Inactive

REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT INTRODUCTION THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA) is issuing this Request for Information. This RFI is issued solely for inf... REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT INTRODUCTION THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA) is issuing this Request for Information. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation; therefore, do not submit a quote. There is no obligation for the Government to acquire any products or services described in this RFI. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA) in developing its acquisition strategy and to revise the Statement of Work (SOW). 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 notice. BACKGROUND Contractor shall deliver training and subject matter expertise to VBA Senior Analysts and Executives for the implementation of industry best practices associated with establishing an Enterprise Risk Management (ERM) program. Training shall be conducted in a classroom setting, small groups or individually as appropriate for each learning objective. In-person training is most preferred, but contractor shall deliver virtual training if VBA determines it is impractical to deliver in person training to employees located outside the Washington, DC metropolitan area. Contractor must be prepared to provide classroom facilities for up to 70 people in coordination with the VBA Chief Risk Officer (CRO) or his designee. The Contractor must be an accredited university or other accredited institute of higher education, as found on http://ope.ed.gov/accreditation/Index.aspx within the DC metro commuting area. NAICS: 611430 QUESTIONS AND CRITICAL CONSIDERATIONS FOR INTERESTED CONTRACTORS Responses are solely treated as information for the Government to consider. Direct or Indirect costs incurred in response to this RFI are at the expense of the vendor, not the Government. In accordance with the Federal Acquisition Regulations, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Any contract that may be awarded will not be based on information received or derived from this RFI, but rather on the outcome of a subsequent competitive process. It is requested that all vendors interested in participating in this effort note their interest by responding to the areas identified in the Company Details", "Capabilities Statement , and General Questions sections below. Company Details The page limit for responses to this section is 1 page. Provide company point(s) of contact information (name, email address, address, telephone, and fax numbers). Identify if your company are 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 Disadvantage Women-Owned Small Business (EDWOSB); Woman-Owned Small Business (WOSB); Historically Underutilized Business Zone (HubZone) Small Business; Large Business. Provide contracting vehicles your company holds, such as GSA schedules. Capabilities Statement The page limit for responses to this section is 3 pages. Provide an overview of your firm s capabilities to fulfill the requirements of the SOW, to include organizational and staff capability and experience. Provide a brief narrative summary of your technical approach to meet VA s high-level requirements in the attached draft SOW. Provide up to two (2) contracts that your company has performed for the same or similar requirement and of comparable size, complexity and scope. General Questions The page limit for responses in this section is 1 page. Provide feedback and recommend any changes to better support the requirements detailed in the SOW. RESPONSE SUBMISSION Please submit responses via email to ross.byrne@va.gov by Feb 28, 5:00 PM (EST) 2020. VA reserves the right to not reply to any emails, responses, and/or materials submitted. **DRAFT STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Contract: Implementation of Risk Management Best Practices 2. Background: The Office of Management and Budget (OMB) Circular No. A-123, Management s Responsibility for Enterprise Risk Management (ERM) and Internal Control, requires agencies to integrate risk management and internal control functions. This Circular defines management s responsibilities for ERM and internal control. The Circular provides updated implementation guidance to Federal managers to improve accountability and effectiveness of Federal programs as well as mission-support operations through implementation of ERM practices. The Circular emphasizes the need to integrate and coordinate risk management in existing business activities and as an integral part of managing an Agency. This Circular is issued under the authority of the Federal Managers' Financial Integrity Act (FMFIA) of 1982 as codified in 31 U.S.C. 3512, and the Government Performance Results Act (GPRA) Modernization Act, Public Law 111-352. Veterans Benefits Administration (VBA) has an approved charter for its risk governance structure and is seeking to further develop and implement a robust, integrated risk management program that will inform decision making and resource allocation. In support of this goal, the Contractor shall develop and provide products and services designed to meet VBA s risk management goals needs of Senior Analysts and Executives throughout VBA under the direction of VBA s CRO or his designee. Such support shall require a contract team with adaptable and significant expertise in ERM. 3. Scope of Work: Under this contract, the Contractor shall deliver training and subject matter expertise to VBA Senior Analysts and Executives for the implementation of industry best practices associated with establishing an ERM program. Training shall be conducted in a classroom setting, small groups or individually as appropriate for each learning objective. In-person training is most preferred, but contractor shall deliver virtual training if VBA determines it is impractical to deliver in person training to employees located outside the Washington, DC metropolitan area. Contractor must be prepared to provide classroom facilities for up to 70 people in coordination with the VBA Chief Risk Officer (CRO) or his designee. Instruction shall not exceed one year (12 calendar months). Instruction shall be phased to support VBA leadership and employees in assessing VBA s current risk culture, designing and facilitating risk assessment workshops, developing risk appetite statements, analyzing risks, identifying risk metrics, risk reporting, communications and culture change, and integrating the principles of risk management to support decision making and resource allocation. Instruction shall emphasize practical application of theory, tools and techniques using real-world risks facing VBA and build upon the work done in VBA to date. Instruction will consist of three major areas: Encouraging Culture Change to Improve ERM Effectiveness Building the ERM Process Developing the Required Analytical Tools and Risk Assessment Capabilities 4. Performance Period: The period of performance for this contract is one (1) twelve (12) month period, from date of award. 