SOLICITATION NOTICE
R -- Collaborative Website SES Personnel
- Notice Date
- 5/6/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Center Acquisition Innovation Frederick;Department of Veterans Affairs;7485 New Horizon Way;Frederick MD 21703
- ZIP Code
- 21703
- Solicitation Number
- VA79810RQ0106
- Archive Date
- 6/5/2010
- Point of Contact
- Susan Wellen
- E-Mail Address
-
ct
- Small Business Set-Aside
- N/A
- Description
- Solicitation Number: Notice Type: VA798-10-RQ-0106 Combined Synopsis/Solicitation Synopsis: This document is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested and a written solicitation will not be issued. This solicitation RFQ-VA798-10-RQ-0106 is issued as a request for quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-40. The North American Industry Classification System (NAICS) number is 541511 and the business size standard is $25.0M. The solicitation is being issued as full and open competition. Small businesses are encouraged to submit offerors. The list of contract line item number(s) and items, quantities and units of measure, (including option(s), if applicable): Item # Description QTY Unit Unit Price Amount 0001 Program Management Plan 1.00 EA ____________ ____________________ 0002 Provide an assessment of 1.00 EA ____________ ____________________ Current VA Communications activities among SES, opportunities and constraints, best practices for executive communication, etc. Prepare an assessment report with recommendations for implementation 0003 Implementation of Stage I 1.00 EA ____________ ____________________ SES Shared on-line resources and interactive website 0004 Evaluation of Pilot Test for 1.00 EA ____________ ____________________ Stage 1SES Shared online resources and interactive website 0005 Implementation of Stage II 1.00 EA ____________ ____________________ SES interactive Web site 0006 Evaluation of Pilot Test for 1.00 EA ____________ ____________________ Stage 2 SES and interactive website 0007 Monthly reports on status and 1.00 EA ____________ ____________________ progress of the project; ad hoc meetings concerning the project GRAND TOTAL --- ____________________ The Department of Veterans Affairs is seeking competitive quotes for an interactive web application for the purpose of facilitating the exchange of information between Veteran Administration Senior Executive Service members across program areas. VA wishes to apply new technology to address senior management communication and leadership challenges around VA transformation initiatives. The purpose of this project is to procure qualified contractors to: "Engage VA leadership in identifying across agency communication barriers and identify tools needed for executives to operate in a more cohesive manner. "Develop an assessment report and plan with functionalities needed for creating an online community for VA executives. Implement collaborative management tools (CMT) for engaging the members of the Senior Executive Service (SES). For example, a central, interactive repository of knowledge capable of providing ongoing resources to enhance performance and assist with VA transformation efforts for present and future SES members. CMTs will include but are not be limited to access to online educational resources and information. Statement of Work Development and Implementation of a Collaborative Website for U.S. Department of Veterans Affairs Senior Executive Service Members Customer The U.S. Department of Veterans Affairs (VA), Office of Human Resources and Administration (OHR&A) Reference This requirement is issued under Human Capital Initiatives Program (HCIP) of the Office of Human Resources and Administration (OHRA). Background The Assistant Secretary for Human Resources and Administration (HR&A) provides direction and oversight to five major program areas headed by the Deputy Assistant Secretaries for Administration, Human Resources Management, Diversity and Inclusion (ODI), Resolution Management, and Labor-Management Relations. With the assistance of these officials, the Assistant Secretary is responsible for directing both policy and operational functions in these program areas. The Assistant Secretary serves as the Department's Designated Agency Safety and Health Official and is responsible for administering the Occupational Safety and Health and Workers' Compensation programs. The Assistant Secretary also serves as the Department's Chief Human Capital Officer (CHCO), advising and assisting the Secretary in carrying out VA's responsibilities for selecting, developing, training, and managing a high quality workforce in accordance with merit systems principles. As part of the Department of Veterans Affairs' Human Capital Investment Plan (HCIP), OHR&A is initiating a number of projects that are part of an enterprise-wide transformational initiative designed to develop the VA's human capital into a proactive, forward looking, and professional workforce that will provide improved service to veterans in the 21st century. The project described in this statement of requirements (SOR) regarding implementation of a collaborative website for VA executives is a key component of this transformational initiative. The goal of this initiative is to build an online community among VA executives that will be used to: Gain alignment around the Secretary's vision, Foster open communication between political leaders, members of the SES and other stakeholders, Promote idea sharing, constructive dialogue and collaboration across the Department, and Empower groups to work together. Project Purpose The purpose of this project is to procure qualified contractors to: Engage VA leadership in identifying what barriers may exist to communication across agency lines and what tools executives need to operate in a more cohesive manner; Develop an assessment report and plan for creating an online community