BACKGROUND - Veterans Affairs



TRANSFORMATION TWENTY-ONE TOTAL TECHNOLOGY NEXT GENERATION (T4NG)PERFORMANCE WORK STATEMENT (PWS)DEPARTMENT OF VETERANS AFFAIRSOffice of Information & TechnologyTransition, Release and SupportHealth Products SupportService Operations and Technical Management Support ServicesDate: April 10, 2017TAC- 17- 40995Task Order PWS Version Number: 1.4Contents TOC \o "1-4" \h \z \u 1.0BACKGROUND PAGEREF _Toc478995568 \h 42.0APPLICABLE DOCUMENTS PAGEREF _Toc478995569 \h 53.0SCOPE OF WORK PAGEREF _Toc478995570 \h 113.1APPLICABILITY PAGEREF _Toc478995571 \h 123.2ORDER TYPE PAGEREF _Toc478995572 \h 124.0PERFORMANCE DETAILS PAGEREF _Toc478995573 \h 124.1PERFORMANCE PERIOD PAGEREF _Toc478995574 \h 124.2PLACE OF PERFORMANCE PAGEREF _Toc478995575 \h 134.3TRAVEL OR SPECIAL REQUIREMENTS PAGEREF _Toc478995576 \h 134.4CONTRACT MANAGEMENT PAGEREF _Toc478995577 \h 144.5GOVERNMENT FURNISHED PROPERTY PAGEREF _Toc478995578 \h 144.6SECURITY AND PRIVACY PAGEREF _Toc478995579 \h 144.6.1POSITION/TASK RISK DESIGNATION LEVEL(S) PAGEREF _Toc478995580 \h 155.0SPECIFIC TASKS AND DELIVERABLES PAGEREF _Toc478995581 \h 165.1PROJECT MANAGEMENT PAGEREF _Toc478995582 \h 175.1.1CONTRACTOR PROJECT MANAGEMENT PLAN PAGEREF _Toc478995583 \h 175.1.2REPORTING REQUIREMENTS PAGEREF _Toc478995584 \h 175.1.3PRIVACY TRAINING PAGEREF _Toc478995585 \h 185.1.4Service operations and technical management support Staffing PAGEREF _Toc478995586 \h 185.1.5KICKOFF MEETING PAGEREF _Toc478995587 \h 215.2HPS SERVICE OPERATIONS SUPPORT PAGEREF _Toc478995588 \h 215.3CHANGE MANAGEMENT AND GOVERNANCE SUPPORT PAGEREF _Toc478995589 \h 235.4MEETING ASMINISTRATION AND LOGISTICS SUPPORT PAGEREF _Toc478995590 \h 245.5SUSTANMENT AND OPERATIONS MANAGEMENT SUPPORT PAGEREF _Toc478995591 \h 255.6FINANCIAL MANAGEMENT AND REPORTING SUPPORT PAGEREF _Toc478995592 \h 285.7QUALITY AND PERFORMANCE MANAGEMENT SUPPORT PAGEREF _Toc478995593 \h 305.8SECURITY COMPLIANCE AND MANAGEMENT SUPPORT PAGEREF _Toc478995594 \h 315.9HPS REQUIREMENTS MANAGEMENT SUPPORT PAGEREF _Toc478995595 \h 325.10ARTIFACT AND DATA REPOSITORY CONTROL AND MAINTENANCE PAGEREF _Toc478995596 \h 335.11POLICY, GUIDANCE, PROCESS AND TOOLS SUPPORT PAGEREF _Toc478995597 \h 345.12RESOURCE MANAGEMENT AND COORDINATION SUPPORT PAGEREF _Toc478995598 \h 355.13OPTION PERIOD ONE PAGEREF _Toc478995599 \h 365.14OPTION PERIOD TWO PAGEREF _Toc478995600 \h 365.15OPTION PERIOD THREE PAGEREF _Toc478995601 \h 365.16OPTION PERIOD FOUR PAGEREF _Toc478995602 \h 365.17OPTIONAL TASK 1 FOR ADDITIONAL HPS SUPPORT SERVICES (FLEXIBLE FIXED PRICE) PAGEREF _Toc478995603 \h 365.18OPTIONAL TASK 2 FOR OUTYEAR CONTINUED PRODUCT SUSTAINMENT SUPPORT (FIRM FIXED PRICE) PAGEREF _Toc478995604 \h 376.0GENERAL REQUIREMENTS PAGEREF _Toc478995605 \h 376.1PERFORMANCE METRICS PAGEREF _Toc478995606 \h 376.2SECTION 508 – ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) STANDARDS PAGEREF _Toc478995607 \h 386.2.1EQUIVALENT FACILITATION PAGEREF _Toc478995608 \h 396.2.2COMPATIBILITY WITH ASSISTIVE TECHNOLOGY PAGEREF _Toc478995609 \h 396.2.3ACCEPTANCE AND ACCEPTANCE TESTING PAGEREF _Toc478995610 \h 406.3SHIPMENT OF HARDWARE OR EQUIPMENT PAGEREF _Toc478995611 \h 406.4ENTERPRISE AND IT FRAMEWORK PAGEREF _Toc478995612 \h 416.5ORGANIZATIONAL CONFLICT of INTEREST (Add For A&A Services) PAGEREF _Toc478995613 \h 41APPENDIX A PAGEREF _Toc478995614 \h 43BACKGROUNDThe mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OI&T), Enterprise Program Management Office (EPMO); Office of Transition, Release, and Support (TRS) organization, Product Support – Health (HPS) is to provide benefits and services to Veterans of the United States. In meeting these goals, OI&T strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.OI&T has recently transitioned from the Project Management Accountability System (PMAS) project management process into the Veteran-focused Integration Process (VIP) project management process (). VIP is a Lean-Agile framework that serves the interest of Veterans through the efficient streamlining of activities that occur within the enterprise. VIP is the follow-on framework from PMAS for the development and management of IT projects which will propel the Department with even more rigor toward Veteran-focused delivery of IT capabilities. In parallel with the POLARIS single integrated release process, VIP is designed to increase cross-organizational and business stakeholder engagement, provide greater visibility into projects, support Agile adoption and institute a predictive delivery cadence.OI&T is transforming into an ITIL v. 3 enterprise and HPS is a leading participant in this key initiative. Over the past 3 years, HPS has documented and baselined strategic goals and objectives, operational processes, software assets, performance objectives and metrics, programmatic requirements and strategic acquisition solutions, and tools to enable continuous improvement. Having achieved a foundational level of organizational maturity, HPS desires to continue it’s service optimization journey utilizing the ITIL V. 3 approach. Key challenges include Change and Configuration Management, Performance Measurement and Analysis, Process and Product Quality Assurance, Risk Management, Supplier Agreement Management, and Service Operations Management.HPS is responsible for the sustainment of health software products. HPS provides Tier 2 (T2) and Tier 3 (T3) sustainment support for Veterans Health Information Systems and Technology Architecture (VistA) and customer facing Enterprise applications. HPS T3 support is provided under sustainment service contracts which are overseen by HPS Sustainment Managers (SMs)/Contracting Officer’s Representatives (CORs) and/or Government Project Manager (PM)/Contracting Officer’s Representatives (CORs). HPS has recently awarded two major sustainment contracts, Clinical Applications and Health Administration Applications, which are in addition to support contracts associated with the Clinical Health Data Repository, and the Laboratory Systems Reengineering Project, both Interagency Products with unique scope and attributes. The purpose of this procurement is to provide Service Operations and Technical Management support to HPS as the organization takes on additional software sustainment responsibility for Clinical and Administrative software applications and matures into a high performance ITIL Service Operations center of excellence in a continuous improvement model. It is anticipated that during the lifecycle of this contract, VA OI&T Leadership will directed HPS to expand its operations and business models to include additional software products and lifecycle stages. For example, in addition to VistA and Enterprise nationally deployed customer facing software, HPS anticipates taking on complex services components which are currently being developed under the VistA Data Access program, and emergent products that will need to be managed in a hybrid development, enhancements and sustainment state over the course of their asset lifecycles. To respond to these needs, HPS must continue to transform and improve service delivery.Currently, HPS oversees 128 Class I software applications and 1 Class III system which are detailed on the Application Master Sheet, Attachment X. HPS anticipates the transition intake of approximately 15 applications per twelve month period and the attrition or transition phase-out of approximately 4 applications per twelve month period.APPLICABLE DOCUMENTSThe Contractor shall comply with the following documents, in addition to the documents in Paragraph 2.0 in the T4NG Basic Performance Work Statement (PWS), in the performance of this effort:“Veteran Focused Integration Process Guide,” “VIP Release Process Guide,” “POLARIS Enterprise Release Calendar and Associated Resources,” Documents Repository – Accessible at time of award. PolicyAssistant Secretary for Information and Technology (005) memo, “Approval for the Veteran-focused Integration Process (VIP)” Secretary for Information and Technology (005) memo, “Tool Requirements in Support of the Veteran-focused Integration Process (VIP) (VAIQ 7669086)” On-Boarding (CONB) Processing Toolkit ProPath Page Tracker Tool Directive 6404 – VA Systems Inventory (VASI) Order (EO) 13495, “Non-displacement of Qualified Workers Under Service Contracts,” January 30, 2009 Special Publication 500-235 Structured Testing: A Testing Methodology Using the Cyclomatic Complexity Metric 25010 Framework for Software Quality Characteristics Measurement 15939 Framework for Software Quality Characteristics Measurement of Federal Regulations (CFR) - Title 21 - Food and Drugs Product Support CA SDM Guide (11/10/2015) (HPS SharePoint) Product Support Education And Training Guide (10/30/2014) (HPS SharePoint) Product Support National Support Coverage Guide (2/13/2015) (HPS SharePoint) Product Support Release Coordinator IPT Membership Guide (5/27/2015) (HPS SharePoint) Product Support Release Of Products And Patches Guide (3/22/2016) (HPS SharePoint) Management RACI (10/21/2015) (HPS SharePoint) Site Selection Guide (8/2015) Product Support Account Maintenance Guide (3/2/2016) (HPS SharePoint) Product Support Primavera Guide (3/17/2016) (HPS SharePoint) 1 – Parametric Estimation Model (PEM)Attachment 2 – Sustainment Process FlowsAttachment 3 – How the VDL Process WorksAttachment 4 – Application AppendixAttachment 4a – Scope Matrix for Application Specific Base TasksAttachment 4b – Scope Matrix for Application Specific Optional TasksAttachment 5 – HPS VIP ProcessAttachment 6 – Primary Developer Review ChecklistAttachment 7 – Integration Control RegistrationHPS Transition Process FlowSustainment Transition Plan TemplateHPS Intake Assessment FormSample Budget Operating Plan Sample Life Cycle Funding Requests (LCFRs)Sample Quad ChartHPS Weekly ReportsVistA Monograph ()SWG Charter and Management Plan ExampleHPS maintains a SharePoint library of applicable documents, which it intends to incorporate into ProPath. In the event that this does not occur before solicitation of TOs, they will be provided as attachments. These documents can be accessed at: Contractor shall regularly review the above items and the documents in paragraph 2.0 of the T4NG Basic PWS, and comply with the most recent versions