Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 08, 2014 FBO #4579
MODIFICATION

R -- Request For Information (RFI): Management and Analytical support for the Defense Health Agency (DHA)

Notice Date

6/6/2014
 

Notice Type

Modification/Amendment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

US Army Medical Research Acquisition Activity, ATTN: MCMR-AAA, 820 Chandler Street, Frederick, MD 21702-5014
 

ZIP Code

21702-5014
 

Solicitation Number

BV422403
 

Response Due

6/16/2014
 

Archive Date

8/5/2014
 

Point of Contact

Barton Vint, (301) 619-3689
 

E-Mail Address

US Army Medical Research Acquisition Activity
(barton.j.vint.civ@mail.mil)
 

Small Business Set-Aside

Competitive 8(a)
 

Description

The U.S Army Medical Research Acquisition Activity (USAMRAA) in support of Defense Health Agency (DHA), Administration and Management Division, is seeking firms that qualify under the U.S. Small Business Programs cited in the Federal Acquisition Regulation (FAR) Part 19, 8(a) Small Business. THIS IS A SOURCES SOUGHT ANNOUNCEMENT FOR PLANNING PURPOSES ONLY to identify valid sources and to gauge the business interest for the following work: Provide management and analystics in support of DHA, Administration and Management Division. See attached DRAFT PWS for full details. This is a DRAFT PWS which is subject to change before solicitation. The North American Industry Classification System (NAICS) is 541611. Interested parties should furnish the following information (1) company name, address, point of contact, telephone number, email address and website address. (2) Business type: 8(a), Women-Owned, Historically Underutilized Business Zone (Hub Zone), Small Disadvantaged, Service Disables, Veteran Owned Small Business, Large or small Business, etc. (3) A capabilities statement regarding similar projects completed within the last five (5) years; minimum information must include the following: final contract price, project location with a brief description of the project and (4) CAGE Code, DUNS Number and a list of Government solicitation sites that your company is available on (i.e. FedBizOps, GSA eBuy, GWAC, FedBid, NASASEWP, NITACC etc.). Electronic versions of your statement, ten pages or less shall be submitted via email to barton.j.vint.civ@mail.mil. No telephone calls will be accepted. Responses are due NO LATER THAN 16 June 2013 at 9:00 AM Eastern Time. MARKET RESEARCH IS BEING CONDUCTED to determine if there are 8(a) small businesses with the capabilities and experience to perform the required work. USAMRAA will use information obtained through this synopsis to develop an acquisition strategy. THIS IS NOT A SOLICITATION ANNOUNCEMENT FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. NO REIMBURSEMENT WILL BE MADE FOR ANY COSTS ASSOCIATED WITH PROVIDING INFORMATION IN RESPONSE TO THIS ANNOUNCEMENT. Please do not respond with brochures, advertisements or other generic material. These will not be considered as a capability statement. Performance Work Statement (PWS): Title: DEFENSE HEALTH AGENCY MANAGEMENT AND ANALYTICAL SUPPORT SERVICES Requiring Activity Name: Office of Administration and Management(A&MD) 1.0SCOPE This award provides for services for senior management advice and assistance, executive administrative services, meeting support and overall office administration support, to the Defense Health Agency, Office of the Assistant Secretary of Defense/Health Affairs, and the subordinate offices that support the Military Health System. This award also provides for services, materials and equipment encompassing various aspects of program management, communications, facilitation and technical support to assist and support Defense Health Agency (DHA) and the emerging Defense Health Agency (DHA) to include, but not limited to, Functional Support Teams and all Shared Services, offices, directors, managers and staff in the areas of management and administration. 1.0.1Background Deputy Secretary of Defense Memorandum of March 2, 2012, and affirmed by section 731 of the National Defense Authorization Act for Fiscal Year (FY) 2013 directs the implementation of the Military Health System (MHS) Governance Reform. The centerpiece of the reform is establishment of a Defense Health Agency (DHA) to assume responsibility for shared services, functions, and activities of the MHS and other common clinical and business processes. This implementation included extensive transition actions during FY 2013, with initial operating capability (IOC) of the DHA on October 1, 2013 and full operating capability (FOC) within two years. The DHA was established as an Agency of the Department of Defense under the Undersecretary of Defense for Personnel and Readiness (USD(P&R)) and operating under the authority, direction and control of the Assistant Secretary of Defense for Health Affairs (ASD(HA)). The DHA is a Combat Support Agency (CSA) responsible for supporting joint operating forces across the range of military operations and in support of combatant commanders executing military operations. The DHA supports the delivery of integrated, affordable, and high quality health services throughout the MHS. It executes the Department's medical mission, manages the execution of policy issued by the ASD(HA) and serves as the program manager for TRICARE health and medical resources. In doing so, the DHA supports the goals of efficiency, readiness, and deployed operations. The Chairman of the Joint Chiefs of Staff oversees the planning and execution of DHA combat support missions and operations. 1.0.2Objectives The overall objectives of this task order are to provide day-to-day program management, strategic communications, facilitation and technical support to assist and support the emerging Defense Health Agency (DHA) to include, but not limited to, Functional Support Teams and all Shared Services, offices, directors, managers and staff in the areas of management and administration. This award is also to assist, support, and facilitate the effective and efficient accomplishment of mission tasks, business, functions/activities, and daily operations Director of Defense Health Agency and other executive level offices in support of the Military Health System. 1.1Non-Personal Services This award identifies services that are strictly non-personal in nature. 1.2Severable / Non-Severable Services This award identifies services that are non-severable in nature. 1.3Inherently Governmental Functions This requirement has been reviewed and contains no services that are inherently governmental functions. 