Inactive

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted... This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must respond to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541611, with a size standard 24.5 million dollars. The Department of Veterans Affairs (VA), is seeking to identify any vendor capable of providing Support Services per the Draft Performance Work Statement below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 3:00 PM EST, 05-Januarry-2024. All responses under this Sources Sought Notice must be emailed to Joshua.Gallien@va.gov with RFQ #36C10D24Q0037 Support Services in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 DRAFT PERFORMANCE WORK STATEMENT) with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. I invite you to provide any feedback / comments to improve the draft performance work statement and to reduce potential confusion. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 DRAFT PERFORMANCE WORK STATEMENT Veterans Benefits Administration Office of Mission Support (OMS) Performance Work Statement (PWS) BACKGROUND The Veterans Benefits Administration (VBA) is one of three federal agencies that together form the U.S. Department of Veterans Affairs (VA). VBA delivers services through 56 Regional Benefits offices located in each state, Puerto Rico and the Philippine Islands. VBA has additional facilities including a Records Management Center, data centers, and out-based offices located on or near military installations. VBA employees deliver benefits through six major programs and one major support division by determining claims for: 1. Disability compensation, a tax-free monetary benefit paid to Veterans with disabilities resulting from a disease or injury incurred or aggravated during active military service. 2. Supplemental income to help Veterans and their families cope with financial challenges through the Veterans Pension and Survivors Pension benefit programs. 3. Education benefits to help Veterans and their families attend higher education programs. 4. Vocational Rehabilitation and Employment to assist Veterans obtain job training, support in building a new business or independent living services for severely injured Veterans. 5. Home loan guaranty benefits and other housing-related programs to help Veterans purchase, build, repair, retain or adapt a home. 6. Life insurance for Service members, Veterans and their families to provide financial security for military families given the extraordinary risks involved in military service. 7. National Call Centers (NCCs) support Veterans by providing a central point of contact to assist with questions regarding benefits. The mission of the Facilities Directorate, Office of Mission Support (OMS) is to provide Project Management support to VBA Regional Offices and satellite locations in the areas of minor construction, property lease, operational procurements, and project budget management. This Performance Work Statement outlines the contractual requirements for a qualified service provider to support VBA s Office of Mission Support project management initiatives. The services provided through this requirement will encompass project management, process improvement, and data analytics in all areas related to minor construction and property leasing. The objective of this contract is to help ensure that VBA s minor construction initiatives are executed efficiently and effectively, achieving the desired outcomes within specified timelines and budgets. APPLICABLE DOCUMENTS In the performance of the tasks associated with this Performance Work Statement (PWS), the contractor shall comply with the following: 44 U.S.C. § 3541, Federal Information Security Management Act (FISMA) of 2002 Federal Information Processing Standards (FIPS) Publication 140-2, Security Requirements For Cryptographic Modules FIPS Pub 201-2, Personal Identity Verification of Federal Employees and Contractors, August 2013 Carnegie Mellon Software Engineering Institute, Capability Maturity Model® Integration for Development (CMMI-DEV), Version 1.3 November 2010; and Carnegie Mellon Software Engineering Institute, Capability Maturity Model® Integration for Acquisition (CMMI-ACQ), Version 1.3 November 2010 5 U.S.C. § 552a, as amended, The Privacy Act of 1974 VA Directive 0710, Personnel Suitability and Security Program, June 4, 2010, http://www.va.gov/vapubs/ VA Handbook 0710, Personnel Suitability and Security Program, September 10, 2004, http://www.va.gov/vapubs VA Directive and Handbook 6102, Internet/Intranet Services, July 15, 2008 Office of Management and Budget (OMB) Circular A-130, Management of Federal Information Resources, November 28, 2000 VA Directive 6500, Managing Information Security Risk: VA Information Security Program, September 20, 2012 VA Handbook 6500, Risk Management Framework for VA Information Systems Tier 3: VA Information Security Program, March 10, 2015 VA Handbook 6500.1, Electronic Media Sanitization, November 03, 2008 VA Handbook 6500.2, Management of Data Breaches Involving Sensitive Personal Information (SPI) , January 6, 2012 VA Handbook 6500.3, Assessment, Authorization, And Continuous