Loren Data's SAM Daily™

FBO DAILY ISSUE OF DECEMBER 11, 2010 FBO #3304
DOCUMENT

D -- Strategic Capital Investment Planning (SCIP) Automation Tool (SAT) - Attachment

Notice Date

12/9/2010
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;Technology Acquisition Center;260 Industrial Way West;Eatontown NJ 07724
 

ZIP Code

07724
 

Solicitation Number

VA11811RP0050
 

Response Due

12/15/2010
 

Archive Date

2/13/2011
 

Point of Contact

Juan Quinones
 

Small Business Set-Aside

N/A
 

Description

Questions and Answers 12/9/2010: Question 1: ROM should this be in time or dollars? Answer 1: The ROM should be in dollars. An estimated time and schedule to complete the effort would be beneficial as well. Question 2: How many users of this system are anticipated? Answer 2: It is estimated that there will be 400 users. Question 3: Do standards exist already to measure the gaps against? Answer 3: Yes, there are current standards available. Below are examples of the standards that exist to measure gaps against. Gap Analysis - Access The access gap is defined as the ability for Veterans to access the services they are in need of within a defined geographical area. Some organizations do not apply to Access gaps; however the ones who do apply the same principle; providing needed services to Veterans in their communities. Organization specifics are provided below. a)VHA - Access gap is based on the number of enrollees within the defined guidelines (drive-time to the nearest facility for a specific type of care). The goal is not 100% access, but to target areas with limited access and large Veteran enrollees are key areas of focus. b)NCA - Access gap is providing the burial capabilities in existing cemeteries to meet demand and expanding to new areas (satellites or new service). c)VBA - Not applicable. d)OIT - Not applicable. e)Staff Offices - Not applicable. Gap Analysis - Utilization The utilization or workload gap is defined as the demand for services that is estimated through the future planning horizon. The gap is identified by comparing the current workload demand to the projected need for services. If a gap exists that can be reduced by a capital or non-capital solution, but only non-capital solutions are chosen to reduce it, include an explanation in the Strategic Capital Assessment of the possibility and effect of using non-capital solutions (e.g., telehealth, purchased care, extending business hours, etc.). Some organizations do not have utilization or workload measures, but where measures exist, the different metrics are described below. a)VHA - Utilization gap is based on Bed Days of Care (BDOC) for inpatient care, Clinic Stops for outpatient care and procedures for Dental Clinic. Projections are broken into 11 groupings (Strategic Planning Categories) and compared to base year actual workload. b)NCA - Not applicable. c)VBA - Workload is defined as the number of claims processed. d)OIT - Not applicable. e)Staff Offices - Not applicable. Gap Analysis - Space Space gap is defined as the amount of square footage needed (or in excess of need) to meet the demand. The need for space has different drivers and classifications for each organization as noted below. In cases of excess space, disposal or reuse of that space should be included as a way of addressing the gap. a)VHA - Space gap is identified using a full analysis of existing space, planned divestitures, and funded additions to space, compared to an ideal state of available space. The ideal space is generated using projected workload for the FY 2019 using the Space Calculator tool. Details of this analysis are available in supporting documentation for 2019 Space Analysis. b)NCA - Space gap is identified as the need for additional space due to increase in demand at a given facility, resulting in the need for committal shelters or administrative space to effectively meet the demand. c)VBA - Space gap is generally defined as additional space needed to support new FTE requirements. The FTE would be used to address workload or demand gaps and require space for operation. d)OIT - Space gap is generally defined as additional space needed to support new FTE requirements. In addition, OIT may have space needs due to consolidation or loss of space in existing facilities. e)Staff Offices - Space gap is defined as additional space needed to support new FTE requirements. The input for the space gap is always the amount of space that is being added or removed based on the methods above. The gap, either a space need or excess space should be addressed such that the total proposed space equals (or is within the guidelines) of the gap. Space excess should have offsetting reuse or disposal and space needs should have offsetting new space with major, minor, leasing, etc., space. Gap Analysis - Condition The condition gap as defined in the SAT is an estimate of dollars needed to address deficiencies at the facilities. These deficiencies are identified via assessments and critical issues are assigned correction estimates. The level of assessment is different for each organization as noted below. a)VHA - Condition gap is derived from the Facility Condition Assessment (FCA) process. b)NCA - Condition gap is derived from internal assessments conducted at the