DOCUMENT
R -- ePerformance 5.0 - Attachment
- Notice Date
- 4/20/2018
- Notice Type
- Attachment
- NAICS
- 541511
— Custom Computer Programming 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
- 36C77618Q9145
- Response Due
- 5/11/2018
- Archive Date
- 8/9/2018
- Point of Contact
- Yolanda M. Ray
- Small Business Set-Aside
- N/A
- Description
- This Request for Information is for planning purposes only at this time and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The purpose of this request is to implement an Electronic Employee Performance Management (EEPM) solution for the Department of Veterans Affairs (VA) that leverages technology to improve transparency, accountability, and agency reporting capabilities while cutting costs and streamlining operations. Since 2010, the VA has managed the manual scanning of over 3.5 million performance appraisal forms into the Electronic Official Personnel Folder (eOPF) application. This figure represents an estimated cost of $30.25 Million, which will be avoided upon department-wide implementation of an EEPM solution. Additional benefits of performance management automation include timeliness throughout the entire performance cycle, centralized library content for standardization and consistency, transparent record keeping with complete audit ability and increased standardization of performance plans, competencies, goals, elements and standards. The Human Capital Systems and Services (HCSS) office is requesting a cloud hosted EEPM solution to manage the VA performance appraisal process in accordance with VA Handbook 5013 for approximately 45,000 employees. The VA has approximately 367,000 employees and the workforce is comprised of Title 5, Title 38 and Hybrid Title 38 employees. The requested web-based cloud solution shall automate the five performance forms used by VA employees, complete required workflows and automatically upload the completed performance appraisal package to the eOPF. In addition to providing an EEPM software solution, HCSS is requesting project management, technical configuration/maintenance of VA specific performance plans and workflows, customized training, communications and support services. The Department of Veterans Affairs (VA) currently manages employee performance using a manual paper-based process governed by VA Directive/Handbook 5013 (Performance Management Systems). The five different performance appraisal forms used by VA employees are: Proficiency Report Forms (VA Forms 10-2623 and 10-2623a), SES Performance Form (VA Form 3482), ECF Performance Form (VA Form 3482e), Title 5 and Hybrid Title 38 Performance Form (VA Form 0750). The employee s position will determine the fillable PDF performance appraisal form the supervisor uses to record the employee s performance. Over 380,000 PDF performance appraisal forms are created each year and stored in numerous locations across the enterprise. At the conclusion of each performance cycle, the performance appraisal form is manually scanned and transferred to the employee s Electronic Official Personnel Folder (eOPF). This manual paper-based process makes it very difficult to achieve transparency, accountability and report metrics on VA performance management. The paper-based process also greatly hinders our ability to manage performance of our most valuable commodity, our people. The Department of Veterans Affairs (VA) is seeking a contractor shall provide all labor, supervisor and all other resources to deliver project management, technical design and configuration of five VA specific performance plans and workflows, end user documentation, customized training to VA s customer base as well as system interface compliance and interoperability and support services for the target population of 45,000 VA employees. The contractor shall also provide the EEPM application and licenses at no additional cost to the government for approximately 45,000 VA employees. The requested web-based, cloud hosted EEPM solution shall automate the entire performance management lifecycle from plan creation through upload to the eOPF in compliance with VA, VHA and OPM performance management standards for the following performance appraisal forms: Proficiency Report Forms (VA Forms 10-2623 and 10-2623a), SES Performance Form (VA Form 3482), ECF Performance Form (VA Form 3482e), Title 5 and Hybrid Title 38 Performance Form (VA Form 0750). The EEPM solution shall demonstrate performance management efficiencies and cost savings through the automation of existing manual performance management processes. HCSS requests the EEPM system meet the following functional requirements: Creation of performance plans to include the ability to clone from a previous plan, from another employee plan and from a template for a specific occupation code (functional/specialty/assignment/title) and grade. Allow pre-built plans for specific occupations that contain vetted strategic goal(s) and the linkage between department manager employee, reporting relationships, and technical performance measures across plan types. Allow for changes to performance plans during performance cycle and rollback inadvertent plan changes. Creation and completion of progress reviews, special ratings, summary ratings, and end of year performance ratings to include the ability to sign electronically using PIV card. Also, the ability to add more than one progress review on additional information sections of the forms. Automation of performance program reminders via email to include new notices to entities outside of the managerial chain e.g. unions and union officials. Workflow notifications shall conform to union requirements regarding performance plan issuance and modifications during the performance year. Management and dissemination of annual department-wide goals and elements to all VA employees and granular dissection based on employee type. The ability to push these items from higher offices down to subordinate offices and require them on all new performance plans. Data collection and reporting to include metrics that track performance against specific competencies, standards, goals and major initiatives. The ability to view the drill down the reports by POID, VISN and Program Office. An extractable