Monitoring Of VA Information Systems, February 3, 2014 VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle March 22, 2010 National Institute Standards and Technology (NIST) Special Publications (SP) VA Directive 6300, Records and Information Management, February 26, 2009 VA Handbook, 6300.1, Records Management Procedures, March 24, 2010 SCOPE OF WORK This requirement is for on-site program management, process improvement and data analysis support services. The contractor personnel shall provide functional inputs and outputs on minor construction and lease project development and execution. The Contractor shall conduct a comprehensive organizational gap analysis to identify and evaluate inefficiencies and redundancies within the specified areas of operation within VBA. This analysis shall involve mapping and documenting current processes, collecting and analyzing relevant data, and identifying areas for potential improvement. The Contractor shall enumerate proposed solutions to bridge identified gaps, evaluate their potential impact, and provide an implementation strategy, including proposed timelines, resource requirements, and associated costs. The Contractor shall propose a monitoring and evaluation framework to assess effectiveness of the implemented changes and recommend necessary adjustments. All recommended solutions shall comply with relevant laws and regulations. The Contractor shall assist Facilities Directorate Project Managers and Regional Office personnel in evaluating the feasibility of minor construction and leasing projects. When applicable, the Contractor shall assist in developing project charters outlining the requirements of the project, identifying key stakeholders and required deliverables. The Contractor shall provide comprehensive data analysis services to assist the Office of Mission Support and the Veterans Benefits Administration in making informed decisions. The Contractor shall collect, process, and analyze relevant data from a variety of resources, applying statistical or other advanced methods to extract insights and patterns. The Contractor shall generate accurate and detailed reports that present the data analysis in a clear, concise, and visually compelling manner, suitable for a variety of audiences. The Contractor shall identify opportunities for improving data quality, collection methods, and analysis techniques. The Contractor shall provide ad-hoc data analysis upon request and offer professional interpretation and insight on the implications of the findings for Office of Mission Support and Veterans Benefits Administration mission objectives. PERFORMANCE DETAILS Performance Period The Period of Performance will be 12-month base period with four (4) 12-month annual option periods to be exercised at the discretion of the Contract Officer. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). If required, the CO may designate the Contractor to work during holidays and weekends. There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows: New Year's Day Martin Luther King Day Washingtons Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day 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. Place of performance The contractors may be requested to provide services throughout the United States to include Puerto Rico and the Philippine Islands, but the majority of services will be provided at the following location: U.S. Department of Veterans Affairs 1800 G St. NW Washington, DC 20006 Work may be done at contractor s facilities with COR approval. Work may be performed at remote locations with prior approval from the COR. Travel Regular or fixed recurring travel other than the primary location as listed above (Washington, DC) is not anticipated. However, occasional long-distance travel to or from VBA, VA, U.S. Government, or commercial Contractor locations may be necessary to accomplish contract tasks. Travel must be approved in advance by the by the CO or COR and will be reimbursed at cost, in accordance with the Federal Travel Regulations (FTR) and Federal Acquisition Regulation (FAR) 31.205-46. Travel within a 50-mile radius of between the contractor s facility and Government locations are considered local travel and will not be reimbursed. Travel to and from work is considered the cost of doing business and shall not be reimbursed. The Government will reimburse the contractor for all appropriate costs associated with official approved travel. Contractors performing official travel shall include copies of all receipts that support the travel costs claimed in the invoice. G&A shall not be applied. The FTR can be referenced at: http://www.gsa.gov/portal/content/102886 SPECIFIC TASKS Services performed shall be of a non-personal nature. VBA and OMS will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer- employee relationship to develop with VBA organizations or their staff and VBA organizations will refrain from any activities that create the appearance of such a relationship. Contractors shall not perform inherently governmental functions including decision-making, supervision of government employees, supervision of other contractors on other