SCOPE - Veterans Affairs



Performance Work StatementData Analytics and Business Intelligence Support ServicesDepartment of Veterans AffairsFinancial Service CenterMay 12, 2016 SCOPEThe purpose of this performance work statement (PWS) is to provide data analytics support services for the Department of Veterans Affairs, Financial Service Center (VA-FSC) and its customers. The Contractor shall provide data analytics and business intelligence support. VA-FSC is projecting noteworthy growth in data analytics and business intelligence after completing several pilot projects demonstrating the unlimited and vital capabilities in using a more sophisticated analytics program(s). This has allowed VA-FSC to discover valuable operational insights that would otherwise remain undiscovered within raw and unconnected data. The Contractor shall use data management, data mining, statistical analysis, and visual analytics software currently in use at VA-FSC like SQL, ACL data analysis software, Spotfire, R, Statistical Analysis System (SAS), Python, Tableau, and a myriad of related analytical technology/methods. APPLICABLE DOCUMENTSIn the performance of the tasks associated with this PWS, the Contractor shall comply with the following:Federal Travel Regulations44 U.S.C. § 3541,“Federal Information Security Management Act (FISMA) of 2002”Title 38 U.S.C. §5725, Contracts for data processing or maintenance5 U.S.C. § 552a, as amended, “The Privacy Act of 1974” VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information (SPI)”, January 6, 2012VA Directive 6300, Records and Information Management, February 26, 2009VA Directive and Handbook 0710, Personnel Suitability and Security ProgramDepartment of Veterans Affairs 0710 Handbook, “Personnel Security Suitability Program,” VA Handbook 6500.1, Electronic Media SanitizationFederal Information Processing Standard (FIPS) Publication 140-2Department of Veterans Affairs (VA) Alternative Workplace (Telework) Policy (VA Handbook 5011, Part II, Chapter 4)OMB Circular A-11 Preparation, Submission and Execution of the Budget (7/25/2014)OMB Circular A-123 Management's Responsibility for Internal Control (Effective beginning with Fiscal Year?2006) (Revised 12/21/2004)Pub. L. No. 107-107, Section 831 of the Defense Authorization Act of Fiscal Year 2002P.L.107-300, Improper Payments Information Act of 2002FACILITY AND CONVERAGE HOURSThe Contractor shall recognize the FSC Support Center facility hours of 6:00 AM (Central) to 6:00 PM (Central), Monday through Friday.4.0Recognized HolidaysThe Contractor shall recognize the following ten Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four holidays are set by date:New Year's DayJanuary 1Independence DayJuly 4Veterans DayNovember 11Christmas DayDecember 25If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.The other six holidays are set by a day of the week and month:Martin Luther King's BirthdayThird Monday in JanuaryWashington's BirthdayThird Monday in FebruaryMemorial DayLast Monday in MayLabor DayFirst Monday in SeptemberColumbus DaySecond Monday in OctoberThanksgivingFourth Thursday in November5.0PERIOD OF PERFORMANCEThe period of performance (PoP) for this requirement shall be for one-year base period with four, 1-year option periods (See contract document for exact PoP details).6.0Place of PerformanceThe Contractor shall perform all tasks under this PWS at the VA FSC facility located at 7600 Metropolis Drive, Austin, Texas 78744, unless on official travel status or have been approved by the COR to telecommute.7.0TelecommutingIn accordance with 41 U.S.C. 3306(f)(2), telecommuting is permitted by Federal Contractor employees (Contractor personnel). To be eligible, the Contractor personnel shall have successfully completed background checks, all initial and on the job training at the Austin, TX site; and shall have completed all other VA training to include privacy and information security, and telework (telecommute) training. The Program Manager or Equivalent (Equiv) shall provide a written list to the COR of those Contractor personnel ready to telecommute based on having completed the aforementioned requirements.Personnel may telecommute using the guidance of the Department of Veterans Affairs (VA) Alternative Workplace Arrangement (Telework) Policy (VA Handbook 5011, Part II, Chapter 4) only as authorized by the COR. The COR will work directly with the Contractor’s Program Manager or Equiv in order to invoke this authorization. Not later than two weeks prior to planned commencement of telecommuting, the Contractor shall provide the COR with a list of individual(s) ready to telecommute (Telecommute Personnel) including:Certification of the individual’s successful completion of an initial training program; andCertification of the individual’s successful completion of telework (telecommuting) training including the VA security and privacy training. The Government may revoke telecommuting and require personnel to return to work at the VA-FSC Austin, Texas locations unilaterally. This will be at no cost