facilities. Different systems are used for NCA compared to the FCA process, but the intent is the same. In addition, NCA has information related to the Visual/National Shrine quality at the facilities that fits within the condition gap. c)VBA - Condition gap is derived from the Facility Condition Assessment (FCA) process. d)OIT - Condition gap is derived from the Facility Condition Assessment (FCA) process. In addition, OIT has conducted an internal assessment (Facility Infrastructure Standards and Improvement or FISI) at selected sites to identify IT specific condition issues not capture as part of the FCA process. e)Staff Offices - Condition gap is derived from the Facility Condition Assessment (FCA) process. The input for the condition gap is always the dollar amount (whole dollars) of deficiencies that will be addressed by the methods above. This is not the project cost; it is only the deficiency amount being addressed. The gap (dollar amount) should be addressed such that the total FCA amount equals (or is within the guideline) of the gap. Gap Analysis - Energy The Energy Gap template is designed to identify the energy goals and targets outlined in executive orders that are directly related to facility energy usage. The energy gap is defined by the EOs, therefore all VA organizations are expected to comply with the established goals and provide a copy of the energy management plan. The input for the energy gap is always the dollar amount (whole dollars) that will be needed to meet the defined target/goal by the available capital program types. As there is no specific gap for energy, only annual or future year targets to address, the total investment amount does not need to offset any specific gap. Investment dollars should be aligned and sequenced such that the annual goals are met and any future year targets are met. Gap Analysis - Other Gaps The Other Gap template is used to capture legitimate gaps that do not have specific quantitative analysis to provide the exact gap to be addressed. The following gaps are examples of gaps that could be addressed in the Other Gaps area of the SAT. This is not intended to be a full list of all options, only a sample. a)Security b)Privacy c)Parking d)Functional e)New Services f)Other All gaps need to be explicitly defined in this section of the SAT, with some metric as to the size of the gap being provided. Since this is user input, there is no specific organizational definition. Parking gaps must be accompanied by a parking analysis. Physical Security Assessments should serve as the starting point for security gap correction costs, however descriptions of specific deficiencies must NOT be included in this submission. If land acquisition is the only way to meet required vehicle stand-off security requirements, it should be included as a cost in the appropriate construction program. The input for the other gap will vary based on the user defined gap, but generally would be dollars or units being made accessible based on the methods above. The outcome of the Other section is simply that any gap defined here, along with its metric, is addressed by the investment amount required for closing that gap. Question 4: Section 1, question d: do you have examples of the business rules? Answer 4: The list provided below should be considered examples only and may be subject to change. Business Rules: The following are examples of business rules that should be applied to the specific gap areas, in addition to the basic data validation for individual fields. Gap Analysis - Access: 1) If any individual field fails validation upon entry, display error message and prevent entry of that data. 2) If the "Post Plan % Enrollees Inside Access Standards" field exceeds the defined target upper bound (variable, currently 73%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. (VHA Only) 3) If the "Post Plan % Enrollees Inside Access Standards" field is lower than the defined target lower bound (variable, currently 67%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. (VHA only) Gap Analysis - Utilization: 1)If any individual field fails validation upon entry, display error message and prevent entry of that data. 2)If the "Post Plan % Utilization Gap Addressed" field exceeds the defined target upper bound (variable, currently 100%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 3)If the "Post Plan % Utilization Gap Addressed" field is lower than the defined target lower bound (variable, currently 95%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 4)If "Gap From Baseline" is a negative number there is no gap and no entry should be allowed in the Planned fields. Gap Analysis - Space: 1)If any individual field fails validation upon entry, display error message and prevent saving of that data. 2)If the "Post Plan % Space Gap Addressed" field exceeds the defined target upper bound (variable, currently 100%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 3)If the "Post Plan % Space Gap Addressed" field is lower than the defined target lower bound (variable, currently 95%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 4)Gaps may be positive (space need) or negative (excess space), % of gap addressed should reflect % of the gap regardless of positive or negative. 