of the listed documents. SCOPE OF WORKThe Contractor shall provide service operations and technical management support services to the HPS organization to enable organizational transformation and continuous improvement, management, transition, and sustainment of Information Management (IM) / IT software products which support Health Programs. The scope of this effort is to support HPS with services including: Service Operations Support, Change Management and Governance Support, Meeting Administration and Logistics Support, Sustainment an Operations Management Support, Financial Management and Reporting Support, Quality and Performance Management Support, Security Compliance Management Reporting and Oversight Support, Requirements Management Support, Artifact and Data Repository Control and Maintenance, and Policy, Guidance, Process and Tools Support.APPLICABILITYThis Task Order (TO) effort PWS is within the scope of the following paragraph(s) of the T4NG Basic PWS. 4.1 Program Management, Strategy, Enterprise Architecture and Planning Support4.1.5 Studies and Analyses4.1.6 Program Management Support4.1.7 Product Data4.1.8 IT Service Management Support4.2.3 IT Service Management Implementation4.2.11 Informatics Services4.2.12 Engineering and Technical DocumentationORDER TYPEThe effort shall be proposed on a Firm Fixed Price (FFP) basis.PERFORMANCE DETAILSPERFORMANCE PERIODThe PoP shall be 12 months from date of award, with four 12-month option periods plus 2 optional tasks. These optional tasks may be exercised, at the Government’s discretion, at time of award or at any time during the base or option periods and may occur concurrently.PeriodPeriod of PerformancePWS RequirementsBase Period12 months5.1 through 5. 12 and all applicable subparagraphsOption Periods 1-412 Months each, if exercised5.1 through 5.12 and all applicable subparagraphs Optional Task 1Up to 12 months each, if exercised. These Optional Tasks may be exercised at any time during the base and/or option periods, and the period of performance shall be commensurate with the period the optional task is exercised within.5.17 Optional Task 1 for HPS Scope Expansion Optional Task 2 Up to 12 months each, if exercised. These Optional Tasks may be exercised at any time during the base and/or option periods, and the period of performance shall be commensurate with the period the optional task is exercised within.5.1 through 5.12and all applicable subparagraphs5.18 Expansion for New Product Service DeliveryPLACE OF PERFORMANCEEfforts under this TO shall be performed at Contractor facilities. The Contractor shall identify the Contractor’s place of performance in its Task Execution Plan submission.The Contractor shall provide support between the hours of 8AM to 5:30PM Eastern Time.Work may be performed at remote locations with prior approval of the Contracting Officer’s Representative (COR). The Contractor shall ensure adequate remote work locations to ensure seamless continuity of operations in the event that travel to/from facilities is impeded.TRAVEL OR SPECIAL REQUIREMENTSThe Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings throughout the period of performance.? Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.The total estimated number of trips in support of the program related meetings for this effort is two (2) trips per twelve (12) month period for three (3) personnel per trip.? Anticipated trip locations provided are estimated at five (5) days in duration each:One (1) to St. Petersburg, FL or approximation/equivalentOne (1) to Dallas, TX or approximation/equivalentCONTRACT MANAGEMENTAll requirements of Sections 7.0 and 8.0 of the T4NG Basic PWS apply to this effort. This TO shall be addressed in the Contractor’s Progress, Status and Management Report as set forth in the T4NG Basic ERNMENT FURNISHED PROPERTYThe Government has determined that remote access solutions involving Citrix Access Gateway (CAG) have proven to be an unsatisfactory access method to complete the tasks on this specific TO. The Government will supply a maximum of 14 VA laptops (GFE) where justified by personnel requirements per section 5.1.3 that are compliant with VA requirements in support of the work required within this PWS. The Contractor shall adhere to VA standards, local security regulations and rules of conduct to access VA systems for on-site and remote worksites. Based on the Government assessment of remote access solutions and the requirements of this TO, the Government estimates that the following GFE will be required by this TO:14 standard laptopsThe Government will not provide IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra PIV readers, peripheral devices, additional RAM, etc. The Contractor is responsible for providing these types of IT accessories in support of the TO as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.SECURITY AND PRIVACYAll requirements in Section 6.0 of the T4NG Basic PWS apply to this effort. Specific TO requirements relating to Addendum B, Section B4.0 paragraphs j and k supersede the corresponding T4NG Basic PWS paragraphs, and are as follows,The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 1 day. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within1 day.POSITION/TASK RISK DESIGNATION LEVEL(S)Position SensitivityBackground Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Suitability and Security Program,” Appendix A)Low / Tier 1Tier 1 / National Agency Check with Written Inquiries (NACI) A Tier 1/NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), Federal Bureau of Investigation (FBI) name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.Moderate / Tier 2Tier 2 / Moderate Background Investigation (MBI) A Tier 2/MBI is conducted by OPM and covers a 5-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 5 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.High / Tier 4 Tier 4 / Background Investigation (BI) A Tier 4/BI is conducted by OPM and covers a 10-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 report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.Position Sensitivity and Background Investigation Requirements by TaskTask NumberTier1 / Low / NACITier 2 / Moderate / MBITier 4 / High / BI5.1 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.2 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.3 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.4 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.5 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.6 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.7 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.8 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.9 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.10 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.11 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.12 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.17 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.18 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.SPECIFIC TASKS AND DELIVERABLESThe Contractor shall perform the following:The Contractor shall adhere to, comply with, and produce or update as applicable all artifacts required by VA policies, processes, procedures, and standards, detailed below. At the time of this writing, ProPath is the repository for processes, procedures, and VA required artifacts. If, during the PoP of this TO, the repository for VA required processes, procedures, and/or required artifacts is changed, the COR will so inform the Contractor. The Contractor shall review policies, processes, procedures, and required artifacts regularly, and at all times adhere to, comply with, or make use of the most recent versions.In performing this TO, the Contractor shall follow established VA and governmental policies, standards, processes, and procedures, and make use of the VA provided tools mandated thereby. The Veteran focused Integration Process (VIP) is the mandated VA OI&T Delivery framework, and makes use of the Rational Tools Suite, the POLARIS calendaring tool, and VIP Request (VIPR) portal. VIP follows a Lean Agile process. The current help desk tool is CA Service Desk Manager (CA SDM) (also referred to as the help desk ticketing system). VIP mandates conformance with Security Assessment and Authorization (A&A) and Conformance to Section 508 of the Rehabilitation Act of 1973 as currently amended (henceforth “Section 508”); each has its own mandated policies, standards, processes, and procedures, which the Contractor shall abide by, and has its own mandated tools, which the Contractor shall use when addressing compliance with these policies. See Section 2.0 - Applicable Documents for further specifics.PROJECT MANAGEMENTCONTRACTOR PROJECT MANAGEMENT PLAN The Contractor shall provide a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of this TO effort. ?The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.??The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the TO. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP. Deliverable: Contractor Project Management PlanREPORTING REQUIREMENTSThe Contractor shall deliver Bi-Weekly (every two weeks) Status Reports. These reports shall provide accurate, timely, and complete project information for all work being conducted under this task order. The Bi-Weekly PD Status Report shall include the following data elements: Project Name and Contract NameOverview and description of the ContractOverall high level assessment of Contract progressAll work in-progress and completed during the reporting periodIdentification of any Contract related issues uncovered during the reporting period and especially highlight those areas with a high probability of impacting schedule, cost or performance goals and their likely impact on schedule, cost, or performance goalsExplanations for any unresolved issues, including possible solutions and any actions required of the Government and/or Contractor to resolve or mitigate any identified issue, including a plan and timeframe for resolutionStatus on previously identified issues, actions taken to mitigate the situation and/or progress made in rectifying the situation.Work planned for the subsequent four (4) reporting periods, when applicableCurrent Contract schedule overlaid on original Contract schedule showing any delays or advancement in scheduleCurrent backlog of HPS tasks by functional or workstream area demonstrating the HPS Director and Management priorities and requested delivery dates, to include identification of any changes in priorities and/or additions, or closures to the backlog tasks since the previous report.Current expenditures overlaid over the original budget showing any deviations in the actual expenditures versus the original budget and versus the current budget for Cost and T&M type contracts. For Firm Fixed Priced efforts provide expenditures based upon your proposed spend plan. Original schedule of deliverables and the corresponding deliverables made during the current reporting period.These reports shall not be the only means of communication between the Contractor, COR and the Program/Project Manager to advise of performance/schedule issues and to develop strategies for addressing the issues. The Contractor shall continuously monitor performance and report any deviation from the PMP or previous Bi-Weekly PD Status Report to the COR and Program/Project Manager during routine, regular communications. Deliverables:? Bi-Weekly Status ReportPRIVACY TRAININGThe Contractor shall submit status of VA Privacy and Information Security Awareness and Rules of Behavior training for all individuals engaged on the task. The status reporting shall identify; a single Contractor Security POC, the names of all personnel engaged on the task, their initial training date for VA Privacy and Information Security and Rules of Behavior training, and their next required training date. The Contractor shall submit VA Privacy and Information Security and Rules of Behavior training certificates in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security”. Deliverable: VA Privacy and Information Security and Rules of Behavior Training CertificatesService operations and technical management support StaffingThe Contractor shall plan for on-boarding of both initial staff and staff brought on board in the course of this TO. The Contractor shall provide an On-boarding Plan to detail its approach to affirming key staffing for support of to include the name, location, start date, training, physical, logical and network access, clearance status and all required non-disclosure and other security certifications, as well as the expertise, role, and responsibilities of each staff member.When on-boarding or off-boarding a staff member, the Contractor shall abide by the guidelines provided within the OI&T CONB Toolkit, as referenced in section 2.0 Applicable Documents. The Contractor shall track all staff members being on-boarded by creating an entry in the OI&T Contractor On-Boarding Tracker Tool and shall provide all CONB Toolkit Required Certificates. The Contractor shall provide team leadership, operational oversight, management, and coordination to ensure the successful delivery of all activities in scope of this PWS to include coordination with business stakeholders, interdependent application sustainment teams, development organizations, VA process and compliance stakeholders.The Contractor shall be guided by the following use cases with regard to determining which staff may require GFE and Virtual Private Network (VPN) access and which will be able to perform their functions via Citrix Access Gateway (CAG):CAG requires either a PIV card (if the device is capable of reading one, either natively or via a peripheral), or a Mobile Pass One-Time Password fob (if it is not.)Table 5.1 - VA Network Access Use CasesCAG Use CasesVPN Use CasesIf the Contractor is using a Personal Device, this is the only option.A VA network IP address is not required.No need for upload/download between the VA network and user device.*No or highly limited requirement to use applications not licensed for terminal services.Light to moderate use of streaming media, Lync video/audio, or VoIP, or where lower quality thereof is acceptableGFE is justified and obtainable. VPN is only usable on GFE.IP address on the VA network is required.May provide access to applications not licensed for terminal services environments, e.g. MS Project and MS Visio.Preferred for large or frequent upload and download of data between the VA network and the device. This includes such uses as Medical Imaging, offline development of code.Heavy use of streaming media, Lync video/audio, or VoIP or where high quality of the foregoing is mission critical.VPN requires a PIV card to access.* In cases of limited, specific need, it is possible to gain permission for the Windows Clipboard to transfer data between the desktop and CAG environments.Only Contractor personnel who cannot fulfil their work functions via CAG will be considered for VPN.The Contractor shall complete all required VA Training, to include the Talent Management System (TMS) training courses listed below; The Contractor shall also submit TMS Rational Training Certificates of completion for all required VA Training indicated within policy per the CONB Toolkit and section 2.0 Applicable Documents.TMS Required Training Courses:TMS ID 3878248 - IBM Rational Team Concert - Agile Sprint, Configuration/Change Management Level 1TMS ID 3878249 - IBM Rational Team Concert - Agile Sprint, Configuration /Change Management Level 2TMS ID 3878250 - IBM Rational DOORS Next Generation - Requirements Management Level 1TMS ID 3897036 - IBM Rational DOORS Next Generation - Requirements Management Level 2TMS ID 3897034 - IBM Rational Quality Manager - Quality Management Level 1 TMS ID 3897035 - IBM Rational Quality Manager - Quality Management Level 2The On-boarding plan shall also address Contractor succession and initial knowledge transfer. This shall be a one-time training of Contractor staff by incumbent HPS vendors. Additionally, the On-boarding plan shall address cross-training of Contractor staff and required training artifacts and job aides. The On-boarding plan shall demonstrate how the Contractor staff will be provisioned appropriately. The plan shall include a timeline for on-boarding, compliance, provisioning, and access for expert resources and detailing staffing for each area of work under this task order as well as the continuity of key staff. At a minimum, completion dates for the milestone activities listed below shall be included for each staff member. The status of these milestone activities shall be reported on a bi-weekly basis, in the Workforce Staffing Report Section of the Product Sustainment Report (see section 5.3.4).Milestone Activities:Completion of mandatory on-boarding paperwork (per CONB Process Toolkit.)Fingerprints submittedEQIP invitationEQIP submissionBackground investigation initiatedBackground investigation completedNetwork Access receivedSubmit e-Pas (for elevated privileges if applicable)GFE Issued (as applicable) with elevated privileges (if applicable)CAG/VPN access grantedMandatory Training per CONB Toolkit CompletedRational Training CompletedThe Contractor shall provide and maintain an On-boarding, Compliance, Provisioning, and Access Report for Expert Resources as part of the Bi-Weekly Status Report, demonstrating the adequacy of staffing for all work supported under the task order meets the performance targets listed in section 5.3.3.1.Deliverables:On-boarding PlanCONB Toolkit Required Certificates TMS Rational Training CertificatesKICKOFF MEETINGThe Contractor shall hold a technical kickoff meeting within 5 days after TO award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (3) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA PgM.HPS SERVICE OPERATIONS SUPPORT The Contractor shall provide expert Program Management assistance to oversee and ensure the delivery of all work and personnel associated with this task order, and to provide dedicated assistance to the HPS Director and designees. The Contractor shall provide dedicated expert Program Management assistance to each of three (3) Sustainment Managers to complete the work included in this task order. The Contractor shall provide dedicated expert Project Management assistance to each of these three (3) Sustainment Managers. The Contractor shall manage the full scope of Contractor work represented in this task order in an agile, coherent, seamless, timely and satisfactory manner. The Contractor shall demonstrate expert level subject matter expertise, leadership, initiative, delegation and mentoring of support staff as well as organizational capability and flexibility in supporting a diverse group of 6 high performing GS-14 and GS-15 management staff and their support team of 6 additional high performing GS-14 and GS-15’s. The VA HPS management staff works on a remote workplace basis with a high degree of independence and authority and require the Contractor’s Service Operations and Technical Management Support team to demonstrate a fluid capability to work within these constraints and assist with the overall communications and work item tracking and suspense.The Contractor shall support the HPS management team to include: Coordinate, update maintain and deliver HPS Weekly Reports, to include gathering data from Primavera Teamplay, Remedy, HPS managers and Division Directors, and performing edits, storage and dissemination. See Attachment H – HPS Weekly Report templates.Gather, store, validate, and organize software application documentation to include technical artifacts. Based on this effort the Contractor shall deliver a Software Documentation GAP Report summarizing any deficiencies in software documentation. The Software Documentation GAP report shall validate that the software documentation accurately reflects the current production application for each transitioning application. The Contractor shall provide one (1) Software Documentation GAP report per application as requested by the VA Program Director, Managers (PgM) and/or Contracting Officer Representative (COR). Historically, this has been requested approximately for two (2) applications per month. Maintain an all-inclusive Health Products Software Applications Monograph, utilizing the existing VistA Monograph. The Contractor shall expand upon and add all supported non-VistA Healthcare applications and update the Health Products Software