1.4Acquisition Functions Closely Associated with Inherently Governmental Functions Not applicable 1.5Organizational Conflict of Interest Category Defense Health Agency (DHA) has categorized all its non-purchased care requirements into three broad categories, as defined below, for purposes of identifying, avoiding or mitigating against Organizational Conflicts of Interest (OCIs) in accordance with FAR Subpart 9.5. These categories are defined as follows: Category 1: DHA Internal Support: Services which, by their very nature, give the Contractor access to extensive data about the contracts of all other DHA contractors. Category 2: Program Management Support: Services which assist DHA in planning and managing its activities and programs. This includes, for example: requirements analysis, acquisition support, budget planning and management, business process reengineering, program planning and execution support, and independent technical management support. Category 3: Product Support. Services or end items required to meet the mission requirements of DHA's non-purchased care activities and programs. This includes, for example: concept exploration and development; system design; system development and integration; COTS procurement and integration; internal development testing; deployment; installation; operations; and maintenance. Contractor participation in more than one of these areas may give rise to an unfair competitive advantage resulting from access to advance acquisition planning, source selection sensitive or proprietary information. Furthermore, contractor participation in more than one area may give rise to a real or apparent loss of contractor impartiality and objectivity where its advisory or planning assistance in one area potentially affects its present or future participation in another area. The purpose of this categorization is to accomplish the following three objectives: (1) to inform prospective Offerors that DHA presumes that award of a contract or order in the subject category will give rise to real or apparent OCIs with respect to requirements in the other two categories; (2) to assist current contractors and prospective Offerors in developing their own business strategies regarding participation in DHA requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current contractors and prospective Offerors are afforded the maximum practicable opportunity to compete for all DHA requirements consistent with the restrictions required under FAR Subpart 9.5 and sound business practices. For purposes of identifying, avoiding and / or mitigating against OCIs, DHA will examine all its non-purchased care requirements and acquisitions regardless of the cognizant contracting activity (e.g., USAMRAA, GSA, other agency Multiple Award Schedules, etc.) or the type of contract vehicle used (e.g., FSS order, Fair Opportunity competitive order under Multiple Award ID/IQ Contracts, competitively negotiated awards under FAR Part 15, etc.). Each DHA non-purchased care solicitation will therefore be designated as falling within one of the three above defined categories. The work called for under this contract / order has been determined by DHA to fall within the following non-purchased care OCI category: Category 2: Program Management Support 2.0STATEMENT OF WORK (SOW) 2.1Task Management The Contractor shall provide sufficient management to ensure that this task is performed efficiently, accurately, on time, and in compliance with the requirements of this document. Specifically, the Contractor shall designate a single manager to oversee this task and supervise staff assigned to this task. The Contractor shall ensure that a Monthly Progress Report is submitted outlining the expenditures, billings, progress, status, and any problems/ issues encountered in the performance of this task. 2.1.1 Monthly Progress Report (MPR) - Deliverable 2 The Contractor shall ensure that a MPR is submitted outlining the expenditures, billings, progress, status, and any problems/ issues encountered in the performance of this task (Deliverable 2), in accordance with the format located at: http://www.tricare.mil/tps/TEAMSMonthlyProgressReport.doc The MPR shall include the labor hours expended, by labor category, for each task and sub-task. The Contractor shall require all subcontractors to provide input to the MPR where there are critical or significant tasks related to the prime contract. Critical or significant tasks shall be defined by mutual agreement between the Government and Contractor. 2.1.2Subcontractor Expenditures Plan - Deliverable 3 The Contractor shall prepare and deliver a Subcontract Expenditures Report (Deliverable 3) that discloses actual subcontract expenditures by company name, business size standard (i.e. Woman Owned Business, Veteran Owned Business, etc.), and other socioeconomic programs (i.e. Indian Incentive Program, Historically Black Colleges and Universities and Minority Institutions, etc.). 2.1.3Work Breakdown Structure (WBS) - Deliverable 4 Not applicable 2.1.4Transition Support a.Incoming Transition - Deliverable 5 In accordance with this solicitation, the Contractor shall provide a plan for 10 days of incoming transition from contract to contract. The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. The Contractor shall collaborate with the Government to develop and deliver an Incoming Transition Plan (Deliverable 5). The Government shall also designate a transition period for the incoming Contractor to coordinate and work with the incumbent Contractor. This transition plan shall include, but is not limited to: Coordination with Government representatives, Review, evaluation and transition of current support services, Transition of historic data to new contractor system, Government-approved training and certification process, Transfer of hardware warranties and software licenses (if applicable), Transfer of all necessary business and/or technical documentation, Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches (if applicable), Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes, Distribution of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc., Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance, Applicable DHA briefing and personnel in-processing procedures, Coordinate with the Government to account for government keys, ID/access cards, and security codes. b.Option Item: Outgoing Transition - Deliverable 6 In accordance with this solicitation, the Contractor shall provide a plan (Deliverable 6) for 10 days of outgoing transition for transitioning work from an active task order to a follow-on contract/order or Government entity. This transition may be to a Government entity, another Contractor or to the incumbent contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract and/or orders issued under this Contract to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics. This transition plan shall include, but is not limited to: Coordination with Government representatives, Review, evaluation and transition of current support services, Transition of historic data to new contractor system, Government-approved training and certification process, Transfer of hardware warranties and software licenses (if applicable), Transfer of all necessary business and/or technical documentation, Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches (if applicable), Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes, Disposition of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc., Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance. Applicable DHA debriefing and personnel out-processing procedures. Turn-in of all government keys, ID/access cards, and security codes. 