6515--Employee Engagement Software Licensing
4 of 5 Product Description Template April 2013 DEPARTMENT OF VETERANS AFFAIRS NETWORK CONTRACTING OFFICE (NCO) 16 Central Arkansas Veterans Health Care System, 4300 W 7th St, Little Rock, AR VAMC REQU... 4 of 5 Product Description Template April 2013 DEPARTMENT OF VETERANS AFFAIRS NETWORK CONTRACTING OFFICE (NCO) 16 Central Arkansas Veterans Health Care System, 4300 W 7th St, Little Rock, AR VAMC REQUEST FOR INFORMATION 36C25622Q0073 BACKGROUND: Central Arkansas Veterans Health Care System, 4300 W 7th St, Little Rock, AR, VAMC has a requirement for an Employee Engagement Software License for a firm fixed 1 - Year (Base Year) and three (3) additional One (1) Year options (exercisable at the discretion of the Government) contract. The software license will be used to engage, gather, and analyze data in a digital platform that can be used by the executive leaders in the organization to perform action plans from results that come from up to 3000 employees at the Central Arkansas Veterans Health Care System, 4300 W 7th St, Little Rock, AR VAMC REQUESTED RESPONSES: The intent of this Request for Information is to establish sources to define the procurement strategy (e.g set-aside, sole source, unrestricted) for a solicitation that VA intends to post in the near future. Interested contractors are requested to respond in accordance with the following: Please respond to this RFI if you can provide an employee engagement software, a Utilization of push/pull technology for employee engagement will allow organizational leaders to conduct unlimited real-time crowdsourcing of ideas/feedback with groups or subgroups of employees and receive their direct input and insights as a continuous employee engagement process for up to 3,000 employees. In the response please cite your business size status. If you have an existing GSA or VA, Federal Supply Schedule contract, please include the contract details in your response. Please respond to this RFI if you can provide software that can be determined EQUIVALENT to the products listed in the table in the background section above. Please provide details on the proposed EQUIVALENT products such as Manufacturer Name, Part Number, and Description. If you have an existing GSA or VA, Federal Supply Schedule contract, please include the contract details in your response. Please note that VA is particularly interested in determining the availability of Small Business Manufacturers. If your company is a small business manufacturer of similar items, please respond to this RFI. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to stephanie.watts@va.gov. Please respond to this RFI no later than October 21, 2021 at 2 PM (CST). DISCLAIMER: This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. Central Arkansas Veterans Health Care System has a requirement to service agreement for a Employee Engagement Software License and purchase of supplies and reagents for a Base Year and three (3) additional One (1) Year options (exercisable at the discretion of the Government). Option Year Base December 1, 2021 Year 1 October 1, 2022-September 30, 2023 Year 2 October 1, 2023-September 30. 2024 Year 3 October 1, 2024-September 30, 2025 STATEMENT OF WORK FOR EMPLOYEE ENGAGEMENT PLATFORM GENERAL 1.1 BACKGROUND: At the Central Arkansas Veterans Health Care System current business practices are to receive annual input from employees through the All-Employee Survey- a national survey of pre-defined questions/categories. This employee engagement method may keep an organization in a continuous cycle of asking employees for feedback which will then allow leaders to create yearly action plans that may seem insurmountable or general in nature. Employees who are queried just one time a year may not feel engaged with the organization or motivated to provide insights and recommendations if they feel their feedback is not being heard or acted upon. 1.2 SERVICES REQUIRED: A digital online employee focus group engagement platform that allows Executive Leaders to organize many voices at once, and have enhanced, focused conversations at scale that includes the ability to create and send targeted customizable questions, crowdsourced voting, prioritized real-time results, visual data and infographics and trend analysis dashboards about feedback obtained through an anonymous and transparent electronic process either thru email, text or on-demand tablet. Utilization of push/pull technology for employee engagement will allow organizational leaders to conduct unlimited real-time crowdsourcing of ideas/feedback with groups or subgroups of employees and receive their direct input and insights as a continuous employee engagement process for up to 3,000 employees. OBJECTIVES for an employee engagement platform: conduct unlimited pulses implement multiple pulse campaigns employee feedback posted every 2 hours dashboards updated three (3) times per month response data is exportable data can be sliced and diced for presentations and actions plans PERIOD OF PERFORMANCE: Base plus three (3) option years 1.4.1 Base year: Date, 1.4.2 Option year 1: 1.4.3 Option year 2: 1.4.4 