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November 10, 2020 SOURCES SOUGHT NOTICE Agency/Office: HHS/HRSA/OAMP Contracting Office Location: 5600 Fishers Lane, Rockville, MD 20857 Title: Electronic Handbooks (EHBs) Development, Modernization, ... November 10, 2020 SOURCES SOUGHT NOTICE Agency/Office: HHS/HRSA/OAMP Contracting Office Location: 5600 Fishers Lane, Rockville, MD 20857 Title: Electronic Handbooks (EHBs) Development, Modernization, and Enhancements (DME) Support Services Office of Information Technology (OIT) Division of Enterprise Solutions and Application Management (DESAM) NAICS Code: 541519 – Other Computer Related Services Incumbent: REI Systems, Inc. Response Due Date: November 30, 2020 This is a SMALL BUSINESS SOURCES SOUGHT NOTICE (hereafter referred to as “notice) issued for the purpose of planning and market research. This is NOT a solicitation for proposals, proposal abstracts, or quotations and this does not obligate the Health Resources and Services Administration (HRSA) to award a contract now or in the future. The purpose of this notice is to obtain information regarding the availability and capability of qualified small businesses only (including 8(a), service-disabled-veteran-owned-small business (SDVOSB), Historically Underutilized Business Zone (HUBZone) small business, small disadvantaged business (SDB), veteran-owned small business (VOSB), and women-owned small business (WOSB) to provide contractor support services for all Electronic Handbooks (EHBs) Development, Modernization, and Enhancements (DME) Support Services requirements necessary to sustain HRSA at the highest levels of service and availability consistent with cost, schedule, and performance objectives. No reimbursement will be made for any costs associated with providing information in response to this announcement and any follow-up information requests. Respondents will not be notified of the results of the capability assessment. All information submitted in response to this announcement must arrive on or before the closing date. THIS IS STRICTLY MARKET RESEARCH. HRSA WILL NOT ENTERTAIN QUESTIONS REGARDING THE RESULTS OF THIS MARKET RESEARCH. REQUESTS FOR ADDITIONAL INFORMATION WILL NOT BE HONORED. Background The mission of Health Resources and Services Administration (HRSA) is to improve health and achieve health equity through access to quality services, a skilled workforce and innovative programs. HRSA works to expand access to quality health care for low income, uninsured, isolated, vulnerable and special needs populations. To coordinate the resource planning across programs, HRSA implemented a standardized, paperless, end-to-end enterprise solution called the HRSA Electronic Handbooks (EHBs). The web-based EHBs, is a mission critical system designed to ensure that programs are managed efficiently and in compliance with mandated Agency-wide and Federal policies, procedures, and legislation. The EHBs is one of HRSA’s major IT investment that supports the agency goal of integrating existing program and grant support systems into one transparent enterprise-wide system. The EHBs allows HRSA to operate in a paperless fashion, with improved business efficiency, and in compliance with mandated Agency-wide and Federal policies, procedures, and legislation. The system initially deployed in 2003 has grown significantly over the past 17 years. Today, it provides end-to-end support for HRSA’s programs starting from planning through post award performance reporting and closeout. In 2020, the EHBs helped the agency in administering $12.38B in grant dollars through 33,000 award actions to over 90 programs including Health Centers, Ryan White HIV/AIDS Programs, Maternal and Child Health Programs, Health Professions Training Programs, Rural Health, Organ Donation, and Poison Control Center programs. HRSA received more than 48,000 post award electronic submissions from its 6,500 active grantees. HRSA’s grants and program staff completed more than 448,000 tasks and recorded more than 691,000 correspondence emails items in support of grants processing and oversight. These grants are administered by various programs that collectively work to improve access to care for millions Americans who are uninsured and who live in medically underserved areas. The EHBs system facilitates selection of appropriate grantees, monitoring on-going progress, and dissemination of the program results, all of which collectively contributes to HRSA meeting its strategic goals and objectives. The following attachments provide a more detailed overview of the EHBs system: Attachment A1 - HRSA EHBs Functionality Attachment A2 - HRSA EHBs Transactions Attachment A3 - Enterprise EHBs User Roles and Responsibilities Attachment A4 - EHBs Modules Attachment A4.1 - Bureau Reporting Sub System ADR Attachment A4.2 - Bureau Reporting Sub System PIMS Attachment A4.3 - Bureau Reporting Sub System AETC Attachment A4.5 - Bureau Reporting Sub System PTR Attachment A5 - EHBs External Interfaces Attachment A6 - EHBs Core Architecture Attachment A7 - Tools and Technologies Attachment A8 - HRSA EPLC Framework Attachment A9 - EHBs Quality Metrics Attachment A10 - EHBs SonarQube Baseline Project Requirements 1. The Office of Information Technology (OIT), Division of Enterprise Solutions and Applications Management (DESAM) is responsible for overall operations, governance and management of the EHBs System. The following Bureaus/Offices (B/Os) are primary stakeholders of the EHBs: Bureau of Health Workforce (BHW) – BHW administers programs that are designed to strengthen the health workforce and connect skilled professionals to rural, urban, and tribal underserved communities nationwide. Bureau of Primary Health Care (BPHC) – BPHC oversees the Health Center Program, a national network of health centers that provide comprehensive primary health care services to more than 24 million people nationwide, regardless of a patients' ability to pay, charging for services on a sliding fee scale. HIV/AIDS Bureau (HAB) – HAB administers the Ryan White HIV/AIDS Program, which provides a comprehensive system of care for people living with HIV. The Program works with cities, states, and local community-based organizations to provide HIV care and treatment services to more than half a million people each year. Healthcare Systems Bureau (HSB) – HSB encompasses a diverse set of programs focused on protecting the public health and improving the health of individuals, including: solid organ, bone marrow, and cord blood transplantation; Hansen’s Disease direct patient care, provider education, and research; and the 