2.1.5Program Management Plan (PMP) - Deliverable 7 The Contractor shall develop a Program Management Plan (Deliverable 7) that shall require Government approval. It will be used to manage, track and evaluate the Contractor's performance. The PMP shall consist of control policies and procedures in accordance with standard industry practices for project administration, execution and tracking. The PMP shall include the following: Identification of milestones where Government information/activity is required and timeline dependencies for subsequent Contractor activities; An Integrated Master Management Plan (IMMP) describing the Contractor's overall management approaches, policies and procedures including suggested project metrics; and, A detailed staffing plan. A detailed plan as to how individuals will have 24/7 connectivity to ensure availability. The PMP shall be due five (5) calendar days after the start of the task order. 2.1.6 Quality Control Plan - Deliverable 8 The Contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP will initially be submitted with the offeror's proposal and will be updated upon award (Deliverable 8). The QCP shall document how the Contractor will meet and comply with the quality standards established in this statement of work. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation. 2.1.7 Contingency Operations Plan - Deliverable 9 The Contractor shall prepare and submit a Contingency Operations Plan to the Government. The Contingency Operations Plan shall be due ten (10) calendar days after the award of the order, and will be updated on a quarterly basis (Deliverable 9). The Contingency Operations Plan shall document Contractor plans and procedures to maintain DHA support during an emergency. The Contingency Operations Plan shall include the following: A description of the Contractor's emergency management procedures and policy A description of how the Contractor will account for their employees during an emergency Planned temporary work locations or alternate facilities How the Contractor will communicate with DHA during emergencies A list of primary and alternate Contractor points of contact, each with primary and alternate: Telephone numbers E-mail addresses Procedures for protecting Government furnished equipment (if any) Procedures for safeguarding sensitive and/or classified Government information (if applicable) 2.1.8 Operations During Emergency Situations Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR shall immediately make contact with his contractor Task Managers to ascertain the status of any contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, contractor Task Managers and Contracting Officer Representatives (CORs) shall promptly open an effective means of communication and verify: Key points of contact (Government and contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.) Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.) Essential work products expected to continue production by priority The Government and contractor Task Managers must make use of the resources and tools available to continue DHA contracted functions to the maximum extent possible under emergency circumstances. Contractors must obtain approval from the COR and Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract. 2.1.9 Contractor Personnel Performance/Replacement Substitutions of proposed Key Personnel shall not be allowed for a period of six months after award, except under extreme circumstances. Any substitution or replacement Key Personnel shall have qualification equal to or greater than the individuals proposed. For temporary and/or permanent replacement of Key Personnel, the contractor shall provide a resume for each individual to the COR. Resumes shall be provided at least two weeks (or as mutually agreed upon) prior to making any personnel changes. The Government reserves the right to pre-approve any replacement or substitution of Key Personnel. Contractor personnel must submit necessary information to be issued a clearance prior to reporting for performance. 2.2Specific Tasks 2.2.1Program Management Support Services The Contractor shall provide program management support services to support Administration and Management Directorate staff in their continued implementation of shared services programs for the Defense Health Headquarters (DHHQ) as a result of the BRAC BP 198 colocation and DHA sponsored Functional Support Teams. The Contractor shall provide expertise in the area of facilities management, space planning, change management, strategic communications and federal and DoD contract and acquisition planning. 2.2.1.1 DHHQ Partnership Council/Functional Support Teams (Deliverable 10, 11, 12, 13, 14, 15, 16) The Contractor shall support the DHHQ Partnership Council and the Functional Support Teams in planning, coordinating, and managing all aspects of the DHHQ. The Contractor shall support the DHHQ Partnership Council in planning, coordinating, managing and participating in various functional support teams in order to analyze and make recommendations. The Functional Support Teams include, but are not limited to, External Partnerships, Shared VTC/Voice Operations, Facilities and Common Property/Shared Operations, Force Protection (Occupant Emergency Planning, Security Support Operations and Facility Security Council) and Wellness Council. This support shall include, but not be limited to, research and review of topic areas, development of briefing materials, talking points, point papers, status updates and reports as well as facilitating DHHQ Partnership Council meetings, Functional Support Team meetings and generating agendas and minutes reflective of the actual meeting content. The Contractor shall track all assigned one-time and recurring tasks, reports, briefings, papers, minutes, etc., to include suspense dates and status, to ensure all are provided for review and approval by the COR within 3 days of the required suspense date for routine requests. Short notice suspense requests shall be coordinated with the COR. In supporting the DHHQ Partnership Council, Functional Suppport Teams or other groups as assigned for special projects of a specific duration, the Contractor shall establish teams to take initiatives to address the required objectives. It is anticipated that there will be approximately 5-8 Functional Support Teams, subgroups and/or committees actively functioning. These