R499--Veterans' Affairs Processing Automation (VPAS) Amendment to notify procurement pause to vendors

REQUEST FOR INFORMATION 36C10D24Q0038 0006

The purpose of this amendment is to update the estimated release date for the issuance of an Request for Proposal (RFP). The timeline for a release of an RFP has been changed from forecasting to Q2/Q3 of the current FY to an estimated release in Q3/Q4 of the current FY. The Government kindly asks that all interested parties to please continue to monitor the Sam.gov website for further information.

In addition, the purpose of this amendment is also to remove Ms. Courtney Middleton from all correspondence and documents regarding the VPAS requirement.

Future inquiries should ONLY be submitted to VBA.Procurements@va.gov with subject line RFI 36C10D24Q0038, VPAS . Please do not send any inquiries directly to the Point of Contacts.

REQUEST FOR INFORMATION 36C10D24Q0038 0005

The purpose of this amendment is to provide answers to questions. The deadline to submit questions has passed. Feedback can be submitted to VBA.Procurements@va.gov with subject line RFI 36C10D24Q0038, VPAS.

REQUEST FOR INFORMATION RFI 36C10D24Q0038 0004

The purpose of this amendment is to extend the closing date of this RFI to allow for an additional amendment to provide answers to questions previously provided. The deadline to submit questions has passed. This also provides an attachment of the second Industry Day presentation. Feedback can be submitted to VBA.Procurements@va.gov with subject line RFI 36C10D24Q0038, VPAS.

REQUEST FOR INFORMATION RFI 36C10D24Q0038 0003

The purpose of this amendment is to extend the closing date of this RFI to allow for an additional amendment to provide answers questions. The deadline to submit questions remains March 10, 2024, 11:59PM ET. Please submit questions and feedback to VBA.Procurements@va.gov with subject line RFI 36C10D24Q0038, VPAS.

REQUEST FOR INFORMATION 36C10D24Q0038 Amendment 0002

The purpose of this amendment is to provide an updated Webex Meeting link for the Industry Day being held on March 5, 2024, beginning at 1:00PM ET.

****Provide notice of a second Industry Day. Because the first Industry Day did not allow for a live Q&A, VBA is hosting a second Industry Day that will include a live Q&A. This session will allow for a live Q&A period as well as answer questions submitted in advance.

----Please submit your questions to VBA.Procurements@va.gov no later than

February 28, 2024, 11:59PM ET.

----Second Industry Day is scheduled for March 5, 2024, beginning at 1:00PM ET

Webex meeting details are below.

****Provide a copy of the first Industry Day presentation.

****The closing date of the RFI is March 10, 2024, 11:59PM ET.

****Join link:

https://veteransaffairs.webex.com/veteransaffairs/j.php?MTID=m08dbf7c024b112dd3d6fd2069f47e040

****Webinar number: 2824 971 7432

****Webinar password: qkWsqmk$426 (75977650 from phones and video systems)

****Join by phone: 14043971596 USA Toll Number

****Access code: 282 497 17432

REQUEST FOR INFORMATION RFI 36C10D24Q0038 Amendment 0001

The purpose of this amendment is to accomplish the following:

Provide notice of a second Industry Day. Because the first Industry Day did not allow for a live Q&A, VBA is hosting a second Industry Day that will include a live Q&A. This session will allow for a live Q&A period as well as answer questions submitted in advance.

Please submit your questions to VBA.Procurements@va.gov no later than

February 28, 2024, 11:59PM ET.

Second Industry Day is scheduled for March 5, 2024, 1:00PM to 3:00PM ET.

Webex meeting details are below.

Provide a copy of the first Industry Day presentation.

Extend the closing date of the RFI is to March 10, 2024, 11:59PM ET.

Join from the webinar link

https://veteransaffairs.webex.com/veteransaffairs/j.php?MTID=m38c3bfc2795245bd5b6936178a092eda

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Join by the webinar number

Webinar number (access code): 2824 515 2383

Webinar password: JBpFXfZ*252 (52739390 from phones and video systems)

Panelist password: PUpK5AzZ*43 (78755299 from phones and video systems)

Â

Tap to join from a mobile device (attendees only)

+14043971596,,28245152383#52739390# USA Toll Number

Some mobile devices may ask attendees to enter a numeric password.

Â

Join by phone

14043971596Â USA Toll Number

Global call-in numbers  |  Toll-free calling restrictions

REQUEST FOR INFORMATION RFI 36C10D24Q0038

1.0 INTRODUCTION

THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) is issuing this Request for Information (RFI) for the Veterans Affairs Processing and Automation Services (VPAS). This RFI is issued solely for information and planning purposes only. There is no obligation for the Government to acquire any products or services described in this RFI. In accordance with the Federal Acquisition Regulations (FAR) Subpart 15.201(E), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by VBA in developing its acquisition strategy and informing, refining, and finalizing the Performance Work Statement (PWS). Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. Only electronic responses to this RFI will be accepted. The Government will not pay for any time expended or information submitted in response to this RFI. Eligibility in participating in a future acquisition does not depend upon a response to this RFI.

