Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 11, 2012 FBO #3913
DOCUMENT

B -- OHI 12-1-HS-21 DIFRANCO/LEWIS - Attachment

Notice Date

8/9/2012
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

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

ZIP Code

44131
 

Solicitation Number

VA70112I0378
 

Response Due

8/16/2012
 

Archive Date

10/15/2012
 

Point of Contact

Franklin J DiFranco
 

E-Mail Address

7-8300
 

Small Business Set-Aside

N/A
 

Description

This sources sought notice is for market research purposes in accordance with the Federal Acquisition Regulation (FAR) Part 10. It does not constitute a solicitation and is not to be considered as a commitment by the Government. This sources sought notice is a Request for Information (RFI) before the release of any resultant solicitation. This is not a request for a proposal and does not guarantee the release of any solicitation. OHI12-1-HS-21 Cross Cutting-Financial/Business Reporting Analysis A.Background: 1.The Health Systems (HS) office serves as a liaison among Veterans Health Administration (VHA) clinical and administrative lines of business and the Department of Veteran Affairs (VA) Information Technology (IT) communities to ensure technology development and strategy requirements are identified, organized, communicated, understood, prioritized, and translated into IT investments that meet clinical, administrative, and Veterans' needs. The HS office works collaboratively with other Office of Health Information (OHI), VHA, and VA Program Offices to conduct business analysis, portfolio oversight, and systems management to improve the services provided to Veterans. 2.To perform this role effectively, the HS office and OHI management rely heavily on the Reporting & Analysis (R&A) service to help manage the large amount of data related to VHA's sizeable IT investment portfolio and present the data in various reports for HS, OHI, and VHA leadership as well as business owners across the organization. This includes uniformly tracking and maintaining critical project, budget and prioritization information relating to the VHA collection of IT needs, projects, and programs throughout the Systems Development Lifecycle (SDLC). 3.HS Cross Cutting Services-Financial/Business Reporting Analysis was created to effectively manage the increasing financial/business interest as part of the growth of HS within VHA. With OHI expanding HS' cross-cutting analysis and monitoring responsibilities under a new organizational structure, HS separated the financial and reporting analysis elements from the Cross Cutting -Triage Service, to further emphasize the importance of this higher profile responsibility. 4.HS utilizes the Health Systems Information Suite (HSIS) database tool created using Filemaker Pro v10 in February of 2011. In June of 2012, the database, client software, and server were upgraded to the latest version of Filemaker Pro v12. The HSIS is a database maintained on the VA's Filemaker Pro v12 server and provides a single longitudinal record accessible via Filemaker client and an intranet web accessible graphical user interface for HS and OHI staff to view data and reports related to all of VHA's IT business needs. The database incorporates extracts from databases maintained and supported outside of the R&A service that includes the New Service Request Database (NSRD), Budget Tracking Tool (BTT), the Enterprise Project Structure (EPS), and the Project Management Accountability System (PMAS). This is the primary tool maintained and utilized by the HS R&A service. 5.The R&A service also maintains a Standard Operating Procedure (SOP) guide to define all reports required by OHI Leadership and Portfolios, capture the R&A service processes and procedures, and track ongoing improvements being made to the HSIS. The SOP also includes a detailed mapping of all imports, extracts, output reports and specific source data within each report in an effort to maintain Configuration Management (CM) and data traceability. The purpose of the SOP is to ensure a consistent level of support across the team, data quality, and continuity of operations (COOP). B.Information Complexities: Efforts to maintain current and accurate information regarding VHA's IT needs and provide timely reports and analysis findings are complicated by multiple challenges: incongruent mechanisms used by various parts of OI&T for budget planning, resource planning, and project planning and monitoring, coordination with multiple parts of HS and OHI, and the dynamics of federal healthcare and IT environments. Each office in OI&T uses different tools to manage VA's IT projects within the SDLC. Tools range between spreadsheets, detailed SharePoint sites, and complex databases that must be sifted through to identify and obtain information for projects only of interest to VHA. The lack of a common unique identifier, inconsistent project naming conventions across disparate systems, and restructuring of programs from year to year add additional complexity to tracing requirements status from inception to completion. The inability to connect the HSIS database directly to OI&T databases or obtain custom extractions requires manual manipulation of multiple predefined reports to get a comprehensive view from a single system or manual review of intranet sites, SharePoint sites, and office documents (i.e. *.doc, *.xls, and *.ppt) to obtain current project information. Additionally, as IT project managers or their designees are required to manually populate these various tools, discrepancies occur in the project documentation that requires interaction