data feed that can be used for complex data mining efforts for performance analysis, reporting and dashboards. Transfer of final ratings and supporting data elements to HCSS, through a data view. Transfer of completed performance appraisal forms to include supporting documentation to the eOPF for all performance plans and the ability to transmit special and summary ratings outside of the normal performance cycle. Workflow to handle reconsideration requests for the performance appraisal forms to include the uploading of reconsideration documentation as an attachment. The ability to upload documentation to be included with the performance appraisal forms. The ability to append a completed summary rating to a final rating so they can be incorporated into a single document and uploaded to the eOPF. The ability to have HR end user Administrators pull back performance plans after they have been completed and transmitted to eOPF to re-route and revise as needed before transmitting back to eOPF. Integration with HCSS s portal to support single sign-on with PIV authentication. Integration with VA HRSmart data elements through a data view, as defined and coordinated with HCSS. Data elements will define employee, rater, organization, servicing HR station and reporting relationships for the EPPM solution. Creation of real-time reports to provide HR staff and managers a quick overview of employee performance plan status to meet established performance timelines and reporting requirements. Performance standards library to support the administration, management and location of standards in local, regional and/or national libraries. Fine grained permissions to restrict access based on role: employee, rater, HR Technical Reviewer, HR administrator, library administrator, Report view, and super (system) administrator. Proxy as another employee to perform operations other than electronic signatures on their behalf. User guides, job aides, troubleshooting guides and train-the-trainer material. Provide system documentation technical manuals, test plans, release notes, delta documents, etc. Ability to mass import old performance records from a flat file. Section 508 compliant web interface. Hosted in a FEDRAMP certified cloud environment. All performance data shall be exported and provided to the HCSS office after the conclusion of the contract. The Government anticipates issuing a Task Order or Contract with one (1) contractor. Exact items, quantities and delivery requirements will be identified in the Request for Quotation or Request for Proposal. Because this is a Request for Information announcement, no evaluation review letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of the solicitation. Respondents will not be notified of the results of the review. The Government reserves the right to consider a small business, SDVOSB, VOSB or (8) a set-aside based on the responses received. All responses must include the following information: Company name, cage code, Dun and Bradstreet Number, GSA Schedule Contract Number, Company Address, Point of Contact name, Phone Number, Fax number and E-mail address. The subject line of the correspondence should clearly display the Request for Information Number. Also, please provide the following information in your response: Past Experience Provide the following information on a maximum of three similar projects completed within the last five years for which the responder was the prime contractor. A project is considered similar if the contractor provided support during the development lifecycle, preferably in a health systems environment. The name, address, type and value of each project. The name, telephone and address of the owner of each projects. A description of each project, including difficulties and successes The firm s role and services provided for each project. Capabilities/Qualifications Provide the following information for each functional area listed in the REQUIREMENTS section above. Description of the capabilities/qualifications/skills your company possesses to perform task orders under each functional area. Resumes of key personnel for each functional area (one person may be listed as key personnel for more than one functional area). Business size standards Vendor shall provide the following information regarding their company: Whether they are small business, HUBZone small business; service-disabled, veteran-owned small business; 8(a) small business; veteran-owned small business; woman-owned small business; or small disadvantaged business; and their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your response to this information requested will assist the Government in determining whether a set-aside is possible. It is requested that interested contractors submit an electronic submission of no more than ten (10) pages in length, single spaced, and 12 point font minimum that addresses the above information. Be sure to include the Request for Information number in the subject line of the email. Submissions shall be received no later than 1 p.m., Eastern Local Time on May 4, 2018. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. Contractors having the skills and capabilities necessary to perform the stated requirements should forward an email only to the primary point of contact listed below. Contracting Office Address: Department of Veterans Affairs Program Contracting Activity Central (PCAC) 6150 Oak Tree Boulevard Primary Point of Contract: Yolanda M. Ray, Contracting Officer Email: yolanda.ray@va.gov
- Web Link
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FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/36C77618Q9145/listing.html)
- Document(s)
- Attachment
- File Name: 36C77618Q9145 36C77618Q9145_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4245000&FileName=36C77618Q9145-001.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4245000&FileName=36C77618Q9145-001.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: 36C77618Q9145 36C77618Q9145_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4245000&FileName=36C77618Q9145-001.docx)
- Record
- SN04896095-W 20180422/180420230538-51285f108386e108bb61f7c2f5add167 (fbodaily.com)
- Source
-
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