Applications Monograph quarterly. The Contractor shall include each transitioning application.Conduct management studies and reviews including analysis of HPS structure, resource needs, policy, processes, operations, analytical frameworks, templates and tools. The Contractor shall deliver an HPS Operational Findings Report, which documents the outcomes of these studies, reviews and analyses.on a quarterly basis.Develop Ad Hoc Informational Reports based on requests received for information from VA OI&T, EPMO leadership. The Contractor shall perform analysis and gather information in a variety of formats to include presentation spreadsheets, white papers and diagrams. The Contractor shall gather data, conduct research, and create draft responses to these requests for HPS approval. This data may include technical, business, requirements, financial, risk, schedule, or strategic data or concepts. The Contractor shall extract data from source tools, compiling graphic representations, charts, statistical and financial tables, and narratives into draft reports suitable for distribution to OI&T executives or senior leaders in the VA, to be approved by HPS prior to release, as required by the Government, for up to 26 Ad Hoc Informational Reports annually. The Contractor shall ensure that thorough records are retained in the SharePoint site referenced in Task 5.6 of all requests and responses, whether written or oral. Conduct Semi-Annual Organizational Gap Analysis and provide a Semi-Annual Organizational Gap Analysis Report to include plans and recommendations for the ITIL V. 3 (or equivalent VA mandated operations framework) transformation and continuous improvement. Develop briefings and status reports showing the progress of accepted plans and recommendations from the Semi-Annual Gap Analysis reports. Provide Execution support for accepted Semi-Annual plans and recommendations. Execution support shall include providing support to Government leads assigned to oversee the approved plans and recommendations, in accordance with Sections 5.3-5.12.. Deliverables: HPS Weekly ReportsSoftware Documentation GAP ReportsHealth Products Software Applications MonographHPS Operational Findings ReportsSemi Annual Organizational Gap Analysis ReportsCHANGE MANAGEMENT AND GOVERNANCE SUPPORT The Contractor shall support the HPS Management team in standing up a software application change management and governance process for HPS Service Operations. The Contractor shall deliver a Change Management and Governance Charter and Management Plan, a Change Management and Governance Process Document, Change Management and Governance Analytical Tools, Change Management and Governance Process Artifacts and a Change Request Prioritization and Status Logs. The Contractor shall review overall VA OI&T ITIL based change management policies, processes, procedures and develop health product level guidance which enables the seamless integration change management policies processes, procedures and documentation. This shall include: Adherence to VA OI&T EPMO TRS Change Management and Governance Policy and Guidance based on the ITIL Transformation effort Tailoring the HPS Change Management and Governance process to ensure the successful delivery of HPS Service OperationsDeveloping, maintaining and providing informational briefings in group sessions the HPS Change Management and Governance Process Artifacts, including a Charter and Management Plan, Process, Analytical Tools and Process ArtifactsProviding support and assistance for all functions of the HPS Change Management and Governance process, to include maintaining a log of all Change Request priorities and status.Deliverables: Change Management and Governance Charter and Management PlanChange Management and Governance Process DocumentChange Management and Governance Analytical ToolsChange Management and Governance Process ArtifactsChange Request Prioritization and Status LogsMEETING ASMINISTRATION AND LOGISTICS SUPPORT The Contractor shall coordinate all aspects of meeting support for the HPS management team which includes, planning, coordination, facilitation, reporting and action item tracking for each individual transitioning application. Specifically, the Contractor shall provide support for Organizational Strategy and Training Support Meetings (approximately 2 per year to be conducted face-to-face for all HPS management staff at Contractor facilities), Supplier Relationship and Performance Management meetings (approximately 5 per year to be conducted face-to-face or virtually from Contractor facilities) as well as routine operational meetings (approximately 30 per week total) to plan, coordinate, conduct, and document requirements as outlined below:Meeting Planning. The Contractor shall coordinate with HPS to plan, coordinate and manage logistics for, as well as conduct and document a variety of operations, transition, sustainment, and technical management meetings, such as: monthly operations and performance reviews, monthly software transition reviews, monthly sustainment management reviews, and weekly operations, transition and sustainment management status reviews. The Contractor shall coordinate with HPS to identify the appropriate review schedule to best meet the needs and address the requirements of HPS. The Contractor shall review and coordinate meeting times, locations, access, equipment and information to ensure that all invitees are available and have access to required information and meeting spaces (i.e., Online Meetings or Conference Rooms).Meeting Facilitation and Support. The Contractor shall establish meeting goals, create detailed meeting agendas, identify attendees, and document and track meeting outcomes. Following HPS approval, the Contractor shall disseminate this information for review by participants. While the HPS Government staff will chair the meetings, the Contractor shall provide facilitation services, timekeeping, and shall document meeting minutes denoting the outcomes of each review. The Contractor shall capture actions resulting from meetings and update all required activity backlogs and coordinate with the participants to ensure the issues/actions/events are captured in the backlogs which the Contractor shall prepare for review and acceptance by the Government in a Microsoft Excel format. VA shall require limited support outside of the normal work schedule, to accommodate urgent assignments as well as key Government personnel who reside in the Central, Mountain, and Western Time Zones. Approximately 50% of the HPS Management Staff reside in time zones other than Eastern, but the bulk of management meetings are held within Eastern Standard Time working hours. Organizational Strategy and Training Support. The Contractor shall provide Meeting Planning, Facilitation and Support for Organizational Strategy and Training Support meetings.SUSTANMENT AND OPERATIONS MANAGEMENT SUPPORT The Contractor shall create, maintain, support and report sustainment management charters, plans, risk, issue and activity logs, schedules, status briefings and key artifacts for HPS Operations projects as outlined in Section 5.2 HPS Service Operations Support, HPS Risk Management Working Group, the HPS Clinical Products Working Group, and the HPS Administrative Products Working Group.For the Administrative, Clinical and Risk Sustainment Management Portfolios, the Contractor shall develop a Quality Assurance Activity Tracker Template. The template shall include due dates and required activities for each HPS Portfolio sustainment effort.The Contractor shall develop and maintain an Invoice Tracking Spreadsheet Template. The template shall include, for the Administrative, Clinical, CHDR, and LSRP contracts, the contract number(s), purchase order number(s) and associated obligated dollar amounts, CLINS/SLINS, invoice number(s), invoice dollar amounts and task order number(s), due dates, option periods, optional tasks, and make HPS directed updates to the template to support additional tracking information. The Contractor shall provide financial analysis and report discrepancies between invoices and contractual billing requirements to HPS SMs, along with recommendations for correction based upon HPS budgets, funding plans and awarded contract tasks.Historically, HPS conducts five (5) operational projects per year. The Contractor shall assist with the development of HPS Operations project strategies, approaches, objectives, road maps, metrics and other key data necessary to ensure, report and measure outcomes. The Contractor shall develop and integrate plans, logs, schedules, status reports and data as required for the escalation and management of organization-wide periodic events, interdependencies, risks, issues and high-visibility policy implementations and directives. The inputs for these integrated deliverables will be provided by project from HPS Operations project teams. The Contractor shall provide dedicated resources to assist one Government Lead from the Management team in the planning, development, execution and measurement of outcomes for each of these Operations Projects, using an Agile Scrum Methodology. The Contractor shall assist the Government Lead in incorporating the ITIL V. 3 framework and all VA OI&T policy and guidance for HPS Operations Projects. For the Risk Management Working Group, the Contractor shall assist with the development, maintenance, execution, measurement and continuous improvement of the HPS Risk Management function. The Contractors shall support the HPS Sustainment Manager for Risk by developing and providing HPS Risk Management Project Artifacts that shall include strategies, approaches, objectives, road maps, metrics and other key data necessary to manage, report and measure risk events. The Contractor shall integrate plans, logs, schedules, status reports and data as required for the escalation and management of organization-wide risks. The Contractor shall provide dedicated resources to assist one HPS Sustainment Manager for Risk using a Agile Methodologies. The Contractor shall incorporate the ITIL V. 3 framework and all VA OI&T policy and guidance for HPS Risk Management.Currently, there are two product portfolios within HPS. The Clinical portfolio currently includes 76 software applications and the Administrative portfolio contains 52. In addition, the Risk Portfolio oversees sustainment for the Laboratory Systems Installation in Huntington, West Virginia. It is anticipated that these portfolios will grow at the rate of 5% over each 12 month period of performance. Each portfolio is overseen by two Government Sustainment Managers who the Contractor will support with the assistance of dedicated Contractor teams. The Contractor shall assist the Government Sustainment Managers in incorporating the ITIL V. 3 framework and all VA OI&T policy and guidance for HPS Transition and Sustainment Projects. The Contractor shall provide HPS Risk Management Project Artifacts that includes a Risk Charter and Management Plan, Risk Management Schedule with Risk event forecast, Integrated Risk tracker showing risks from all HPS Portfolios (Clinical, Administrative, and Risk Management), Risk Status Reports, Risk Matrices depicting Risk levels and event status and Risk Escalation White Papers.