with HS staff and or project management staff to resolve so that only verified accurate information is reported in the HSIS database. The tools that require recurring data analysis are: "Quad Chart Repository - the central data repository for Veterans Administration Office of Product Development (PD) quad charts is used for project budget and resource planning. The project Quad Chart is a formal document that summarizes the high level scope, deliverables, schedule, risk, and planned budget for a project. It represents the baseline for the project based upon the information that is known as of the submission date. The appropriate Business Office (i.e. Health Systems ) and PD collaborate in the Quad Chart development process and Program Planning & Oversight (PP&O) maintains the Quad tracker for new and existing projects as well as the Quad SharePoint storage sites. Quad Charts are expected to be maintained throughout the FY based on PMAS/CCB approved changes. "Project Management Accountability System (PMAS) - the PMAS database and reporting mechanisms are OI&T primary tools for management control used to provide an understanding of a project's progress so that appropriate corrective actions can be taken when the project's performance deviates significantly from plan. "Budget Tracking Tool extract (aka Budget Operating Plan) - the Budget Tracking Tool extract shows OI&T funding plans for a single Fiscal Year for all of VA. "Enterprise Project Structure (EPS) - the Enterprise Project Structure tool shows the OI&T resourcing plan for a single Fiscal Year for all of VA. "OED Project Repository (TSPR) and OED Major Initiative SharePoint - the central data repository and database for Veterans Administration Office of Enterprise Development (OED) project information. The TSPR is composed of three components, OED Data Entry, OED Project Notebooks and OED Report Generation. "Multi-Year Programming requirements - the Multi-Year Programming requirements is a working document used to track all of the Lifecycle Funding Requirement documentation that has been submitted in preparation for out year Office of Management and Budget (OMB) 300 and Exhibit 53 submissions. "VHA IT Prioritization - lists the final results of VHA IT Needs prioritization events. "VA Major Initiative Prioritization - lists the final results of VA Major Initiatives IT Needs prioritization events. "VA IT Prioritization - lists the final recommendations of the Information Technology Leadership Board (ITLB) from VA cross-organizational IT Needs prioritization events. Each Directorate within the HS office work closely with IT and business stakeholders in day-to-day activities and frequently are privy to decisions and changes as they are taking place. This results in them often having more current information about business needs than reported via OI&T in monthly or less frequently reported data sources. Therefore, the R&A service is responsible for collecting data from each of the HS Directorates and manually recording the information into HSIS for generating organizational reports that can be presented to leadership and business stakeholders. Currently, some of these areas also maintain their own databases that are more limited to the scope of work they are responsible for. For these, processes are established to assure data synchronization and agreements are in place designating which sources are considered authoritative for designated information. As influences (external and internal to the VA) affect the development of IT systems within VA and personnel transition at varying levels in the organization, R & A reporting responsibilities change to appropriately meet the needs of the organization. In order to adapt to the evolving monitoring and reporting requirements, database structural and report enhancements are constantly needed. The R&A service has an established process for documenting and prioritizing database change requests so that the limited resources are focused and able to accomplish work of the highest priority across the organization. VA is seeking a task order with a vender to manage the data effectively and provide the necessary analysis for HS and OHI management to have current and accurate information about VHA Business IT needs at all times. C.Scope of work: The contractor shall provide data analysis and management associated with Cross Cutting Services which has been divided up into the following four corresponding work streams: "OI&T Data and Reports Analysis "VHA IT Business Needs Information Management "Health Systems Information Suite (HSIS) Tooling Support "Health Systems Reporting & Analysis Documentation Maintenance OI&T Data and Report Analysis There are six data sources that consist of a combination of databases and document repositories and seven published reports that require analysis by the R&A service to glean current IT project information for incorporation into HSIS. The data in these assets range from hundreds to thousands of unique records and can change as frequently as daily to annually. The contractor shall ensure that the HSIS database includes the most current and accurate IT project information available for those projects of interest to VHA. This entails not only a comparison of information from each source against the HSIS database, but also evaluation of the information across all of the data assets. The contractor shall log all discrepancies to an action item list and further research to obtain the correct and verified finding before incorporating into HSIS. The findings from the completed analysis efforts are then either incorporated into HSIS through an