to the Government.8.0Continuity of Operations Plan (COOP)Should the Government be required to implement its Continuity of Operations Plan (COOP), Contractor personnel may be required to continue work at their normal worksite (onsite or telecommute site, as applicable) or report to the VA-FSC Disaster Recovery site to perform normal duties. The VA-FSC Disaster Recovery site will be identified by the Contracting Officer’s Representative (COR) and will be followed-up with a modification to the Contract. Travel will be reimbursed in accordance with Federal Acquisition Regulation (FAR) 31.205-46, Travel Costs. In order for travel to be reimbursed, the location of the VA-FSC Disaster Recovery site must be more than 50 miles one-way from the personnel’s normal work site. 9.0TravelTravel is expected for this effort to obtain information on other organizations that have demonstrated excellence/best practices in business intelligence and analytics found in multiple locations across the United States. The Contractor shall adhere to FAR 31.205-46, Travel Costs in the conduct of any travel under this effort. Travel that is over 50 miles one-way from the Contractor personnel’s normal place of performance of services constitutes an allowable travel charge that may be reimbursed in accordance with FAR 31.205-46, Travel Costs. Fee or profit shall not be allowable on travel expenses. All reimbursable travel must be submitted to and approved in advance by the COR using the appropriate Travel Request and Approval form.The Contractor shall provide written notice to the Contracting Officer (CO) and COR when the travel funding amount is less than 20% of the available travel funds. The Contractor shall not exceed the maximum travel funding ceiling.10.0KICK-OFF MEETINGWithin two weeks after Contract award, the Contractor shall conduct an orientation briefing for the Government. The Government does not want an elaborate orientation briefing nor does it expect the Contractor to expend significant resources in preparation for this briefing. The intent of the briefing is to initiate the communication process between the Government and Contractor by introducing key task participants including key personnel and explaining their roles, reviewing communication ground rules, and assuring a common understanding of the Contract requirements, and other items (e.g., transition plan, Quality Assurance Plan, etc.).The Kick-Off Meeting will be held at the Government’s facility or via teleconference. The date and time will be mutually agreed upon by both the Government and the Contractor.11.0SPECIFIC PERFORMANCE REQUIREMENTSThe Contractor shall provide professional data analytics and business intelligence support services. The proposed personnel shall be highly qualified and have significant experience working with sophisticated analytics programs required for this effort. The Contractor shall ensure that all personnel that work under this requirement are qualified and prepared for the various data analytics projects that they perform.11.1Data Analytics and Business IntelligenceThe Contractor shall provide data analytics and business intelligence support including the use of sophisticated analytics programs. The Contractor shall use the data to discover valuable operational insights that would otherwise remain undiscovered within raw and unconnected data. The Contractor shall use data management, data mining, statistical analysis, and visual analytics software currently in use at VA-FSC like SQL, ACL data analysis software, Spotfire, R, Statistical Analysis System (SAS), Python, Tableau, and a myriad of related analytical technology/methods. The Contractor shall support an estimated eight to twelve data analytics projects/year with recognition that growth and development of projects are driven by customer demand and organizational priorities. Each data analytics project will vary in size and complexity. VA-FSC projects range from very large with millions of records, correlated across various systems requiring advanced statistical/predictive modeling; to smaller projects with less than a thousand records requiring basic exploratory analysis. 11.1.1 The Contractor shall perform tasks in support of data governance activities to ensure data assets are adequately secured, quality controlled, and managed. The Contractor shall perform tasks in support of various FSC data management activities such as; data architecture, data security, data quality, data operations, data document/content management, data modeling/design, data storage, data integration, and meta-data management. The Contractor shall provide data governance support in compliance with the requirements in the forthcoming Digital Accountability and Transparency Act of 2014 (DATA Act).11.1.2 The Contractor shall perform tasks in support of data mining activities using a variety of techniques to include anomaly detection focusing unusual data errors that may require additional validations. The Contractor shall perform data mining tasks to support dependency