2.0 BACKGROUND

Through its three (3) administrations, National Cemetery Administration (NCA), Veterans Benefits Administration (VBA), and Veterans Health Administration (VHA), Veterans Affairs (VA) administers vital services to America's Veterans. VA provides health care services, benefits programs, and access to national cemeteries for former military personnel and their dependents.

The fundamental mission of VBA is to provide Veterans, transitioning service members, and their families with benefits and services including education benefits, home loans, life insurance, and disability compensation or pension benefits. Award of these benefits often requires information gathering from a multitude of third parties, government agencies and digital repositories as well as the application of complex rules.

Prior to 2012, VBA processed most benefits utilizing paper claim folders. In September 2012 VBA began scanning claim folders and uploading the files into the Veterans Benefits Management System (VBMS) for claims processors to view electronically as searchable Portable Document Files (PDFs). Scanning efforts expanded to mail in 2014 and scanning of historical file banks in 2016. The success of VBA s scanning program supported the reduction of rating claim backlogs from over 600,000 in early 2012 to less than 90,000 by the end of Fiscal Year (FY) 2019. Although the COVID-19 period limited the pace of reducing the backlog, progress continued until COVID limitations were lifted and the pace of claims increased such that the current inventory is more than 300,000. The scanning program also enabled the opportunity to further reduce the claim cycle by extracting data from images to automate business processes. The VBA continues to need contractor support for reducing the inventory.

In today s process, mail arrives at the Evidence Intake Center from Veterans, or their representatives, to support a Veteran s, or their family member s, claim for benefits and services. This mail is tracked and converted into searchable PDF (PDF Image plus Text) format in compliance with the VBMS PDF specification. Also, as records are located or generated during claim development activities, they are retrieved and added to the body of evidence supporting the claim in the systems of records for the claimant. These materials typically support one or more business processes, primarily related to Veterans benefits claims processing, using other input material provided by other entities (such as VHA, NCA and other federal partners).

The Veterans Intake, Conversion and Communication Services (VICCS) Indefinite Delivery Indefinite Quantity (IDIQ) was established in 2019 to continuously improve benefits processing efficiency and cycle-time. VBA has partnered with industry leaders to provide a host of managed-service contracts but the period of performance for the VICCS expires in September 2024, the VA will need a replacement IDIQ.

This VA Processing and Automation Services (VPAS) IDIQ provides a successor replacement to the VICCS IDIQ to provide managed services for all elements of VA to provide the following categories of services:

Source Material Processing Services, such as

Intake

Source Material Tracking

Source Material Management

Digitization and data extraction

Upload and Routing

Inbound Mail Management Support

Rule-Based Processing (such Optical Character Recognition, Iterative Fusion based Recognizer, Natural Language Processing)

Centralized Outbound

Data Transfer

Graphical Self-Service Report Generation

Inbound Calls

Outbound Calls

Automation Development and Operations

Business Process Automation

Claims / Application processing

Private medical records processing

Mail automation

Veteran transition support

Records Research

Freedom of Information Act (FOIA) / Privacy Act request processing

Operations and Maintenance

Integration Services, such as

Organizational Integration

Connectivity, Access, and Security

Data Integration

Automation Integration

Integration Library

Data Storage, Sharing and Analysis Services

Customer/Employee Experience Services

Enabling and Support Services, such as

Business Processing

Professional services

Organizational Change Management

Marketing/Outreach

Communications Strategy, Planning, and Implementation

Customer Relationship Services

Case Management Services

System Modernization and Retirement Services

Training Services

Integration, Setup, Test and Validation Services

Service Updates

Transition In/Out

Help Desk / Call Center Services

Requirements may fall within one specific service area but in many cases, the requirements will encompass and apply across and within multiple service areas. VBA anticipates continuing, enhancing and expanding the above referenced services through contractor support by means of ultimately competing this work among highly qualified and capable contractors. However, this RFI does not represent a solicitation nor is it a guarantee of a future solicitation.

The VA/VBA plans to hold a virtual RFI Industry Day in support of this RFI and will provide an overview presentation. The Virtual Industry Day will be held on February 21, 2024, between 2:00 pm 3:00 pm eastern time. Please view the following information for attending the event:

https://veteransaffairs.webex.com/veteransaffairs/j.php?MTID=md9910927e2b26e42cd5b593c3c9bc7d9

Webinar number: 2824 841 4002

Webinar password: YWrZaPv@247 (99792781 from phones and video systems)

Join by phone: 1-404-397-1596 USA Toll Number

Access code: 282 484 14002

3.0 INFORMATION SOUGHT

The Government is seeking the following information to be provided by the vendors when responding to the RFI:

Company Information

Capability Statement

Answers to Questions

Draft PWS Comments

3.1 Company Information

RFI respondents shall provide the following information:

Company Name

Company Address

Company Point of Contact (name, address, telephone number, email address)

Unique Entity Identifier (UEI)

