Sources Sought Notice – R– VHA Program and Project Management Support Services for Asset Management Enterprise-Wide Deployment

Notice Type: Sources Sought Notice

Posted Date: 31-JAN-14

Office Address: Strategic Acquisition Center - Frederick;Department of Veterans Affairs;321 Ballenger Center Drive, Suite 125;Frederick MD 21703

Subject: R-- VHA Program and Project Management Support Services for Asset Management Enterprise-Wide Deployment

Classification Code: R - Professional, administrative, and management support services

Solicitation Number: VA119A14I0039

Contact: Tamara DeanContract Specialist [email protected] James L. Boughner Contracting Officer [email protected] mailto:[email protected] [Tamara Dean, Contract Specialist]

Description: Department of Veterans Affairs

VA Center for Acquisition Innovation (Frederick)

VA CAI Frederick

Request for Information (RFI)Service Orientated Architecture Research and Development (SOARD)

Program and Project Management Support Services (PPMSS) for

Asset Management Enterprise-Wide Deployment

<org>The Department of Veteran Affairs (VA) is issuing this Request for Information (RFI) to request responses from qualified small businesses, including but not limited to: Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), 8(a), HUBZone, etc., capable of providing the requirements below. The responses to this RFI will contribute to determining the method of procurement and identify parties having an interest in, capabilities, past performance, and the resources to support this requirement.

BACKGROUND

The Department of Veterans Affairs (VA) is the second largest Federal agency in the United States (US) and delivers health care, benefits, and services to the nation's Veterans. As one of three administrations within VA, the Veterans Health Administration (VHA) is the largest US integrated health care system consisting of 153 hospitals, nearly 1,400 community-based outpatient clinics, community living centers, Vet Centers and Domiciliary rehabilitation centers. VHA spends over eight billion dollars annually in purchases for supplies, inventory, and equipment and utilizes several legacy systems to manage and/or track its assets, e.g., infrastructure, capital, equipment, and medical supplies.

VHA has selected IBM's MAXIMO-"- Enterprise Asset Management Software v.7.5 to replace these legacy systems with a VHA owned Commercial Off-the-Shelf (COTS), web-enabled, integrated system. This VHA-specific enterprise-asset management program is entitled Service Oriented Architecture Research and Development (SOARD).

VHA appointed the Special Projects Team (SPT) to manage and provide executive direction for the SOARD Program, which is based in VA's Central Office (headquarters) located in Washington, DC. SPT intends to continue the deployment of the MAXIMO-"- solution using an agile time boxed methodology (e.g., 90- to 120-day software capability increments referred to as Sprints (projects) under a separate contract). During the next three years, SPT in collaboration with the VA MAXIMO deployment Contractor, and VHA end-users and stakeholders, will implement MAXIMO '"' enterprise-wide asset management capability to multiple organizations within VHA at the medical center, Veterans Integrated Service Networks (VISN) (regional), and administration (enterprise) levels. The estimated number of end-users is 30,000 with an estimated 7,500 concurrent users.

DESCRIPTION OF REQUIREMENT

This acquisition will provide SPT with program and project management support services for life-cycle management of the MAXIMO-"- solution enterprise-wide deployment. Program and project management services will ensure VHA's successful rollout to improve VA's current asset management capabilities at the end-user level(s).

The MAXIMO-"- Sprints require a number of simultaneous project activities to be carefully planned for and executed in quick succession to rapidly scale for enterprise-wide deployment. These activities must be managed and executed in a dynamic environment, since delivered capability(ies) frequently change in an agile environment to incorporate user feedback and lessons learned from the implementation of Sprints which can change project conditions and the rollout of future Sprints. The VA functional communities for this MAXIMO solution are as follows:

a) Healthcare Technology Management (HTM)

b) Procurement and Logistics - Prosthetics and General Medical Supplies (commonly referred to in industry as Health Care Management (HCS)

c) Environmental Management Services (EMS)

d) Facility Management (FM)

e) Emergency Occupational Safety Health Administration

The general deployment process consists of several interrelated activities with possible transitions between them, e.g., deployment of initial Sprints. These activities may occur at the MAXIMO-"- side or at the end-user side or both. Accordingly, these Program and Project Management Support Services are dynamic and utilize an integrated approach to VA's deployment for asset, service, and facilities management, which will enable VHA organizations to closely track, monitor, and manage their assets.