for VA executives with the functionality it needs; Implement collaborative management tools for engaging the members of the Senior Executive Service (SES) such as a central, interactive repository of knowledge that can serve as an ongoing resource for current and future SES members better doing their jobs and assisting with VA transformation efforts. This will include but is not limited to access to online educational resources and information for members of the VA Senior Executive Service. Project Scope Successful organizational transformation relies heavily on direct, ongoing, and effective communication between leaders, intermediate managers, and front-line staff. VA wishes to apply new technology to address senior management communication and leadership challenges around VA transformation initiatives. By developing an interactive web application, VA will facilitate the exchange of information among members of the SES across program areas. While technology solutions are important to success, the most important initial challenge will be not ones of technology, but of management. As such, the contractor shall assist the VA in conducting an assessment of political and career Senior Executives from the VA to take ownership, facilitated by the contractor that will form the basis of a clear plan for how to create an online community with the functionality it needs. The action plan will include strategies for identifying the key challenges and issues facing the SES, gathering insights, building trust, and empowering members of the SES to engage in the mission of the organization.. The contractor shall work in partnership with the VA on the implementation of the recommendations outlined in the assessment report including the selection, set-up and design of the collaboration tool(s) that are the basis of the SES online community. The contractor shall then assist in implementing the communications plan and launch strategy for the site with the SES. Lastly, the contractor shall assist the VA leadership monitoring the site and in setting up metrics to measure success. The contractor shall design, develop, and implement a collaborative platform that may include the following functionality: Blogs - provide the ability to connect SES members with subject matter experts and each other in order to share ideas and foster discussion. Forums - create interactive learning communities of practice based on roles/functions (e.g. acquisition, human capital, information technology, etc). Shared resources - provide users the ability to share valued online resources. Newsletters - provide users with brief summaries of leadership strategies and tools to assist SES in managing their challenges and share informational updates from leadership. Fast track news bulletins/alerts - provide users with special notices/action alerts from the SEC/VA and his senior staff. Provide other functionality as required. Deliverables The contractor shall provide all deliverables in draft format for review by the VA. All documents, including ad hoc reports, shall be considered drafts until formally accepted in writing by the appropriate VA Project Manager (PM). The contractor shall address all comments provided by the VA on the draft deliverable. Each deliverable will be subject to inspection and acceptance by the PM, and will conform to the requirements stated in the Project Management Plan. All documents shall be created in Microsoft Word, Microsoft Project or Microsoft Excel, and other Windows compliant software as approved by the PM. The PM may request that documents be delivered in hard copy and/or electronic copy format. The contractor shall incorporate OHRM edits including any formatting or grammatical edits, and return a final draft for internal concurrence on an approved VA shared drive. Content must be in accordance with the Department of Veterans Affairs Strategic Plan FY2010- 2014 (http://www.va.gov/op3) as well as the Department of Veterans Affairs Information & Technology Strategic Plan FY 2006-2011 (http://www.va.gov/oit). TaskDescriptionDeliverablesDue Date 1.0Program Management Plan Program Management Plan Two weeks following award 2.0Monthly Reports PlusMonthly reports that cover project status and progress reports, feedback, and outcomes. Reporting shall also include Ad Hoc Reports and meetings Every month following award 3.0Assessment of Current VA Communications activities among SES, opportunities and constraints, best practices for executive communication, etc. Assessment Report and recommendations for implementation Three months following award 4.0Implementation of Stage I SES Shared on-line resources and pilot test. Implementation of Stage I Interactive website design and functionality 6 months following awards 5.0Evaluation of pilot test Evaluation Report with Recommendations for Adjustments to Current Content and Recommendations for Future Content 8 months following award 6.0Implementation of Stage II SES interactive Web site Implementation of fast track bulletins, newsletters, and educational resources10 months following award 7.0Evaluation of Stage IIEvaluation Report 12 months following award Project Plan The Project Management Plan shall be used to outline technical approaches, deliverables, dates for each deliverable and shall be used to keep the project on track. The Project Management Plan shall include, but shall not be limited to deliverable metrics, quality control and oversight procedures, tracking tools and procedures, communications strategy and materials; implementation strategy, project closeout activities and a process for feedback and reporting. The plan should include a dashboard to facilitate proactive monitoring and assessment of progress. Project Management including risk management, status updates and mitigation strategies. The plan should also outline proposed method for reporting the project's