R408--Compensation Analysis and Total Rewards System

Attachment 1: Template for Combined Synopsis-Solicitation for Commercial Items VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2020-08. This solicitation is set-aside for Full and Open competition The associated North American Industrial Classification System (NAICS) code for this

procurement is 541611, with a size standard of 16.5 million. The FSC/PSC is R408. The Department of Veterans Affairs (VA), Veterans Health Administration (VHA) is one of the largest employers for health care professionals in the United States. VHA employs nurses, physicians, dentists, as well as other health care occupations and ancillary support positions which are the cornerstone of our nation's largest healthcare system. VHA frequently competes with major employers in the health care market to fill health care positions and relies heavily on having the flexibility to utilize third-party survey data to adjust salaries to enhance the VA s ability to recruit and retain high quality employees. VHA utilizes a number of different pay systems of varying complexity, some of which are market-based, requiring utilization and analysis of third-party data to establish salaries and/or pay schedules. As such, it is critical that individual VA medical centers have access to accurate, reliable, and recurring market-based third-party salary survey data. This market-based data is used to assess VA s competitive position in each local labor market area and allows VA facilities to make informed, consistent, accurate, and timely compensation decisions for a wide variety of critical occupations. All interested companies shall provide quotations for the following: Base Year Period of Performance: 12 months Line Item Description Quantity Unit Price Total Price 0001 Kick-Off Meeting 1 0002 Kick-Off Meeting Minutes 1 0003 Integrated Master Schedule of Deliverables 1 0004 Project Management Plan - Final 1 0005 Work Breakdown Structure 1 0006 Delivery of secure web-based compensation and total rewards system or software program 1 0007 Import updated compensation survey reports/employee files provided by VA into secure web-based compensation and total rewards system or software program 50+ 0008 Data analysis to include aggregation of the third-party survey data to benchmark and establish comparisons between VA data and external third-party survey data provided by VA 50+ 0009 Automated job matching of VA positions to corresponding third-party survey data matches within the secure web-based compensation and total rewards system or software program 200+ 0010 Application of geographic differentials within the secure web-based compensation and total rewards system or software program (drilled down to city/state) to national survey data. 50+ 0011 Change management and communications support for implementation 4 0012 Development of Training Support Materials 1 0013 Monthly Progress Reports 12 0014 Quarterly Meeting Agendas 4 0015 Quarterly Meeting Minutes 4 Total Base Year Option Year 1 Period of Performance: 12 months Line Item Description Quantity Unit Price Total Price 1001 Integrated Master Schedule of Deliverables 1 1002 Import updated compensation survey reports/employee files provided by VA into secure web-based compensation and total rewards system or software program 50+ 1003 Data analysis to include aggregation of the third-party survey data to benchmark and establish comparisons between VA data and external third-party survey data provided by VA 50+ 1004 Geographic differential, position, and/or job match updates to the secure web-based compensation and total rewards system or software program on an ad hoc basis 1+ 1005 Enhancements and/or software or security updates to secure web-based compensation and total rewards system or software program 1+ 1006 Updates to Training Support Materials 1 1007 Monthly Progress Reports 12 1008 Quarterly Meeting Agendas 4 1009 Quarterly Meeting Minutes 4 Total Option Year 1 Option Year 2 Period of Performance: 12 months Line Item Description Quantity Unit Price Total Price 2001 Integrated Master Schedule of Deliverables 1 2002 Import updated compensation survey reports/employee files provided by VA into secure web-based compensation and total rewards system or software program 50+ 2003 Data analysis to include aggregation of the third-party survey data to benchmark and establish comparisons between VA data and external third-party survey data provided by VA 50+ 2004 Geographic differential, position, and/or job match updates to the secure web-based compensation and total rewards system or software program on an ad hoc basis 1+ 2004 Enhancements and/or software or security updates to secure web-based compensation and total rewards system or software program 1+ 2006 Updates to Training Support Materials 1 2007 Monthly Progress Reports 12 2008 Quarterly Meeting Agendas 4 2009 Quarterly Meeting Minutes 4 Total Option Year 2 Option Year 3 Period of Performance: 12 months Line Item Description Quantity Unit Price Total Price 3001 Integrated Master Schedule of Deliverables 1 3002 Import updated compensation survey reports/employee files provided by VA into secure web-based compensation and total rewards system or software program 50+ 3003 Data analysis to include aggregation of the third-party survey data to benchmark and establish comparisons between VA data and external third-party survey data provided by VA 50+ 3004 Geographic differential, position, and/or job match updates to the secure web-based compensation and total rewards system or software program on an ad hoc basis 1+ 3005 Enhancements and/or software or security updates to secure web-based compensation and total rewards system or software program 1+ 3006 Updates to Training Support Materials 1 3007 Monthly Progress Reports 12 3008 Quarterly Meeting Agendas 4 3009 Quarterly Meeting Minutes 4 Total Option Year 3 Option Year 4 Period of Performance: 12 months Line Item Description Quantity Unit Price Total Price 4001 