modeling, data clustering, classification, regression, and summarization.11.1.3 The Contractor shall perform tasks in support of data operations activities such as data extractions, data transformations, and data loads (ETL). The Contractor shall assist with the development, execution, and standardization of VA-FSC’s Real-life ETL cycle while adequately documenting and maintaining all applicable steps associated with the overall process. The Contractor shall use appropriate data and business analytic frameworks (e.g., Cross-Industry Standard Process for Dating Mining (CRISP)) for conceptualizing and actualizing work products and processes.11.1.4 The Contractor shall develop complex statistical analytical models to perform descriptive, diagnostics, predictive, and prescriptive analytics focused on improving data-driven decision making and reducing overall risk exposure. The Contractor shall develop and deliver specialized analytical models to detect and prevent fraud, waste, and abuse. In addition, the Contractor shall develop and deliver analytical models focused on continuous monitoring to support various organizational clients, internal controls of high risk programs, key performance indicators (KPIs), and performance metrics. The Contractor shall support change management activities including the development and delivery of training for key stakeholders, strategic communication, and related organizational support of analytic activities (e.g., participation in collaborative activities with decentralized analytic elements, IT analysts, system developers, etc.). 11.1.5 The Contractor shall perform tasks in support of business intelligence activities that are specifically designed to provide sophisticated analytical results in a fashion easily consumed by way of interactive dashboards. All development of the interactive dashboards will be done using visual analytics tools in use at FSC. The Contractor shall build, test, and sustain interactive dashboards on a routine basis and shall support the retirement of analytic products that become obsolete. The Contractor shall use various formats to include ad hoc and cyclical reports, visual aids (e.g., charts/graphs), and queries/scripts for non-interactive dashboard reporting of analytical results. 11.1.6 The Contractor shall prepare and present findings and scientific or analytical reports and studies. The Contractor shall translate disparate data into meaningful information. 11.1.7 Specialized Requirements for Data Analytics and Business Intelligence Reporting 11.1.7.1 Data Analytics Reporting - .Net/Business IntelligenceExpertise in .Net and SQL Server development;Expertise in Business Intelligence with a focus on Healthcare Electronic Data Interchange (EDI) industry;Expertise in Microsoft Business Intelligence Suite and Visual Studio Products;Expertise in developing SharePoint sites, websites, and SQL Server Reporting Portals;Expertise in development of reports and Interfaces utilizing .Net and Java;Knowledge and experience utilizing EDI Translation tools with a focus in Healthcare industry; andExpertise in developing datamarts data cubes and databases utilizing SQL and other Database Management Systems (DBMS).11.1.7.2 SAS Business IntelligenceExpertise in utilizing SAS development language and tools such as Enterprise Guide, SAS Data Miner, SAS Business Intelligence, SAS Visual Analytics and SAS Base programming to develop and sustain applications in support of data analytics activities;Expertise in the Healthcare EDI industry to understand and meet customer requirements and develop metrics and business analytics work products such as trend analysis and data usage patterns; and3. Expertise in integrating SAS with Oracle and/or SQL Server databases.12.0 DOCUMENTATION/DELIVERABLES12.1 Data RightsAll information acquired and documents developed during this requirement shall belong to the Government. The Government shall retain all rights and privileges, including those of patent and copy, to all Government furnished data. The Contractor shall neither retain nor reproduce for private or commercial use any data or other materials furnished under this requirement. The Contractor agrees not to assert any rights at common law or in equity or establish any claim to statutory copyright in such data. These rights are not exclusive and are in addition to any other rights and remedies to which the Government is otherwise entitled elsewhere in this requirement.12.2 Delivery FormatAll written documents shall be in provided to the VA-FSC in an electronic format that can be opened and edited using standard Microsoft (MS) Windows Office products (e.g., MS Word format, MS Excel, MS Visio, etc.). All documents shall be factually accurate, grammatically correct, and written in a clear and concise manner. All reporting and documentation for the data analytics and business intelligence shall be delivered in the format of the application source document.12.3 DocumentsDeliverables associated with the services vary according to the program and project