Loren Data's SAM Daily™

FBO DAILY ISSUE OF DECEMBER 22, 2011 FBO #3680
DOCUMENT

R -- Executive Program Doumentation Management - Attachment

Notice Date

12/20/2011
 

Notice Type

Attachment
 

NAICS

541910 — Marketing Research and Public Opinion Polling
 

Contracting Office

Department of Veterans Affairs;Program Contract Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA70112I0068
 

Response Due

12/28/2011
 

Archive Date

4/5/2012
 

Point of Contact

Shon Johnson
 

E-Mail Address

m
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Notice VA-701-12-I- 0068 Health Information Operations and Services Office of Health Information Veterans Health Administration Executive Program Documentation Management I. Introduction: This Sources Sought Notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses will not be considered as proposals, nor will any award be incurred by interested parties responding to this Sources Sought Notice. The purpose of this Sources Sought Notice is to seek interested sources (Contractors) for near-future solicitation(s) and procurement(s) for Executive Documentation Management. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. II. Background: The Veteran's Health Administration (VHA) Office of Informatics and Analytics (OIA) has three principal components: Office of Analytics and Business Intelligence (OABI), Health Information Governance (HIG), and Health Informatics (HI). Under OIA information flows through up to 20 program area directors and out to the VISN's nationally. Executive Documentation Management is required for actions that originate internal or external to the VA that require action from the directors of the program areas. These program directors are often called upon to respond to Veteran's correspondence, Congressional inquiries, policy and procedure reviews, etc. The VHA OIA is seeking Contractor support to direct, track and store information passed through these levels. III. Requirements: The scope of work for this work encompasses two major areas: Communications and Document Management. The scope of this work pertains to the management and coordination of various forms of communication activities within the appropriate timeframe for the OIA Offices. All documentation pertaining to the management of communication will be secure on the VHA SharePoint website for access and portability. Programs within OIA that will be supported are listed below: -Executive Offices of OIA, OABI, HIG, and HI -Performance Management -Operational Metrics -VA Support Service Center -Web Solutions/ Corporate Data Warehouse Governance -Analytic Support -Health Information Management (HIM) -National Data Systems -Information Access and Privacy -VA Library Network -VACO Library -Health Care Security Requirements Compliance -Data Quality Program -Standards and Interoperability -Veterans/Consumer Health Informatics -Integrated Health Record -Bar Code Resource Office -Human Factors -Applied Informatics Services -Knowledge Based Services Tasks under this scope will be performed in VA facilities located in: Albany, New York, Washington DC, Bay Pines Florida or Silver Spring, Maryland. SAMPLE TASKS AND DELIVERABLES 1.0Executive Communications Coordination 2.0Executive Document Management 3.0 OIA Internet/Intranet and SharePoint Web site support 1.0Executive Communications Coordination: The Contractor shall provide executive communications coordination for all program areas listed above, on behalf of OIA Executive Office and the OABI, HI and HIG principle components. This will include any executive correspondence originating from internal or external to the organization that is directed to, or requires action from the mentioned national Program Offices. The Contractor shall coordinate with the appropriate Program Office to transfer, deliver, assign for action, obtain input, process requests or route for further dissemination letters, messages, e-mails, and legislative inquiries to the appropriate offices and flag for follow up as required. The contractor will track correspondence as received and maintain a variety of communication materials. The Contractor shall record discussion content and facilitate focused decision-making. The Contractor shall ensure appropriate back-up/cross coverage for this task and corresponding deliverables. 1.1Track executive correspondence including correspondence formally coordinated through the VAIQ system*. *VAIQ is an internet based software tool used for document tracking that is used to manage internal and external communications and routing. The selected Contractor will be expected to have an intermediate level of competence working with this software. The Contractor shall monitor VAIQ for assignments to Program areas identify respondents within Program Offices based on topic and required expertise, provide pertinent background and research information required for a fully researched response to Directors, coordinate and edit input from Program Offices, seek approval of final documents, upload formal responses in the VAIQ system, and maintain correspondence files. On average, there will be approximately 50 documents being tracked at any given time. Other types of correspondence the Contractor shall track, coordinate, and/or edit include but are not limited to Congressional inquiries, materials from the Interagency Program Office, and other executive correspondence that comes from internal and external stakeholders. 1.2Plan, organize, coordinate and schedule meetings in support of Program activities and initiatives for the OIA Executive Office, OABI, HIG, and HI. Schedule meetings (teleconference, video, and face-to-face) as identified by the Program Directors, disseminate background information out to meeting participants identified as required by the Program Managers, and take and distribute meeting notes including action items/summaries to participants. There are estimated 30-40 conference calls/coordinated meetings per week. This requirement will be identified by one of the Program Managers and the Contractor shall follow set procedures to provide the support required to facilitate the meeting. 1.3Develop, compile, edit, track, and maintain executive correspondence / materials in support of OIA, HIG, and HI activities, including; briefs, issue papers, white papers, memorandums, legislative correspondence, weekly issue reports to senior leadership, annual reports, standard operating procedures, and Veteran correspondence. Work with OIA staff to compile, research, and develop content for materials. On average approximately 25 documents will be processed per month. Most documentation/materials will require same day response. Completed documents will be tracked and stored on SharePoint. Deliverable 1.0: The Contractor shall include a weekly summary of the executive communication coordination actions that will include for task 1.1 tracking the number of correspondence logged into the VAIQ system; task 1.2 summarizing the meetings held, scheduled and support provided identified by program area; and task 1.3 will include a summary of the materials worked on for each of the executive offices for OIA, HIG, and HI. 2.0Executive Document Management: The selected Contractor shall provide document management tracking and support services, program planning, organizational development, leadership development, and facilitation to Program areas listed in the scope. This shall include planning, policy documentation, and facilitation for group briefings, stakeholder discussions, OIA leadership, and other senior staff in the areas of strategic management and operational execution as listed in the scope. 