SOURCES SOUGHT
D -- 7008 - Talent Acquisition (RFI) (VA-23-00069795)
- Notice Date
- 5/16/2023 12:19:26 PM
- Notice Type
- Sources Sought
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- TECHNOLOGY ACQUISITION CENTER NJ (36C10B) EATONTOWN NJ 07724 USA
- ZIP Code
- 07724
- Solicitation Number
- 36C10B23Q0260
- Response Due
- 6/6/2023 10:00:00 AM
- Archive Date
- 06/21/2023
- Point of Contact
- Ana Subashi, Contract Specialist, Phone: 848-377-5100
- E-Mail Address
-
Ana.Subashi@va.gov
(Ana.Subashi@va.gov)
- Awardee
- null
- Description
- Department of Veterans Affairs (VA) Talent Acquisition Software Request for Information (RFI) Introduction This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the government as to the ultimate acquisition approach. In accordance with Federal Acquisition Regulation (FAR) 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The Department of Veterans Affairs (VA) Technology Acquisition Center (TAC) is seeking Market Research for a Talent Acquisition Software as a Service (SaaS) to potentially replace an existing solution that automates Applicant Tracking, Applicant Assessment, Position Classification, Outreach/Source candidates, Onboarding and Off-boarding processes. This RFI is to determine the feasibility of partnering with vendors who have the capabilities and capacity to provide a SaaS Talent Acquisition solution along with the implementation and integration of their solution to support Veterans Affairs (VA) Office of the Chief Human Capital Office (OCHCO) objectives and desired capabilities. A solution that is Federal Risk and Authorization Management Program (FedRAMP) certified or has been granted an Authority to Operate (ATO) by a Federal Agency and is at a minimum Federal Information Security Management Act (FISMA) moderate compliant. The solution offers Integrated Single Sign On with multi-factor authentication. Is compliant with Federal hiring regulations. Is section 508 compliant or a documented plan to become 508 compliant. At a minimum, provides the same capabilities as the current system, see Attachment A. Leverages industry capabilities to access, evaluate and refer highly qualified candidates for recruitment and hiring with agreed-upon timeframes. An adaptable, flexible, and scalable system to meet Government demands using agile methodology. Is intuitive, integrated, and industry leader in emerging technologies through innovation. The Government is not responsible for any cost incurred by industry in furnishing this information. All costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future Request for Proposal (RFP), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions will become Government property and will not be returned. Interested vendors are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. RFI Response Instructions NOTE: The capability package must be clear, concise, and complete. VA is under no obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI. Provide the following information: Provide Company Information: Company Name CAGE/DUNS Number under which the company is registered in SAM/VetBiz.gov Company Address Point of contact name Telephone number Email address Brief summary describing your company s technical approach to meeting the requirements, to include: Size and socioeconomic status of your business (specify NAICS). Any Contract Vehicle of which you are a part that can be used to acquire your solution Description of your capability to meet the requirement set forth in the requirements above and the capabilities documented in the attachments. Please provide a response to the following details in your capability statement: Capability statement of proposed solution demonstrating high level ability to meet the requirements in provided in solution overview section and Attachment A. What other tools/capabilities are available that are not on the listed in the Government s requirements? What, in your opinion, is the future of Federal Talent Acquisition in next 5 years? 10 years? How are the current/future solutions addressing a modern look/feel and an improved customer experience? What innovative processes, tools, and/or capabilities do you have that are available to meet or exceed our needs? Why are they innovative and what sets them apart from the status quo? How are you and your solution differentiated from others? Is there a particular area(s)/scope contained within Attachment A that your solution and/or capability would target? If so, which one(s)?4) What pricing mechanism (FFP/TM/Hybrid) for both proposed services and licenses would you recommend and how would your recommendation help the VA mange scope, value delivered, and quality? Please also provide adequate detail into your proposed licensing structure (Enterprise (to include definition of Enterprise), seat licensing, perpetual, etc.) What type of information do you need to build a response that meets the needs of the VA? What lack of information would prevent you from bidding? Describe the industry best practices associated with agile and phased implementations to accelerate solution delivery while ensuring the solution meets end-user requirements and is a sustainable, high-quality solution. Describe metrics and success measurement tools applicable to this project. Would you be able/willing to provide a verbal capability briefing or potential virtual demonstration to the Government and allow for Q&A with a Government panel? Identify existing best in class contract vehicles (GSA, NASA SEWP, T4NG etc.) in which you are a contract holder? How does your proposed system integrate with large HR solutions to allow automated transition of data and processes? From a contracting perspective, what recommendations do you have to acquire such a solution to include acquisition