contracts and activities that create the appearance of performing such functions. The contractor shall perform the following: Program Management Support The contractor shall provide comprehensive project and program management support services to VBA organizations for a variety of projects throughout the period of performance. The project management support approaches employed by contractor staff shall be consistent with project management best practices, notably those specified by PMI s PMBOK Guide. The contractor shall assist the Government in implementing disciplined, comprehensive, flexible program and project management processes, including monitoring of project metrics, rigorous risk management, and prompt reporting on Government-approved cost, schedule, performance, and scope baselines. The Contractor shall assist the Government in drafting any required memorandums, standard operating procedures, or other official documents in support of projects or agency initiatives. Expected service requirements include, but are not limited to the following: Project Planning The Contractor shall provide assistance in the development of comprehensive project plans outlining the tasks, timelines, resources, and costs for each minor construction initiative. The Contractor shall identify potential risks associated with each project and propose mitigation strategies. Project Execution The Contractor shall assist Government personnel in monitoring progress of minor construction and leasing projects, ensuring work is progressing as per the determined timelines and budget. The Contractor shall coordinate with internal and external stakeholders, maintaining open lines of communication to ensure program objectives are met. Risk Management The Contractor shall continually identify, monitor and manage project risks. The Contractor shall document any significant risks and adjust the risk mitigation strategies as necessary. The Contractor shall communicate effectively with all stakeholders about the identified risks. Project Reporting The Contractor shall provide a monthly written report with updates on recent activities, analytics, anticipated issues, performance, and other topics as requested by the COR. The monthly status report is an overarching report providing status of tasks and deliverables identified below and plans representing all aspects of program performance. Monthly Status Report is a comprehensive report of accomplishments for each project/task assigned. This report shall accompany and be reviewed in conjunction with the vendor s monthly invoice. The Contractor shall provide a bi-weekly Significant Activity Report detailing the major achievements for the reporting period, upcoming milestones, and any items that would require VBA or OMS leadership awareness or action. Project Closure The Contractor shall assist the Government in ensuring that all project tasks are completed and deliverables are provided to the Government. The Contractor shall conduct a post-project assessment, identifying lessons learned and best practices to be applied to future projects. The Contractor shall prepare and present a final project report, detailing the project s performance against the initial plan and any recommendations for future initiatives. Task Tracking The Contractor shall develop, implement, and maintain a task tracking system that is capable of monitoring, reporting, and archiving all assigned tasks. The Contractor shall ensure the task tracking system has functionalities for setting due dates, prioritizing tasks to specific individuals or teams, and alerting for overdue tasks. 5.1.7 Document Libraries The Contractor shall create and maintain a secure, accessible, and efficient document library that allows for easy storage, retrieval, and management of all necessary Government documents. The Contractor shall implement an indexing and cataloguing system in the document library to allow for quick location and access to specific documents. The Contractor shall ensure documents are properly classified, categorized, and tagged according to Government information management standards. The Contractor shall ensure document libraries comply with federal and VA regulations regarding data privacy, security, and accessibility. Process Improvement The Contractor shall conduct thorough assessments of current processes, identify gaps and inefficiencies, and propose evidence-based improvement strategies. The Contractor shall be equipped to assist with the implementation of these strategies, including the provision of necessary training and change management support. The Contractor shall monitor and evaluate the impact of the process improvement initiatives, adjusting strategies as necessary based on performance data and stakeholder feedback. Expected service requirements include, but are limited to the following: Process Assessment The Contractor shall map and document the existing processes, highlighting the key activities, decision points, inputs and outputs. The contractor shall collect and analyze assessments related to the efficiency and effectiveness of these processes, including timelines, costs, error rates, and