status and outcomes, both orally and electronically. Performance Management Performance assessment will be conducted periodically by HR&A project management staff. Performance measures shall include, but not necessarily be limited to, the following: Delivery of quality, effective interim and final communication products aligned to the needs of VA senior executives Adherence to agreed upon product delivery schedules Adherence to stated requirement for government resources Adherence to project management plans Ability to manage scope and apply stringent configuration management Adherence to agree upon design standards, policies, directives, and test protocols Completion of task order in accordance to plans and specifications Assessment of Current VA Communications with SES To leverage the collective knowledge of the VA senior leadership and build in a process for developing ownership, the contractor will assist the VA in conducting an assessment of the level and types of communications with senior leadership and explore potential issues of coordination, resource allocation, roles and responsibilities, and other management challenges. This will form the basis of a clear plan for how to create an online community with the functionality it needs. Examples for potential strategies for conducting this assessment include a combination of face to face and technological based approaches, such as interviews, an online survey, and a targeted online dialogue open to the SES to identify what barriers they see within the agency and what tools they need to operate in a more cohesive manner. The assessment report should define recommendations for implementation including strategies, deliverables, timelines, recommended roles of responsibility. Stage I Pilot Test and Evaluation: Prior to full implementation of the recommendations outlined in the assessment, the set-up and design of the collaboration tool(s) which will form the basis of the SES online community will be tested among a group of SES at VA. An important component of the test is to also formulate a communications plan and launch strategy for the site with the SES. Stage II. Evaluation: This will involve a more comprehensive assessment of the SES opinion regarding a number of features of the website that will inform immediate and ongoing needs for knowledge development and information required to effectively implement VA goals. This shall include practice of transformational leadership and working collaboratively. Quality Assurance and Reporting The contractor will be an integral part of the process for ongoing communications with the VA Project Director and COTR to ensure that mutual agreement on expectations are established early and revisited throughout the project lifecycle. The contractor will provide a monthly progress/status report which will recap the achievements of the last month and project timelines for the upcoming period. In addition to the required monthly written status reports, VA expects additional issues may arise which will be to be discussed as they emerge. This may require bi-weekly ad hoc reports and/or status meetings to review the quality and timeliness of work products and assess adjustments, as needed. Non-Disclosure Statement All selected contractor personnel assigned to work on this project will be required to sign a non-disclosure statement regarding key aspects of the project and project content. The form will be provided with the final award. Status Meetings The selected contractor and the VA PM shall schedule bi-weekly meetings between themselves and their respective staffs. Period of Performance: The period of performance for this project will begin within seven days of contract award and be completed no later than one year after project initiation. The collaborative website shall be implemented not later than four months after project initiation. Place of Performance The selected contractor shall conduct activities related to this project at: Veteran Administration Central Office (VACO) 810 Vermont Ave, N.W. Washington, D.C. 20420 No additional travel is anticipated. Target Audiences Engaging Senior Executives from the political and career ranks that have a broad range of experiences, professional training, and history across the VA will be important. Consideration might also be given to including leaders from the GS-15 community who have been identified as potential candidates for future SES appointments. Specifications a.All online system components must adhere to Rehabilitation Act, Section 508 compliance and VA Directive 6102 compliance where applicable. b. Proven systems design principles and practices, VA system development lifecycle specifications, and best industry practices shall be adhered to throughout this project. Data Rights Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others. The contractor and/or contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the Contracting Officer. The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor. VA shall have unlimited rights to and ownership of all deliverables provided under this effort, including reports, recommendations, briefings, work plans and all other deliverables. This includes the deliverables provided under the basic award as well as and any optional task deliverables that are exercised by the Contracting Officer. The definition of "unlimited rights" is contained in Federal Acquisition Regulation (FAR) 27.401, Definitions. EVALUATION CRITERIA: FAR 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Past Performance Technical Capability and Approach Qualifications & Experience of Staff Socio-Economic Status Price Past Performance, Technical Capability and Approach, and Qualifications & Experience of Staff, when combined, are significantly more important than price. Instructions for Preparation of Quotations Offerors must comply with the