2.1Develop monthly on average 8 - 12 new documents and, edit/ maintain 30-40 communication materials in support of Program activities, including presentations, briefs, issue papers, memos, articles and web-based / SharePoint documentation. The contractor shall ensure content to be posted on Internet, Intranet, or SharePoint sites is compliant with VA, VHA, OIA, and Section 508 requirements. Materials shall be consistent in formatting and meet VA and VHA documentation guidelines which will be provided upon award. The materials will vary in the level of effort - one page documents vs. comprehensive Executive Decision Memorandum / presentations. The contractor shall review projects and ensure the review timelines are met (which vary depending on document review level and product type) and review projects. Deliverable 2.0: All Documents must be maintained and stored on the SharePoint. Contractor shall submit monthly reports of type and number of documents that have been provided. 3.0OIA Internet/Intranet and SharePoint Web Site Support: Contractor shall act as 'Super Administrator' for OIA Internet, Intranet, and SharePoint sites, supporting the OIA communications team to coordinate web and Share Point resources for approximately 25 Program Offices. 3.1Ensure Intranet and Share Point compliance with VA/VHA technical and VA/VHA policy considerations; provide technical expertise and content management for Internet/Intranet Program web and SharePoint sites; ensure that sites comply with VA, VHA, OIA, and Section 508 requirements, including those for accessibility, structure, organization, format, and style. 3.2Administer Internet and Intranet / SharePoint site collection for approximately 25 OIA Programs. Create new customized lists in sub-sites, manages user access, monitor usage and ensure quality of displayed content. Work in conjunction with OIA Program Office teams, sub-site administrative contacts, and VA/VHA Share Point site portal management. 3.3Administers multiple Access databases, including one very complex one containing over 50 tables. Modifies the database tables and field to facilitate data collection, modifies and creates reports and input forms as needed. Incorporates new data sets into the database or creates new databases as required. 3.4Manages web-based knowledge-based information resource subscriptions, including administrator accounts for 15 resources. Enters and updates IP range information, creates usernames/password when required for individual staff access, troubleshoots username/password problems, resets individual accounts as necessary, deletes expired accounts or deactivates individual accounts when staff leave service (VA wide), sets up and troubleshoots access issues across all VA facilities, informs field staff of new and changed url access to resources, maintains 152 individual Serials Solutions web pages and 152 Athens web-based accounts, updates web databases of holdings changes for 152 site accounts for Serials Solutions and Athens, provides support for web access to these subscriptions. Deliverable 3.0: Monthly report that includes 1) Identified compliance issues and resolution 2) the OIA Program Internet and Intranet/Share Point sites created/updated and content was added/revised. 3) Tables, reports and forms that were created/updated in the Access database, and 4) Major technical issues that were encountered and resolved, access issues (including passwords issues) reported and resolved. IV. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response of no more than 20 pages in length, single spaced, 12 point font minimum that addresses the above information. The Government will not review any other data or attachments that are in excess to the 20 pages. Please also include a cover page (not included in page limit) which includes, at a minimum, the company's name, address, Dunn & Bradstreet number, GSA contract number, point-of-contact name, phone number, and e-mail address. Companies should provide clear and unambiguous evidence to substantiate their capability to fulfill these requirements. A.Experience 1.Please provide no more than three (3) contracts that your company has performed within the last three (3) years that are of comparable complexity and scope for each domain requirement for which your company is responding: a.Describe your Self-Performed* effort (as either a Prime or SubContractor). b.Please be specific and provide a complete reference to include at a minimum the project name, contract award amount, level of effort, start and completion dates, and the project owners' contact information. c.Additionally, please provide the Contract Type: Firm Fixed-Price, Time and Material, etc. *Self-Performed means work performed by the offeror themselves, NOT work performed by another company for them for any of the project examples provided. 2.A table listing all companies involved in the relevant project(s), including the technical expertise and percentage of work that each company completed. B. Capabilities / Qualifications 1.A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement to include the following: a.Description of the capabilities/qualifications/skills your company possesses to perform services described in the scope of work. 2.Company business size and socioeconomic status (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Women-Owned Small Business,) the number of years in business, affiliate information: parent company, joint venture partners, potential teaming partners. a.Specify any teaming arrangements and how those arrangements will impact the structure of services their company can provide including technical expertise provided by each company. Please specify the percentage of work the each company will perform. 3.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant Special Item Numbers (SINS) applicable to this requirement. Responses to the above information shall be provided no later than Wednesday December 28, 2011 at 12:00 PM EST. Responses shall be emailed to Shon Johnson at Shon.Johnson@va.gov. All Email Correspondence for this project must reference the Sources Sought Number and Project Title in the subject line of the email. Example: VA-701-12-I-0068, Executive Program Document Management. No phone calls will be accepted. DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought Notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. Primary Point of Contact: Shon Johnson, Contract Specialist E-Mail: Shon.Johnson@va.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70112I0068/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-12-I-0068 VA701-12-I-0068.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=282843&FileName=VA701-12-I-0068-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=282843&FileName=VA701-12-I-0068-000.docx

 

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

Record

SN02642661-W 20111222/111220234538-475b19b4957637bdaa37965f36dd9e42 (fbodaily.com)
 

Source

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

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