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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 13, 2016 FBO #5195
DOCUMENT

R -- 2016 All Employee Survey Services - Attachment

Notice Date

2/11/2016
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

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

ZIP Code

44131
 

Solicitation Number

VA70116N0038
 

Response Due

2/25/2016
 

Archive Date

6/3/2016
 

Point of Contact

Yolanda M. Ray
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

VA All Employee Survey Services Workforce Management and Consulting Department of Veterans Affairs Request for Information/Sources Sought February 11, 2016 I. Introduction: This 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). The 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 in responding to this sources sought announcement. The Veterans Health Administration (VHA) is seeking interested sources (contractors) for a near-future solicitation. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. II. Background: The Department of Veterans Affairs (VA) is the second largest of the fifteen Cabinet Departments and operates nationwide veterans' service programs for health care, financial assistance and burial benefits. The Department of Veterans Affairs (VA) has approximately 350,000 employees located in all 48 contiguous states, Alaska, Hawaii, Puerto Rico, St. Thomas, Virgin Islands, and Manila, Philippines. The Department of Veterans Affairs (VA) conducts annual surveys of its employees as part of its continuing effort to improve employee satisfaction and productivity. VA wishes to obtain the services of an experienced Vendor to assist in administering an all employee survey over the next several fiscal years. A fiscal year (FY) is October 1st through the following September 30th. VA will design and develop the survey instruments along with associated instructions and employee marketing tools. VA will subsequently analyze and use the information in its workplace improvement programs. The selected Vendor will support the VA by providing Interactive Voice Response (IVR), secure Internet web-based, and paper survey systems and services to administer the surveys and collect the responses, provide data validation (e.g., flag blank and duplicate responses), and submit the detailed survey response data to VA for its use. III. Requirements: VA is seeking a contractor who can provide the following services: VA ALL EMPLOYEE SURVEY PROGRAM ELEMENTS A.SURVEY INSTRUMENTS The survey will be in the English language and on one flowing survey document. The survey will have separate sections designating each survey component. Once a respondent begins the survey, they will be asked to complete the survey in its entirety, i.e. respondents who exit the survey will not be able to resume their partially completed survey. The survey will be administered with common organization and occupation codes and demographic questions. There will be also be free text write-in response items on the survey. The AES may be supplemented with additional survey modules targeting issues and sub-populations of employees. The number of survey modules and questions is subject to change annually. Common Survey Administration Elements: The following demographic elements will be used as a part of the survey administration: a.Work Group Organization Code: A 7 digit code that identifies each valid VA organizational entity and work unit. These identification codes will identify work units rather than specific individuals. VA will provide a table of approximately 15,000 to 22,000 valid work group organization codes prior to survey administration. Work group codes will require branching capabilities. Branching logic will be determined by VA and provided to the Vendor. b.Occupation Code: A 1 to 3 digit code that identifies valid employee occupation groups. VA will provide a table of approximately 100 to 300 valid occupation codes prior to survey administration. Occupation codes will require branching capabilities as there will be separate occupation code groupings for the following VA agencies/departments: VHA, VBA, NCA, VACO, EES, and OI&T. Branching logic will be determined by VA and provided to the Vendor. c.Demographics: Demographic questions with multiple choice responses defining additional employee characteristics will be included. Demographic questions may require branching capabilities. Branching logic will be determined by VA and provided to the Vendor. d.Organization Structure: A table of organizations, their physical location, mailing address and their reporting structure will be provided. This hierarchy will be used by the Vendor to create a response rate web-accessible secure site. The Vendor will provide two response rate count web sites; one site which can be utilized by all employees and another which will only be accessible by the VA administrators of the survey. The response rate sites will be updated by the Vendor for any edits requested by the VA administrators (e.g., changes in the number of employees assigned to a particular facility, work group, etc.) These response rate sites will be separate from the survey instrument website. e.Instructions and Definitions: VA will provide additional survey documents, such as welcome letter, survey instructions, survey definitions, variable names, response values (including missing values), the structure of the final raw data file (see Table 1), etc. to the Vendor in various formats e.g., Microsoft Word document, an Adobe Acrobat.pdf file, Excel, etc. The survey welcome letter will serve as the opening page of the survey instrument web site. f.Free Text Question(s): VA will provide the Vendor with the free text question(s) to be asked within the survey instrument. The free text question will be provided on the web version of the survey only. The free text question should be limited to a defined number of characters as determined by VA. The free text question should include running spell check capability which the respondent should not be able to turn off. The free text question(s) should disallow tabs (i.e. treat respondent-inserted tabs as blanks) so that the final file can be provided as tab-delimited (see Table 2). VENDOR SERVICES COMMON TO AES ADMINISTRATIONS VA will be responsible for all employee marketing and communications regarding the various survey administrations as well as for subsequent analysis, communication and presentation of survey results. The Vendor will be asked to provide the following services for each survey administration: 1.Consultation and advice on the effective use of survey systems and services offered. Daily conference calls may be required at the onset of survey administration. Prior to survey administration conference calls may be weekly. Circumstances may require more frequent calls. 