following instructions when submitting quotations in response to this solicitation. Quotations that are not submitted in accordance with these instructions may be rejected. The quotation must consist of the following information and must be divided into two parts: (1) Technical Quotation and (2) Price Quotation. Offerors must submit the quotation electronically with the two parts separately attached and clearly labeled. The font size must not be smaller than 12 pitch. Quotations must be submitted via e-mail to the following address: Susan.Wellen@va.gov Technical Quotation Offerors may include a brief introduction of their company in a one-page cover letter. The introduction may include a discussion of corporate background and facilities, office locations, general experience and capabilities, number of employees, etc. The technical quotation shall clearly address the offeror's experience and detail its approach for accomplishing the objectives and satisfying the evaluation criteria. The offeror shall fully address each of the evaluation factors and include the information required for Factors 1, 2, 3, and 4. A technical quotation may be considered unsatisfactory or unacceptable if inadequate or insufficient information is submitted, excluding it from further consideration. Offerors must not include any pricing or reference to pricing in the Technical Quotation. The technical quotation shall not exceed 15 pages, excluding the cover letter (if provided), Table of Contents (if included), personnel resumes, and past performance references. Price Quotation Offerors must provide pricing in accordance with the CLIN structure in the Pricing Schedule and any supporting documentation that the offeror deems applicable as stated in Factor 5, Price. Offerors must also include in this part copies of their GSA contracts that include the services offered and GSA pricing. Quotations will be evaluated based on the following criteria. The criteria are listed in descending order of importance. Past performance, technical capability and approach, qualifications and experience of staff, when combined, are significantly more important than price. Factor 1 - Past Performance The Offeror must identify no more than two (2) contracts (including Federal, State, and local government and private) current or completed within the past three (3) years that are similar in size, scope and complexity. If subcontracting or a teaming arrangement is contemplated, the offeror must include any relevant past performance information on previous subcontracting or teaming arrangements with the same partner. If this is a first time joint effort, each party to the arrangement must identify a minimum of two but no more than five contracts (including Federal, State, and local government and private) current or completed within the past three (3) years that are similar in size, scope and complexity. The Government will consider the relevance of past performance information obtained in relation to the scope of this procurement. Past performance information will be evaluated based on work of similar size, scope and complexity and to determine the quality of the offeror's past performance as it relates to the probability of success of the required effort. The offeror will be evaluated on the extent to which the offeror met subcontracting goals and requirements under previous and existing contracts, quality of services, timeliness of performance, management effectiveness, and customer satisfaction. Offerors must include the following information for each contract identified: - Name and address of the agency or organization - Name of reference point of contact, including title, telephone number and e-mail address, that can provide information regarding the offeror's performance - Contract Number - Contract type - Total contract dollar value - Project title and brief description of work performed - Contract period of performance The reference point of contact provided should be able to provide firsthand input about the offeror's performance. Offerors should verify current availability status of the reference prior to submission of their quotations as the references will be contacted. Offerors are required to state in their quotations any problems encountered on the identified contracts and the corrective action the offeror took to resolve the problems. Government evaluators reserve the right to contact any of the provided references to solicit additional information or clarification regarding the offeror's past performance. Government evaluators may also research the offeror's performance on any federal, state, local or commercial contract performance of the offeror that is known to the evaluators, but not included as a reference on a submitted quotation. Government evaluators may also utilize various federal, state, and local past performance databases including, but not limited to, Past Performance Information Retrieval System (PPIRS), Contractor Performance Assessment Reporting System (CPARS), and DLA's Mechanization of Contract Administration Services (MOCAS) system. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will receive a neutral rating. Factor 2 - Technical Capability and Approach The offeror must provide a clear and concise plan specifying its approach and methodology for accomplishing the statement of work. The offeror must describe any proposed teaming arrangements (e.g. subcontractor or any other teaming arrangement). The offeror must provide the names of the subcontractors and entities in the proposed arrangement and clearly state the functions and responsibilities that will be performed by each entity. The plan must clearly demonstrate the offeror's understanding of the scope and intent of the requirement. The offeror should identify the project team proposed for the work (identification of persons that will be assigned to the individual tasks). Offeror must demonstrate its ability to perform the tasks described in the statement of work. Offeror must demonstrate its knowledge and experience in working directly with federal agencies and performing tasks similar in nature to this requirement. Offerors are reminded that the burden of providing sufficient data rests with the offeror. Factor 3 - Qualifications and Experience of Staff The offeror must provide a list of personnel that will be assigned to this project and their availability. The offeror must identify the individuals that will serve as key personnel for the project. Resumes, including education, qualifications, relevant experience, and any other pertinent information, must be provided for each of the personnel that will be assigned to this effort (including subcontractors, if any). The resumes shall be no more than two (2) pages for each proposed personnel. Offeror will be evaluated on the qualifications and relevant professional experience of the proposed staff in performing tasks that are similar in nature to the tasks described in the Statement of Work. This includes knowledge of and experience in working with members of the Federal Senior Executive Service, knowledge of VA's work and challenges and experience in working with government leaders to leverage web 2.0 technology and the benefits of collaborative technology to solve complex problems. Factor 4 - Socio-economic Status In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business status and their proposed use of eligible service-disabled veteran-owned small businesses and veteran-owned small businesses as subcontractors. Eligible service-disabled veteran-owned offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor. To receive credit, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov). Non-veteran offerors proposing to use service-disabled veteran-owned small businesses or veteran-owned small businesses as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the VetBiz.fov VIP database (http://www.vetbiz.gov). Factor 5 - Price The offeror shall provide pricing using the Pricing Schedule provided in this solicitation, including any supporting documentation that the offeror deems applicable. The offeror shall specify the level of effort and labor categories that will be required to perform the service. (a) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) Small Business Considerations: Small businesses are encouraged to submit quotes. Shipping Information: Department of Veterans Affairs Center Acquisition Innovations Frederick 7485 New Horizon Way Frederick, MD 21703 Clauses and Provisions: Offerors must comply with all instructions contained in provision 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition. The following additional provisions and clauses apply: 52.212-2, Evaluation-Commercial Items (see complete clause above). 52.212-3, Offeror Representations and Certifications-Commercial Items, Current registration in ORCA is required, ORCA website https://orca.bpn.gov. 52.212-4, Contract Terms and Conditions-Commercial Items. 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, to include clauses: 1,10,11, 15, 18,19,21,22, 23, 24, 25, 31, 34, and 40. FAR 52.212-5(c) clauses1, 2, and 3. The following additional FAR and VAAR clauses and provisions apply: CCR Clause: Attention: Contractor must be registered in CCR to be considered for award. FAR 52.204-7, Central Contractor Registration (Oct 2003) (B) (2) the offeror shall provide its DUNS or, if applicable, it's DUNS+4 number with its offer, which will be used by the contracting officer to verify that the offeror is registered in the CCR database. (C) Lack of registration in the CCR database will make an offeror ineligible for award. Offerors and contractors may obtain information on registration and annual confirmation requirements by calling 1-888-227-2423 or 269-961-5757, or via the Internet at http://www.ccr.gov. FAR 52.252-2, Clauses Incorporated by References (Feb 1998). This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. FAR 52.233-1, Disputes; FAR 52.233-2, Service of Protest; VAAR 852.209-70, Organizational Conflicts of Interest; VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors; VAAR 852.215-71,Evaluation Factor Commitments, VAAR 852.216-70, Estimated Quantities; VAAR 852.233-70, Protest Content/Alternative Dispute Resolution; VAAR 852.233-71, VAAR 8252.237-70, Contractor Responsibilities; VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference; VAAR 852.270-1, Representative of Contracting Officer, VAAR 852.273-70, Late Offers; Alternate Protest Procedures, VAAR 852.273-74, Award Without Exchanges; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources; VAAR 852.273-76 Electronic Invoice Submission; VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference. Full text clauses are available at http://farsite.hill.af.mil/VFFARa.htm. The Federal Contractor Program requires that any contractor receiving a contract from the Federal Government in the amount of $100,000 or more, or any subcontractor receiving a contract in the amount of $100,000 or more from such a covered contractor must file a VETS-100 Report on an annual basis. **Please ensure that this report has been filled out. To register, go to http://vets100.cudenver.edu/. The preferred method for submitting quotes is by e-mail at the following address: susan.wellen@va.gov. Quotes and any applicable attachments must be received no later than May 27, 2010 at 3:00 p.m. EST. Quotes must include the name, telephone number and email address of a company representative that can be contacted, the company's address, DUNS number, and TIN number. Contact: Susan Wellen, Contracting Officer, at susan.wellen@va.gov. Quotes may also be sent to: Rosa Rivera, Contract Specialist, at rosa.rivera@va.gov.
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