How to Win the VA SPRUCE IDIQ for User-Centered Digital Services

Introduction

The VA SPRUCE IDIQ (Secure, Performant, Reliable, and User-Centered Experiences) is a federal contract opportunity that aims to provide user-centered digital services for the Department of Veterans Affairs (VA). The contract is issued by the VA’s Office of Information Technology (OIT), which is responsible for delivering high-quality digital products and services to Veterans and their families. The contract has an estimated value of $2.7 billion and a duration of five years, with one base year and four option years. The solicitation number is 36C10B23Q0225.

The VA SPRUCE IDIQ is a strategic initiative that supports the VA’s vision of transforming the Veteran experience through modern technology and design. The contract seeks to provide the VA with a method to obtain top-quality professionals and industry partners that can deliver exceptional user experiences for various digital products and services, such as:

  • Websites and web applications
  • Mobile applications and devices
  • Application programming interfaces (APIs) and data services
  • Cloud platforms and tools
  • Cybersecurity and information assurance
  • DevOps and agile practices
  • User research and service design
  • Data analytics and visualization
  • Customer feedback and satisfaction

The VA SPRUCE IDIQ is open to all qualified vendors that can demonstrate their ability to deliver high-quality, cost-effective, and relevant digital services to the VA and its customers. The contract will use a performance-based approach, which means that the vendors will be evaluated and rewarded based on the outcomes and results of their services, rather than the inputs and processes. The contract will also use a best value trade-off method, which means that the VA will consider both technical and price factors when selecting the best proposal.

Historical Background

The VA SPRUCE IDIQ is not the first of its kind in the VA. In fact, it is a follow-on to a previous contract that was awarded in 2018, called the Customer Experience, DevOps and Agile Releases (CEDAR) IDIQ. The CEDAR IDIQ had a similar scope and objective as the VA SPRUCE IDIQ, but it was limited to only supporting the development of digital products and services for the Veterans Experience Office (VEO). The CEDAR IDIQ had a value of $480 million and a duration of four years, with one base year and three option years. The CEDAR IDIQ was awarded to six vendors: Accenture Federal Services, Ad Hoc LLC, Booz Allen Hamilton, By Light Professional IT Services LLC, Liberty IT Solutions LLC, and Oddball Inc.

The CEDAR IDIQ was successful in providing digital services for various VEO products and services, such as:

  • VA.gov website redesign and modernization
  • Veterans Crisis Line website development
  • GI Bill Comparison Tool enhancement
  • Veterans Benefits Administration appeals modernization
  • Veterans Health Administration online scheduling

However, it also faced some challenges and limitations, such as:

  • Inconsistent quality and standards across different vendors and products
  • Lack of coordination and integration among different products and services
  • Limited access and availability of digital services for some Veterans and stakeholders
  • Insufficient alignment of digital services with the evolving needs and priorities of the VA

The VA SPRUCE IDIQ aims to address these challenges and limitations by expanding the scope and scale of the digital services to cover all aspects of the VA’s mission, not just the VEO’s mission. The VA SPRUCE IDIQ also intends to leverage best practices, lessons learned, and feedback from the CEDAR IDIQ, as well as from other relevant sources.

RFP Description

The RFP for the VA SPRUCE IDIQ is expected to be released in December, 2023 by the VA’s OIT Acquisition Division. The RFP provides detailed information about the requirements, evaluation criteria, submission instructions, terms and conditions, and other relevant aspects of the solicitation.

The RFP requires that each vendor submit two separate volumes for their proposal: a technical volume and a price volume. The technical volume should demonstrate how the vendor will meet or exceed the technical requirements specified in the PWS. The technical volume should also include information about the vendor’s corporate experience, past performance, key personnel, management approach, quality control plan, transition plan, security plan, innovation plan, subcontracting plan, small business participation plan, etc. The price volume should provide a detailed breakdown of the vendor’s proposed price for each contract line item number (CLIN), as well as the basis of estimate, assumptions, and supporting documentation. The price volume should also include information about the vendor’s indirect rates, fee structure, escalation factors, etc.

The RFP states that the VA will evaluate each proposal using a best value trade-off method, which means that the VA will consider both technical and price factors when selecting the best proposal. The RFP also states that the technical factors are significantly more important than the price factor. The RFP identifies the following technical factors, in descending order of importance:

  • Technical Approach
  • Corporate Experience
  • Past Performance
  • Key Personnel
  • Management Approach

The RFP specifies that each technical factor will be assigned an adjectival rating, such as:

  • Outstanding
  • Good
  • Acceptable
  • Marginal
  • Unacceptable

The RFP also specifies that the price factor will be evaluated for reasonableness, realism, and completeness. The RFP indicates that the VA will conduct discussions with vendors if necessary, and request final proposal revisions (FPRs) before making the award decision. The RFP also indicates that the VA reserves the right to make an award without discussions, based on the initial proposals.

Who Should Participate

The VA SPRUCE IDIQ is a competitive and lucrative opportunity for vendors that have experience and expertise in providing user-centered digital services for the VA. The contract is open to all qualified vendors that can meet the minimum requirements specified in the RFP, such as:

  • Having a Top Secret Facility Clearance (TS/SCI) with Polygraph
  • Having a Defense Contract Audit Agency (DCAA) approved accounting system
  • Having a Defense Contract Management Agency (DCMA) approved purchasing system
  • Having a CAGE code and a DUNS number
  • Having a valid SAM registration

The contract is also open to vendors that have relevant certifications and accreditations, such as:

  • ISO 9001:2015 Quality Management System
  • ISO 27001:2013 Information Security Management System
  • Project Management Professional (PMP)
  • Certified Scrum Master (CSM)
  • Certified Information Systems Security Professional (CISSP)

The contract is also open to vendors that have strong partnerships and relationships with other digital service providers, such as:

  • VA product owners and stakeholders
  • OIT staff and leadership
  • Digital Service at VA team
  • Industry experts and consultants
  • Subject matter experts and instructors

The contract is also open to vendors that have innovative and creative solutions and approaches, such as:

  • Agile methodologies and practices
  • Cloud-based platforms and tools
  • Data analytics and visualization techniques
  • Customer feedback and satisfaction mechanisms
  • Continuous improvement and learning processes

Challenges

The VA SPRUCE IDIQ is not without challenges and risks for vendors that want to pursue it. Some of the potential challenges and risks include:

  • High competition from other qualified and experienced vendors
  • High expectations and standards from the VA and its customers
  • High complexity and diversity of the VA’s digital products and services needs and requirements
  • High security and compliance requirements for the VA’s data and information
  • High uncertainty and volatility of the VA’s budget and priorities

To overcome these challenges and risks, vendors need to have a clear understanding of the VA SPRUCE IDIQ objectives, scope, specifications, evaluation criteria, terms and conditions, etc. Vendors also need to have a robust proposal development process, team, strategy, solution, etc. Vendors also need to have a proactive risk management plan, mitigation strategy, contingency plan, etc.

If you need any help in overcoming these challenges feel free to contact us at www.gdicwins.com and let us assist you in winning the VA SPRUCE IDIQ opportunity.