5. Recognized Holidays: The Contractor is not required to perform services on Federal holidays. Any work to be performed at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO) or in support of National Guard and Reserve. There are ten (10) Federal holidays set by law (United States Code (USC) Title 5 Section 6103) that VA follows: Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 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: Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November 6. Hours of Operation: The Contractor is responsible for conducting business that meets the needs of VBA. The Contractor shall be available 7:30 a.m.to 4:30 pm EST. 7. Type of Contract: Firm Fixed-Price (FFP) 8. Place of Performance: Tasks associated with this contract shall be performed at VBA, 1800 G St, NW, Washington DC or an accredited university or other accredited institute of higher education, as found on http://ope.ed.gov/accreditation/Index.aspx within the DC metro commuting area. The Contractor facility must be within a 45-minute commute of the VBA Washington, DC location. There could be occasional travel, up to two (2) times each location during the POP, to VBA Districts located in St. Louis, MO, Nashville, TN, Lakewood, CO and Phoenix, AZ and one (1) VBA Executive Leadership Symposium at a location to be determined. B. POST AWARD/KICKOFF CONFERENCE The Contractor shall attend any post award/kickoff conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award/Kickoff Conference with the Contractor within five business days after contract award. The Contracting Officer Representative (COR) will notify the Contractor of the specific date, location and agenda. C. GENERAL REQUIREMENTS 1. The Contractor must be an accredited university or other accredited institute of higher education, as found on http://ope.ed.gov/accreditation/Index.aspx within the DC metro commuting area. 2. Non-Personal Services: The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor feels any action constitutes, or are perceived to constitute personal services, it shall be the Contractor s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy, decision making or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government. 3. Status Meetings: The CO, COR and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor s performance or progress of the requirement. The Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post award conference and subsequent meetings will be held in person. 4. Contractor Travel: Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and Federal Acquisition Regulation 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. VA will not reimburse Contractor s local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid. All receipts will be submitted with the monthly invoice that travel occurred. 5. Provide access to any associated online learning platforms if applicable. 6. Contractor shall not release any pre-decisional or deliberative information generated in the course of the instructional activities 7. All training locations will be in coordination and with approval of Government PM or COR. Training space must be able to accommodate NTE 70 people. D. Specific Mandatory Tasks and Associated Deliverables: Contractor will frequently interact with Senior Executives throughout the period of performance, providing guidance, recommendations and support for Enterprise Risk Management. Contractor shall leverage existing ERM activities to build and support ERM. Task 1. Administration and Program Management Task 1: Part A Project Management Plan: The Contractor shall provide an updated detailed Project Management/Implementation Plan (PMP) (original is submitted as part of their quote) and briefing for the project team, within fourteen (14) days after award effective date which presents the Contractor s plan for completing the contract describing the technical approach, management plan, organizational structure and resources, and management controls that will meet the objectives of this Statement of Work (SOW). The Contractor's plan shall be responsive to this SOW and describe, in further detail, the approach to be used for each aspect of the contract as defined in the proposal. The Contractor shall keep the PMP up to date throughout the period of performance, specifically; the Contractor shall provide recommended updates in the form of tracked changes in Microsoft Word, on a monthly basis. Negative response indicating no updates are made is required. The Contractor shall use artifacts and processes determined at time of award. Further, the Government may, at any time, request additional updates that will be completed by the Contractor and delivered to the Government no more than ten (10) days after the request. Deliverable 1.A.1 Project Management Plan Task 1: Part B Project Post award/Kickoff Briefing The Contractor shall attend a project post award/kick-off briefing with VA project team, and project advisory group comprised of key stakeholders and SMEs. The post award/kick-off briefing will be held within ten (10) calendar days after contract award or as agreed upon between VA Government PM, COR, and Contractor. At the post award/kick-off meeting, the Contractor shall brief the details of the project management plan (PMP), which shall include the Contractor s intended approach, work plan, and project schedule including deliverables, tasks, and subtasks, with major milestones. Deliverable 1.B.1 Project Post award/Kickoff Briefing Task 1: Part C. Weekly Operations Meeting with Weekly Status Reports (WSR) The Contractor shall participate and facilitate weekly update meetings. Weekly meetings shall be set up after the post award/kickoff