2.Help desk support with various options and prices. Vendor will be responsible for notifying VA of questions/concerns/issues received and be responsive to help desk issues to minimize confusion. Vendor will provide help desk scripting for VA approval. 3.Vendor will provide 3 modalities of survey data collection: secure Internet web-based, IVR, and scanable paper survey forms. a.Secure Internet web-based site; must be compatible with multiple types of client browsers. The web modality represents approximately 95% of responses. VA Office of Information Technology (OI&T) internet and web policies will be communicated and followed by the Vendor. The back button on the browser will be disabled; once the participant has clicked the submit button it will be disabled to prevent multiple submission of the participants' responses during 1 survey session. Vendor will take additional steps to ensure multiple submissions to the survey are not possible while still ensuring respondent anonymity. These additional steps will be communicated to VA, (e.g. JavaScript must be enabled by the respondent in order to take the survey). Responses must be captured in real time as selected. Web based instrument must allow for branching capability, ensure certain questions are required as determined by VA, allow for multiple response modalities (e.g. select one response only, select all that apply, etc.) and allow free text submissions. Vendor will collect and process all web based survey submissions. Data collected from this modality shall be merged and provided in the same format as the other 2 modalities (IVR and paper). b.IVR modality represents approximately 3 percent of responses. Vendor is required to provide adequate IVR resources to minimize busy signals. IVR services will utilize the touch tone phone option. IVR instrument must allow for branching capability, ensure certain questions are required as determined by VA, allow for multiple response modalities (e.g. select one response only, select all that apply, etc.). Vendor will collect and process all IVR survey submissions. Data collected from this modality shall be merged and provided in the same format as the other 2 modalities (web and paper). c.The Vendor will print paper surveys to be used for each administration. The paper modality represents a range of approximately 2 percent of responses. VA will specify the number of surveys to be printed for each survey administration. VA will provide the survey in a Microsoft Word document format and will approve the final proof copy prior to printing. Paper surveys will be in the form of a scannable booklet of black and white plus color to highlight items such as the instructions, breaks of survey sections, etc. All surveys will be shipped to facilities by the Vendor along with business reply envelopes (BRE) for individual return. The BRE will be addressed for return of the survey to the Vendor. Vendor will scan and process all paper survey submissions. Data collected from this modality shall be merged and provided in the same format as the other 2 modalities (web and IVR). 4.VA requires acceptance testing before each survey administration. VA will review sample test data from all modalities prior to administrations to ensure the outcome are as desired. Vendor will provide the VA with all raw data and participation/response rate data. 5.VA requests that services include real time response rate updates for web-based submissions, that IVR be updated daily, and that paper surveys be processed at least once weekly. The survey participants, survey coordinators, and the oversight committees will each have access to response rate information via a website created and provided by the Vendor. This service will be a secure internet web-based site capturing response rates. The response rate site must be compatible with multiple types of client browsers. Navigation will begin with the response rate home page. The home page will be the introduction page for the site; the next page will represent the first level in the VA organization hierarchy, and subsequent pages will drill-down from the parent organization to its children until the lowest level work unit page. Each response rate web page will have navigation to and from the previous page. (See example Table 3) a.The response rate site will display the work unit at the lowest level (work group code) hierarchically rolled upward in summary totals to the next level within the organization. The hierarchy will be based on the organization structure (facility and parents) and the 7 digit work group code defined in the VA provided tables. b.Work group codes will not be published on the response rate site but work group names will be published. c.The response rate site should update web responses in real time, IVR by at least the next day, and paper at least once weekly. d.To further protect respondent anonymity, the response rate at the work group level will not be available until there are at least a certain number of responses as determined by VA. When this minimum number of responses is received the number of responses, potential respondents, and response rate percentage will be made available. For work groups that have less than the determined number of potential respondents, work group response rates will only be published after a work group attains a predetermined response rate set by VA. e.Automatic e-mails will be sent from the Vendor to a specified VA point of contact notifying VA every time a work group reaches a determined number of responses (set by VA) over the number of employees assigned to that particular work group. The automatic e-mail will include work group name, work group code, the number of responses received, and the number of employees assigned to the work group. 6.Final data file(s) with all data collected during the survey administration will be provided electronically in the prescribed format within 3 business days after the conclusion of the survey. File format will be at a minimum in an ASCII tab delimited file and distribution media will be on encrypted DVDs mailed directly to VA. VA will submit specific data file format instructions and a specific address to receive the DVDs prior to a survey administration. VA owns all survey data collected. 