groups may meet weekly, monthly, quarterly or ad hoc. Specific responsibilities include, but are not limited to the following: The Contractor shall develop, maintain and disseminate membership lists and correspondence distribution lists. The lists shall be accurate and up to date to include each member's name, military rank (designation as appropriate), e-mail address, telephone number(s), name of organization, and other information as deemed appropriate. The Contractor shall coordinate resolution or elevation of issues in a timely manner. The Contractor shall communicate with all leadership, subject matter experts and stakeholders to appropriately collect, address, and disseminate any pertinent correspondence and applicable information. The contractor shall work with Government representatives in the functions of these duties and shall be familiar with proper etiquette while working with different levels of leadership. The Contractor shall document, track, and update actions identified. For each action item the contractor shall track, at a minimum: the responsible organization/POC, date opened, anticipated due dates of deliverables/milestones, remediation details as required, current status, priority, and comments. The contractor shall maintain historical data about each action item. The contractor shall communicate the status of each action item to the DHHQ Partnership Council. The contractor shall proactively highlight issues and concerns to the DHHQ Partnership Council. The Contractor shall be responsible for coordinating and scheduling meeting facilities that have adequate space and technical support. The facility shall be sufficient to accommodate the estimated number of attendees. The contractor shall notify all participants of the meeting location and time in advance. The contractor shall be prepared to provide geographic directions to the meeting location if necessary. The Contractor shall provide support to the DHA government representative to ensure the efficient and effective operation of the group(s). Additionally, the Contractor shall assist the government representatives in establishing, tailoring, reviewing and revising their Concept of Operations (CONOPS) documents and other generated documents. The contractor shall assist the Administration and Management Directorate in the oversight, management and facilitation of DHHQ Partnership Council/Functional Support Teams and/or committees and management of the associated documents, if required, including their archiving and storage. This support shall include collecting and tracking the progress of each DHHQ Partnership Council/Functional Support Teams and/or committee against their stated objectives and timelines. The contractor shall be responsible for maintaining the documents that highlight the progress of each DHHQ Partnership Council/Functional Support Teams and/or committee. These documents shall be maintained in a report, known as the quote mark monthly report quote mark that shall be updated and provided to the Administration and Management Directorate on a monthly basis (Deliverable 10). At a minimum the provided information shall include: deliverables/milestones, target dates, leadership actions desired, remediation plans if necessary, and comments. The Contractor shall coordinate correspondence requirements between the DHHQ Partnership Council, the Functional Support Teams or other committee lead, DHA Document Management Division, and Military Surgeons General staff offices for membership request and appointment letters. 1.Charters: The contractor shall assist the DHHQ Partnership Council/Functional Support Teams and/or committe lead in the development and/or updating of the DHHQ Partnership Council/Functional Support Team charters (Deliverable 11). The Contractor shall have an understanding of the basic structure of IPT, workgroups and committees. (Refer to DoD quote mark Rules of the Road - A Guide for leading successful Integrated Product Teams quote mark Table 3 for recommended content on charters). 2.Memorandum of Agreement (MOA)/Memorandum of Understanding (MOU) and Service Level Agreements (SLA): The contractor shall assist the DHHQ Partnership Council/Functional Support Teams and/or committe lead in the development and/or updating of MOAs, MOUs and SLAs (Deliverable 12). The Contractor shall have an understanding of the basic structure of MOAs, MOUs and SLAs. (Reference - DoDI 4000.19 Interagency Support Agreements). 3.Meeting Agendas: The Contractor shall assist the DHHQ Partnership Council/Functional Support Teams and/or committee lead with formulating meeting agendas to ensure productive meetings (Deliverable 13). The Contractor shall distribute the meeting agenda at a minimum of one (2) business days prior to meeting to allow sufficient time for the participants to review the agenda. 4.Meeting Minutes/Summaries: The contractor shall scribe meeting minutes/summaries, edit, finalize and disseminate them to appropriate individuals no later than three (3) business days after DHHQ Partnership Council/Functional Support Teams or committe meeting (Deliverable 14). The contractor shall annotate the meeting's minutes/summaries, and shall finalize them in accordance with the group requirements or as directed. Meeting minutes/summaries shall record attendance, document any decisions or agreements reached by the DHHQ Partnership Council/Functional Support Teams and/or committee, document action items and suspense items due, set the agenda for the next meeting, and frame issues for higher-level resolution. 5.Documentation Support for Briefings/Presentations: The Contractor shall assist in the development, preparation, editing, collection, and dissemination of briefings and presentations (Deliverable 15). The Contractor shall prepare reports, and related documentation, make charts and graphs as delivered by the Administration and Management Directorate or the DHHQ Partnership Council/Functional Support Teams and/or committee. The Contractor shall ensure that the meeting location is equipped with the technical capabilities required. This may include the following support: teleconferencing, video-teleconferencing, LCD projectors, overhead projectors, and other audio/visual equipment. This support does not include the procurement of the above listed equipment. The contractor shall coordinate with the appropriate parties to ensure that required equipment is set up and tested in advance. The Contractor shall develop, update, maintain closeout document binders for each DHHQ Partnership Council/Functional Support Teams and/or committee (Deliverable 16). The contractor shall maintain hard and electronic copies of the binders. Binders shall be started with the stand-up of each DHHQ Partnership Council/Functional Support Teams and/or committee and maintained throughout the DHHQ Partnership Council/Functional Support Teams and/or committee