strategy and approach, incentives, contract type and vehicle, CLIN structure, etc.? Are you aware of how other organizations and agencies are acquiring such a solution? If so, who, and what are the best practices, lessons learned, etc. from their approach(es)? Reviewing Attachment A, the Functional Area Overview, what is missing, what are the gaps, and is there anything you would recommend changing adding, deleting, or modifying and why? Responses are due by 01:00 PM EST, June 06, 2023. Submit your responses directly to Ana Subashi at Ana.Subashi@va.gov. Should you have any questions, please reach out to: Contract Specialist: Ana Subashi. ana.subashi@va.gov AND Contracting Officer: Kendra Casebolt. kendra.casebolt@va.gov All responsible sources may submit a response in accordance with the following: All proprietary/company confidential material shall be clearly marked on every page that contains such. ATTACHMENT A: FUNCTIONAL AREA OVERVIEWS: Recruitment Strategy Developing, approving, and evaluating the effectiveness of strategies to identify, attract, and hire qualified individuals in alignment with agency Human Capital Management strategy and subsequent plans (e.g., staffing plans, budget plans, diversity recruitment plans, outreach plans, FEORP, DVAAP, resourcing plans). The service outcome(s) will include, but not limited to: analysis and overview of the talent acquisition needs of the agency, to include overview of current state and analysis of barriers and gaps prioritized objectives for the agency's recruiting program strategic direction for recruiting communication plan for strategic recruiting priorities plan to evaluate and monitor progress against the identified plan and goals strategies to engage all stakeholders including hiring managers Talent Acquisition strategy for recruiting that includes diversity and inclusion strategies and goals Recruitment Plan Aligning the recruitment strategy to mission and business needs (at the appropriate organizational levels) to determine viable sources of quality potential applicants and to identify methods for recruiting from these sources. The service outcome(s) will include, but not limited to: plan to facilitate HR and Selecting Official collaboration recruitment plan with prioritized objectives outlined in the agency recruitment strategy including recruiting methods, sources/events, resource allocation, and timelines Talent Acquisition System Administration and Records Management Identifying system protocols and administering the system and records. The service outcome(s) will include, but not limited to: System functionality to support managing the work of others (i.e., recruiting supervisors managing/assigning/reassigning the work of their staff from a dashboard of assignments/tasks) analytics (e.g., dashboards, data analysis, data validation) Provide updates throughout recruitment process on user-based dashboard/tracker. administration protocols / permissions user guide(s) Talent Acquisition Data Capture, Transfer and Reporting Providing and managing all aspects of Talent Acquisition program tracking and reporting (e.g., user audit trails such as signature, date/time, or duration; metrics on all aspects of Talent Acquisition programs) in accordance with applicable laws, rules, regulations, policies, and guidelines. The service outcome(s) will include, but not limited to: talent acquisition program / hiring metrics reports case file management and audit trails System Interoperability Position Classification Classifying individual positions to an occupational group, series representing a specific occupation within a group, and an appropriate grade/band or prevailing wage, as provided by law. The service outcome(s) will include, but not limited to: position descriptions (PD) that are classified appropriately in accordance with applicable laws, rules, regulations, classification standards, and the agency needs in alignment with sound position management principles For each PD, the classifier or Supervisor utilizes the system s workflow to create a PD Optional Form OF-8 (Cover Sheet) that is linked/associated with the PD as a PD package. Documentation includes all required classification determinations as identified on the OF-8 or other accepted form/format, with historical information. a Position Description (PD) builder that takes users through a step-by-step process workflow or manually add an Introduction Statement, select suggested duty statements from a library or manually add custom duty statements to populate the duties of a PD. Based on the duties added, the builder then allows the user to select factor levels from a library of suggested factor level statements or add custom factor level statements. Using the duties and factor levels selected, the system suggests the series, title and grade level for the classifier to select or override with their official determination. Position descriptions (PD's) are classified in one of1he following formats: Factor Evaluation System (FES), formal classification narrative (essay) format and General Schedule Supervisory Guide (GSSG). The system provides different workflows to take the user through steps to build the PD in the appropriate format depending on the format selected by the classifier. The system s workflow then routes the Coversheet (OF-8) through the automated system to any of the VA Users for approval using electronic signatures which validates a Supervisor s and Classifier s agreement regarding the duties and responsibilities of a PD. Position Description Library The Position Description (PD) library is a repository for the agencies PDs that have been classified and approved in the automated system. VA Users view the PD and attached supporting PD documentation (i.e., pdf s, word documents, OF-8 