…..For the Clinical Products Working Group, the Contractors shall assist with the maintenance, execution, measurement and continuous improvement of the HPS Clinical Products Management function. The Contractors shall assist the HPS Sustainment Managers for Clinical Products with strategies, approaches, objectives, road maps, metrics and other key data necessary to manage, report and measure the Clinical Products Portfolio. The Contractor shall develop and integrate plans, logs, schedules, status reports and data as required for the escalation and management of Clinical Portfolio-wide periodic events, interdependencies, risks, issues and high-visibility policy implementations and directives. The inputs for these integrated deliverables will be developed with input from Clinical Products Sustainment Portfolio software sustainment suppliers. The Contractor shall provide dedicated resources to assist two HPS Sustainment Managers for Clinical Products in the planning, development, execution and measurement of outcomes for Clinical Products, using an Agile Scrum Methodology. The Contractor shall assist the Sustainment Managers for Clinical Products in incorporating the ITIL V. 3 framework and all VA OI&T policy and guidance. For the Administrative Products Working Group, the Contractors shall assist with the maintenance, execution, measurement and continuous improvement of the HPS Administrative Products Management function. The Contractors shall assist the HPS Sustainment Managers for Administrative Products with strategies, approaches, objectives, road maps, metrics and other key data necessary to oversee, report and measure the Administrative Products Portfolio. The Contractor shall develop and integrate plans, logs, schedules, status reports and data as required for the escalation and management of Administrative Portfolio-wide periodic events, interdependencies, risks, issues and high-visibility policy implementations and directives. The inputs for these integrated deliverables will be developed with input from Administrative Products Sustainment Portfolio software sustainment suppliers. The Contractor shall provide dedicated resources to assist two HPS Sustainment Managers for Administrative Products in the planning, development, execution and measurement of outcomes for Administrative Products, using an Agile Scrum Methodology. The Contractor shall assist the Sustainment Managers for Clinical Products in incorporating the ITIL V. 3 framework and all VA OI&T policy and guidance. The Contractor shall provide Integrated Master Schedules for all HPS project work. There shall be four (4) IMSs, which may share interdependencies and shall be updated monthly. HPS Operations Project IMS shall include a high level dashboard depicting all periodic events and special projects and events of interest to the HPS Director and Management Team for monitoring and management purposes. Risk Management IMS shall include all HPS Organization-wide Risk and Issue Events. Transitioning Products IMS shall include all transitioning applications milestones by portfolio. Sustainment Products IMS shall include all sustainment applications and releases, by portfolio, managed by the HPS Organization, to enable the management of HPS-wide periodic sustainment events. The Contractor shall define and/or integrate component Critical Decision Gate schedules, by portfolio, to enable the management of the transition and sustainment work to be executed by HPS. Each of the four IMS’ shall include:Importing and networking critical decision gates from portfolio and project schedulesMeasuring and monitoring critical decision gates Documenting assigned resourcesProviding risk analysis and mitigation recommendations to the HPS Director and Sustainment ManagersIdentifies and outlines all applicable Critical Decision Gates and discrete events necessary to complete transition intake and manage the sustainment lifecycle, such as acquisition and budget deadlines and other organizational eventsCaptures and coordinates VA OI&T policy and guidance required activitiesDefines relationships (dependencies) between and among these eventsDemonstrates the expected duration of each event and resources required for eachCreates a high-level, integrated that depicts this information as a logical cohesive wholeBased on the Transition Products IMS, Sustainment Products IMS, Risk Management IMS and HPS Operations IMS, the Contractor shall generate a Monthly Schedule Status Report that reports the status, impediments and corrective action recommendations for all work depicted in the IMS’s.Deliverables: Quality Assurance Activity Tracker TemplatesInvoice Tracking Spreadsheet TemplatesHPS Risk Management Project ArtifactsHPS Operations IMSRisk Management IMSTransitioning Products IMS by PortfolioSustainment Products IMS Monthly Schedule Status ReportFINANCIAL MANAGEMENT AND REPORTING SUPPORT The Contractor shall facilitate and coordinate the gathering, validation and reporting of budget and acquisition planning and execution information with HPS and VA OI&T EPMO Development program and project managers to ensure adequate and timely funds and contract availability to support the HPS mission in sustainment of software applications. The Contractor shall collaborate and coordinate with VA Budget Analysts and Procurement Coordinators to ensure that HPS personnel can accomplish the integration of operations, transitioning and sustainment budget operating plans and management reports to support timely and accurate financial management and reporting activities. The Contractor shall coordinate and facilitate with HPS, VA OI&T EPMO Business Office personnel to produce and validate responses to Ad-Hoc internal and external Data Calls, to include inquiries from VA Leadership, Senior Management, Congress, General Accounting Office (GAO) and the office of the Inspector General (IG). The Contractor shall provide such a response in an Ad Hoc Audit and Data Call Report. Historically there has been approximately one (1) request per month.The Contractor shall provide the necessary coordination with VA Organizations (ie EPMO, IT Health Portfolio and IT Operations) external to HPS (hereinafter collectively Intra-agency entities) to assure that the HPS Project Budgets are synchronized with interdependent VA Budgets. The Contractor shall provide coordination to include participation in joint meetings with intra-agencyentities, develop and maintain integrated budgets showing relationships and interdependencies with those of the intra-agency entities and how any associated changes may impact HPS Service Delivery. The Contractor shall integrate all intra-agency entity coordination specific activities and deliverables with the overall deliverables for HPS Budgets. The Contractor shall coordinate with the IPTs, Working Groups, and VA entity stakeholders as required to evaluate budgetary needs and assess funding requirements. Historically this has occurred approximately two (2) times per month.The Contractor shall provide the necessary coordination to define, approve, and communicate budget standards, procedures, and metrics. The Contractor shall research and produce documentation of budget data standards, as well as any on-going changes. The Contractor shall track and enforce conformance to budget standards as necessary, and manage and resolve related issues if they arise. The Contractor shall document budget planning process improvement recommendations throughout the course of the task order at the direction of the Government, historically on a quarterly basis. The Contractor shall conduct and deliver a Budget Impact Analysis of any funding shortfall and develop, coordinate, track and report budgetary Change Requests to ensure adequate funding for HPS Budget requirements. Historically, there have been approximately ten (10) budgetary change requests per twelve month period.The Contractor shall coordinate with VA representatives to support HPS in validating routine planning and expenditures data and providing it to VA Budget Analysts, Program Planning and Oversight representatives and Procurement Coordinators, ensuring valid data for ProPath, VIP, Budget Tracking Tool (BTT) and Enterprise Project Structure (EPS) reporting. The Contractor will not have access to BTT but shall coordinate with HPS to validate the financial data.? The Contractor shall be provided the relevant budget information out of BTT by the Government in order to validate expenditures. The Contractor shall maintain and provide at the macro level, an all-inclusive Quarterly HPS Budget Operating Plan (BOP) (spreadsheets) for current and future (transitioning) sustainment requirements, to include current year, planning year and out-year budgets for HPS. The Contractor shall coordinate with HPS and VA OI&T EPMO Budget Execution Analysts, and Procurement Coordinators to perform this task, and ensure the integrity and consistency of data and information, for each transitioning application to include:Create and verify the Budget and acquisition status reports and monthly “actuals” reflected in VA OI&T Budget Tracking Tool are valid.Coordinate the integration of fiscal management support activities with overall HPS management