Electronic Employee Performance Management (EEPM) System
RFI, Version 1.1, 4 Apr 2019
2 | Page
REQUEST FOR INFORMATION
DEPARTMENT OF VETERAN AFFAIRS
Description
1.1 The Department of Veterans Affairs (VA) is seeking information from interested contractors to provide and implement an Electronic Employee Performance Management (EEPM) solution for the Department of Veterans Affairs (VA).
1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the VA is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FedBizOpps) website. It is the responsibility of the potential offerors to monitor this site for additional information pertaining to this requirement.
Background
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.
Scope of Work
The Contractor shall provide all labor, supervision, 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 all VA employees. The contractor shall also provide the EEPM application, subscriptions and support each individual VA employee. Plan for 390,000 VA employees with an annual increase of 2.5%. No software shall be downloaded onto VA computers to access the EEPM solution. Also, the solution shall not require any servers hosted within the VA. The requested solution does not require an interface to write to VISTA systems. User specific application configuration settings are allowed in the contractor hosted solution.
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:
System Requirements:
a. FedRAMP Certified SaaS solution
b. Compliant with Section 508 of the Workforce Rehabilitation Act of 1973 and VA Handbook 6102. Section 508 compliance is currently tested using the following auditing tools.
Tool Type
Name
Operating System
Windows 7 64-bit Enterprise Edition Service Pack 1
Operation System
Windows 10
Screen Reader
JAWS 2018
Screen Reader
NVDA 2018.2
Screen Magnifier
ZoomText 2018
Voice Recognition
Dragon Naturally Speaking 14
Browser
Internet Explorer Version 11
Browser
Chrome Version 71
Browser
Edge Version 41
Color Contrast
Web Accessibility Toolbar Version 2.0
PDF Reader
Adobe Acrobat DC
PDF Plugin/Checker
CommonLook PDF Global Access 5.6
c. Compatible with Microsoft Internet Explorer 11.x and higher, Microsoft Edge 41.x and higher, and Google Chrome 71.x and higher Single sign-on with PIV authentication.
d. Single sign-on with PIV authentication.
e. Automation of the five VA Performance Appraisal Forms listed below from plan creation through upload to the eOPF in accordance with VA Handbook 5013 and OPM guidelines. (Note: Also includes the process to handle reconsideration requests and the corresponding changes that could result from a reconsideration request to include deleting a plan in the employee eOPF folder and reposting after changes have been made).
SES Performance Form (VA Form 3482)
Nurse Proficiency Form (VA Form 10-2623)
Clinical Proficiency Form (VA Form 10-2623a)
VHA ECF Performance Form (VA Form 3482e)
Title 5 and Hybrid Title 38 Performance Form (VA Form 0750)
f. Workflow notification email reminders to include notifications to raters, employees, reviewing officials, unions and union officials.
g. Your system will allow VA Systems Administrators as described below to build and configure work flow and allow multiple work flows per plan.
h. Integration with eOPF to automatically transfer completed performance appraisals to the employee s eOPF record.
i. Ability to integrate position management information on employees, raters, and reviewing officials by personnel office from another system.
j. Ability to restrict access by personnel office, region, district, organization, department and/or unit.
k. Ability to clone performance plans from a previous plan, from another employee plan, or from a specific a template for a specific occupation code and grade. The plan shall be cloneable to one or more employees.
l. Ability to store pre-built performance plan templates, standards and elements in a library by facility, VISN, region and national.
m. Ability to upload documentation to be included with the performance appraisal forms.
n. Ability to append a summary rating to a final rating, incorporate into a single document, and upload to the eOPF.
o. Ad-hoc reporting capability to include the ability to create dashboards to monitor metrics as each stage of the performance plan workflow by personnel office, region, district, organization, department and/or unit.
p. Training site that mirrors production with the ability to reset up to 500 training accounts to default with the click of a button.
q. Ability to customize each of the performance plans workflow by VA facility.
r. The system shall allow for the configuration of roles, permissions and tasks as detailed in the PWS.
4.0 Capabilities Statement and Market Information
Please respond to the following questions by providing a capabilities statement and market information.
The VA is considering a 10-year contract, would you have any issues pricing this effort out over a 10-year period? (Yes/No). If you answered yes, please explain why.
For each System Requirement listed above (A-R) please answer the following questions:
1. Does this currently exist in your system today?
2. If in #1 you answered yes, then describe how this is being used in your system?
3. If in #1 you answered no, then how long will it take you to be fully operations capable?
4. List any assumptions you made in determining that this functionally exists in your product.
5. How many federal agencies are using your electronic employee performance management system?
6. What is the user count per federal agency?
7. Will your system allow the VA systems administrator to build and configure work flow and allow multiple work flows per performance plan type?
5.0 Responses
5.1 All potential sources are invited to submit, in writing, a capability statement with sufficient information to substantiate your business is reasonably capable of performing the work. The capability statement must clearly demonstrate a business s ability to fulfill the requirement. The burden of proof rests with the contractor; therefore, written responses must provide clear and unambiguous evidence to substantiate capabilities appropriate to satisfy this need.
5.2 Responses shall be in Microsoft Word compatible format and are due no later than Tuesday, May 7, 2019 10:00 AM EST. Responses shall be limited to 20 pages, 12 pt. font min. Please be advised that all submissions become Government property and will not be returned. Responses shall be sent to Kymberly Morgan at Kymberly.Morgan@va.gov.
5.3. Responses shall provide administrative information, and shall include the following as a minimum:
5.3.1 Company Name, DUNs number, Company mailing address, phone number, fax number, name of designated point of contact and e-mail of designated point of contact.
5.3.2 Recommended contracting strategy. Specifically, propose from the industry s perspective what the most appropriate contract type is for this acquisition as well as what you believe the appropriate North American Industry Classification System (NAICS) should be used for this procurement based on the scope identified above.
5.3.3 Either 1) copies of executed non-disclosure agreements (NDAs) with the contractors supporting VA and VA-supported PEOs in technical evaluations or 2) a statement that the responder will not allow the Government to release its proprietary data to the Government support contractors. In the absence of either of the foregoing, the Government will assume that the responder does NOT agree to the release of its submission to Government support contractors.
5.3.4 Company business size and status (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Women-Owned Small Business, etc.), the number of years in business, affiliate information: parent company, joint venture partners, and potential teaming partners.
5.3.5 If you are on GSA Schedule to provide this product or service, provide GSA Contract Number.
5.3.6 Responses to questions 1 through 7 in Section 4.0 of this RFI.
6.0 Industry Discussions
VA representatives may or may not choose to meet with potential offerors. Such discussions would only be for market research purposes and the intent would be to obtain further clarification of potential capability to meet the requirements, especially any development and certification risks.
6.1 Summary
THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to provide and implement an Electronic Employee Performance Management (EEPM) solution. The information provided in the RFI is subject to change and is not binding on the Government. The VA has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.
Attachments:
VA Handbook 5013 (VA Handbook 5013 Performance Management Systems.pdf)
Five VA Performance Appraisal Forms
VA Form 10-2623 (VA 10-2623.pdf)
VA Form 10-2623a (VA 10-2623a.pdf)
VA Form 0750 (VA 0750.pdf)
VA Form 3482 (VA 3482.pdf)
VA Form 3482e (VA 3482e.pdf)
VA Handbook 6102 Internet/Intranet Site Standards (6102hbk08.pdf)
eOPF Index Data Feed (IDF) Interface Control Document (eOPF_IndexDataFeedService_v3.1_08012014.pdf)
Kymberly Morgan
Kymberly.Morgan@va.gov
Kymberly.Morgan@va.gov
