FY2019 Non-IT Business Cases (VA-17-912910) COR: Brandi Stockstill
Added: Oct 18, 2017 9:53 am
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COMBINED SYNOPSIS/SOLICITATION FOR
FY2019 NON-IT BUSINESS CASE APPLICATIONS
General Information
Document Type:
Combined Synopsis/Solicitation
Solicitation Number:
36E77618Q003
Posted Date:
10/18/2017
Original Response Date:
11/01/2017
Current Response Date:
11/01/2017
Product or Service Code:
R799
Set Aside:
Service-Disabled Veteran-Owned Small Business (SDVOSB)
NAICS Code:
541611
Contracting Office Address
Department of Veterans Affairs
Program Contracting Activity Central
6150 Oak Tree Blvd, Suite 300
Independence, OH 44133
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; quotations are being requested, and a separate written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular [FAC 2005-95, effective 19 Jan 2017].
The associated North American Industrial Classification System (NAICS) code for this procurement is 541611, with a small business size standard of $15 million.
The Program Contracting Activity Central (PCAC) is seeking the services of a qualified vendor to assist the VA in the preparation of the Non-IT Business Case Applications in support of the FY2019 President s Budget. Strategic Capital Investment Planning (SCIP) business cases were scored using the SCIP Decision Criteria Model and a prioritized list of projects was developed through the VA governance process for inclusion in the FY2019 Budget Submission. As part of VA s submission to OMB, a Non-IT Business Case Application and associated documents will be prepared for all Major Construction and Major Lease projects. In addition, to ensure projects support the latest Secretary VA priorities, active Major Construction projects and mid-level and Major Leases will be analyzed. Those requiring right-sizing will be revalidated, re-sized, and re-scoped.
All interested companies shall provide a quotation for the following:
Services
PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF ASSET ENTERPRISE MANAGEMENT FY2019 NON-IT BUSINESS CASE APPLICATIONS
GENERAL INFORMATION
Title of Project: FY2019 Non-IT Business Case Applications
Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS). The contractor shall be responsible for the following:
Assist VA in the preparation of the Non-IT Business Case Applications in support of the FY2019 President s Budget. Strategic Capital Investment Planning (SCIP) business cases were scored using the SCIP Decision Criteria Model and a prioritized list of projects was developed through the VA governance process for inclusion in the FY2019 Budget Submission. As part of VA s submission to OMB, a Non-IT Business Case Application and associated documents will be prepared for all Major Construction and Major Lease projects. In addition, to ensure projects support the latest Secretary VA priorities, active Major Construction projects and mid-level and Major Leases will be analyzed. Those requiring right-sizing will be revalidated, re-sized, and re-scoped.
Background:
The SCIP process is the basis for the Department of Veterans Affairs (VA) current and out-year capital budget requests. The SCIP process includes development of 10-Year Action plans and budget year business cases to close performance gaps (space, utilization, facility condition, access, etc.) and enhance healthcare and delivery of services and benefits to the nation s Veterans.
In the late 1990s, VA began a dramatic change in the manner in which it delivers services, shifting from an in-patient, hospital based model to one that focuses on preventive care in outpatient settings. That shift has left VA with an increasing inventory of aging and obsolete facilities, many in locations where there is diminished demand. In an effort to build upon past capital planning efforts, and to address the problem of aging infrastructure in poor condition, lack of infrastructure in some locations and unused infrastructure in others, the Department has embarked on the SCIP process. SCIP is a significant and critical initiative that will enable VA to better adapt to changes in the environment, demographics, capabilities, medical technology and health care delivery, thereby allowing VA to deliver the highest quality healthcare, benefits, and memorial services to our Nation s veterans.
SCIP ensures that all resources will be scrutinized and considered at the corporate level, with equitable and consistent distribution across markets and competing capital needs to address gaps in our service delivery. For the first time in VA s capital planning process, SCIP will provide the Secretary with a project list that is integrated across all administrations and programs (major and minor construction, major leases and non- recurring maintenance) so as to ensure resources are allocated to address the most critical gaps.
With the strategic goal to improve the delivery of services and benefits to Veterans, the SCIP process will be the basis for the Department s FY2019 and out-year capital budget request. Unlike previous capital planning models, SCIP links planning efforts of the Administrations and Staff Offices for both capital and non-capital solutions, and takes a long-term departmental approach (10-20 years). SCIP also encourages investments that ensure delivery of services in a Veteran-centric, forward-looking, and results-driven manner, while placing particular emphasis on improving access, maintaining our capital portfolio, increasing market penetration, reducing homelessness, and ameliorating issues confronting women Veterans.