customer/stakeholder satisfaction. Gap Analysis The Contractor shall identify gaps and bottlenecks within the existing processes that may lead to inefficiencies, increased costs, or decreased service quality. The Contractor shall assess the impact of these gaps on VBA and OMS mission objectives. Process Redesign and Implementation: The Contractor shall redesign processes based on the proposed strategies, creating streamlined and efficient workflows. The Contractor shall assist in the implementation of the redesigned processes in collaboration with relevant stakeholders, ensuring minimum disruption to ongoing operations. Reporting The Contractor shall provide regular reports to the Government on the status of process improvement initiatives, including any change in performance metrics, issues encountered, and the results of the process improvement initiatives. The Contractor shall make recommendations for further process improvement or other strategic changes based on the results of the process improvement initiatives. Data Analysis The contractor shall provide comprehensive data analysis services. The objective is to enable data-driven decision making, enhancing operational efficiency, and fostering strategic planning. The Contractor shall proficiently handle a wide variety of tasks, including data collection, statistical analysis, and report generation. The Contractor s output shall offer valuable insights, identify trends and patterns, and facilitate informed policy decisions. The Contractor shall identify opportunities to improve data quality and analytical methodologies. The data requiring analysis includes but is not limited to capital assets (VBA infrastructure to include leased and owned buildings), budget forecasting and execution, and capital investment planning (action plans, business cases, and gap analysis). Expected service requirements include, but are not limited to, the following: Data Collection and Management The Contractor shall collect, validate, and manage relevant data from various sources in line with the Government s requirements. The Contractor shall develop and implement strategies to improve data collection methods, ensuring accuracy and consistency. Data Analysis The Contractor shall conduct detailed analysis using suitable statistical and data analysis techniques. The Contractor shall use modeling and predictive analytics to identify patterns, correlations and trends in the data. Reporting and Visualizations The Contractor shall generate detailed reports providing a thorough and accessible understanding of the data analysis findings. The Contractor shall develop visualizations such as charts, graphs, and dashboards to effectively communicate complex data insights. Insights and Recommendations The Contractor shall translate data findings into actionable insights and recommendations that align with OMS and VBA goals and strategies. The Contractor shall advise on potential implications of the data analysis for policy making, strategic planning, and operational improvements. Data Quality Improvement The Contractor shall recommend and implement methods to improve the quality of data and data analysis practices, such as enhanced data collection methods or new analytical tools. Compliance and Privacy The Contractor shall ensure all data collection, storage, and analysis activities comply with relevant regulations and ethical guidelines, especially those related to data privacy and protection. GENERAL REQUIREMENTS 6.1 Deliverables The contractor shall provide all deliverables identified in the PWS, and in formats as agreed to by the COR. All deliverables, unless otherwise specified shall use Microsoft Office compatible formats. It is common to allow stakeholders 10 business days to review and approve deliverables. Task Deliverable Description FFP and Labor Hour Date 5.1 Program Management Plan FFP Thirty (30) business days after effective date of task order award 5.1.1 5.1.3 Project plan including timelines, milestones, identified risks and mitigation strategies, resource allocation, and budget. FFP Due at the initiation of each minor construction and leasing project. 5.1.4 Monthly Status Report FFP Due on the second business day of each month throughout period of performance 5.1.4 Significant Activities Report FFP Due bi-weekly, on Wednesdays. 5.1.5 Project Closure Report FFP Due at the completion of each minor construction and leasing project 5.1.6 Task Tracking System FFP One hundred and twenty (120) days after effective date of task order award. 5.1.7 Document Library One hundred and twenty (120) days after effective date of task order award. 5.2.1 5.2.2 Process Assessment and Gap Analysis Report FFP Ninety (90) days after effective date of task order award, and ninety (90) days after each exercised option period 5.2.3 Process Redesign and Implementation Plan FFP 120 days after effective date of task order award. 5.2.4 Process Improvement Report FFP Quarterly, or as determined by process assessment and gap analysis report. 