activities, to include the production of quarterly BOPs and annual Life Cycle Funding Requests (LCFRs). LCFRs data and information accurately represents required funding to support the software application throughout the sustainment lifecycle for all supported applications. The Contractor shall provide one (1) LCFR per application for all applications in sustainment that have completed transition.Develop and provide an Annual Sustainment Quad Chart containing data and information accurately representing acquired funding to support the software application throughout the sustainment lifecycle for all supported applications. The Annual Sustainment Quad Charts shall be at the application level. The Contractor shall provide one (1) Sustainment Quad Chart per application.Deliver data and reports for each HPS Project in the VA Monthly Performance Review Deliverables:Budget Impact AnalysisQuarterly HPS Budget Operating PlanAnnual Life Cycle Funding Requests Annual Sustainment Quad Charts Monthly Performance ReviewsQUALITY AND PERFORMANCE MANAGEMENT SUPPORT The Contractor shall assist HPS Sustainment Managers with Quality and Performance Management activities associated with the oversight of the Clinical and Administrative Product Portfolio Software Sustainment Services. The Contractor shall provide analysis of Clinical and Administrative Portfolio Software Sustainment deliverables, asset repositories and management artifacts to identify risks, issues, compliance gaps and timeliness objectives. This analysis shall be provided in a HPS Quality and Performance Analytical Report. The Contractor shall provide this assistance at the direction of the HPS Director and/or Sustainment Managers. Historically, these analyses are needed twelve (12) times per twelve month period for each of the two portfolios, Clinical and Administrative, and are associated with high-risk products, products which are in sustainment but also have enhancements efforts or unplanned events (such as emergent compliance or legislative mandates) which increase the velocity of change and introduce high levels of risk.The Contractor shall maintain and continuously improve HPS Quality and Performance Management processes, tools and practices. The Contractor shall ensure that all HPS Quality and Performance efforts are in compliance with VA OI&T policy and guidance, to include VIP, ITIL V. 3 and emergent follow-on policy. The Contractor shall collect, measure, analyze and report on the Quality and Performance of all HPS Sustainment Services Portfolios, integrating results to provide a Quality and Performance Dashboard to the HPS Director. The Contractor shall also develop and provide an HPS Overarching Summary Quality Dashboard which shall provide a summary of all portfolios as rolled up from the HPS Sustainment Services Portfolio Quality and Performance Dashboards. The Contractor shall maintain and deliver the HPS Software Application Baseline as captured in the HPS Application Master Sheet. The Contractor shall improve and refine the processes for the collection, capture, control and management of data included in the HPS Software Application Baseline. The Contractor shall develop, provide and implement recommendations for the refinement and improvement of the HPS Parametric Estimation Model (PEM) and HPS Cost Estimation Models (CEM) based upon VA OI&T transformation and data management initiatives as well as industry best practices, ITIL v. 3 and lessons learned. Upon Government approval, the Contractor shall implement the recommendations and deliver updated HPS PEM and CEMs.The Contractor shall develop a benchmark report of HPS Product Size, Quality and Performance based upon the HPS Software Application baseline and integrate inputs from the Quality and Performance reports by HPS Sustainment Services portfolio which will provide HPS Sustainment Managers with a comprehensive view of change, risk, quality and supplier performance information for the Clinical and Administrative Portfolios. The Contractor shall assist the HPS Management Team in developing strategic and tactical performance objectives based upon the benchmark report. The Contractor shall provide monthly Size, Quality and Performance Reports demonstrating the variance between actual results and benchmark goals, by portfolio. The Contractors shall provide an integrated Size, Quality and Performance Report for all portfolios to the HPS Director on a Quarterly basis. Deliverables:HPS Quality and Performance Analytical ReportHPS Quality and Performance DashboardHPS Overarching Summary Quality and Performance Dashboard HPS Software Application BaselineHPS Parametric Estimation ModelHPS Cost Estimation ModelHPS Product Size, Quality and Performance ReportSECURITY COMPLIANCE AND MANAGEMENT SUPPORT The Contractor shall develop, provide and maintain guidance documentation , that shall include HPS Management staff of VA OI&T security processes, policies, data requests, reports, repositories and analysis techniques in order to assists HPS Management staff in the execution of VA OI&T System Owner and Steward Roles. The Contractor shall review guidance documentation with HPSS. The Contractor shall produce power point presentations (HPS Security Training) to educate HPS on the VA OI&T health product repositories etc. and review the presentations with the HPSS. The Contractor shall maintain these guidance documents and any and all other HPS Security reports, process and tools in accordance with VA OI&T security policy and guidance and provide annual training to HPS staff. The Contractor shall prepare and provide security documentation and data reports necessary for the fulfillment of the System Owner and Steward roles for Government review and acceptance, including the HPS Security Guidance Documents, the HPS System Owner Documentation and Reports and the HPS System Steward Documentations and Reports. The Contractor shall assist HPS Management Staff in the development of security controls assessments and audits for HPS Sustainment Products.The Contractor shall develop and maintain an HPS Security Compliance Reporting Tool which provides comprehensive security compliance traceability and status snapshot. The HPS Security Compliance Reporting tool shall be a centralized repository and tracking tool for all HPS Sustainment Products and enable the HPS Director and Management Staff to surveille and report the status of individual, portfolio and overarching security compliance profiles.The Contractor shall also provide an overarching HPS Security Compliance Dashboard depicting the overarching security compliance of all HPS Sustainment Products which includes views by product and portfolio. The HPS Security Compliance Dashboard shall be updated quarterly.Deliverables:HPS Security Guidance Documents HPS System Owner Documentation and ReportsHPS System Steward Documentation and ReportsHPS Security Compliance Reporting ToolHPS Security Compliance DashboardHPS REQUIREMENTS MANAGEMENT SUPPORT The Contractor shall maintain and refine the HPS Procurement Solution (HPSPS) artifacts (Attachment X). The Contractor shall elicit changes to the HPS Procurement Solution Programmatic Requirements Document from the HPSPS PM and HPS Management Staff based upon changes in VA OI&T policies and guidance, modifications to the Clinical and Administrative Portfolio Sustainment Services task orders, lessons learned and ITIL V. 3 and other industry standard best practices. The Contractor shall maintain the HPS Gold Standard Procurement Solution under version control and provide an audit trail of all changes. The Contractor shall update all HPSPS Gold Standard Procurement Solution which represent procurement templates tailored to HPS based upon changes to the HPSPS Programmatic Requirements Document. .The Contractor shall maintain and refine the HPS Gold Standard Procurement Solution (Attachment X). The Contractor shall provide the necessary coordination with VA Organizations external to HPS (hereinafter collectively “VA Entities”) to assure that the HPS Gold Standard Procurement Solution is synchronized with interdependent VA OI&T Procurement Templates. The Contractor shall provide coordination to include participation in joint meetings with VA entities, develop and maintain integrated solutions, maintaining continuity of HPSPS Requirements within overall VA OI&T Gold Standards, showing relationships and interdependencies with those of the VA entities and how any associated changes may impact the HPSPS. The Contractor shall integrate all intra-agency coordination specific activities and deliverables with the overall deliverables for HPS Requirements Management Support. The Contractor shall develop an HPSPS Communications and Training Plan and assist the HPSPS PM with training and communicating the HPSPS and HPS Gold Standard Procurement Solution across VA OI&T. The Training Plan shall consist of stakeholder analyses, management plan, and approach, schedules, training materials and briefings. The Contractor shall assist the HPSPS PM with refining the HPSPS and HPS Gold Standard Procurement Solution for suitability for promotion as a Federal Government Best Practice Solution. The Contractor shall assist the HPSPS PM with publicizing and communicating this solution to the appropriate Federal Agencies and external Government publications.Deliverables:HPSPS Gold Standard Procurement SolutionHPSPS Communications and Training PlanHPSPS Federal Government Best Practice SolutionARTIFACT AND DATA REPOSITORY CONTROL AND MAINTENANCE The Contractor shall support and maintain the SharePoint site that holds all of the data, artifacts and deliverables necessary to support the smooth operation of all activities for the HPS Effort. These data, artifacts and deliverables include operations, transition and sustainment project and meeting documents, contracts, budgets, schedules, software application technical documentation, VA OI&T and VIP and related policy, process and guidance data, artifacts, memoranda, reports, life cycle funding requests, quad charts and budget operating plans. HPS data, artifacts and deliverables are stored on a shared drive and accessed through a SharePoint portal, which the Contractor shall maintain and administer. The Contractor