Currently, VA has a significant funding backlog in construction projects and facility condition assessment deficiencies, and many of its facilities are over-utilized, resulting in higher maintenance costs and inefficient resource usage.
Closing the identified gaps was the basis for FY2019 business case applications developed by the Administrations and Staff Offices. Business cases were prepared for all projects included in their approved action plans (major construction, minor construction, leases, and non-recurring maintenance projects) that are above established dollar thresholds, represent high risk, or are considered to be crosscutting.
The business cases were scored using the SCIP Decision Criteria Model and a prioritized list of projects was developed through the VA governance process for inclusion in the FY2019 Budget Submission. This scope of work is for assistance to VA in the preparation of the Non-IT Business Case Applications for Major Construction and Major Lease projects to OMB and then in support of the FY2019 President s Budget.
Performance Period: The period of performance is for 365 calendar days from date of award. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).
Type of Contract: Firm Fixed Price.
Place of Performance: The primary place of performance will be at the contractor s facilities; however, some tasks orders may require work to be performed at a Government facility. Any work at the Government site shall not take place on Federal holidays or weekends, unless directed by the Contracting Officer (CO).
CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived.
GENERAL REQUIREMENTS
The following general requirements apply to all tasks issued under this contract:
1. The contractor shall identify their proposed technical approach in writing for every task quoted. The contractor s quote shall include their proposed labor categories, rates and number of hours by task, together with associated delivery dates and sub milestone dates (if any), and proposed key personnel résumés if not in file. Résumés are not required for clerical personnel.
2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.
3. Unless otherwise specified in an individual task order, the following schedule requirements apply: Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within five calendar days from date of receipt. The contractor shall have seven calendar days to deliver the final deliverable from date of receipt of the Government s comments.
4. The contractor shall provide, via email, minutes of all government-contractor meetings. The contractor shall provide these minutes within one calendar day after completion of the meeting unless otherwise specified in an individual task order.
5. Except for proprietary information in company quotes identified and marked in accordance with FAR 52.215-1(e), the contractor shall not deliver to the OAEM any proprietary products or information of any type in completing the requirements of each task order PWS. The contractor s internal development tools (that is, those development tools not developed for OAEM work and not required by OAEM to install, use, or revise the deliverables) are exempted from this requirement. If the contractor believes an exception to this requirement is necessary for the effective or efficient execution of a task order, the contractor shall request a specific exception, in writing, to the CO, and shall not use the proprietary tools or information in OAEM work until approval is received from the CO.
6. The contractor shall ensure contract employees maintain an open and professional communication with the staff at the VA facilities. For transparency purposes, email to the CO shall not be blind carbon copied (BCC) to other Government personnel. Complaints or violation validated by the COR or VA staff will be reported in writing to the CO, OIG, or HCA for action. If the contractor fails to correct validated complaints raised by the COR and or CO, it will be considered a failure in performance.
7. The CO may require the contractor to meet with the CO, contract administrator, and other Government personnel at least quarterly, and as often as deemed necessary. The contractor may request a meeting with the CO when deemed necessary.
SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this PWS.
Task One: PMP and Briefing
The contractor shall provide a PMP and briefing for the project team, which presents the contractor's plan for completing the task order. The contractor's plan shall be responsive to this PWS and describe, in further detail, the approach to be used for each aspect of the task order as defined in the technical proposal. The contractor shall keep the PMP up to date throughout the period of performance.
Deliverable 1: PMP and Briefing
Task Two: Communications
2.1 Kick-off Meeting
2.2 Status Teleconferences (weekly)
Deliverable 2: Kick-Off Meeting and up to thirty-two weekly Status Teleconferences
Task Three: Prospectus and Non-IT Business Case Packages Major Construction (5 Approved Projects)
Non-IT Business Case Forms & Attachments
Provide services, information and data as necessary to assist VA in the preparation of budget documentation, Non-IT Business Cases, for the designated projects.
Prepare responses (with assistance from appropriate VISN/VAMC staff) to all Non-IT Business Case Form questions.
Conduct site searches to confirm availability of vacant land in given markets and determine average land costs for lease alternatives.
Perform high level real estate market studies to determine average rent and operating/maintenance costs for use in lease alternatives.
Work with OCFM to validate project scope and cost and obtain latest cost estimates. This includes comparison of current project scope to the previously approved project baseline, with any project scope or project size discrepancy being fully documented.