duration. The binder shall include all DHHQ Partnership Council/Functional Support Teams and/or committee documentation including: action items, charter, memorandums, agendas, minutes/summaries, briefings/presentations, timelines, etc. The Contractor shall make the binders available to DHHQ Partnership Council/Functional Support Team Lead and/or committee members upon request. The Contractor shall utilize and facilitate use of electronic collaboration workspace website for workgroups and committees. This website will be supplied by the government. All workgroup and committee documentation including: action items, charter, memorandums, agendas, minutes/summaries, briefings/presentations, timelines, etc., will be stored and maintained in this shared quote mark eroom. quote mark The Contractor shall manage the membership of this workspace to ensure all have sufficientpermissions to view documents. The Contractor shall at all times, display evidence of professional use of the English language in all documentation, presentations, minutes, charters, agendas, and reporting products. Materials shall be readable, grammatically correct, and accurate to the best of the Contractor's ability. The Contractor shall assist Project, Program Managers (PM) and Action Officers in adapting and modeling their respective programs or projects to model program/project development per generally accepted project management principles / standards. The Contractor shall prepare required documents and provide technical expertise on identified Project, Program Management and Action Officer related matters and processes. The Contractor shall assist managers and officers in coordinating/completing objectives of their group or committee. The Contractor shall provide technical expertise or consultant-like support specific to assigned programs. The Contractor shall provide personnel with requisite skills, education, knowledge and experience to support government program managers or project officers for each of the types of programs or projects assigned to the PM Support. Support requirements may include training, research or technical writing; development of process flow charts; project /program budget cost estimates including Program Objective Memorandum (POM) submittals and other supporting documentation; coordinating meetings, conferences, telephone/VTC conferences; drafting of meeting minutes, MOAs/MOUs/SLAs, Mission Needs Statements, business case analysis plans, program milestone charts, program/project closeout binders, appointment letters, information and/or decision briefs, PowerPoint presentations and other support materials as may be required. The Contractor shall assist the government DHHQ Partnership Council/Functional Support Teams and/or committee Lead to develop and coordinate program specific performance metrics. The Contractor shall provide support and guidance to leads in how to manage projects, training in project management or project management software and assisting with specific project management tools. 2.2.1.2 DHA Workgroups and Functional Support Teams (Deliverable 10,11, 12, 13, 14, 15, 16) The Contractor shall support the emerging Defense Health Agency (DHA) Workgroups and Functional Support Teams in planning, coordinating, and managing the implementation and sustainment of the DHA. The Contractor shall support the DHA in planning, coordinating, managing and participating in various functional support teams in order to analyze and make recommendations. This support shall include, but not be limited to, research and review of topic areas, development of briefing materials, talking points, point papers, status updates and reports as well as facilitating DHA workgroup meetings, Functional Support Team meetings and generating agendas and minutes reflective of the actual meeting content. The Contractor shall track all assigned one-time and recurring tasks, reports, briefings, papers, minutes, etc., to include suspense dates and status, to ensure all are provided for review and approval by the COR within 3 days of the required suspense date for routine requests. Short notice suspense requests shall be coordinated with the COR. In supporting the DHA Workgroups, Functional Suppport Teams or other groups as assigned for special projects of a specific duration, the Contractor shall establish teams to take initiatives to address the required objectives. It is anticipated that there will be approximately 5-8 Functional Support Teams, subgroups and/or committees actively functioning. These groups may meet weekly, monthly, quarterly or ad hoc. Specific responsibilities include, but are not limited to the following: The Contractor shall develop, maintain and disseminate membership lists and correspondence distribution lists. The lists shall be accurate and up to date to include each member's name, military rank (designation as appropriate), e-mail address, telephone number(s), name of organization, and other information as deemed appropriate. The Contractor shall coordinate resolution or elevation of issues in a timely manner. The Contractor shall communicate with all leadership, subject matter experts and stakeholders to appropriately collect, address, and disseminate any pertinent correspondence and applicable information. The contractor shall work with Government representatives in the functions of these duties and shall be familiar with proper etiquette while working with different levels of leadership. The Contractor shall document, track, and update actions identified. For each action item the contractor shall track, at a minimum: the responsible organization/POC, date opened, anticipated due dates of deliverables/milestones, remediation details as required, current status, priority, and comments. The contractor shall maintain historical data about each action item. The contractor shall communicate the status of each action item to the DHA Workgroups or Functional Support Teams. The contractor shall proactively highlight issues and concerns to the DHA Workgroups or Functional Support Teams. The Contractor shall be responsible for coordinating and scheduling meeting facilities that have adequate space and technical support. The facility shall be sufficient to accommodate the estimated number of attendees. The contractor shall notify all participants of the meeting location and time in advance. The contractor shall be prepared to provide geographic directions to the meeting location if necessary. The contractor shall assist the DHA in the oversight, management and facilitation of DHA Workgroups or Functional Support Teams and/or committees and management of the associated documents, if required, including their archiving and storage. This support shall include collecting and tracking the progress of each DHA Workgroup or Functional Support Team and/or committee against their stated objectives and timelines. The contractor shall be responsible for maintaining the documents that highlight the progress of each DHA Workgroup or Functional Support Team and/or committee. These documents shall be maintained in a report, known as the quote mark monthly report quote mark that shall be updated and provided to the DHA on a monthly basis (Deliverable 10). At a minimum the provided information shall include: deliverables/milestones, target dates, leadership actions desired, remediation plans if necessary, and comments. The Contractor shall coordinate correspondence requirements on behalf of the DHA for membership request and appointment letters. 