Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 04, 2015 FBO #5002
DOCUMENT

D -- SSVF Grants Management Software Hosting - Attachment

Notice Date

8/2/2015
 

Notice Type

Attachment
 

NAICS

541511 — Custom Computer Programming Services
 

Contracting Office

Department of Veterans Affairs;Program Contract Organization East(PCOE);1100 1st Street, 7th Floor, Suite 732;Washington DC 20002
 

ZIP Code

20002
 

Solicitation Number

VA26815N0136
 

Response Due

8/7/2015
 

Archive Date

10/6/2015
 

Point of Contact

Nefertiti McDonald
 

E-Mail Address

Nefertiti.McDonald@va.gov
(Nefertiti.Mcdonald@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Purpose: The purpose of this Request For Information (RFI) is for market research purposes. This RFI is for information and planning purposes only and should not be construed as a solicitation or as an obligation on the part of the Government to provide support for any ideas identified in response to it. Please note that the United States Government will not pay for the preparation of any information submitted or for its use of that information. Responses will be compiled and shared internally with the Department of Veterans Affairs (VA). Responses: All interested parties are invited to respond. All responses must be submitted to Nefertiti McDonald by 3:00 P.M. EST, June 22, 2015. Please limit responses to 5 pages using font no smaller than 10. Responders will receive an electronic confirmation acknowledging receipt of a response, but will not receive individualized feedback on any submissions. No basis for claims against the U.S. Government shall arise as a result of a response to this RFI or from the Government's use of such information Disclaimer This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Contractors shall identify any proprietary information in their RFI responses. Proprietary materials will neither be distributed to nor discussed with any other vendor. The use of information submitted to the Government as a result of this RFI will be at the discretion of the Government. The information obtained from responses to this RFI will remain confidential insofar as permitted by law, including the Freedom of Information and Privacy Acts. The Government is not obligated to provide comments to vendor submissions. In accordance with FAR 15.201(e), 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 RFI. ? Supportive Services for Veterans Families (SSVF) Grant Management Software hosting STATEMENT OF WORK A.PURPOSE. The purpose of this contract is to select grants management software platform that will support the tracking, monitoring, reporting, and application review of grants administered by the VA's Supported Services for Veterans Families (SSVF) program. This grants management software will be provide online access to a vendor (contractor) hosted system. B.BACKGROUND. This SSVF program was authorized by 38 U.S.C. 2044 and implemented by a final rule, published in the Federal Register on November 10, 2010. The program's purpose is to provide supportive services grants to eligible entities (private non-profit organizations and consumer cooperatives) to facilitate the provision of supportive services for very low-income veteran families who are occupying permanent housing. A very low-income veteran family is defined as a veteran who is a single person or a family in which the head of household, or the spouse of the head of household is a Veteran. The VA's SSVF program office is responsible for making awards to eligible entities and monitoring the implementation and ongoing operations of SSVF grantees. C.TASKS The contractor will be expected to host an online grants management system that is designed to support the tracking, monitoring, reporting, and application review of grants administered by the SSVF program. Access to the application must be customizable so that SSVF program administrators can designate users as having full access, read-only access, and further limit access to what grants and/or types of information may be viewed by specific users. The grants management software provided must allow for on-demand access to information contained in the grant applications and the grantee's ongoing use of grant resources. Specific tasks are as follows: D.DELIVERABLES Task 1: Accepting Online Grant Applications The contractor shall provide a system that allows organizations to submit new and renewal grant applications using approved VA forms electronically through an online portal. Applications submitted through this online portal will allow for the following actions on-demand. a)Track date and completeness of submissions. b)Allow for data contained on VA forms to be sorted by data field. c)Permits edits and updates of grant information. d)Allows for pdf attachments to be included in application. e)Applicants receive dated electronic confirmation of application submission. f)Applicants and SSVF program office receive dated electronic notification of errors in application submission. Notification describes missing data fields. g)All uploads are scanned for viruses and malware. Task 2: Application Reviews a)Allows assignment of grant applications to specific staff. b)Scoring sheets and instructions can be provided to staff scoring and reviewing grants. c)Staff reviewing applications can provides scores and comments through portal. d)Electronic notification is given to SSVF program office staff when reviewers have either started or completed their grant review. e)Applications are checked against federal "Do Not Pay" database. Task 3: Tracking Current Grants a)Grant applications must be searchable by location, grantee name, grant cycle, grant number, and EIN. b)Allows for cumulative reports of grant information based on location, grantee name, grant cycle, grant number, and EIN. c)Grant information must be link to accounts set up for active grantees by the US Department of Health and Human Services Financial Management Service's Division of Payment Management. d)Electronic results of participant satisfaction surveys are linked to grantee information. e)Current grantees must be able to track their track the progress of their grant, make requests for program changes, and provide updates as necessary. Task 4: Data Sharing and Interoperability a)Contractor shall load data from over 3 years of previous SSVF program operations into grants management system. Legacy data contains information from approximately 400 grants who have been awarded approximately $1 billion over this period. b)All data loaded into the grants management system, whether new or legacy data, must be available for download into VA excel or access databases on-demand. Task 5: Correspondence a)Contractor software shall support capacity to send email through the system to a single individual or group of