Conduct Cost Effectiveness Analyses (CEAs).
Prepare Alternatives Analyses.
Perform Risk Analyses.
Distribute draft Non-IT Business Case Forms and Attachments to VACO staff for review and approval.
Prepare prospectuses for each of the designated sites.
Prepare form 1391 for each of the designated sites. (The 1391 form is a new form required for VA non-IT Business Cases. It s a form used by DoD.)
Distribute draft prospectuses and 1391 s to VACO/VISN/VAMC staff for review and approval.
Revise draft prospectuses and 1391 s as necessary and prepare final drafts.
All Non-IT Business Case forms and attachments must meet the criteria defined in OMB Circular A-11 and be consistent with prospectus requirements from Title 38, U.S.C, Section 8104, including new requirements added by P.L. 112-37.
All final Non-IT Business Case forms and attachments must be loaded to the SCIP FY2019 SharePoint site.
Deliverables 3, 4, 5, and 6: Draft and Final Non-IT Business Case Forms; Draft and Final Non-IT Business Case Form Attachments; Draft and Final Construction Prospectuses; Draft and Final 1391s.
Task Four: Prospectus and Non-IT Business Case Packages Major Leases (20 Leases)
Key Tasks Contractor shall perform the following tasks for each of the designated sites in VA s FY2019 budget.
4.1 Draft Lease Project Scope of Clinical Services
Confirm which services will be provided within project.
Distribute draft scopes of services to VACO and Field staff for review and approval.
Revise draft scopes of services as necessary and prepare final drafts.
Deliverable 7: Draft and Final Lease Scope of Clinical Services
4.2 Lease Space Plans
Obtain latest Space Equipment Planning Software (SEPS) programming software and associated training/assistance from VA staff.
Prepare and distribute customized SEPS questionnaires to VACO/VISN/VAMC staff (VA staff to provide FTE projections and workload estimates).
Review and analyze responses.
Run SEPS to develop draft lease space plans.
Review draft project space plans with OCAMES/OCFM/VISN/VAMC staff and make adjustments as necessary. Prepare final draft lease space plans.
Deliverable 8: Draft and Final Lease Space Plans (SEPS)
4.3 Non-IT Business Case Lease Forms & Attachments
Provide services, information and data as necessary to assist VA in the preparation of budget documentation, Non-IT Business Cases, for the designated leases.
Prepare responses (with assistance from appropriate VISN/VAMC staff) to all Non-IT Business Case Lease Form questions.
Conduct site searches to confirm availability of vacant land in given markets and determine average land costs for leases.
Perform high level real estate market studies to determine average rent and operating/maintenance costs for use in preparation of Non-IT Business Case for leases.
Prepare rent, lease build-out and operating and maintenance estimates for project, including coordination with OCFM as necessary, for leases.
Work with OCFM to run the Lease Scoring Model for each prospective lease. Draft runs shall be prepared based on preliminary size with Final runs being completed after prospectuses are finalized.
Conduct Cost Effectiveness Analyses (CEAs).
Coordinate with OCFM to obtain new construction estimates for use in CEAs.
Prepare Alternatives Analyses.
Perform Risk Analyses.
Distribute draft Non-IT Business Case Lease Forms and Attachments to VACO/VISN/VAMC staff for review and approval.
All Non-IT Business Cases, lease forms and attachments must meet the criteria defined in OMB Circular A-11 and be consistent with prospectus requirements from Title 38, U.S.C, Section 8104, including new requirements added by P.L. 112-37.
All final Non-IT Business Cases, lease forms and attachments must be loaded to the SCIP FY2019 SharePoint site.
Deliverables 9, 10, and 11: Preliminary Draft Rent Estimates for Initial Non-IT Business Case Submissions; Draft and Final Non-IT Business Cases; Draft and Final Non-IT Business Case Attachments
4.4 Major Lease Prospectuses
Prepare prospectuses for each of the designated sites.
Distribute draft prospectuses to OCAMES/OCFM/VISN/VAMC staff for review and approval.
Revise draft prospectuses as necessary and prepare final drafts.
Each prospectus must meet the criteria defined in Title 38, U.S.C, Section 8104, including new requirements added by P.L. 112-37. Including preparation of alternatives analyses in compliance with current law. Where information is not readily available (for example on the purchase of private facility) develop cost estimate based on elements including lease or project location, size (square footage), scope and type of services to be delivered at facility. Also include discussion of feasibility for executing the alternative based on current local area market.