VA SOARD Deployment Methodology

Note: Each VISN encompasses 5-12 VA local sites. Sprints 9 and 10 represent a 400 percent increase in 'VA sites Deployed to' compared with Sprint 8. Sprints 11 and 12 represent a 175 percent increase compared to Sprints 9 and 10, while Sprints 13 and 14 represent a 140+ percent increase from Sprints 11 and 12.

SUBMISSION INSTRUCTIONS

THERE IS NO SOLICITATION AT THIS TIME. This RFI does not constitute a Request for Quotes (RFQ) and/or Request for Proposals (RFP). Submission of any information in response to this RFI is purely voluntary. The Government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please respond to this RFI as follows:

Cover Sheet - 1 page

Please provide the following information:

1) Organization name, address, DUNS number, Cage code and web site URL.

2) Point of contact to include e-mail address and telephone number.

3) Business size (large or small). NAICS code for this requirement is 541611; $14M annual receipts apply. If small business, please provide socio-economic status, i.e., Service-Disabled or Veteran Owned Small Business (SDVOSB, VOSB), Woman-Owned, SBA Certified: 8(a), or Economically Disadvantaged Woman-Owned, or Disadvantaged, or HUBZone, If SDVOSB/VOSB is your company approved and validated by VA CVE and registered in VA's VetBiz repository

4) Provide your GSA contract number, expiration date, schedule, and SIN category(s), if applicable.

Index - 1 page

Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement and Market Information. Please provide question number and corresponding page and section heading and/or paragraph number.

A. Capabilities Statement 10 page (maximum)

Please respond to the following questions by providing a Capabilities Statement:

1) Please describe your capability in providing Program and Project Management (PPM) services for a multi-million health care enterprise-wide asset management software roll-out.

2) Please indicate whether PMO services provided were for commercial firms or Federal and/or both.

3) Describe your Federal Health Care experience and IBM Maximo expertise for enterprise-wide asset management solutions. Please provide names of related projects and their contract value over the last three years including subcontractors/teaming partners that your company partnered with (if applicable).

4) Do you typically provide these services on-site at the client or off-site at your facility(s) or both Please elaborate how your support services are provided within each setting (on/off site).

5) How would you deliver PMO services for the subcategories below for a large complex enterprise-wide rollout in an agile environment replacing legacy asset systems with Commercial-Off-the-Shelf (COTS) software Was the software solution IBM Maximo If not describe/explain the similarities. Specifically, address the following activities:

a. Project Reporting

b. Change Management and Configuration Control

c. Advisory Board/Steering Committee, and Stakeholder Boards support

d. Requirements Gathering

e. Agile Development support activities within dynamic conditions

f. Developing and maintaining Integrated Master Schedules and subordinate project schedules. What software do you use for schedules

g. Cost Management, financial planning (program/project), Spend Plans, Actuals, Analysis, and Budget Execution. Indicate whether your PMO support services were in a Federal environment. If not, describe your capabilities in a commercial environment and discuss how you believe they are similar to a Federal financial environment.

h. Risk Management planning, mitigation methodology, developing and reporting high-watch activities. Describe your approach to threats and opportunities.

i. Lessons learned as well as incorporating those into future deployment requirements gathering activities

6) Describe your recruiting process and ability to locate and hire skilled personnel. Provide your staff turnover rate for past three years. What best practices do you employ for staff retention and recruitment

VA POINT OF contactS

The Point of contacts (POC) for this RFI is as follows:

James L. Boughner

Contracting Officer

Department of Veterans Affairs

Strategic Acquisition Center - Frederick

Frederick, MD 21703

Phone: 240-772-3434

Email: [email protected]

Tamara Dean

Contract Specialist

Department of Veterans Affairs

Strategic Acquisition Center - Frederick

Phone: 240-772-3485

Email: [email protected]

Responses to this RFI shall be submitted via e-mail to [email protected] and [email protected] no later than 2:00 p.m. on February 10, 2014.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. 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. Responders are solely responsible for all expenses associated with responding to this RFI.

Link/URL: https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/VA119A14I0039/listing.html