340B Drug Pricing Program. Maternal and Child Health Bureau (MCHB) – MCHB programs serve more than 50 million women, children and families each year, including half of all pregnant women and one-third of all infants and children in the United States. Office of Federal Assistance Management (OFAM) – OFAM provides assurance of the financial integrity of HRSA's grant programs, and oversees HRSA grant activities to ensure they are managed in an efficient and effective manner. Office of Regional Operations (ORO) – ORO provides regional, state and community training and technical assistance through HRSA's ten regional offices. Federal of Office of Rural Health Policy (FORHP) – FORHP provides policy support to the Office of Secretary and supports a number of rural health programs, including rural health networks, black lung clinics, telehealth, and veterans’ rural health access programs. Office of Global Health (OGH) – OGH provides leadership, coordination, and advancement of global health programs relating to sustainable health systems for vulnerable and at-risk populations in collaboration with HHS Office of Global Affairs, other agencies, international organizations, and partners. Other offices within HRSA such as the Office of Planning, Analysis and Evaluation and Office of Legislation also use the EHBs to support their operations. The contractor will be required to have an extensive background in the grants award life cycle, which encompasses application submission (Grants.gov integration), application review, funding, awards (ACF GATES Integration), grant administration, post-award monitoring, and closeout processing. 2. Contractors must demonstrate its compliance with Capability Maturity Model Integration (CMMI) Level 3 processes and provide written proof of CMMI Level 3 certification. This means that vendor’s engineering processes are defined for process areas such as Decision Analysis and Resolution, Integrated Project Management, Organizational Process Definition, Organizational Training, Product Integration, Requirements Development, Testing, Risk Management, Technical Solution, Validation, and Verification. 3. The contractor is required to support the overall functionality of HRSA’s Electronic Handbooks (EHBs), which includes all systems development services for EHBs development, modernization, and enhancement (DME) activities, system architecture, internal and external system interfaces, web sites (Intranet as well as public-facing), data analytics and dashboards, cloud migrations, current and future adoption of software development life cycle (SDLC) tools and technologies, future optimization, innovation and growth, and Program Management activities. Capability Statements In response to this Sources Sought Notice, HRSA is seeking capability statements from small businesses who can demonstrate experience in successfully managing Government contracts involving writing requirements, designing, coding, testing, and implementing changes (fixing defects, modernization and enhancements) to a system similar to the size, scope and complexity in a multi-vendor environment that impacts multiple stakeholders and contractors. Capability statements are NOT proposals and shall not address price/cost. The vendor community is asked for information that demonstrates that they have the expertise and capacity to meet the requirements of this work. Respondents shall provide enough information for HRSA to make an informed determination of their capability to perform the work as identified below. No marketing literature shall be submitted in response to this notice. When responding to this notice, vendors must demonstrate their experience in operating and maintaining an enterprise systems of a similar capacity and complexity in a multi-vendor environment that impacts multiple stakeholders and contractors. A mere statement that the vendor has a required capability is not sufficient. When responding to the following questions, vendors must provide specific and detailed examples of work that was performed that demonstrated required capabilities and the level of effort that was involved, within the last three (3) years, for each and every one (ADDRESS EACH REQUIREMENT SEPARATELY) of the following requirements: Do you have experience in program and project management experience with writing requirements, designing, coding, testing, software implementation, and maintaining large IT systems (similar in size, scope, and complexity of the EHBs) that require (a) implementing changes (fixing defects, modernization and enhancements); (b) multiple tasks being performed with different client groups simultaneously; (c) developing and maintaining large databases from multiple extracts; (d) applying and/or developing and maintaining analytical tools; (e) understanding and applying the full Software Development Life Cycle (SDLC); (f) cloud migration for large Enterprise System; (g) providing a broad range of analytic services including implementing large cloud data warehouse; and (h) working with a large number of stakeholders. Do you have the staffing capability and experience to onboard a minimum 50-100 resources that would meet federal background check criteria in a short 60 day transition period? When responding to this question please reference a recent federal contract (within last 3 years) for which you have successfully transitioned in a substantial number of personnel. Do you have experience and the ability to provide domain expertise/knowledge of grants program, grants management and reporting programs and their schedules, business objectives and expected outcomes? When responding to this question, please reference your grant domain experience in comparison to the grant phases listed in Attachment A1 such as planning, applications, pre-awards, awards, post-award, and closeout. Do you have ability and experience to manage and maintain enterprise-wide business processes through automation of functions using Selenium, Splunk, Cloud automation tools, Confluence, JIRA and other infrastructure support tools and technologies to save on-going development cost? When responding to this question, please reference your tools and technologies experience in comparison to those listed in Attachment A7 for EHBs Tools and Technologies. Do you have the ability and experience in providing recommendations for various project efforts to develop new application/modules, improve code quality, develop system documentation, improve system performance, system architecture and security, and implement the selected architecture and security changes? Please provide a sample recommendation. Do