Option year 3: 2. DEFINITIONS SaaS: Software as a Service 3. SOFTWARE AS A SERVICE (SaaS) required for: Central Arkansas Veterans Healthcare Systems 4300 West 7th Street Little Rock, Arkansas 72205 4. CONTRACTOR RESPONSIBILITIES: Software Deliverables Provide an enterprise digital focus group platform that includes qualitative voting functionality based on statistical analysis which provides s a rank ordered list of the most impactful solutions to drive the best clinical, operational, cultural, employee, Veteran and business-related outcomes Real-time crowdsourced anonymized input of ideas from various workgroups, locations and by service/manager Ability to capture and share actionable, crowdsourced feedback in real-time to leverage organizational intelligence Ability to coordinate multiple/concurrent pulse(s) digital focus groups Ability to add gamification to a pulse Cloud storage for data Software compatibility with multiple computing platforms Platform able to accommodate up to 3,000 live users Pulse(s) can be internally created/developed/customized locally Pulse can be disseminated via text, internal email system, software email system and accessible via smart phone, tablet, computer and laptops. A pulse question library of multiple metric (Likert scale, Agreement, Net Promoter Score, Yes/No) and crowdsourcing questions designed to validate behaviors, create alignment, drive accountability and improve all areas of organizational performance including but not limited to: Patient and Veteran Experience Clinical, quality processes Operational efficiencies Strategy and Alignment Diversity and Inclusion Provider Engagement Reduce litigation risk (reduce HAIs, HAPUs, falls) Recruitment, Talent Retention, Onboarding New leadership development Change management 360 Feedback Employee Wellness Innovation Operational processes Net Promoter Score Business Outcomes Multilanguage capabilities Able to hide specific data elements based on security roles Able to hide demographics filters based on security roles Able to monitor action planning, create accountability and ensure improvement Immediately available, downloadable infographic provides data summary, rank ordered impact solutions and qualitative comment theme analysis for presentations or easy sharing Filterable leaderboard shows crowdsourced answers in order of priority to determine most impactful solutions Customizable level of transparency Individual leader reporting based on location and organizational structure Ability to recognize patterns with benchmarking data Ability to configure screen with VA logos Data results displayed in real-time and prioritized based on votes Data from multiple years can be displayed Crowdsourced feedback data displayed in multiple formats, tables and graphs and graphics to include heat maps to identify greatest opportunities for improvement. Data is exportable to include organizational results comparison by demographics (e.g. Location and Division) and by Manager 508 Compliant PLANNING & IMPLEMENTATION Provide tailored employee engagement strategy including best practices, communication templates, insights review toolkits. Provide on-site or virtual training sessions for leaders and managers. Any system upgrades will have training sessions Assist managers in creating user manuals Configure/customize employee workgroups Create pulse campaigns Technical support online and via phone 5. PROPRIETARY INFORMATION STATEMENT Data collected from VA employees is the intellectual property of the CAVHS and may not be used by the contractor for any purpose except in an anonymized, aggregated way for improvement and reporting purposes. 6. SECURITY REQUIREMENTS 6.1 Data is secure and not mixed with data from other company 6.2 Data will only be available to employees of CAVHS on a privilege basis 6.3 Backup systems to store data and the data will be purged upon notification by the CAVHS administrator 6.4 FedRAMP Ready 7. VA RECORDS POLICY All records (administrative and specific) created during the period of the contract belong to CAVHS and must be returned to CAVHS at the end of the contract or destroyed in accordance to the VHA Record Control Schedule (RCS)10-1. 8. RECORDS MANAGEMENT STATEMENT 8.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 8.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 8.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 8.4 [FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [FACILITY]. The agency must report promptly to NARA in accordance with 36 CFR 1230 8.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 8.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub- contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 8.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy. 8.8 The Contractor shall not create or maintain any records containing any non- public [FACILITY] information that are not specifically tied to or authorized by the contract. 8.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 8.10 The [FACILITY] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 8.11 Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Â
Data sourced from SAM.gov.
View Official Posting »