shall also maintain and enhance HPS Service Operations, Sustainment and Organizational Management Share Point Portals. The Contractor shall maintain, enhance as necessary (add file folders, organize, etc.), and administer the Artifact Repositories and Portals on a daily basis. POLICY, GUIDANCE, PROCESS AND TOOLS SUPPORT The Contractor shall assist HPS with the required artifacts for HPS Operations, Transition, and Sustainment in accordance with the applicable policies and documents included in Section X.X These artifacts include related data submissions in accordance with VA OIT EPMO, VA OI&T VIP and related policy, guidance and tools as well as VA OI&T Process Asset Library Process Maps and artifacts as identified in the link to the VA OI&T Process Asset Library Website (included in Applicable Documents section [to be updated] /) The Contractor shall review and assist with the integration and refinement of VA OI&T VIP Critical Decision, Receiving Organization and/or Sustaining Organization, Transition and Sustainment Lifecycle requirements and submissions. This shall include quarterly reviews of HPS transition and sustainment policies, guides, repositories, tools, artifacts and data in accordance with lessons learned, findings reports GAP analyses, and changes to HPS Programmatic Requirements, as well as implementation of changes into these artifacts for each transitioning application approximately once per month. It is anticipated that fifteen (15) applications will be in transition at any given period.The Contractor shall maintain the VIP Guide for Sustainment (Attachment X) and all associated HPS processes, tools, repositories and data. The Contractor shall develop, maintain and update HPS VIP Sustainment Reports. These reports shall be designed to be managed within the HPS SharePoint Portals as documents and/or within the VA OI&T Rational Repositories and Tools in the form of report queries for use by HPS Management Staff. The Contractor shall perform data capture and validation, on a routine, recurring basis. Once data is compiled, validated, and formatted, and approved, the Contractor shall log and store the official submission to create an audit trail on a monthly basis for each software application within the Administrative and Clinical Sustainment Portfolios and for the transition and sustainment effort for each transitioning application. It is anticipated that fifteen (15) applications will be in transition at any given period.The Contractor shall assist HPS Management Staff with the collection and analysis of data, artifacts, reports and findings in support of the HPS Receiving Organization Role as outlined in the VIP Guide for Sustainment. This assistance includes researching VIP project details, recording the findings, and providing a brief of this information to HPS Management Staff which enables risk-based Critical Decision Gate voting.The Contractor shall develop, maintain, update and distribute a Dashboard Report for each Sustainment Portfolio and all Transitioning applications by Portfolio for the purpose of analysis and management by HPS Management Staff. The Dashboard shall include a summary view of all data captured in the HPS VIP Sustainment Reports and shall highlight areas of risk, performance results and non-compliance.The Contractor shall update, maintain, enhance, distribute and refine management reports for CA Service Desk Manager and/or congruent trouble ticket processing tool for all Health Products within the Clinical and Administrative Portfolio and/or transitioning into HPS. The Contractor shall elicit trouble ticket and defect processing (enhancements) requirements from HPS Management Staff and develop epics, sub-epics, user stories and work items necessary for the implementation of HPS requirements into the CA Service Desk Manager and Rational Tools on a semi-annual basis. The Contractor shall maintain a backlog of these requirements and provide analysis to determine the advisability, feasibility and impact of these changes on HPS Management activities as well as on the respective tools.Deliverables:HPS VIP Sustainment ReportsRESOURCE MANAGEMENT AND COORDINATION SUPPORT The Contractor shall provide support to HPS for the purposes of managing resources to support HPS Operations, Sustainment and Transition Management, including:The Contractor shall provide a summary Contract Resources Dashboard Report of all contracted Software Sustainment resources by Portfolio and across all contracts. This Dashboard Report will show the staffing, access and clearance status of all such resources and identify impediments, gaps, risks, and timeliness issues that may impact the performance of software sustainment contracts. This Dashboard Report shall be based upon staffing and workforce management reports provided by Software Sustainment vendors. Based upon this summary Dashboard Report, the Contractor shall complete and provide VA OI&T EPMO COR Data Requests, transferring information from the Dashboard to the requested format and highlighting any additional required data. The Contractor shall gather any new additional required data from HPS CORs for inclusion in the data requests, and modify the Dashboard Report to include the additional required data. Historically, these requests occur on a quarterly basis. The Contractor shall assist HPS Management Staff in resource and capacity planning for HPS operations. The Contractor shall maintain and update HPS Organization Artifacts to include Organization Charts, rosters, team members and supported work reference sheets, position description documents and recognition announcement documents in both a documentation and Share Point portal format. The Contractor shall develop and provide an HPS Resource Planning Report depicting HPS functional areas of responsibility, Government Staffing, roles, and optimal capacity based upon industry standards, the periodicity of roles-based activity, and plans for the expansion of HPS operations and update the Report semi-annually The Contractor shall assist HPS Management Staff by developing and delivering Resource Request documents and forms for VA OI&T matrixed resources for the purposes of overseeing planned surge efforts and/or contract optional tasks which require greater resource capacity to ensure the successful delivery of results.Deliverables:Contract Resources Dashboard ReportVA OI&T EPMO COR Data RequestsHPS Resource Planning ReportsOPTION PERIOD ONE If Option Period one is exercised by VA, all tasks in the Sections 5.1 through 5.12 and their sub-sections shall apply.OPTION PERIOD TWOIf Option Period two is exercised by VA, all tasks in the Sections 5.1 through 5.12 and their sub-sections shall apply.OPTION PERIOD THREEIf Option Period Three is exercised by VA, all tasks in the Sections 5.1 through 5.12 and their sub-sections shall apply.OPTION PERIOD FOURIf Option Period Four is exercised by VA, all tasks in the Sections 5.1 through 5.12 and their sub-sections shall apply.OPTIONAL TASK 1 FOR ADDITIONAL HPS SUPPORT SERVICES (FLEXIBLE FIXED PRICE) This task may be exercised once during each period of performance of this task order. If Optional Task 1 is exercised by VA, all tasks in the Sections 5.1 through 5.12 and their sub-sections shall apply. Throughout the PoP, there may be surges in demand for the types of services identified in PWS Sections 5.1-5.12. These services will be required within the overall PWS PoP to include the base period as well as each option period. The price shall be negotiated on a FFP basis prior to each exercise of the optional task. The Government will utilize the proposed firm fixed price labor rates which shall be incorporated into the order at time of award as set forth in the Price Schedule. Prior to each option exercise the Government shall provide a summary of the problem and required services. The Contractor shall provide an Execution Plan (EP) detailing the proposed services required to resolve the problem. The EP shall include a description of the Contractors approach and the proposed labor hours required. The cost proposal in the EP shall establish the cost ceiling for each task. If the proposed approach and labor hours are approved by the VA PM, COR, and Contracting Officer, they shall be executed via a unilateral modification in the amount specified.GENERAL REQUIREMENTSPERFORMANCE METRICSThe table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.Performance ObjectivePerformance StandardAcceptable Levels of PerformanceTechnical / Quality of Product or ServiceShows understanding of requirementsEfficient and effective in meeting requirements Meets technical needs and mission requirementsProvides quality services/productsSatisfactory or higherProject Milestones and ScheduleQuick response capabilityProducts completed, reviewed, delivered in accordance with the established scheduleNotifies customer in advance of potential problemsSatisfactory or higherCost & StaffingCurrency of expertise and staffing levels appropriatePersonnel possess necessary knowledge, skills and abilities to perform tasksSatisfactory or higherManagementIntegration and coordination of all activities to execute effortSatisfactory or higherThe COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the TO to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the QASP at its own discretion. A Performance Based Service Assessment will be used by the COR in accordance with the QASP to assess Contractor performance. SECTION 508 – ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) STANDARDS On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed are published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.The following Section 508 Requirements supersede Addendum A, Section A3 from the T4NG Basic PWS.The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: and . A printed copy of the standards will be supplied upon request.? The Contractor shall comply with the technical standards as marked: FORMCHECKBOX § 1194.21 Software applications and operating systems FORMCHECKBOX § 1194.22 Web-based intranet and internet information and applications FORMCHECKBOX § 1194.23 Telecommunications products FORMCHECKBOX § 1194.24 Video and multimedia products FORMCHECKBOX § 1194.25 Self-contained, closed