R405--Staffing Models Functional Assessment(VA-24-00014836)

Request for Information RFI_36C77624Q0034 TITLE: Staffing Model Functional Assessment I. Introduction: This sources sought notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses will not be considered as proposals, nor will any award be incurred by interested parties in responding to this sources sought announcement. NAICS 541611 (size standard $16.5M) applies. II. Scope of Work: In support of this contract the contractor will provide a cadre of highly knowledgeable and experienced personnel to develop functional assessments encompassing the entirety of the VHA Central Office (VHACO) and Veteran Integrated Service Network (VISN) Office missions, functions, and tasks, updates to the VHA Functional Organization Manual (FOM), special studies, and a transition plan. We anticipate two to six concurrent functional assessments will be in work at any given time. VHA is seeking a Contractor who is an expert in the areas of data collection, analysis, and validation; utilizing in-house tools; and developing related artifacts. Implementation of findings will be accomplished by government staff and accurately reflected in the VA system of record, HR Smart. - The VHA is seeking a contractor who is an expert in staffing models and workload analysis capacity within the Office of Workforce Management and Consulting (WMC) to ensure the VHA Under Secretary for Health s (USH) Soonest and Best Care priority. To provide staffing model and workload analysis capabilities to WMC to meet immediate, high-impact, system-wide requirements and special projects. - The contractor shall perform functional assessments that identify and validate the organization or office s Mission, Functions, and Tasks, and structure design for the following small, medium, and large organizations: - Assessments performed will involve researching, identifying, and validating work an organization is performing, authoritative documentation to perform the work, analyzing the information to identify duplication, overlap, and gaps, and making recommendations for changes to organizational structure that align VHA to deliver service to Veterans optimally. The contractor shall perform these assessments in independent teams or as members of mixed government and contractor teams. All results and briefings shall be presented to the VA Program Manager and VHA leadership for decision and approval. Once the VHA Chief of Staff, AUSH Operations, or other designated authority approves, these assessments will validate and update the Mission, Functions and Tasks, authoritative documents, and organizational design. These assessments will inform updates to the approved system of record, HR Smart. - - - The contractor shall provide a report for each assessment outlining the mission, functions, and tasks of authoritative documents such as policies, directives, laws, and organizational structure documents. The report shall also document any fragmentation, overlap, or duplication of functions and opportunities to improve the overall efficiency and effectiveness of the organization. - - - The contractor shall prepare functional organization charts that adhere to VHA manpower and organizational policies. These organization charts will be created twice to reflect assessed organizations' current and future state design. - Contract personnel will support written updates to the VA FOM as information is captured in the functional assessments and translated into the FOM. Updates will be made as identified. Any duplication, overlap, or gaps in service will be presented to VHA leadership for adjudication before the final FOM submission. - The Veterans Health Administration (VHA) is seeking interested sources (contractors) for a near-future solicitation and procurement for Staffing Model/Functional Assessment. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. III. Requirements: Please see attached DRAFT PWS. IV. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response of no more than 20 pages in length, single spaced, 12 point font minimum that addresses the above information. The Government will not review any other data, attachments that are in excess to the 20 pages. Please also include a cover page (not included in page limit) which includes, at a minimum, the company s name, address, Dunn & Bradstreet number, GSA contract number (if applicable), point-of-contact name, phone number, and e-mail address. Companies should provide clear and unambiguous evidence to substantiate their capability to fulfill these requirements. A. Capabilities / Qualifications: Capability/Qualifications A written response (no more than 5 pages) providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement. Description of the capabilities/qualifications/skills your company possesses to perform services described in the scope of work. 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, potential teaming partners. Please also provide the number of employees your business has or has access to. V. Vendor Questions Q1 - Provide an example of a completed functional assessment, preferably in a healthcare setting. The example must clearly detail the scope and the overall strategy utilized to perform the assessments, in addition, identify risks and issues encountered and lessons learned. - Q2 Provide an example, preferably in a healthcare setting, of a workload analysis. The example must identify the strategy employed, risks and issues encountered, and lessons learned. - Q3 Provide an example, preferably in a healthcare setting, of how you developed man-hour availability factors. The example must identify the strategy employed, risks and issues encountered, and lessons learned. - Q4 Provide an example, preferably in a healthcare setting of an environmental scan that you have performed in an organization. How did you determine if the scan was all encompassing? How did you define the scope of the scan? Provide details on issues encountered and lessons learned. - - Q5 - Provide an example, preferably in a healthcare setting, of a supply and demand staffing model that you have completed, implemented, and updated. The example must identify the strategy employed, risks and issues encountered, and lessons learned. - Q6 - Provide an example, preferably in a health care setting, of a linear/multilinear staffing models that you have completed, implemented, and updated. The example must identify the strategy employed, risks and issues encountered, and lessons learned. - Q7 - Provide questions and concerns, after your review of the PWS, of any tasks or deliverables. - Q8 - Identify areas of the PWS that are unclear or are ambiguous. - Q9- Please address limitations on subcontracting . can your firm meet the limitations on subcontracting? - It is requested that the above information be provided no later than November 15, 2023 at 12:00PM EST. Responses should be emailed to Charles McKenzie at Charles.McKenzie@va.gov; Adeitra Jimmison at Adeitra.Jimmison@va.gov. All Email Correspondence for this project must reference the RFI Number, Project Identifier and Project Title in the subject line of the email. Example: RFI 36C77624Q0034, Staffing Model Functional Assessment. No phone calls will be accepted. 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. Primary Point of Contact: Adeitra Jimmison, Contracting Officer E-Mail: Adeitra.Jimmison@va.gov Charles McKenzie, Contracting Specialist E-Mail: Charles.McKenzie@va.gov