meeting, considering availability of VA PMO staff, providing phone dial in and/or web conferencing. The weekly status report shall highlight risks and issues as well as any outstanding items. The WSR shall be delivered via email to both the COR and PM. An agenda shall be provided (2) business days prior to the meeting. The Contractor, PM and/or COR shall facilitate the meeting. The Contractor shall track action items and provide minutes within (1) business day of the meeting. Deliverable 1.C.1 Weekly Operations Meeting, agenda and minutes Task 2. Course Development The Contractor, in coordination with the Government Project Manager, shall conduct research and develop course content to include measurable learning objectives, metrics to assess student learning and provisions to collect student feedback. The curriculum shall be comprehensive and include well established and valid references and learning models as well as supplemental terminal learning objectives. Deliverable 2.A.1 Instructional objectives, course materials, presentations and learning outcomes. Deliverable 2.A.2 Submit any read ahead or instruction materials two business days prior event. Deliverable 2. A.3 Develop course content as specified below in the category of Encouraging Culture Change to Improve ERM Effectiveness. Content shall include Culture Change Diagnosis and Planning 40 hours Change Management Planning and Implementation 112 hours Evaluation and Refinement 16 hours Executive Coaching (6hrs x 2 people) 12 hours Deliverable 2.A.4 Develop course content as specified below in the category of Building the ERM Process. Content must include measurable learning objectives, metrics to assess student learning and provisions to collect student feedback. The curriculum shall be comprehensive and include well established and valid references and learning models as well as supplemental terminal learning objectives. Expanding Org Awareness 7 hours Strengthening ERM Governance 10 hours Integration with Lines of Business and business processes 10 hours Developing ERM policies and processes 7 hours Demonstrating the Value of ERM 2 hours Deliverable 2.A.5. Develop course content as specified below in the category of Developing the Required Analytical Tools and Risk Assessment Capabilities. Content shall should include measurable learning objectives, metrics to assess student learning and provisions to collect student feedback. The curriculum shall be comprehensive and include well established and valid references and learning models as well as supplemental terminal learning objectives. Risk Registry and Key Driver Analysis 96 hours Management Interviews 80 hours Design and Facilitation Coaching -- Risk Assessment Workshop 56 hours Deliverable 2. A.6 Provide instructional material and learning activities tailored to reflect the VBA operational environment to include, but not limited to, materials specific to business line and field operations of claims processing, oversight, training and business operations. Deliverable 2.A.7 Change Management Leadership Skills- Provide change management support and assist with implementation, change management, and obtaining buy-in/understanding from stakeholders to ensure successful implementation. Develop course content for Change Management to include measuring objectives, student materials and mechanism to collect student feedback Change Management 4 hours Task 3: Risk Assessment Task 3: Part A Risk Culture Diagnosis Contractor shall provide technical and methodological support and conduct an environmental survey to determine current risk culture, identify gaps, and provide analysis and recommendations Deliverable 3.A.1 Risk Culture analysis report with actionable recommendations Task 3: Part B: Risk Management Interviews: Contractor shall conduct Executive risk interviews to glean organizational insight that will help uncover and identify major risks and factors affecting risk Deliverable 3.B.1 Conduct up to 30 Executive interviews- final number to be determined upon award Deliverable 3.B.2 Interview report with analysis of responses and recommendations Task 4: Governance In order to develop a strong risk program that improves risk identification and management there is a need for a strong Governance model that can be used across VBA. Task 4: Part A Create a Governance model that: Supports development of integrated departmental risk strategy Supports development of risk management policy and guidelines Assesses departmental and project-level ERM program maturity Aligns risk appetite to strategic priorities Deliverable 4.A.1 Written Governance Model that support execution of integrated risk plan Task 4: Part B Integrating ERM with Lines of Business and Business Processes Deliverable 4.B.1 Written integration plan Task 5: Risk Assessment and Measurement Task 5: Part A Risk Registry Deliverable 5.A.1 Build on existing risk registry and create related analytical products and support management deliberation on risk prioritization Task 5: Part B Risk Analytics: Deliverable 5.B.1 Develop risk reporting processes and identify key risk indicators Deliverable 5.B.2 Conduct related testing and validation activities of internal controls and provide analysis report Deliverable 5.B.3 Support development and deployment of risk prioritization tools and techniques E. SCHEDULE FOR DELIVERABLES 1. As specified in schedule of deliverables. See Appendix A for Schedule of Deliverables. 2. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the COR or his designee and CO, including a firm commitment of when the work shall be completed. This notice to the COR or his designee and CO shall cite the reasons for the delay, and the impact on the contract and provide a get-well date. The COR or his designee and COR or his designee will then review the facts and issue a response in accordance with applicable regulations. F. REPORTING REQUIREMENTS The contractor shall provide the Government Project Manager an end of project report. The report shall summary recommendations. These are due to the Government Project Manager within thirty (30) calendar days of the final day of the course. Report may be submitted electronically. G. GOVERNMENT RESPONSIBILITIES The Government shall provide the contractor with access to VBA facilities and personnel as required. H. CONTRACTOR EXPERIENCE REQUIREMENTS KEY PERSONNEL These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. These