s, and Position Risk Designation Forms). Associates supporting documentation, so it is easily viewed as a part of the approved PD package and allows a designated VA User to link/associate PDs that are part of a career ladder and link/associate interdisciplinary positions. Search feature to allow users to search for position descriptions using title, occupational series, grade, organization, whether position descriptions are part of a career ladder or interdisciplinary. Search feature allows a user to search for PDs by the PD creator, PD approver, and by keywords within the text of the PD. Includes a feature to compare multiple PDs, highlight differences between PDs, as well as a feature to select previous versions and highlight the text that was added or removed between versions. Position Classification System Administration and Records Management Identifying system protocols and administering the system and records. The service outcome(s) will include, but not limited to: Security based access for designated roles and organizations. System functionality to support managing the work of others (i.e., Classifier s Supervisor managing work of a consolidated classification unit from a dashboard of assignments/tasks) analytics (e.g., dashboards, data analysis, data validation) administration protocols / permissions user guide(s), service desk support, online chat BOT. Position Classification Data Capture, Transfer and Reporting Providing and managing all aspects of Classification program tracking and reporting (e.g., user audit trails such as signature, date/time, or duration; metrics on all aspects of classification programs) in accordance with applicable laws, rules, regulations, policies, and guidelines. The service outcome(s) will include, but not limited to: Classification program metrics aligned with hiring metrics reports job analysis or manpower analysis functionality User Performance Metrics aligned to completion of hiring metrics requirements. case file management and audit trails System Interoperability with current or future VA HR Systems that will auto-populate position information throughout the recruitment and onboarding process. Job Analysis (JA) Identifying and documenting the competencies directly related to performance on the job and demonstrating that there is a clear relationship between the tasks performed on the job and the competencies required to perform the tasks. The service outcome(s) will include, but not limited to: Allows a user to create a Job Analysis (JA) within the system which identifies the competencies, task statements, and rating values directly related to performance on the job described in the PD. Dynamic automation that systematically gathers, documents, and analyzes information from the PD document to populate the Job Analysis. Allows User to search and select from a competency library and/or competency network established for the position which populates select tasks or job duties for each competency. Includes one or more workflows to define and assign tasks to gather information from Hiring Managers (HM) and Subject Matter Experts (SME) Users to be used in the Job Analysis process, that includes percentage of time and priority level for each competency. Provides Users the ability to route the JA between Hiring Manager (HM), SME, and HR for edits and approval. Users selects assessment questions for each competency from the assessment Library in the solution, and the solution add the question to the JA. documentation of the job analysis that includes tasks performed, essential competencies (e.g., KSAs), competency tasks linkage, other essential job-related requirements (e.g., physical and medical requirements), and the conditions of employment (e.g., drug testing, CDL, etc.) Competency Library and Framework A competency is a measurable pattern of knowledge, skills, abilities, behaviors, and other characteristics that an individual needs to perform work roles or occupational functions successfully. Competencies specify the ""how"" of performing job tasks, or what the person needs to do the job successfully. A competency library is a collection of competencies that together define a Framework of successful performance. Each competency in the library has a Name, Definition, and behavioral Scale. Competencies can be assigned to specific series, grade, and tile, comprising a Framework for successful performance on the job. A competency framework will include position-based core competencies, general competencies, and technical competencies. a behavioral scale that describes how this competency is demonstrated and structured so that they increase in terms of the complexity and intensity of behavior shown and provide descriptions of the types of behaviors one would expect to observe at each level of the competency. Workforce Competency Tracking by position, series, and grade. Flexible Competency Models by position, series, and grade. Skills Gap Analysis by position, series, and grade Ad-hoc Reporting Integration with Other HR Systems (i.e., ePerformance, TMS, etc.) Assessment Tools Development and Evaluation Establish assessment tools to measure the degree to which an applicant possesses the competencies necessary for successful job performance for a particular position, determining availability of existing selection instruments, or procuring / creating new instruments. Validating whether the selection assessments are predictive of, or significantly correlated with, important elements of job performance and representative of important aspects of performance on the job. The service outcome(s) will include, but not limited to: approach for evaluating specific candidate criteria based on available objective evidence (job knowledge, integrity, situational judgement) selection