NAICS Codes and business size for NAICS code 518210 - Identify if your company has any of the following business concern statuses (include all that apply): Small Business (SB); Certified Small Business Administration (SBA) 8(a) firm; Small Disadvantaged Business (SDB); Service-Disabled, Veteran-Owned Small Business (SDVOSB); Veteran-Owned Small Business (VOSB); Economically Disadvantaged Women-Owned Small Business (EDWOSB); Woman-Owned Small Business (WOSB); Historically Underutilized Business Zone (HubZone) Small Business; Large Business

Existing Multiple Award Contract (MAC) vehicles currently held by your company (examples may include General Service Administrations (GSA) schedules, Government-Wide Acquisition Contracts (GWACs), Indefinite Delivery Contracts (IDCs), Blanket Purchase Agreements (BPAs)) available for the Government use. For each MAC vehicle provide:

vehicle name

vehicle number

date of award

expiration date

3.2 Capability Statement

RFI respondents shall provide a capability statement with an overview of the company s capabilities to fulfill the requirements of the attached PWS. Overview should include but not be limited to:

Details regarding proposed joint ventures, teaming arrangements, strategic alliances or other business arrangements to satisfy requirements of the entire PWS.

Description of the company s resources available and capable of completing the work under the PWS.

Explanation of what experience providing services similar in size, scope and complexity of the VPAS PWS the company has.

List of specific contracts in the Government or industry where the vendor provided similar services on the same scale and provide Agency / Company name, contract number, contract period of performance and contract dollar value.

3.3 Answers to Questions

RFI respondents shall provide answers to the questions provided in Section 5.0 of this RFI. RFI respondents are requested to address each question. Questions that do not apply to RFI respondents or RFI respondents cannot provide answers to shall be addressed by marking these questions with N/A .

3.4 Draft PWS Comments

RFI respondents shall provide comments on the PWS in the following table format:

Comment #

PWS Page #

PWS Section #

Comment

The comments may include recommended changes, noted errors, inconsistencies, ambiguities, areas requiring further clarifications or higher level of detail, etc.

4.0 SUBMISSION INSTRUCTIONS

Points of contact for this RFI and response submissions to this RFI are due no later than

March 3, 2024, 5:00 pm Eastern Time and shall be submitted to VBA.Procurements@va.gov and VBA_Procurements.vbaco@va.gov. The email subject line must contain the following: Response to RFI 36C10D24Q0038, VPAS. VBA reserves the right to not reply to any emails, responses, questions, and materials submitted in response to the RFI. Mark your response as Proprietary Information if the information included is considered to be business sensitive and/or includes trade secrets. RFI responses shall not exceed 30 pages total. Responses shall be prepared in Microsoft Word with standard 8.5 x 11-inch page format (charts may be landscaped but must be on 8.5 x 11-inch page format) and shall be in Times New Roman, font size (12), with 1 margins. All page format of the response shall be appropriately numbered and identified with the RFI number. The email file size limitation shall be no more than 40MB.

5.0 LIST OF QUESTIONS

COMPANY SERVICES AND OPERATIONAL FACTORS

1) Could your company independently provide the entire range of services called for in the PWS?

a. If yes, that your company can independently provide the entire range of services, would this include any existing contracts in place available to the Government under which the company can provide the full range of services needed to fulfill PWS requirements that would support the most efficient and rapid procurement of services? If yes, please provide the contract vehicle information (e.g., description of services; scope; contract vehicle number; period of performance; etc.)

b. If your company cannot provide the entire range of services, what services called for in the PWS could your company provide?

2) Please describe your company s experience providing onsite organizational leadership presence at a customer s site as described in the PWS, including specific benefits and / or hurdles associated with supporting such a requirement.

MAIL HANDLING AND PROCESSING

3) Please describe your company s experiences with inbound/outbound mail and notifications in all formats, as well as any experience with handling of wet, contaminated, and fragile source materials?

4) In consideration of your company s experience and innovations, what state-of-the-art mail processing strategies and / or emerging technologies should the Government consider as they develop their long-term mail handling strategy?

CONVERSION, TRACKING, DATA, AND INNOVATION

5) Please describe your company's experience with providing document conversion services for original and / or historically sensitive source materials in the custody of organizations such as the National Archives and Records Administration (NARA):

What measures were employed to prevent damage to the documents?

What measures were employed to restore any materials damaged during conversion?

6) What is your approach, turnaround time, management plan for a source material tracking system and mail portal services?

7) Contract awardees will be required to ingest large volumes of data residing in systems maintained by VBA s current conversion and mail handling vendors. Please describe specific information related to the data your company would need to effectively ingest large volumes of data using existing APIs into the material tracking system and mail portal required by the PWS.

PERFORMANCE AND RISK MANAGEMENT FACTORS

8) What are the major risk factors in the performance of the services required in the PWS and how can those risks be managed?

PRICING

9) Please describe any experiences with electronic business processing based on multi-level processing complexity rules. Please describe the pricing structures used (e.g., transaction-based; quantity-based; price banding based on volume, price banding based on complexity; etc.) and provide recommendations of pricing structures for this PWS.

6.0 ATTACHMENTS

Attachment 1 - Draft PWS (Veterans Affairs Processing and Automation Services PWS)