supported. Deliverables include those that are routinely associated with industry standards associated with data analytics/mining, which are found in the Cross-Industry Standard Process for Data Mining (CRISP-DM). In addition to documentation associated with the processes and product development inherent in the CRISP-DM, deliverables may also include materials related other contract activities (e.g., meeting support, training, architecture, CONOPS, action plans, and so on). Refer to Table 1 below.13.0 PERFORMANCE MEASURESThe Government will evaluate Contractor performance and deliverables against the criteria in Table 1 to determine interim and final acceptance of the services provided.Table 1. Data Analytics Support Services Deliverables and Performance MeasuresDeliverable or ObjectivePerformance StandardsMethod of AssessmentData Analytic Reports and other artifacts (Sections 11.0, 11.1)Completes required artifacts within the prescribed time frames in accordance with CRISP-DM. Reports are 98% accurate on initial submission and 100% for revisions. COR Surveillance of analytic artifactsAccurate and responsive Data Analytics and Business Intelligence (Section 11.1)98% accuracy of services performed and data developed. Not more than one valid complaint from users/customers per quarter.COR SurveillanceInternal data qualityCooperate and work effectively with customers and Financial Support Service(Sections 11.1)Not more than one valid complaint from users/customers per quarter.COR SurveillanceData Analytics and Business Intelligence(Section 11.1)Draft reports and dashboards are 98% accurate and complete, revisions are 100% complete and all are delivered within the prescribed timeline for the project.COR SurveillanceMonthly Progress Report outlining all work accomplished during the previous monthSubmitted no later than the 10th day of each month.COR SurveillanceKick-Off Meeting(Section 10.0) Meeting is conducted within two weeks of contract award and at the agreed time and location. The Contractor shall provide the Contractor’s plan to meet requirements for this PWS including the staffing plan for badging and clearances and quality assurance planning. Government/COR observation at the meetingPersonnel Roster(Section 15.1)Initial submittal is received NLT 30 working days after contract award in order to commence Contractor personnel in-processing at VA-FSC. The Roster shall identify the Contractor personnel’s normal work location and duty hours and shall contain accurate, up-to-date information. Submit updates on the 10th day of each month if changes have occurred from previous submission.COR SurveillanceTelecommuting Approval(Section 7.0)Submit telecommuting paperwork and required certificates NLT two weeks prior to start of telecommuting. CORElectronic format* The Government COR will review all complaints. Only those complaints resulting from an error on the part of the technician will be considered valid. The Government will document performance in the Contractor Performance Assessment Reporting System (CPARS).**Contracting Officers Representative (COR) a/k/a COTR under Federal Acquisition Regulations may be delegated certain duties of the Contracting Officer. This matrix assumes delegation of those duties.14.0 Government Furnished Equipment/Government Furnished Information14.1.1 Government Furnished Equipment (GFE) will be provided to the Contractor for work performed at the Government’s site to include a work area, phone, and computer. 14.1.2 If the COR has approved telecommuting, a laptop will be provided by the Government with all VA-unique software necessary to accomplish the work within this PWS.14.1.3 All Government Furnished Equipment will be maintained according to security standards. If GFE is issued for telework, contractors must comply with bringing in equipment for security updates as needed and the user is responsible for HIPAA and other privacy issues. 15.0 KEY PERSONNELThe Key Personnel for this requirement is a Program Manager or Equivalent. The Program Manager or Equivalent shall have at least five years’ experience managing a team of five or more Subject Matter Experts in Business Intelligence, Analytics and Data Management, Quality and Visualization, working simultaneous processes. The Program Manager or Equivalent shall have expertise in Healthcare and Financial Data Analytics and familiar with Big Data technology. The Program Manager or Equivalent shall have the ability to work with business and technical personnel as a team to meet customer needs, expectations, and management goals. Key Personnel are essential for successful Contractor accomplishment of the work to be performed under this contract and subsequent option years. The Contractor shall not remove, divert, or replace Key Personnel from the contract without written approval of the CO.Requests to substitute Key Personnel shall be provided to the CO and the COR for approval within 30 calendar days prior to making any change. The request shall be in writing, providing a detailed explanation of the