instruments / tools for evaluating specific candidate criteria studies and results validating that selection instruments / tools predict candidate job performance methods for combining selection instruments into multiple hurdle selection batteries that optimize prediction of candidate job performance and are made available to assign additional assessments only after meeting score/qualification criteria. Assessment types include task based self-rating assessments, cognitive ability assessments, emotional intelligence assessments, structured interviews through study methodology and plans for re-validating selection instruments / tools with new candidate populations (e.g., new candidate types, new agencies) delivery methods for administering selection instruments / tools to candidates periodic evaluations of assessment tools for relevance / applicability to positions Job Opportunity Announcement (JOA) Management Preparing, posting, and updating JOAs on internal / external websites in accordance with all applicable laws, rules, regulations, policies, and guidelines. The service outcome(s) will include, but not limited to: Provide a user experience workflow process to build the Job Announcement and manage updates. Provide User-based view(s) of JOA status throughout the recruitment life cycle. Users to include HR/Recruiter, Hiring Manager, Admin Officer, Service Chief, etc. Allow users to copy/paste with and without HTML formatting. Publish JOA to USAJOBS OPM Brand Job website. Attach documents to JOA file for record keeping. Each JOA must contain the requirements for vacancy announcements outlined in 5 CFR 330.104. Allow users to create and store template JOAs. Allow users to copy all or part/sections of a JOA. Insert information from the online PD or Job Analysis Utilize automation reducing amount of manual data duplication and re-entry. Applicant Eligibility & Basic Qualification Review Reviewing resumes to determine if applicants meet basic qualifications and basic eligibility requirements for positions. The service outcome(s) will include, but not limited to: list of candidates who meet eligibility and basic qualification requirements for positions including those for special hiring authorities. Qualification and eligibility steps are done in compliance with the requirements of the Office of Personnel Managements (OPM) Delegated Examining (DE) system and the federal Merit Promotion (MP) process. System functionality will allow for users to review resumes, questionnaire responses, and eligibility documents for determination. Determinations will be documented by date, person, and notation. Determinations will be made by HR Users, Secondary Review requests, quality review and supervisory/higher level review as applicable. Candidate Assessment Evaluating and ranking candidates based on the job analysis/occupational questionnaire, resume, and interviews and additional assessment tools and types, as required for specific occupations or positions to create a Certificate of Eligibles or Referral List. The service outcome(s) will include, but is not limited to: List of applicants for panel review. Referral certificate containing a list of qualified candidates. Referral certificate of Best Qualified candidates as determined by Category Rating Procedures. Referral Certificate based on multiple hurdle process, which includes a combination of multiple assessment types. List of applicants by hurdle type that allows for screen out based on hurdle completion/succession. Candidate Interview Conduct virtual interviews via a cloud-based platform that interacts from a mobile device or computer. The service outcome(s) will include, but is not limited to: Competency based library that includes behavioral and situational questions; Supervisory/management and entry to journeyman level, and Intern/Recent Graduate questions Interview Guide that provides sample rating schedules, applicant response values, etc. Pre-Recorded Video Interviews and Live Video Interview technology Scheduling functionality Integration with Talent Acquisition Systems for recording of rating values. Outreach and Recruitment Performing recruiting and talent sourcing activities to identify and cultivate groups of qualified individuals for employment necessary to meet agency talent needs and support the agency mission. The service outcome(s) will include, but not limited to: structured processes for identifying groups of qualified individuals for employment (e.g., resume submission, sourcing, social media, job fairs) access to a network of recruiting partners and vendors (e.g., universities, professional associations (Veterans, Military Spouses, Occupation based, etc.), and headhunters) qualified and diverse applicant pool a pipeline of qualified candidates available to fill open positions Suitability and Security Clearance Support (HR) HR support for the Suitability and Security Clearance activities necessary to onboard. The service outcome(s) will include, but not limited to: documented validation of classification requirement for position sensitivity necessary to initiate suitability and security clearance process notification to agency security office of candidate requiring a suitability investigation and / or national security clearance as designated in the position description completed OF-306, fingerprinting, and other required documentation notification to employee and hiring manager of the results of request for suitability investigation and / or national security clearance eligibility. final status of employment offer updated Electronic Official Personnel Folder (eOPF) with appropriate post-adjudication documentation Investigation Results Review, Adjudication Decision(s), and Reporting Reviewing the investigative results received from the Investigation