will not pay any costs for responses submitted in response to this Sources Sought.
This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available products and services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought.
The Veterans Health Administration (VHA) is seeking a vendor to provide the following products and/or services below. Please see the General Requirements section below for the requested products/services and descriptions. This Sources Sought is to facilitate the Contracting Officer s review of the market base for acquisition planning, size determination, and procurement strategy.
GENERAL REQUIREMENTS
This a full service and maintenance contract for CWT Payroll services at the Bedford VAMC in Bedford, MA. The Contractor shall provide all resources required in performing these payroll services and inspections including labor, supervision, travel, materials, and shipping required for the CWT payroll services described below.
Scope of Services
PERFORMANCE WORK STATEMENT
This requirement is to provide continual payroll coverage for the CWT program. The vendor will provide between 120 and 150 payroll checks per week. The vendor is responsible for sorting/ packaging of the checks and deposit statements into the Veteran's accounts. The vendor will ensure confidentially for all program veterans and will not release any information to anyone outside of VA CWT staff.
The vendor will use VA approved software Evolution. All information stored on the company s server will be backed up daily to both secure onsite and off-site locations. The encryption protocol transports an encryption key. SSL will be used to create the encryption key. The algorithm used is a 128-bit key. Encryption described has been approve by IT, ISO and privacy officer at the Bedford facility.
CWT uses a Comcast line dedicated for the payroll system. An account technician assigned to CWT enters the information into the software system from a secured location in building 80 (RM 103 B.)
Continual training will be needed on the above described software/protocols. VA staff assigned will need daily access to support staff for pay reports, end of fiscal year close out data and discrepancies in the system software. VA staff should have the ability to run reports within the payroll system as needed.
VA PRIVACY AND INFORMATION SYSTEM SECURITY REQUIREMENTS:
All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. §552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program which is available at: http://www1.va.gov/vapubs, to ensure appropriate security controls are in place.
The company will ensure confidentially for all program Veterans and will not release any information to anyone outside of VA CWT staff.
QUALITY CONTROL/QUALITY ASSURANCE
Quality Assurance: The Government will monitor the contractor s performance under this contract. The assigned Contracting Officer s Representative (COR) will report any problems, complaints or concerns as reported.
GOVERNMENT SUPERVISION
The contract is under the direction of the (CO) Contracting Officer. The COR is designated to represent the CO. The Contractor shall be advised of the extent of the authority of the COR. The COR will be John Bowers.
HOURS OF OPERATION
Normal business hours are 7:00 AM EST to 3:30 PM EST, Monday through Friday, excluding Federal Holidays. CWT staff should be able to contact Company during these business hours to address payroll discrepancies in a timely and proactive manner.
RESPONSE COMMITMENT
Response:
All responses should be directed to Craig.Harris@va.gov.
The response shall include the following:
Your company s capability of fulfilling or exceeding this requirement as it is described to include remote support.
If you provide these services on your FSS Schedule contract, please provide your FSS Schedule contract information.
Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice.
Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit).
Timeline :
This request will close on stated date within the Government Point of Entry (GPE).
Notes:
1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission.
2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government.
The Department of Veteran Affairs Contracting Office POC:
Craig Harris
Contracting Officer
Email: Craig.Harris@va.gov.