5)If any data is entered into the "Planned - Other" column, require the "Other Explanation" field to be populated before allowing to save. 6)If "Post Plan % Space Gap Addressed" at the station level is within bounds, but individual space types are outside of those bounds, provide a warning and require the "Comments" field to be populated before saving. Gap Analysis - Condition: 1)If any individual field fails validation upon entry, display error message and prevent saving of that data. 2)If the "Post Plan % Condition Gap Addressed" field exceeds the defined target upper bound (variable, currently 100%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 3)If the "Post Plan % Condition Gap Addressed" field is lower than the defined target lower bound (variable, currently 95%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 4)If any data is entered into the "Planned - Other" column, require the "Other Explanation" field to be populated before allowing to save. 5)If "Post Plan % Condition Gap Addressed" at the station level is within bounds, but individual systems are outside of those bounds, provide a warning and require the "Comments" field to be populated before saving. Gap Analysis - Energy: 1)If any individual field fails validation upon entry, display error message and prevent saving of that data. 2)If any data is entered into the "Planned - Other" column, require the "Other Explanation" field to be populated before allowing to save. Gap Analysis - Other Gaps 1)If any individual field fails validation upon entry, display error message and prevent saving of that data. 2)If the "Post Plan % Other Gap Addressed" field exceeds the defined target upper bound (variable, currently 100%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 3)If the "Post Plan % Other Gap Addressed" field is lower than the defined target lower bound (variable, currently 95%, but could be changed so need flexibility), provide a warning and require entry of explanation in the "Comments" field. 4)If any data is entered into the "Planned - Other" column, require the "Other Explanation" field to be populated before allowing to save. 5)If "Post Plan % Other Gap Addressed" at the station level is within bounds, but individual gaps are outside of those bounds, provide a warning and require the "Comments" field to be populated before saving. Projects and Resources: 1)Cost must not exceed project type 2)Primary gap must exist for facility selected 3)Gap closure must not exceed gap. This check should be completed whenever the project is saved. 4)In CAM view, projects cannot be approved if aggregate VISN/Market gaps are exceeded. 5)Funding requirements must have a dollar value in at least one column, if no funding requested, return an error and require data entry before allowing saving. 6)For all lease projects, data must be entered in more than one cell (as leases require funding in each year throughout the lease term). 7)Market Penetration percentage change values will be limited to between 0% and 5%. 8)Project creator must "submit" each project for approval by the CAM. This may either create an in-system notification or may be a mailto function which sends an automatically-generated email to the CAM to indicate that a project requires approval. 9)Administration level approvals are required for all projects and associated Network level plans to be considered "Final". Strategic Capital Assessment: 1)If any field is left blank and not answered, display error message and prevent saving of that data until all entries are completed. Question 5: Section 1, question e: can you please provide more details on what is being requested? Answer 5: The tool should not only provide a report of the manipulated data but also provide data identifying user access information; the average length of time spent inputting data, manipulating GAP information and other user statistics. (Possibly part of customizable ad-hoc reports from an administrator's perspective). Question 6: Can you please tell me if this requirement is coming out of the OI&T branch of the VA in DC? Answer 6: The Department of Veterans Affairs, Office of Asset Enterprise Management (OAEM), is accountable for meeting a number of requirements pertaining to its capital asset management. Capital Asset initiatives, which include the enhanced-use lease (EUL) program and Strategic Capital Investment Process (SCIP), are coordinated to ensure capital investments are based on sound business practices and principles and, most importantly, meet veterans' health care, benefits and burial needs. The requirement is coming from the Veterans Affairs Central Office (VACO) however it is a project being managed by the Office of Information and Technology (OI&T).
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/cdd184899fe18e43a73358b66dc454e0)
 

Document(s)

Attachment
 

File Name: VA118-11-RP-0050 VA118-11-RP-0050_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=165938&FileName=VA118-11-RP-0050-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=165938&FileName=VA118-11-RP-0050-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02341560-W 20101211/101209234236-cdd184899fe18e43a73358b66dc454e0 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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