Integrated Master Schedule of Deliverables 1 4002 Import updated compensation survey reports/employee files provided by VA into secure web-based compensation and total rewards system or software program 50+ 4003 Data analysis to include aggregation of the third-party survey data to benchmark and establish comparisons between VA data and external third-party survey data provided by VA 50+ 4004 Geographic differential, position, and/or job match updates to the secure web-based compensation and total rewards system or software program on an ad hoc basis 1+ 4005 Enhancements and/or software or security updates to secure web-based compensation and total rewards system or software program 1+ 4006 Updates to Training Support Materials 1 4007 Monthly Progress Reports 12 4008 Quarterly Meeting Agendas 4 4009 Quarterly Meeting Minutes 4 Total Option Year 4 Grand Total (Base + Option Years) In addition, FAR 52.217-8, Option to Extend Services applies to this solicitation. As such, evaluation of options under FAR 52.217-8 will also include using the prices offered for the last option period to determine the price for an additional 6-month option period in the event an extension is issued under FAR 52.217-8. Evaluation of options will not obligate the Government to exercise the option(s). SERVICES Please see attached Performance Work Statement (PWS). The period of performance (PoP) shall be one (1) year, with four (4) twelve (12) month option periods. Place of Performance/Place of Delivery Tasks under this PWS may be performed at any location deemed appropriate by the awarded Contractor. If necessary, to meet with VA Staff, the Government will provide space to work on-site at VA Central Office, Washington, D.C. or at any other VA duty station location. Work may be performed at remote locations with prior concurrence from the Contracting Officer s Representative (COR). Staff will need to be on-site to facilitate workgroups, feedback sessions and any other group work needed, as deemed necessary. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (JUNE 2020) FAR 52.212-3, Offerors Representations and Certifications Commercial Items www.sam.gov registration is required to be complete at time of submission of response. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) The following clauses are included as addenda to FAR 52.212-4: FAR 52.232-40 Providing Accelerated Payments to Small Businesses to Subcontractors (DEC 2013) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1984) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JULY 2020) The following subparagraphs of FAR 52.212-5 are applicable: FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUNE 2020) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUNE 2020) FAR 52.217-7 Option for Increased Quantity Separately Priced Line Item (MAR 1989) FAR 52.217-8 Option to Extend Services (NOV 1999) FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000) FAR 52.219-28 Post Award Small Business Program Representation (MAY 2020) FAR 52.222-26 Equal Opportunity (SEP 2016) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUNE 2020) FAR 52.222-50 Combating Trafficking in Persons (JAN 2019) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUNE 2020) FAR 52.225-13 Restriction on Certain Foreign Purchases (JUN 2008) FAR 52.232-33 Payment by Electronic Funds Transfer Systems for Award Management (OCTOBER 2018) FAR 52.222-41 Service Contract Labor Standards (MAY 2014) FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) FAR 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) FAR 52.219-9 Small Business Subcontracting Plan (JUNE 2020) COMPARATIVE EVALUATION/BASIS FOR AWARD A comparative evaluation will be performed in accordance with FAR 13.106-2(b)(3). Evaluation factors/subfactors are not required. The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, Veterans Involvement, and past performance. Following receipt of quotes, the Government will perform an evaluation using a comparative evaluation of the services quoted. The Government will compare quotes to one another to select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in the request for quote will determine suitability. Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote. Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited services to address any remaining issues. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government reserves the right to select a response that provides benefit to the Government that exceeds the minimum. The Government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement statement. To receive an award the offeror must be registered/active with no exclusions in System for Award Management (SAM) database which can be accessed at https://www.sam.gov/portal/public/SAM at submission of quote. SAM will be checked to verify the quoter s status before evaluations are conducted. This solicitation is for a full and open competition. QUOTE SUBMISSION QUOTING CONTRACTORS PREPARATION COSTS: The Contracting Officer is the only individual legally authorized to commit the Government to the expenditure of public funds in connection with this procurement. The RFQ does not commit the Government to pay any costs for the preparation and submission of an offer in response to this RFQ. Communications regarding this RFQ: The due date for communications and questions concerning the RFQ is October 1st, 2020 at 10:00 AM EST. Any communications or questions shall be submitted electronically to Clayton Smith via email at Clayton.Smith2@va.gov. Responses to questions determined pertinent to the solicitation will be posted back to Contract Opportunities via amendment by October 5th, 2020. As soon as an Offeror is aware of any problems or ambiguities in interpreting the specifications, terms or conditions, instructions or evaluation criteria of this solicitation, the Contracting Specialist shall be immediately notified. When submitting questions and comments, please refer to the specific text of the RFQ in the following format: Subject: RFQ No. 36C77620Q0179 Pertinent questions will be answered in the form of an amendment and provided to all Offerors. It is the responsibility of the Offeror to locate the amendment. DUE DATE AND SUBMISSION INSTRUCTIONS FOR RFQ: Contractors must complete and return all information prior to the time specified to be considered for award. Quotes, including amendments, received at the issuing office after the closing date and time specified on the cover page of this solicitation will be considered late submissions and handled accordingly. An Offeror s quote shall be submitted electronically via email to Clayton.Smith2@va.gov by the date and time indicated in the solicitation in the file set forth below. The use of hyperlinks in quotes is prohibited. QUOTE FILE. Offeror s responses shall be submitted in accordance with the following instructions: Format. The submission shall be clearly indexed and logically assembled. Each section shall be clearly identified and shall begin at the top of a page. All pages shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count for the Offeror s quote shall be 20 pages*. All files will be submitted as either a Microsoft Excel (.XLS) file or an Acrobat (PDF) file or compatible as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1 ) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated. Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view. File Packaging. All of the quote files may be compressed (zipped) into one file entitled quote.zip using WinZip version 6.2 or later version or the quote files may be submitted individually. Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. *Use when using page limitations: A Cover Page, Table of Contents and/or a glossary of abbreviations or acronyms will not be included in the page count of the technical Volume. However, be advised that any and all information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror s quote will not be evaluated by the Government. The quote shall be broken down in the following sections: (i) TECHNICAL VOLUME. Offerors shall, at a minimum, demonstrate a clear understanding of all features involved in meeting and supporting the requirements outlined in the Performance Work Statement (PWS) in a format that follows the PWS tasks and/or deliverables. The Offeror shall provide a summary of corporate experience and knowledge to include experience collecting, aggregating, analyzing, compiling, and reporting compensation market data for a variety of healthcare positions and non-healthcare (ancillary support) positions. Experience collecting a wide variety of national and regional survey data in order to aggregate market data and create market comparisons for national, regional, and local data (down to the city and state level) is required. A detailed explanation and a weblink/hyperlink to a website that provides example(s) of compensation market data s is required to ensure the Offeror(s) has the ability to provide comprehensive market data products to support the nation s largest healthcare system. (ii) PRICE VOLUME. The Offeror shall submit a firm-fixed price quote for each task outlined in the PWS and complete the price schedule in the appropriate table above. The task price shall be for the whole task regardless of the actual time to complete the task as it varies depending on the status of the contract. The total price must match the amount provided in the Total Evaluated Price table. (iii) PAST PERFORMANCE VOLUME. The Past Performance will assess the aspects of cost, schedule, and performance experience as it relates to the tasks and/or deliverables of the PWS. Past Performance provided shall be for work performed within the last three (3) years by the Offeror as either a prime or subcontractor. Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor. 1. The name, address, and dollar value of each project 2. The Prime Contract Type, Firm Fixed-Price, or Time and Material 3. The name, telephone and address of the owner of each project 4. A brief description of each project and why it is relevant to this requirement., including difficulties and successes 5. Your company s role and services provided for each project See Attachment H for Past Performance Questionnaire that may be used by references and sent via email to Clayton.Smith2@va.gov prior to the Solicitation Response Due Date and Time. (iv) VETERANS INVOLVEMENT VOLUME. Eligible service-disabled Veteran-owned offerors will receive full credit, and offerors qualifying as Veteran-owned small businesses will receive partial credit for the Service-Disabled Veteran-Owned and Veteran-owned Small Business Status evaluation factor. Offeror may also receive partial credit if they respond with SDVOSB/VOSB verified subcontractors. To receive credit, an offeror or an offeror s subcontractor(s) must be CVE verified in accordance with VIP. (https://www.vip.vetbiz.gov). NOTE: Offeror shall also complete the attached Subcontracting Plan Template and comply with the VA s current subcontracting goals as seen below: The current VA subcontracting goals are based upon total procurement dollars expended and are the suggested minimum goals for VA administered subcontracting plans. Small Business 17.5% Veteran Owned Small Business 7.0% Service Disabled Veteran Owned Small Business 5.0% Small Disadvantaged Businesses (includes Section 8(a)) 5.0% Woman-Owned Small Business 5.0% Historically Underutilized Business (HUB) Zone Small Business 3.0% This is an open-market combined synopsis/solicitation as defined herein.  The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quotes shall list exception(s) and rationale for the exception(s). Note: any proposed deviations from the standard terms and conditions herein may render a quote unacceptable as the Government intends to award without discussions. Submission shall be received not later than October 15th, 2020 at 10:00 AM EST via email to Clayton.Smith2@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).