circumstances necessitating the proposed substitution of key personnel. The Contractor shall submit a complete resume for the proposed substitute Key Personnel, and any other information requested by the CO in order to approve or disapprove the proposed substitution. The CO will evaluate such requests and notify the Contractor of approval or disapproval thereof in writing.15.1 Personnel RosterThe Contractor shall provide an initial personnel roster within 30 days of contract award that lists all personnel, their title planned work site (Austin and/or telework Austin); and planned hours of duty.The Contractor shall update the roster monthly; not later than the 10th calendar day of the month for subsequent rosters. Updates are not required if no changes occur.16.0 POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR 16.1 Security and Privacy RequirementsIt has been determined that protected health information may be disclosed or accessed and a signed Business Associate Agreement (BAA) shall be required (See Attachment D, Sample BAA). The Contractor shall adhere to the requirements set forth within the BAA, referenced in Section D of the contract (See Attachment D, Sample BAA). 16.2 Personnel Security Requirements The Contractor shall adhere to the following personnel security requirements to include the Position/Task Risk level(s) shown in Table 2.Table 2 POSITION/TASK RISK DESIGNATION LEVEL(S)Position SensitivityBackground Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Security Suitability Program,” Appendix A)Moderate / Tier 2Tier 2 / Moderate Background Investigation (MBI) A Tier 2/MBI is conducted by OPM and covers a five-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check], a credit report covering a period of five years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree.The position sensitivity and the level of background investigation commensurate with the required level of access for all tasks within the PWS are Moderate/MBI (Tier 2).16.3 Contractor Personnel Security Requirements 16.3.1 The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language. 16.3.2 The Contractor shall bear the expense of obtaining background investigations. 16.3.3 Within 30 business days after award, the Contractor shall provide an initial personnel roster of Contractor and Subcontractor personnel to the COR to begin their background investigations. The roster shall contain each Contractor personnel’s Full Name, Date of Birth, Place of Birth, email address and individual background investigation level requirement (based upon Table 2, Position/Task Risk Designation Level(s). The Contractor shall submit full Social Security Numbers either within the Personnel Roster or under separate cover to the COR. The Personnel Roster shall be updated and provided to VA within one day of any changes in personnel status, training certification completion status, Background Investigation level status, additions/removal of personnel, etc. throughout the PoP. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, personnel no longer supporting this contract. The preferred method to send the Personnel Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service. The final roster shall be provided 30 days before the PoP. 16.3.4 The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.16.3.5 For a Low Risk designation the following forms are required to be completed: 1.OF-306 and 2. DVA Memorandum – Electronic Fingerprints. These initial documents should be submitted to the COR within five business days after award; final documents shall be submitted no later than 30 days before the PoP. 16.3.6 The Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC). 16.3.7 The Contractor personnel shall certify and release the e-QIP document, print and sign the signature pages, and send them encrypted to the COR for electronic submission to the SIC. These documents shall be submitted to the COR within three business days of receipt of the e-QIP notification email. (Note: OPM is moving towards a “click to sign” process. If click to sign is used, the Contractor personnel should notify the COR within three business days that documents were signed via eQIP).16.3.8 The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident. 16.3.9 A Contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC) or “Closed, No Issues” (SAC) finger print results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and, the signed “Contractor Rules of Behavior.” However, the Contractor shall be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the OPM. 16.3.10 The Contractor, when notified of an unfavorably adjudicated background investigation for Contractor personnel as determined by the Government, shall withdraw the personnel from consideration in working under the contract. 16.3.11 Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and Subcontractor personnel and/or termination of the contract for default.Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA. ................
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