1.Charters: The contractor shall assist the DHA Workgroup or Functional Support Team and/or committee lead in the development and/or updating of the DHA Workgroup or Functional Support Team charters (Deliverable 11). The Contractor shall have an understanding of the basic structure of Integrated Product Team (IPT), workgroups and committees. (Refer to DoD quote mark Rules of the Road - A Guide for leading successful Integrated Product Teams quote mark Table 3 for recommended content on IWC charters). 2.Memorandum of Agreement (MOA)/Memorandum of Understanding (MOU) and Service Level Agreements (SLA): The contractor shall assist the DHA Workgroup or Functional Support Team and/or committe lead in the development and/or updating of MOAs, MOUs and SLAs (Deliverable 12). The Contractor shall have an understanding of the basic structure of MOAs, MOUs and SLAs. (Reference - DoDI 4000.19 Interagency Support Agreements). 3.Meeting Agendas: The Contractor shall assist the DHA Workgroup or Functional Support Team and/or committee lead with formulating meeting agendas to ensure productive meetings (Deliverable 13). The Contractor shall distribute the meeting agenda at a minimum of one (1) business days prior to meeting to allow sufficient time for the participants to review the agenda. 4.Meeting Minutes/Summaries: The contractor shall scribe meeting minutes/summaries, edit, finalize and disseminate them to appropriate individuals no later than three (3) business days after DHA Workgroup or Functional Support Team or committe meeting (Deliverable 14). The contractor shall annotate the meeting's minutes/summaries, and shall finalize them in accordance with the group requirements or as directed. Meeting minutes/summaries shall record attendance, document any decisions or agreements reached by the DHA Workgroup or Functional Support Team and/or committee, document action items and suspense items due, set the agenda for the next meeting, and frame issues for higher-level resolution. 5.Documentation Support for Briefings/Presentations: The Contractor shall assist in the development, preparation, editing, collection, and dissemination of briefings and presentations (Deliverable 15). The Contractor shall prepare reports, and related documentation, make charts and graphs as delivered by the DHA Workgroup or Functional Support Team and/or committee. The Contractor shall ensure that the meeting location is equipped with the technical capabilities required. This may include the following support: teleconferencing, video-teleconferencing, LCD projectors, overhead projectors, and other audio/visual equipment. This support does not include the procurement of the above listed equipment. The contractor shall coordinate with the appropriate parties to ensure that required equipment is set up and tested in advance. The Contractor shall develop, update, and maintain closeout document binders for each DHA Workgroup or Functional Support Team and/or committee (Deliverable 16). The contractor shall maintain hard and electronic copies of the binders. Binders shall be started with the stand-up of each DHA Workgroup or Functional Support Team and/or committee and maintained throughout the DHA Workgroup or Functional Support Team and/or committee duration. The binder shall include all DHA Workgroup or Functional Support Team and/or committee documentation including: action items, charter, memorandums, agendas, minutes/summaries, briefings/presentations, timelines, etc. The Contractor shall make the binders available to DHA Workgroup or Functional Support Team Lead and/or committee members upon request. The Contractor shall utilize and facilitate use of electronic collaboration workspace website for workgroups and committees. This website will be supplied by the government. All workgroup and committee documentation including: action items, charter, memorandums, agendas, minutes/summaries, briefings/presentations, timelines, etc., will be stored and maintained in this shared quote mark eroom. quote mark The Contractor shall manage the membership of this workspace to ensure all have sufficient permissions to view documents. The Contractor shall at all times, display evidence of professional use of the English language in all documentation, presentations, minutes, charters, agendas, and reporting products. Materials shall be readable, grammatically correct, and accurate to the best of the Contractor's ability. The Contractor shall assist Project, Program Managers (PM) and Action Officers in adapting and modeling their respective programs or projects to model program/project development per generally accepted project management principles/standards. The Contractor shall prepare required documents; and provide technical expertise on identified Project, Program Management and Action Officer related matters and processes. The Contractor shall assist managers and officers in coordinating/completing objectives of their group or committee. The Contractor shall provide technical expertise or consultant-like support specific to assigned programs. The Contractor shall provide personnel with requisite skills, education, knowledge and experience to support government program managers or project officers for each of the types of programs or projects assigned to the PM Support. Support requirements may include training, research or technical writing; development of process flow charts; project/program budget cost estimates including POM submittals and other supporting documentation; coordinating meetings, conferences, telephone/VTC conferences; drafting of meeting minutes, MOAs/MOUs/SLAs, Mission Needs Statements, business case analysis plans, program milestone charts, program/project closeout binders, appointment letters, information and/or decision briefs, PowerPoint presentations and other support materials as may be required. The Contractor shall assist the government DHA Workgroup or Functional Support Team and/or committee Lead to develop and coordinate program specific performance metrics. The Contractor shall provide support and guidance to leads in how to manage projects, training in project management or project management software and assisting with specific project management tools. 2.2.1.3 DHHQ Website and DHHQ Touchscreen/Virtual Tour/Waypoint Finder - Deliverable 17 The Contractor shall coordinate with the COR to provide approved content to update the secure DHHQ webpages on the MHS website to communicate to all stakeholders the information on activities within the DHHQ. This website includes information such as DHHQ building facts, amenities (Mike's Deli, Base Supply Center, Cafeteria, Fitness Center, etc.), Transportation (Parking, Carpool/Vanpool Opportunities and Shuttles), Visitors, Special Events, etc. The website language in use is HTML. The Contractor support shall include, but is not limited to, the following: Review content and provide suggestions/ideas for new content. Develop and update approved content for the secure DHHQ web page on the MHS website for DHHQ stakeholder communications. (Deliverable 17) Upload DHHQ web page content to and maintain the content on the designated secure server. Maintain and update/revise as needed the DHHQ 3D Virtual Tour located on the secure DHHQ web page and large monitor located in the DHHQ Visitor Lobby. Maintain and update/revise the DHHQ Waypoint Finder located on the secure DHHQ web page and large monitor located in the DHHQ Visitor Lobby. Attend coordination meetings as requested. 2.2.1.4Informational Services - (Deliverable 18, 19) The Contractor shall provide informational support (in-house products such as, but not limited to, newsletters, posters, flyers, signage, videography, photography, support briefings and presentation support) to ensure employees are kept current on building information. The Contractor support shall include, but is not limited to, the following: Attend coordination meetings as requested Design, develop and deliver materials, presentations, briefings and other products as needed to support DHHQ stakeholder communications (Deliverable 18). Support includes but is not limited to: oDevelop content for and publish a DHHQ Newsletter as needed; and oThe contractor shall provide presentation support by collecting briefing materials, researching content and developing talking points. The contractor shall maintain archives of presentations. The contractor shall develop information materials to support any DHHQ activities such as DHHQ Commuter Expo, DHHQ Health Fair, etc. This support includes special event planning, graphic design of flyers, posters as well as photography and videography. There is an estimated 2- 3 events per month with a duration anywhere from 30 minutes to 8 hours in one day. Other tasks as assigned include, but are not limited to, the following: Assist in concept development, design, production and installation of any DHHQ signage to enhance the communication of DHHQ shared services or promote the collaboration of all stakeholders located at the DHHQ. Provide support to develop and update an annual DHHQ Amenities Survey. This would include but not limited to; compiling, data, mining, and reports that can be provided to the POC's for each area on the survey. (DELIVERABLE 19) Other tasks as requested. 2.2.1.5 (OPTIONAL TASK) Workgroup and Committee Support (Deliverable 10, 11, 13, 14, 15, 16) The Contractor shall provide support to Workgroups, Committees or other groups as assigned for special projects of a specific duration. The Contractor shall establish high performing teams to take initiatives to address the required objectives. It is anticipated that there will be approximately five (5) workgroups or committees (excluding the requirements established in paragraph 2.2.1.1). The workgroups and committees may meet weekly, monthly, quarterly or ad hoc. Specific responsibilities include, but are not limited to, the following: The Contractor shall develop, maintain and disseminate membership lists and correspondence distribution lists. The lists shall be accurate and up to date to include each member's name, military rank (designation as appropriate), e-mail address, telephone number(s), name of organization, and other information as deemed appropriate. The Contractor shall coordinate resolution or elevation of issues in a timely manner. The Contractor shall communicate with all leadership, subject matter experts and stakeholders to appropriately collect, address, and disseminate any pertinent correspondence and applicable information. The contractor shall work with Government representatives in the functions of these duties and shall be familiar with proper etiquette while working with different levels of leadership. The Contractor shall document, track, and update actions identified. For each action item the contractor shall track, at a minimum: the responsible organization/POC, date opened, anticipated due dates of deliverables/milestones, remediation details as required, current status, priority, and comments. The contractor shall maintain historical data about each action item. The contractor shall communicate the status of each action item to A&MD. The contractor shall proactively highlight issues and concerns to A&MD. The Contractor shall be responsible for coordinating and scheduling meeting facilities that have adequate space and technical support. The facility shall be sufficient to accommodate the estimated number of attendees. The contractor shall notify all participants of the meeting location and time in advance and allow sufficient time for travel planning, presentation development or as deemed necessary. The contractor shall be prepared to provide geographic directions to the meeting location. The Contractor shall provide support to the government representative to ensure the efficient and effective operation of the workgroup. Additionally, the Contractor shall assist the government representatives in establishing, tailoring, reviewing and revising their Plan of Action and Milestones (POA&M) documents and other generated documents. The contractor shall assist A&MD in the oversight, management and facilitation of charters, if required, including their archiving and storage. This support shall include collecting and tracking the progress of each workgroup, or committee against their stated objectives and timelines. The contractor shall be responsible for maintaining the A&MD documents that highlight the progress of each workgroup or committee. These documents shall be maintained in a report, known as the quote mark monthly report quote mark that shall be updated and provided to A&MD on a monthly basis (Deliverable 10). At a minimum the provided information shall include: deliverables/milestones, target dates, leadership actions desired, remediation plans if necessary, and comments. The Contractor shall coordinate correspondence requirements for membership request and appointment letters. 