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This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended str... This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Olin E. Teague Veterans Medical Center in Temple, Texas intends to award a brand name or equal contract award for the purchase of CTX Directors Office Employee Engagement Contract. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 511210 with a size standard of $41.5M. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. Please advise if you carry the products for this requirement. Please submit all information to Matthew Lee via e-mail: matthew.lee5@va.gov by Wednesday, 19 May 2021 5PM NOON CST. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 FE Waggl Enterprise License 0002 1.00 FE Waggl Enterprise Support STATEMENT OF WORK FOR EMPLOYEE ENGAGEMENT & VOICE PLATFORM GENERAL 1.1 BACKGROUND: At the Central Texas Veterans Health Care System (CTVHCS), current business practices are to receive annual input from employees through a national survey of pre-defined questions/categories (All Employee Survey). This employee engagement method intends to keep an organization in a continuous cycle of asking employees for feedback which will then allow leaders to create yearly action plans general in nature. Often additional feedback is required to develop SMART goals. CTVHCS has consistently had low AES data use scores indicating the need for more continuous engagement of employee feedback and collaborative discussion for generating action. 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 in a meaningful way. 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 up to 5,300 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 (4) option years 1.4.1 Base year: 08/10/2021 08/09/2022 1.4.2 Option year 1: 08/10/2022 08/09/2023 1.4.3 Option year 2: 08/10/2023 08/09/2024 1.4.4 Option year 3: 08/10/2024 08/09/2025 1.4.5 Option year 4: 08/10/2025 08/09/2026 2. DEFINITIONS CTVHCS: Central Texas Veterans Health Care System SaaS: Software as a Service 3. SOFTWARE AS A SERVICE (SaaS) required for: Central Texas Veterans Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 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 5,300 live users Pulse(s) can be internally created/developed/customized locally Pulse can be disseminated via text (push/pull), 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) 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 CTVHCS and may not be used by the contractor for any purpose. 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 CTVHCS on a privilege basis 6.3 Backup systems to store data and the data will be purged upon notification by the CTVHCS administrator 6.4 FedRAMP Ready 7. VA RECORDS POLICY All records (administrative and specific) created during the period of the contract belong to CTVHCS and must be returned to CTVHCS 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 CTVHCS 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 CTVHCS 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 CTVHCS. 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 CTVHCS 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 CTVHCS 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 CTVHCS policy. 8.8 The Contractor shall not create or maintain any records containing any non- public CTVHCS 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 CTVHCS 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 CTVHCS 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. 8.12 The Records Management Statement of the contract- 8.1, 8.2, 8.3, 8.6, 8.9, 8.10, are related to the disclosures to the Contractor of the following elements pertaining to all CTVHCS employees: Full Employee Name Employee Identification numbers (autogenerated from HR SMART employee program) Employee Email address Employee Location (campus/CBOC) Employee Departments/Service/Section