products FORMCHECKBOX § 1194.26 Desktop and portable computers FORMCHECKBOX § 1194.31 Functional Performance Criteria FORMCHECKBOX § 1194.41 Information, Documentation, and SupportEQUIVALENT FACILITATIONAlternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in substantially equivalent or greater access to and use of information for those with disabilities. COMPATIBILITY WITH ASSISTIVE TECHNOLOGYThe Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.ACCEPTANCE AND ACCEPTANCE TESTINGDeliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 standards’ requirements for accessibility and must include final test results demonstrating Section 508 compliance. Deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. The Government reserves the right to independently test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.Automated test tools and manual techniques are used in the VA Section 508 compliance assessment. Additional information concerning tools and resources can be found at Section 508 Compliance Test ResultsSHIPMENT OF HARDWARE OR EQUIPMENTInspection: DestinationAcceptance: DestinationFree on Board (FOB): DestinationShip To and Mark For:PrimaryAlternateName:Vanessa J. DavisName:Melissa Mullen-BomangoAddress:Remote - VACOAddress:Remote - VACOVoice:240 432 4869Voice:202 251 6594Email:Vanessa.Davis@Email:Melissa.Bomango@va.goSpecial Shipping Instructions:Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements.? Contractor shall not make any changes to the delivery schedule at the request of Site POC.Contractors shall coordinate deliveries with Site POCs before shipment of <hardware> hardware to ensure sites have adequate storage space.All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists.? In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.Packing Slips/Labels and Lists shall also include the following:IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449))Project Description: (e.g. Tier I Lifecycle Refresh)Total number of Containers:? Package ___ of ___.? (e.g., Package 1 of 3)ENTERPRISE AND IT FRAMEWORKA signed waiver has been obtained from the VA OI&T CIO Office that the IPv6 requirement within Section 3.8 of the T4NG Basic Contract cannot be met, and as a result, IPv6 is not a requirement for this TO ANIZATIONAL CONFLICT of INTEREST All functions related to Acquisition Support shall be on an advisory basis only. Please be advised that since the awardee of this Task Order will provide systems engineering, technical direction, specifications, work statements, and evaluation services, some restrictions on future activities of the awardee may be required in accordance with FAR 9.5 and the clause entitled, Organizational Conflict of Interest, found in Section H of the T4NG basic contract. The Contractor and its employees, as appropriate, shall be required to sign Non-Disclosure Agreements (Appendix A).ADDENDUM B(Insert the TAILORED Addendum B here (as discussed in Section 4.6)) (Include Appendix A if Organizational Conflict of Interest Section above is included in the PWS)APPENDIX ACONTRACTOR NON-DISCLOSURE AGREEMENTThis Agreement refers to Contract/Order _________________ entered into between the Department of Veterans Affairs and _________________________ (Contractor).As an officer of <fill in name of Contractor>, authorized to bind the company, I understand that in connection with our participation in the <fill in program> acquisition under the subject Contract/Order, Contractor’s employees may acquire or have access to procurement sensitive or source selection information relating to any aspect of <fill in program> acquisition. Company <fill in name> hereby agrees that it will obtain Contractor - Employee Personal Financial Interest/Protection of Sensitive Information Agreements from any and all employees who will be tasked to perform work under the subject Contract/Order prior to their assignment to that Contract/Order. The Company shall provide a copy of each signed agreement to the Contracting Officer. Company <fill in name> acknowledges that the Contractor - Employee Personal Financial Interest/Protection of Sensitive Information Agreements require Contractor’s employee(s) to promptly notify Company management in the event that the employee releases any of the information covered by that agreement and/or whether during the course of their participation, the employee, his or her spouse, minor children or any member of the employee’s immediate family/household has/or acquires any holdings or interest whatsoever in any other private organization (e.g., contractors, offerors, their subcontractors, joint venture partners, or team members), identified to the employee during the course of the employee’s participation, which may have an interest in the matter the Company is supporting pursuant to the above stated Contract/Order. The Company agrees to educate its employees in regard to their conflict of interest pany <fill in name> further agrees that it will notify the Contracting Officer within 24 hours, or the next working day, whichever is later, of any employee violation. The notification will identify the business organization or other entity, or individual person, to whom the information in question was divulged and the content of that information. Company <fill in name> agrees, in the event of such notification, that, unless authorized otherwise by the Contracting Officer, it will immediately withdraw that employee from further participation in the acquisition until the Organizational Conflict of Interest issue is resolved.This agreement shall be interpreted under and in conformance with the laws of the United States.________________________________________ ________________________________________Signature and DateCompany_________________________________________ _________________________________________Printed NamePhone NumberCONTRACTOR EMPLOYEEPERSONAL FINANCIAL INTEREST/PROTECTION OF SENSITIVE INFORMATION AGREEMENTThis Agreement refers to Contract/Order _____________________ entered into between the Department of Veterans Affairs and ____________________ (Contractor).As an employee of the aforementioned Contractor, I understand that in connection with my involvement in the support of the above-referenced Contract/Order, I may receive or have access to certain “sensitive information” relating to said Contract/Order, and/or may be called upon to perform services which could have a potential impact on the financial interests of other companies, businesses or corporate entities. I hereby agree that I will not discuss or otherwise disclose (except as may be legally or contractually required) any such “sensitive information” maintained by the Department of Veterans Affairs or by others on behalf of the Department of Veterans Affairs, to any person, including personnel in my own organization, not authorized to receive such information.“Sensitive information” includes: Information provided to the Contractor or the Government that would be competitively useful on current or future related procurements; orIs considered source selection information or bid and proposal information as defined in FAR 2.101, and FAR 3.104-4; orContains (1) information about a Contractor’s pricing, rates, costs, schedule, or contract performance; or (2) the Government’s analysis of that information; orProgram information relating to current or estimated budgets, schedules or other financial information relating to the program office; or(e) Is properly marked as source selection information or any similar markings.Should “sensitive information” be provided to me under this Contract/Order, I agree not to discuss or disclose such information with/to any individual not authorized to receive such information. If there is any uncertainty as to whether the disclosed information comprises “sensitive information”, I will request my employer to request a determination in writing from the Department of Veterans Affairs Contracting Officer as to the need to protect this information from disclosure.I will promptly notify my employer if, during my participation in the subject Contract/Order, I am assigned any duties that could affect the interests of a company, business or corporate entity in which either I, my spouse or minor children, or any member of my immediate family/household has a personal financial interest. “Financial interest” is defined as compensation for employment in the form of wages, salaries, commissions, professional fees, or fees for business referrals, or any financial investments in the business in the form of direct stocks or bond ownership, or partnership interest (excluding non-directed retirement or other mutual fund investments). In the event that, at a later date, I acquire actual knowledge of such an interest or my employer becomes involved in proposing for a solicitation resulting from the work under this Contract/Order, as either an offeror, an advisor to an offeror, or as a Subcontractor to an offeror, I will promptly notify my employer. I understand this may disqualify me from any further involvement with this Contract/Order, as agreed upon between the Department of Veterans Affairs and my company. Among the possible consequences, I understand that violation of any of the above conditions/requirements may result in my immediate disqualification or termination from working on this Contract/Order pending legal and contractual review. I further understand and agree that all Confidential, Proprietary and/or Sensitive Information shall be retained, disseminated, released, and destroyed in accordance with the requirements of law and applicable Federal or Department of Veterans Affairs directives, regulations, instructions, policies and guidance.This Agreement shall be interpreted under and in conformance with the laws of the United States. I agree to the Terms of this Agreement and certify that I have read and understand the above Agreement. I further certify that the statements made herein are true and correct._________________________________________ _________________________________________Signature and DateCompany_________________________________________ _________________________________________Printed NamePhone Number ................
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