grantees that meets particular criteria. These emails are based on templates that include both standard text and merged fields. b)Contractor software shall support capacity to set up and send event-triggered email that is automatic based on certain events, such as online application submission. c)Contractor software shall support capability of VA to send batch correspondence thru the software to grantees with attached files. d)Contractor software shall support capability of VA to store correspondence received by grantees into specific database, along with all attachments included in emails. Task 6: Training and Support a)Contractor shall provide training to all grantees and applicants on the use of the system. There shall be no less than two webinars. a.A simplified webinar will be made available to potential grant applicants instructing them on how to send applications through the portal. b.More detailed instructions on accessing, updating, and using the grants management software will be made available to existing grantees sufficient that they are able to track the progress of their grant, make requests for program changes, and provide updates as necessary. b)Contractor shall train up to 20 SSVF program office staff. Training shall be an interactive session demonstrating the various capabilities of the system. In addition, technical assistance will be available to program staff during normal working hours. Tasks 1-5 Deliverables: Within 90 days of selection, Contractor shall fulfill tasks and provide an operational grants management system. E.INVOICES AND PAYMENTS. The Contractor shall invoice monthly based upon completion of the services described in the SOW. Invoices are to be submitted to the assigned contracting officer's technical representative, (COTR) for approval. SPECIAL CONTRACT REQUIREMENTS A.TERMS OF THE CONTRACT. Services will be provided in accordance with the Statement of Work (SOW) and all terms, conditions, and provisions of the resulting contract for the base period of one year with four (4) one-year renewable option periods to be exercised at the option of the government. The contract is subject to availability of VA funds. The contractor shall perform no services after the completion of the contract year, each year until the contracting officer authorizes such services in writing. B.Health and Human Services / Office of Inspection General (HHS/OIG) To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the HHS/OIG, list of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. Further the contractor is required to certify in its proposal that all persons listed in the Contractor's proposal have been compared against the OIG list and are not listed. During the performance of this contract the contractor is prohibited from using any individual or business listed on the List of Excluded Individual/Entities. C.GOVERNMENT RESPONSIBILITES. The government shall ensure that the contractor has access to reference materials, program documentation and VA websites as appropriate. D.RECORD KEEPING. 1. The PO (Program Office) shall establish and maintain a record keeping system that will record the services performed by the contractor's employee(s). Any incidents of contractor non-compliance as evidenced by the monitoring procedure shall be forwarded immediately to the CO. 2. Documentation of services performed shall be reviewed prior to certifying payment. The PO shall pay for services actually performed and in strict accordance with schedule of supplies/services above. Contract monitoring and record-keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided. E.ACCESS TO ADP FILES. The contractor is responsible for protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion, and for following all applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in a computer access agreement which the contractor signs. F.PAYMENTS. 1. Payment to the contractor shall be made yearly, upon receipt of a properly prepared invoice.. 2. Contractor employee(s) shall be actually performing the services specified in the contract in order to receive reimbursement. 3. The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the mailing address below: Payment Address: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-8971 4. Billings rendered by the contractor to the PO for services furnished under the terms of this contract shall be billings in full. Neither the beneficiary his insurer, nor any third party shall be billed. NOTE: Invoices for payment may be rejected if sufficient support information, such as deliverables and tasks completed, is not included. Invoices shall include the following information to be considered valid for payment. Invoices without the required information will be returned: "Vendor name, invoice number and date "Complete purchase order number assigned by the VA facility "Name of provider, number of hours worked, unit price. "Total dollar amount of invoice G.CONFIDENTIALITY. 1. VA acknowledges that in receiving, storing, processing or otherwise dealing with any patient information received from the contractor, VA is fully bound by federal confidentiality statutes and implementing regulations. 2. Records created by the contractor in the course of performing under this agreement are the property of VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulations. Upon expiration of this contract or termination of the contract, the contractor will promptly provide VA with individually identified VA patient treatment records. VA has unrestricted access to the records generated by the contractor pursuant to this contract. H.NOTICES. Contractor shall, in writing, keep the CO informed of any unusual circumstances in conjunction with the contract I.CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COR). VA shall provide the contractor with the name, title, and telephone number of the COTR at the time of contract award. The COTR will be the VA official responsible for verifying contract performance. J.CONTRACT ADMINISTRATION DATA. The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. The COTR will be responsible for the overall technical administration of this contract as outlined in the COTR Delegation of Authority. IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/202cff94b90422d339bee121908f364b)
 

Document(s)

Attachment
 

File Name: VA268-15-N-0136 VA268-15-N-0136.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2207762&FileName=VA268-15-N-0136-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2207762&FileName=VA268-15-N-0136-000.docx

 

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

Record

SN03820239-W 20150804/150802233348-202cff94b90422d339bee121908f364b (fbodaily.com)
 

Source

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

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |