Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 09, 2013 FBO #4215
DOCUMENT

R -- FOIA Support Services - Attachment

Notice Date

6/7/2013
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;Technology Acquisition Center;260 Industrial Way West;Eatontown NJ 07724
 

ZIP Code

07724
 

Solicitation Number

VA11813I0362
 

Response Due

6/14/2013
 

Archive Date

8/13/2013
 

Point of Contact

Keiahna Brewer
 

E-Mail Address

a.Brewer@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

United States (U.S.) Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Office of Privacy and Records Management (OPRM) Freedom of Information Act (FOIA) Requests/Reports Services VA118-13-I-0362 The purpose of this Source Sought Notice is to search for qualified vendors capable of meeting the requirement to provide advisory and assistance services to assist VA's Office of Privacy and Records Management in processing Veterans Affairs Central Office (VACO) FOIA requests and to support the reduction of current backlog of outstanding requests. See specific tasks and deliverables below. VA provides information to public requestors in accordance with the Freedom of Information Act (FOIA) and its amendments as well as the Privacy Act (where requests are made for a person's own records). FOIA requests are processed by OPRM and by VA field offices. The Contractor shall provide assistance in collecting and reporting metrics related to FOIA requests to VA leadership. As experience is gained with VA FOIA protocol, the Contractor shall assist VA in updating department-wide guidance in processing and reporting on the FOIA Program. Contractor services shall be performed on-site at OPRM. The Contractor shall comply with all VA policies and procedures related to security and handling sensitive information. Due to the nature of FOIA requests received at VACO, familiarity with the exemptions and their interpretation by the courts is vital to properly responding to the requests received. The requirements have three main parts: process FOIA requests, prepare FOIA Reports and Statistics, and finally provide updates for Department FOIA Policies and Guidance to improve customer service. The contract period of performance is one, 12-month base period, with four, 12-month option periods. The Government anticipates a Firm Fixed Price Contract. However, in the event VA proceeds to a formal request for proposals, VA reserves the right to consider alternative engagement models that lower fixed cost but include incentive payments for superior quality, productivity, or expanded scope. This is a request for information (RFI) only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI. If interested, please submit a Capabilities Statement, limited to ten (10) pages for your company, your teammates and or subcontractors, and denote the business size for North American Industry Classification System (NAICS) Code 541611. Additionally, please indicate if you, your teammates and/or subcontractors are a Service Disabled Veteran Owned Small Business or a Veteran Owned Small Business, and if your company is on a government schedule/contract vehicle. Please note VA118-13-I-0362 in the subject line of your response. In addition, please indicate any and all scheduled contracts your company may have. Responses are requested no later than 12:00 PM EST, Friday, June 14, 2012 via email to keiahna.brewer@va.gov and iris.farrell@va.gov. Points of Contact: Iris Farrell, Contracting Officer, Department of Veterans Affairs Technology Acquisition Center, Email iris.farrell@va.gov and Keiahna Brewer, Contract Specialist, Email keiahna.brewer@va.gov. 5.0 SPECIFIC TASKS AND DELIVERABLES The Contractor shall perform the following: (Discuss deliverables within each task to include format and content. The schedule will be identified in Notes to CO at end of PWS) (GUIDANCE ON DELIVERABLES-Only essential value added deliverables shall be requested in the PWS. The need, quantity, and frequency of data delivery shall be considered. The generation of documentation as part of the service being performed does not in all cases represent a deliverable (i.e. correspondence, etc.) Deliverables are costly and should be reduced to what is deemed necessary.) (SCHEDULING DELIVERY OF DATA- Delivery of data shall be scheduled to be in phase with the planned use(s) of the data. Schedule for delivery of data shall take into consideration the requirements for preparation, inspection, acceptance, and handling of the data.) (DATA INSPECTION AND ACCEPTANCE- Contracts that contain data requirements shall incorporate appropriate provisions for Contractor quality assurance of the data and support of Government inspection and acceptance procedures necessary to ensure that data are prepared and delivered in accordance with the contract. Contractual provisions for withholding payment in accordance with the Federal Acquisition Regulation (FAR) shall be invoked when a Contractor fails to fulfill contractual data requirements including delivery requirements. 1.Guidelines for the receipt and acceptance procedures for technical data. a.Overall resources expended on inspection and verification of the data shall be commensurate with the expected economic return and operational needs for the data. b.A single POC shall be designated on each contract to identify and track the submission, inspection, and acceptance of all contract data deliverables for each item or component for which data has been ordered.) 5.1PROJECT MANAGEMENT 5.1.1CONTRACTOR PROJECT MANAGEMENT PLAN The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor's approach, timeline and tools to be used in execution of the contract. 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 monthly thereafter. The Contractor shall update and maintain the VA PM approved CPMP throughout the period of performance. Deliverables: A.Contractor Project Management Plan 5.1.2TECHNICAL KICKOFF MEETING The Contractor shallGovernment will hold a technical kickoff meeting within ten (10) days after TO award at the OPRM located at 1100 First Street N.E. Washington, DC. 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 provide Kickoff Meeting Agenda and Kickoff Meeting Presentation to all attendees at least five (5) calendar days prior to the meeting. The Kickoff 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 Program Manager (PM). 1.Identify by name, Contractor personnel who will require access to VA facilities under the Task Order (TO) 2.Provide signed copies of non-disclosure agreements 3.Provide valid driver's license or valid state identification information for each Contractor resource who will need access to a VA facility 4.Provide completed VA Personal Identification Verification (PIV) packets for each individual that will be working on the TO. Items, 1-4 are required for security and criminal history checks. The Contractor will not be permitted unescorted access to perform services at a VA facility until the PIV process is complete. The Contractor shall brief Kickoff Meeting Presentation, key Contractor key personnel for their respective project areas. The Kickoff Meeting Presentation shall be developed in Microsoft PowerPoint. The Kickoff Meeting Presentation shall include all assumptions in an effort to finalize the project definition, detailed activities, and the draft CPMP. Deliverables: A.Kickoff Meeting Presentation B.Signed Non-Disclosures for all proposed personnel C.Identity verification documents for all proposed personnel D.PIV packets for each individual 5.1.3REPORTING REQUIREMENTS (If you are a PD Requiring Activity, please refer to the PD Guide for PWS Templates located in the Virtual Office of Acquisition (VOA) CAP Template Library folder for your specific Reporting Requirements that replace/supplement the template language below.) The Contractor shall provide the Contracting Officer's Representative (COR) with Bi-Weekly Activity Reports (BWAR) in electronic form in Microsoft Word and Project formats and be prepared to discuss the reports with the VA PM, CO, COR, and appropriate Government personnel. The BWAR shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding bi-weekly period. The BWAR shall cover all work completed during the preceding reporting period and work planned for the subsequent reporting period and shall present the work to be accomplished during the subsequent period(s). The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The BWAR shall include the work scheduled by name and duty hours for each individual assigned to this TO. This report shall also identify any issues that arise and any issues that have not been completely resolved with an explanation, such as log and risk management issues. This report shall contain the following information: a.Contract number/TO number b.Contractor name c.Period covered by report d.Current expenditures e.Remaining funding f.Hours expended for the report period by labor category g.Hours expended on the TO on a cumulative basis by labor category h.Summary of hours expended in relation to the percentage of work completed during the report period i.Summary description of activities and accomplishments during the report period j.Summary description of any outstanding action items VA has responsibility for affecting performance k.Description of problems and issues encountered during the report period l.Status of open problems or issues identified in previous monthly report(s). Deliverables: A.Bi-Weekly Activities Report (If a specific minimum teleconference progress meeting timeframe (weekly or monthly) is required between the Contractor and COR, please indicate as such.) 5.1.4CLOSEOUT BRIEF The Contractor shall provide an oral presentation with a Closeout Report that summarizes the delivery of services as required by this PWS 30 days prior to the expiration of the TO. The Contractor shall address lessons learned and key issues. The Contractor shall define achievement, whether the project has adequately demonstrated through testing that the system meets its functional and performance requirements, and whether the system is adequately supported by documentation, training, etc. Deliverables: A.Closeout Report 5.2FOIA REQUESTS The Contractor shall assist in processing and managing FOIA requests. The Contractor shall prepare a draft and final response to a FOIA request within 20 days IAW Title 5 U. S. C section 552 "Freedom of Information Act" as amended. In the past year, there were approximately 624 FOIA requests. The Contractor shall prepare responses to FOIA requests and assist VA's Office of Privacy and Records Management in processing these requests, in order to reduce the backlog of outstanding requests under 5% and keep the number of new FOIA requests 95% completed or better. All of the Contractor's draft responses shall be reviewed by a VA's Office of Privacy and Records Management staff member (federal employee). Contractor shall prepare draft responses within 10 working days after receipt of FOIA request. Government will provide comments to draft report within 5 days. After receipt of Government comments, Contractor shall submit final response with Government comments incorporated within 5 days. The Contractor shall collect the information, perform a review, and prepare draft responses to those FOIA requests as directed by the VA FOIA lead. The Contractor shall also interact with VA staff to make required changes to drafts to improve the responses to FOIA requests or notify the requestor of full or partial denial of the request. The interaction may include telephone conversations, when directed by VA FOIA staff, with the requestor or contacts within VA staff to assure requests respond as appropriate under the direction of VA's FOIA Staff. The Contractor shall not initiate contact with the requestor without the specific consent of the VA FOIA staff. The Contractor shall prepare a weekly report detailing the number of completed requests per week, number of requests in process, and the number of newly received requests. Deliverable(s): A.FOIA Request Responses Draft/Final 5.3FOIA REPORTS All documents, reports and deliverables generated under the TO shall be delivered electronically to the COR via the VA's MS Exchange mail system, unless other direction is provided. Other recipients of Deliverables may be designated by the COR during TO performance. All deliverables generated from work performed under this PWS shall be prepared using the Microsoft Office 2000 suite of applications. The electronic mail address(es) for the COR will be provided after Post AwardKick Off meeting. 5.3.1Chief FOIA Officer's Annual Report The Contractor shall assist in the preparation of the Chief FOIA Officer's Report on an annual basis. The Contractor shall work the FOIA staff in preparation of a draft Chief FOIA Officer's Annual Report. The Contractor shall coordinate with FOIA officers in the field to provide information pertinent to the report. The Contractor shall work with FOIA staff to update the draft report according to Government comments.. A copy of the FY 2013 Chief FOIA Officers Annual Report may be found on VA's Homepage at http://www.foia.va.gov/docs/2013-Chief-FOIA-Officer-Report_02132013.pdf under the Heading "Chief FOIA Officer's Report 5.3.2FOIA Quarterly Reports to Department of Justice (DOJ) The Contractor shall prepare a quarterly report for delivery to the DOJDepartment of Justice consisting of a statistical summary of FOIA activity from VA field offices with a draft due date of the 5th of January, April, July, and October of each year. Government will submit comments to the Contractor within 3 working days of receipt of draft report. Contractor shall deliver a final report to the Government within 2 working days of receipt of Government comments to the draft report. Each report shall consist of a breakdown as to the statistical summary of each quarter and a rollup of the prior quarter(s). The Contractor shall assist with the collecting of FOIA activity from VA field offices as directed by the FOIA Director. The required format of the final document will be provided by the Government. The Contractor shall prepare this report using Excel and Word, and contacting field FOIA Officers who submit the reports for additional information. This report is a statistical summary of FOIA activity as requested by the Office of Information Policy (OIP) at the Department of Justice. The fourth quarter report will be used as an annual report. The format for FOIA Quarterly Reports for FY13 can be found on VA's Homepage at http://www.foia.va.gov/docs/Quarterly/FY2013-Quarter-1-Report-Final.pdf. Deliverable: A.FOIA Quarterly Reports to DOJ Draft/Final 5.3.3FOIA Annual Report to Congress The Contractor shall assist in preparation of a FOIA Annual Report required by Congress. This report contains more detail that the quarterly reports. The Contractor shall assist the Government in providing the statistics for this report, including Received FOIA Requests, Processed FOIA Requests, and Pending FOIA Requests, and the Detailed Disposition of each FOIA Request. The format for all reports will follow the Annual Report which can be found on VA's Homepage at http://www.foia.va.gov/docs/va-fy12-final.pdf under the Heading "Annual Report". The Contractor shall assist the Government in preparation of the draft report and final report, which shall be ready for signature by the 1st of November of each year. 5.4DEPARTMENTAL FOIA POLICIES AND GUIDANCE The Contractor shall assist VA's Office of Privacy and Records Management staff, as needed, in updating internal policies, procedures and guidance to improve FOIA processing and reporting protocol. Copies of these policies, procedures, and guidance can be found on the VA FOIA homepage http://www.foia.va.gov/FOIA_Regulations_and_Policies.asp. These policies may consist of department-wide directives, policy documents, procedure documents, or general guidance documents as directed by the COR. The Contractor shall assist VA's Office of Privacy and Records Management staff, as needed, in preparation of draft guidance and implementation of agency procedures for responding to requests for documents, electronic files (including e-mails), and other information in response to a litigation affecting VA.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/9ec6d4402dff6d325801299c661647fa)
 

Document(s)

Attachment
 

File Name: VA118-13-I-0362 VA118-13-I-0362_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=797309&FileName=VA118-13-I-0362-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=797309&FileName=VA118-13-I-0362-000.docx

 

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

Record

SN03083592-W 20130609/130607235650-9ec6d4402dff6d325801299c661647fa (fbodaily.com)
 

Source

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

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