5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 5.3.6 Data Analysis and Findings Report FFP Quarterly. Option Years One through Four SCHEDULE OF DELIVERABLES: Task Deliverable Description FFP and Labor Hour Date 5.1 Program Management Plan FFP Thirty (30) business days after effective date of option year exercise 5.1.1 5.1.3 Project plan including timelines, milestones, identified risks and mitigation strategies, resource allocation, and budget. FFP Due at the initiation of each minor construction and leasing project. 5.1.4 Monthly Status Report FFP Due on the second business day of each month throughout PoP 5.1.4 Significant Activities Report FFP Due bi-weekly, on Wednesdays. 5.1.5 Project Closure Report FFP Due at the completion of each minor construction and leasing project 5.2.1 5.2.2 Process Assessment and Gap Analysis Report FFP Ninety (90) days after each exercised option period 5.2.4 Process Improvement Report FFP Quarterly, or as determined by process assessment and gap analysis report. 5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 5.3.6 Data Analysis and Findings Report FFP Quarterly. 6.2 Method and Distribution of Deliverables The contractor shall deliver documentation in electronic format, unless otherwise directed by the COR. Acceptable electronic media include: MS Word, MS Excel, MS PowerPoint, MS Project, MS Visio, Power BI, Tableau, and Adobe Postscript Data Format (PDF). 6.3 Performance Metrics The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort. Performance Objective Performance Standard Acceptable Performance Levels 5.1 Project Management Support. Each deliverable is: - comprehensive for its required scope; -feasible to implement within VA; - contains sufficient detail; - delivered on time; - in compliance with established organizational templates and formats; -written in a professional business style; - researched and analyzed in a manner commensurate with complexity of requirement; Two or fewer errors or omissions in the reports and on time 100% 5.2 Process Improvement Existing processes are accurately assessed and mapped, gaps and bottlenecks identified, sound and effective improvement methodologies identified and implemented leading to substantial gains in efficiency and effectiveness. Satisfactory or higher 5.3 Data Analysis Gaps in data collection and analysis are identified, recommendations improving data quality and analysis practices are made, and new processes leading to significance gains in data collection and analysis are implemented. Satisfactory or higher The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. A Performance Based Service Assessment Survey will be used in combination with the QASP to assist the Government in determining acceptable performance levels. KEY PERSONNEL The contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as, subcontractor efforts used in performance of this effort. Contractor management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the PWS. Key Personnel: Certain skilled experienced professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as Key Personnel and are those persons whose résumés were submitted and marked by the contractor as Key Personnel. Substitutions shall only be accepted if the contractor is in compliance with the Substitution of Key Personnel provision identified below. Key personnel for this effort include the contractor s Program Managers. PROGRAM MANAGER Description: Manager Performs tasks requiring management of a large-scale program, encompassing multiple projects, with a total lifecycle budget and complexity comparable to the task order at hand. Tasks may include planning, initiating, managing, executing, and closing out small and large scale programs in support of an agency s mission. Minimum Experience: 8 years The Program Manager at a minimum shall have experience in the concepts and principles of space and program planning to develop project requirements for renovations and/or new construction for general office space for Government agencies and/or private industries. Experience can be demonstrated by certifications such as the Project Management Institute (PMI) Project Management Professional (PMP) or equivalent. SUBSTITUTION OF KEY PERSONNEL: All contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR, and the CO at least 10 business days in advance of the proposed key personnel substitution date. The request shall include a detailed explanation of the circumstances necessitating the proposed substitution, a complete résumé for the proposed substitute, and any other information requested by the CO necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all required security requirements, including, but not limited to background checks, have been fulfilled and résumé provided and accepted. The COR and the CO will evaluate such requests and promptly notify the contractor of approval or disapproval in writing. Substituted personnel must have the same or better education, experience, and credentials as the staff originally proposed, subject to the CO s express written review and approval. GOVERNMENT FURNISHED EQUIPMENT AND COMMODITIES The Government will provide office space, telephone service, IT communication devices and commodities, VA network access when authorized contract staff work at a Government loc...