automated import or manual data entry via one of the user interfaces. VHA IT Business Needs Information Management HSIS currently holds over 900 active records of pending and developing VHA IT business needs and the number is growing as more needs are entered daily than currently can be delivered. Each record has over 60 visible fields containing project information for viewing. Some fields are populated by automated imports, but most require manual data entry. While the majority of updates will come from the analysis of OI&T databases and reports, review and feedback from subject matter experts provides an invaluable insight on business needs and projects. This work stream encompasses the efforts required to communicate the results of the findings recorded during the analysis work stream via standardized reports and to complete a detailed record information validation exercise with subject matter experts in order to promote data integrity. Health Systems Information Suite (HSIS) Tooling Support This work stream is comprised of the activities required to maintain and enhance the HSIS database. HSIS requires basic user related administrative needs including, but not limited to troubleshooting role-based access, privileges, and connectivity issues for HS staff. The changing environment requires that the database be adapted to accommodate information tracking and reporting changes. The contractor shall implement solutions to address identified bugs; create or modify tables, relationships, layouts and reports; and identify any future risks to the integrity and/or stability of the database and web site functions. All change requests shall go through the R&A HSIS change request process. It is anticipated that up to 120 changes will be performed over the course of the period of performance. Health Systems Reporting & Analysis Documentation Maintenance The contractor shall document and maintain all analysis processes, database structure, and database uses to ensure seamless continuity of government operations. The R&A's SOP provides those guidelines and system documentation. This final work stream addresses the efforts required to maintain the SOP as well as storing all final reports in SharePoint and a shared network folder. D.The following Information is requested in response to this RFI; Please include: Company Name, Company Address, Point of Contact, Telephone Number, e-mail Address. Companies should provide clear and unambiguous evidence to substantiate their capability to fulfill these requirements. 1.Experience a.Please provide no more than five (5) contracts that your company has performed within the last three (3) years that are of comparable complexity and scope for each domain requirement for which your company is responding: 1.Describe your Self-Performed* effort (as either a Prime or Sub-Contractor). 2.Please be specific and provide a complete reference to include at a minimum the project name (and the government contract number, if applicable), contract award amount, start and completion dates, and the project owners' contact information. 3.Additionally, please provide the Contract Type: Firm Fixed-Price, Time and Material, etc. *Self-Performed means work performed by the company themselves, NOT work performed by another company for them for any of the project examples provided. b.A narrative case study that describes the details of each project and why it is relevant to this requirement, including difficulties and successes. c.A table listing all companies involved in the relevant project(s), including the technical expertise and percentage of work that each company provided. 2. Capabilities / Qualifications a.A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement. b.Company business size and socioeconomic status (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Women-Owned Small Business,) the number of years in business, affiliate information: parent company, joint venture partners, potential teaming partners. 1.Specify any teaming arrangements and how those arrangements will impact the structure of services their company can provide including technical expertise provided by each company. Please specify the percentage of work the each company will perform. c.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant Special Item Numbers (SINS) applicable to this requirement. This notice does not restrict the Government to an ultimate acquisition approach. All firms responding to this sources sought notice are advised that their response is not a request that will be considered for contract award. All interested parties will be required to respond to the resultant solicitation separately from their response to this sources sought notice. The Point of Contact (POC) for this RFI is: Franklin DiFranco Contract Specialist VHA Program Contract Activity Central 6150 Oak Tree Boulevard Suite 300 Independence, OH 44131 PLEASE SUBMIT ELECTRONIC RESPONSES (via email) TO THE POC franklin.difranco@va.gov BY 16 AUG 2011 NOON EST. SUBJECT LINE SHOULD INCLUDE RFI NUMBER AND TITLE.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70112I0378/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-12-I-0378 VA701-12-I-0378.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=432905&FileName=VA701-12-I-0378-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=432905&FileName=VA701-12-I-0378-000.docx

 

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

Record

SN02833677-W 20120811/120810001648-0fbaf42133eb8e9481cb9a97f2b99f37 (fbodaily.com)
 

Source

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

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