are defined as key personnel and are those persons whose résumés were submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and Government Project Manager (GPM). Any personnel the Contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel are replaced. Requests to substitute personnel shall be approved by the GPM and the CO. All requests for approval of substitutions in personnel shall be submitted to the GPM and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The Contractor shall submit a complete résumé for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing. Key Personnel are as follows: Project Manager (PM): The PM is defined as an individual with 10+ years of relevant experience. Skills/Experience: Experience relevant to the SOW of successfully directing and controlling the activities of one or more large programs. The Project Manager shall have a proven track record of engaging with large organizations at a senior level. Training Instructors): The Training Instructor(s) shall provide training & support to the VA Executive Leadership Level Enterprise Risk Management training. At minimum, all instructors shall meet the following qualifications: Hold a PhD or terminal degree in a relevant field and at least 15 years experience working in the field of risk management and or experience working with public sector organizations in the areas of organizational improvement and change management. I. GOVERNMENT FURNISHED PROPERTY, SERVICES OR INFORMATION 1. Government Property, Services: The Government will not provide any equipment or services. 2. Information: The Government will provide access to the necessary procedures and policies. Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period. J. CONTRACTOR FURNISHED ITEMS AND SERVICES The Contractor shall furnish, all facilities, equipment and supplies required to perform the work under this contract that are not listed under Government Furnished Property and Services. 1. Contractor Responsibilities: The Contractor shall only conduct business with the designated Government COR and/or Project Manager. Names shall be provided to the Contractor by the Government, in writing and updated as necessary throughout the contract period. U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR. 2. Contractor Personnel: The Contractor shall provide a Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Project Manager. These Contractor Project Manager(s) are considered Key Personnel by the Government. The Project Manager or alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the Project Manager shall have the technical knowledge of the requirement and be in the position to receive assignment, guidance and direction from the COR, GPM and CO. The Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm, Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons. 3. Identification of Contractor Employees: All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their work space area with their name and company affiliation, or as a minimum, Contractor after name. 4. Quality Control: The Contractor shall establish and maintain a complete Quality Control Program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor s quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan. 5. Quality Control Plan: The Contractor shall develop, maintain, enforce and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor s methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor s methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government s QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards. 6. Contractor Facility: Contractor must provide classroom facilities for up to 70 people in coordination with the VBA Chief Risk Officer (CRO) or his designee. K. SECURITY REQUIREMENTS The Contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required. Appendix A - Schedule of Deliverables All Contractor provided work products are to be furnished within the specified delivery schedule (see below). Any changes to delivery dates must be discussed with the CO and COR. Significant changes to delivery schedule must be requested in writing to the CO. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the CO including a firm commitment of when the work will be completed. This notice will cite the reasons for the delay and the impact on the overall project. All deliverables shall be delivered to the Government network unless otherwise noted. Deliverable Deliverable Number Delivery/Format Due Date Project Management Plan (PMP) 1.A.1 One hard copy/One electronic copy-MS Word Within 14 calendar days from award effective date Project Kickoff Briefing 1.B.1 In Person Within ten (10) calendar days from award effective date Weekly Operations Meeting 1.C.1 In Person Date and time to be determined upon award Weekly agenda 1.C.1 One hard copy/One electronic copy- MS Word Within two (2) business days of weekly operations meetings Weekly minutes 1.C.1 One hard copy/One electronic copy- MS Word Within one (1) business day of weekly meeting Instructional objectives, course materials, presentations and learning outcomes. 2.A.1 One master copy/One master electronic copy- MS Word; Hard copies of course materials based on class attendance. To be determined by COR Read ahead or instruction materials 2.A.2 One hard copy/One electronic copy-MS Word Two (2) business days prior to learning event Course content for Encouraging Culture Change to Improve ERM Effectiveness 2.A.3 One master copy/One master electronic copy- MS Word; Hard copies of course materials based on class attendance. To be determined by COR Course content for Building the ERM Process 2.A.4 One master copy/One master electronic copy- MS Word; Hard copies of course materials based on class attendance. To be determined by COR Course content Developing the Required Analytical Tools and Risk Assessment Capabilities 2.A.5 One master copy/One master electronic copy- MS Word; Hard copies of course materials based on class attendance. To be determined by COR Provide instructional material and learning activities tailored to reflect the VBA operational environment 2.A.6 One master copy/One master electronic copy- MS Word; Hard copies of course materials based on class attendance. To be determined by COR Course content for Change Management 2.A.7 One master copy/One master electronic copy- MS Word; Hard copies of course materials ...