you have the experience and ability to develop and implement a transition plan (no more than 60 days) that permits for a transition period from incumbent Contractor to a new contractor? When responding to this question, please address how the vendor will ensure continuous services with no disruptions in support services, which includes providing programmatic technical expertise, program analysis, and development, modernization, enhancement and deployment support. Do you have the experience in observing, complying and operating in accordance with the framework of Systems Development Life Cycle (SDLC) or Enterprise Project Life Cycle (EPLC) policies, procedures, and processes? This includes providing high quality deliverables using HRSA approved templates and supporting gate and project reviews. Do you have the experience in complying and developing reports in support of the OMB Capital Planning and Investment Control (CPIC) process? Do you have the ability and experience in planning and executing various change management activities to support successful implementation and adoption of systems that affect over 45,000 internal and external users? This includes identification and support of both internal and external communication needs, implementation needs, strategic planning of both business and staff, as well as facilitation of project governance including a Change Control Board, user groups and feedback meetings. Do you have the ability and experience with re-engineering existing business processes and help analyze the impact on existing systems, procedures and organization? Do you have experience with developing custom reports and dashboards and the ability to maintain and develop business process metrics to help improve business performance to showcase the development of user-friendly and high-impact dashboards using tools such as Tableau that drive transparency into business operations and performance? Do you have experience with providing and updating ad hoc data sets that are required for special reporting, analyses, or one of a kind, quick-response type calls for data and reports? Do you have extensive experience in addressing complex data analysis needs where data need to be analyzed to address mission important questions and scenarios? Do you have experience collaborating with Tier I and Tier II Customer Support vendors to address complexed escalations, employ best practices for resolving issues, maintaining a knowledge database for resolved issues, developing temporary workarounds, and release support? Do you have experience with ensuring that all system capabilities are Section 508 compliant? Do you have the ability and experience with developing high performing loosely coupled micro services and maintain interfaces to share data between multiple HRSA and non-HRSA systems? The interfaces will exchange data using various data structures and provide security and access control capabilities. Do you have the ability and experience with managing deployments between different environments including development, quality assurance (QA), user acceptance testing (UAT), and collaborate with multiple vendors for staging into pre-production environment? Do you have the extensive experience with managing and automating the entire testing cycle for large IT systems? Testing lifecycle includes activities such as unit testing, functional testing, regression testing, integration testing, creating test strategy, testing plan, test cases, executing test cases, development of automated data generation scripts and recording results, addressing defects resulting from development, perform performance testing, UAT and data migration testing. Do you have the ability and experience with developing software and managing processes using the agile development methodology? Do you have the understanding and experience with responsive and mobile application design? As responsive design is an integral part of EHBs web applications. Responses Requested Please submit your responses by 2:00pm EST on November 30, 2020, to Lee Ericksen at lericksen@hrsa.gov in the following format: Microsoft Word (or PDF) document with page size 8.5 by 11 inches, with a minimum of 1” margins. Times New Roman, font size 12 with single spacing between lines. Submission shall not exceed 25 pages. Cover page is not included in the total page count Respondents are requested to state their capabilities and expertise in clear and concise language. Respondents are strongly encouraged to avoid use of excessive marketing and sales language. Note: Language in any resultant RFP will require all small businesses to recertify their size status at the submission of proposal. You are not required to respond to this sources sought notice if you cannot recertify your size as small. Cover Page Vendors shall include the following Business information on the Cover Page: Sources Sought Notice number, title, and date of issuance DUNS Company Name Company Address Company Point of Contact, Phone and Email address Current GSA Schedules appropriate to this effort Validation of small business status under NAICS: 541519 – Other Government Related Services (Size Standard: $27.5 million). Additional information on NAICS codes can be found at: http://www.sba.gov. Confidentiality No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). Disclaimer and Important Notes This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Respondents will not be notified of the results of this market research. Capability statements will not be returned, and will not be accepted after the due date for responses. Teaming Arrangements Firms seeking to respond to this notice as a team or to rely on subcontractors to perform any portion of the work must include the above-requested information and certifications for each entity on the proposed team or each proposed subcontractor. Since this is a small business sources capability assessment, the proposed teams’ demonstrated key capabilities related to the scope must reside with the small business respondent(s) only. Responses must also clearly indicate the nature of the teaming arrangement. The contractor and any subcontractors must not have any relationships or arrangements through business operations or its employees that could be considered as possibly lessening the company’s objectivity concerning any aspect of the proposed tasks. If such relationships or arrangements exist, contractors or subcontractors shall be required, during the procurement process (if one occurs), to identify potential conflicts of interest and discuss how the conflicts will be addressed and mitigated.