1.Charters. The contractor shall assist the workgroup or committe lead in the development and/or updating of workgroup and committees charters (Deliverable 11 ). The Contractor shall have an understanding of the basic structure of workgroups and committees. (Refer to DoD quote mark Rules of the Road - A Guide for leading successful Integrated Product Teams quote mark Table 3 for recommended content on IWC charters) 2.Meeting Agendas. The Contractor shall assist the workgroup or committee lead with formulating meeting agendas to ensure productive meetings (Deliverable 13). The Contractor shall distribute the meeting agenda at a minimum of two (2) business days prior to meeting to allow sufficient time for the participants to review the agenda. 3.Meeting Minutes/Summaries. The contractor shall scribe meeting minutes/summaries, edit, finalize and disseminate them to appropriate individuals no later than three (3) business days after workgroup or committe meeting (Deliverable 14). The contractor shall annotate the meeting's minutes/summaries, and shall finalize them in accordance with the charter requirements or as directed. Meeting minutes/summaries shall record attendance, document any decisions or agreements reached by the workgroup or committe, document action items and suspense items due, set the agenda for the next meeting, and frame issues for higher-level resolution. 4.Documentation Support for Briefings/Presentations. The Contractor shall assist in the development, preparation, editing, collection, and dissemination of briefings and presentations (Deliverable 15). The Contractor shall prepare reports, and related documentation, make charts and graphs as delivered by A&MD, the workgroup or committee. The Contractor shall be responsible for coordinating and scheduling meeting facilities that have adequate space and technical support. The facility shall be sufficient to accommodate the estimated number of attendees. The contractor shall notify all participants of the meeting location and time in advance and allow sufficient time for travel planning, presentation development or as deemed necessary. The contractor shall be prepared to provide geographic directions to the meeting location. The Contractor shall ensure that the meeting location is equipped with the technical capabilities required. This may include the following support: teleconferencing, video-teleconferencing, LCD projectors, overhead projectors, and other audio/visual equipment. This support does not include the procurement of the above listed equipment. The contractor shall coordinate with the appropriate parties to ensure that required equipment is set up and tested in advance. The Contractor shall develop, update, maintain, and closeout document binders for each workgroup or committee (Deliverable 16). The contractor shall maintain hard and electronic copies of the binders. Binders shall be started with the standup of each workgroup or committee and maintained throughout the workgroup, or committee duration. The binder shall include all workgroup or committee documentation including: action items, charter, memorandums, agendas, minutes/summaries, briefings/presentations, timelines, etc. The Contractor shall make the binders available to workgroup or committee members upon request. The Contractor shall utilize and facilitate use of electronic (eroom) collaboration workspace website for workgroups or committees. This website will be supplied by the government. All workgroup or committee documentation including: action items, charter, memorandums, agendas, minutes/summaries, briefings/presentations, timelines, etc., will be stored and maintained in this shared quote mark eroom. quote mark. The Contractor shall manage the membership of this workspace to ensure all have sufficient access to view all documents. The Contractor shall at all times, display evidence of professional use of the English language in all documentation, presentations, minutes, charters, agendas, and reporting products. Materials shall be readable, grammatically correct, and accurate to the best of the Contractor's ability. The Contractor shall assist Project Managers, Program Managers (PM) and Action Officers in adapting and modeling their respective programs or projects to model program/project development per generally accepted project management principles/standards. The Contractor shall prepare required documents and provide technical expertise on identified Project Managers, Program Management and Action Officer related matters and processes. The Contractor shall assist managers and officers in coordinating/completing objectives of their workgroup or committee. The Contractor shall provide technical expertise or consultant-like support specific to assigned programs. The Contractor shall provide personnel with requisite skills, education, knowledge and experience to support government program managers or project officers for each of the types of programs or projects assigned to the PM Support. Sponsorship for a program or project to be assigned to PM Support may come from the DHA, OASD (HA), the Services, or be congressionally mandated. Programs assigned to PM Support may be categorized into, but not limited to, three general types: Healthcare Benefit and Delivery Development, Legislative Initiatives, and Process Reengineering Programs. Each assigned program shall require Contractor support that may span multiple functional areas of expertise. Such areas may include, but are not limited to, TRICARE, Medicare, Medicaid, health care delivery systems within the DoD, VA, and other federal/state/local jurisdictions; joint DoD, VA, and Federal healthcare policy formulation; and national trends/legislation affecting the delivery of healthcare in the U.S. Support requirements may include training, research or technical writing; development of process flow charts; project/program budget cost estimates including POM submittals and other supporting documentation; coordinating meetings, conferences, telephone/VTC conferences; drafting of meeting minutes, Charters, Mission Needs Statements, business case analysis plans, program milestone charts, program/project closeout binders, appointment letters, information and/or decision briefs, PowerPoint presentations, TRICARE program educational literature, and other support materials as may be required. The Contractor shall assist the government workgroup or committee Lead to develop and coordinate program specific performance metrics. Provide support and guidance to leads in how to manage projects, training in project management or project management software and assisting with specific project management tools.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/USA/USAMRAA/DAMD17/BV422403/listing.html)
 

Place of Performance

Address: US Army Medical Research Acquisition Activity ATTN: MCMR-AAA, 820 Chandler Street Frederick MD

Zip Code: 21702-5014
 

Record

SN03387804-W 20140608/140606234318-4d36088eef7ea51c3ce69360e3cdd74e (fbodaily.com)
 

Source

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

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