Service Provider and making an adjudicative decision based upon position type, job duties, sensitivity designation, and the applicable adjudicative criteria. Reporting the adjudicative decision within timeframes required for maintenance in the Central Verification System (CVS), or a successor system, for government-wide access. The service outcome(s) will include, but not limited to: Determination of completeness and / or sufficiency of the background investigation to allow an adjudicative decision Mandatory Quality Assessment reporting when applicable Follow-up communication to Investigative Service Provider (ISP) if the background investigation is incomplete or insufficient to allow an adjudicative decision Favorable or unfavorable adjudicative decision Notification and coordination with the appropriate stakeholder (e.g., HR/Hiring Manager, Security Officer) to take action depending on the adjudicative decision (e.g., complete onboarding, rescind employment offer) Connect to third party system for status updates and completion. System Notifications to identified stakeholders (I.e., Human Resources, Hiring Manager, New Hire, Security, Credentialing, etc.) Required documentation for incorporation of determination into eOPF Employment Offer(s) Documenting the agreement pertaining to the position, compensation, conditions of employment, entry on duty date, and other pertinent conditions of employment. The service outcome(s) will include, but not limited to: Completed verification of resume references Tentative offer Superior qualification justification Credible service for annual leave accrual Recruitment incentive justification Relocation package Permanent Change of Station (PCS) and or other discretionary incentives Automated tracking/notification of outstanding pre-employment requirements Final offer New Hire In-processing and Interoperability with Internal / External Systems Completion of entry on duty forms / documents and / Notifications and / or actions. The service outcome(s) will include, but not limited to: System interoperability to determine internal vs external selection with automated onboarding documents processes based upon current employment vs new employment and various other data point to automate and provide accurate reporting System generated edits to ensure all required steps in recruitment and onboarding solution are completed when the Hire record is activated in the personnel system system interoperability to determine internal vs external selection with automated onboarding documents processes based upon current employment vs new employment and various other data point to automate and provide accurate reporting System generated edits to ensure all required steps in recruitment and onboarding solution are completed when the Hire record is activated in the personnel system Completed entry on duty documentation (e.g., SF-50, EOPF, SF-61, I-9) Retain and secure completed documentation needed by new hire to begin work activities (e.g., Security, Payroll, benefits) Provide system interoperability to process and transfer form data to internal / external systems for in-processing of new hires (e.g., Security, IT) that automates the notification to other Systems to request goods and services (Health screening), PIV Issuance, system access provisioning, Government Furnished Equipment (GFE) provisioning, Administrative and logistical support for in-processing of new hires (e.g., Security, IT). Onboarding Program Design and Management Designing, executing, and evaluating an onboarding program. The service outcome(s) will include, but are not limited to: Automated workflows that assign tasks based on predefined criteria. Onboarding objectives for new hires Onboarding materials for new hires and hiring managers (e.g., handbooks, guides, organizational charts, contact lists) Onboarding schedules and activity guides (e.g., facility tours, benefits enrollment, security, and ID process assistance) Program evaluation with Service Measures Reporting, Analytics, and Dashboards Solution shall have a library/repository of standard/out-of-the-box reports and dashboards with established end user roles and authorizations controlling the levels of report and data access available to each user. The service outcome(s) will include, but are not limited to: Ad-hoc end user reporting capabilities with the established user roles and authorizations controlling the ability to create a report, then print, download to desktop, export, or view-only, along with controlling the data contained in the report. Provide a personal repository to index and store reports and dashboards created by authorized end users, in an organized manner for easy access. Provide the ability for the Government to create and configure dashboards that can graphically represent business metrics and trends in list, table and multiple graphical formats. Dashboard capabilities that would enable service level managers to efficiently monitor and manage workload for assigned team(s) Workload & Task Management Solution shall have the ability for Managers and Employees to monitor workload and individual tasks for specific duties and request assignment Provide the ability to assign tasks to individual users Provide the ability to mass reassign tasks Provide the ability for VA to create custom tasks Dashboards for individual users to have quick insight to current work in queue Dashboard for managers to view all workload based upon team matrix Dashboard/reporting capabilities for Service Level Management to view and determine workload/staffing needs Ability to trigger reminders to staff based upon logic when items are due or overdue Ability to distribute user workload based upon persona and security access.
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