7.Live data test file with the results of the first 3 days of the survey administration will be provided to VA in the prescribed format within 6 business days after the start of the survey administration. Free text data will be provided to VA on a weekly basis throughout the course of the administration. 8.Vendor will provide a toll free help desk service to assist participants having problems using the Vendor's systems or services during the survey administration period. FISCAL YEAR ALL EMPLOYEE SURVEY FULL ADMINISTRATION The FY16 All Employee Survey will be conducted in August of 2016 and will involve all VA organizations nation-wide (approximately 350,000 potential participants). Each All Employee Survey will be conducted approximately 1 year from the previous All Employee Survey. The anticipated completion rate is 60% or roughly 210,000 responses. The full administration will be composed of instructions, survey entrance controlled by validating the organization work group code entered by the participant, a selection of an occupation from an occupation listing based on branching, the survey instruments, and demographic questions. All participants will be offered their choice of modality- web, IVR, or paper survey. The survey will be administered over a 3 week period, though an extension of the survey administration may be requested during the course of the administration. Administration extensions are typically one additional week. In solicitation, Vendor should provide costs for a 3 week administration period as well as cost per week for survey extensions. Marketing for the survey will be announced by the VA several weeks prior to the survey administration. The Vendor will provide the survey web-based link, IVR phone number, distribute paper surveys, and provide help desk service phone number 3 weeks prior to the launch date. VA approves the design of the web, IVR script, and paper layout provided by the Vendor. VA approves the help desk scripts and the response rate web sites. Also, VA will design rules for dealing with raw data and a data file format for submission to VA at the conclusion of the survey. Vendor will set up the survey and response rate web site for preview by VA. VA will review each and test to ensure that all processes are as requested. All test data will be removed prior to the live survey administration. CONTRACT REQUIREMENTS As part of the requirements specified above in this document, the Vendor will also provide the following specific items. 1.Vendor will provide VA with the following information: a.Survey URL and 24 hour/ 7 day toll-free IVR phone number b.Name, phone number, and e-mail address of a main Vendor contact, help desk line, and technical support for difficulties while completing the survey c.Privacy statement d.Compliance with all VA IT regulations and policies. For example, all web site deliverables shall comply with VA Section 508 conformance standards (http://www.section508.va.gov/). e.A paper version of the survey for distribution 3 weeks prior to survey administration. 2.Vendor will design an administrative secure Internet web site for the VA survey participants, survey coordinators, IV. Submittal Information: Responses will assist in determining the acquisition strategy used for this procurement. For example, if enough responsible and capable -Disabled Veteran Owned Small Businesses (SDVOSBs) respond, the acquisition strategy will most likely be a SDVOSB set-aside; therefore, interested vendors who are responsible and capable of performing the work are strongly encouraged to respond by the date specified. At this time no acquisition strategy has been decided. The following Information is requested in response to this RFI: Please include: Company Name, Company Address, Point of Contact, Telephone Number, 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 five (5) 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: 2.Describe your Self-Performed* effort (as either a Prime or Sub-Contractor) as it relates to the requirements in Section III: Requirements. 3.Please be specific and provide a complete reference to include at a minimum the project name (and the government contract number, if applicable), contract award amount, start and completion dates, and the project owners' contact information. 4.Additionally, please provide the Contract Type: Firm Fixed-Price, Time and Material, etc. *Self-Performed means work performed by the company themselves, NOT work performed by another company for them for any of the project examples provided. 5.A narrative case study that describes the details of each project and why it is relevant to this requirement, including difficulties and successes. 6.A table listing all companies involved in the relevant project(s), including the technical expertise and percentage of work that each company provided. B. Capabilities / Qualifications 1.A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement. 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. 3.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. 4.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. This notice does not restrict the Government to an ultimate acquisition approach. All firms responding to this sources sought notice are advised that their response is not a request that will be considered for contract award. All interested parties shall be required to respond to the resultant solicitation separately from their response to this sources sought notice. The Point of Contact (POC) for this RFI is: Yolanda M. Ray Contracting Officer Program Contracting Activity Central (PCAC) 6150 Oak Tree Blvd, Suite 300 Independence, OH 44131 Please submit electronic responses (via email) to Yolanda Ray at Yolanda.Ray@va.gov not later than 12:00 Noon EST on February 25, 2016. Disclaimer This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. 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. End Document
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70116N0038/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-16-N-0038 VA701-16-N-0038_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2554528&FileName=VA701-16-N-0038-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2554528&FileName=VA701-16-N-0038-002.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;Program Contracting Activity Central (PCAC);6150 Oak Tree Boulevard;Suite 300;Independence, Ohio

Zip Code: 44131
 

Record

SN04018817-W 20160213/160211235257-b375c7407d62e39e04a245f92f8e99a7 (fbodaily.com)
 

Source

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

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