Deliverable 12: Draft and Final Lease Prospectuses
Task Five: Market Research in Support of Accelerated Lease Acquisition Process
Contractor shall perform the following tasks for each of the designated sites in VA s FY2019 budget where Prospectus, Non-IT Business Case Construction and Lease Forms & Attachments have been completed. Provide services, information, and data necessary to support an accelerated lease acquisition process, to include the provision of the following:
Support for collection of individual lease specific data elements to support VA in development of accelerated lease procurement documents
Administrative support to assist VA with accelerating appraisals.
Support for creating options for VA to refine the delineated market area.
Performing non-public facing market research, including more detailed analysis of land and market comparables and availability of existing buildings in preparation for Congressional authorization.
Deliverable 13: Catalogued repository, by site, of all data collected for SFO development, acceleration of appraisals, delineation of market area, and detailed market research
Task Six: Conduct Lease and Major Construction Validation and Analyze and Support Mid-Level, Major Lease, and Major Construction Project Requirements for FY2019 SCIP Cycle and Budget
Analyze Mid-Level and Major Lease and Major Construction project requirements for the FY2019 and 2019 SCIP cycle. Refresh of VHA s proposed leases and active development Major Construction projects to better align with ongoing emphasis on leveraging additional specialty care capacity of non-VA providers in local communities. These actions will solidify lease and construction requirements for functions and sizes prior to being entered into the Budget and SCIP cycle. (Number includes an anticipated 20 Major Leases, 60 mid-level leases from both FY2019 SCIP and anticipated FY2019 Op Plan, and 10 Major Construction projects.)
Lease and Major Construction Validation Analysis ( Lease and Project Review ) and Draft Lease and Project Scope of Clinical Services
Confirm which sites require Mid-Level and Major Leases in the next SCIP cycle.
Confirm the top 10 Major Construction active development projects that anticipate funding in the next few years.
Data collections and compilation to include:
Purpose of Lease and Project
Programmed services
Market workload and demographic trends
Potential non-VA providers (PC3 and CMS)
Work with VISNs to identify opportunities to align with emphasis on providing Specialty Care in local community
Input from VISNs, CAMs, VAMCs, including Planners
Current and projected future demand for services
VA and Federal partner provider networks
Commercial and other capacity data
Review of options for care, including analysis of options for delivery of care
Capture and catalog VISN input and comments
Confirm the appropriate services to be included in the anticipated leases and projects.
Distribute draft scopes of services to field staff for review and approval.
Revise draft scopes of services as necessary and prepare final drafts.
VA Central Office (VACO) review and input:
Iterative review of outcomes
Discussion of results with VACO team, including VHA (10N), OAEM, and ORPS
Develop context for potential recommendations based on VACO input
Additional discussions with VISNs for input and clarifications
Calculate potential savings and cost avoidance
Prepare Executive Level Presentation materials (up to 10 drafts and 10 final) and present results to VA leadership for decision
Deliverable 14: Lease and Project Validation Analysis and Recommendations, and Tabular Summary of Draft and Final Lease Scope of Clinical Services
Lease and Project Space Plans
Obtain latest Space Equipment Planning Software (SEPS) programming software and associated training/assistance from VA staff.
Prepare and distribute customized SEPS questionnaires to VACO/VISN/VAMC staff (VA staff to provide FTE projections and workload estimates).
Review and analyze responses.
Run SEPS to develop draft lease and project space plans.
Review draft project space plans with OCAMES/OCFM/VISN/VAMC staff and make adjustments as necessary. Prepare final draft lease and project space plans.
Deliverable 15: Draft and Final Lease and Major Construction SEPS plans and/or square footage updates and cost avoidance calculations.
Task Seven: On-going Support
Provide on-going lease scoring support to OCFM, VHA, and OAEM for each prospective lease. Support includes assistance with GSA questions, and preparation of any supplemental material needed for delegation.
Provide on-going support to VHA and OAEM related to OMB questions or inquiries received by OCLA
SCHEDULE FOR DELIVERABLES
See Attachment A Schedule of Deliverables.
1. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.
2. Any hard copy documents the Contractor provides to OAEM must be printed double-sided on recycled paper with at least 30 percent post-consumer fiber.
CHANGES TO PERFORMANCE WORK STATEMENT
Any changes to this PWS and all Task Orders shall be authorized and approved only by the CO in writing. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
TRAVEL
As required by each task order, the contractor may be required to travel to Washington, D.C., or to other VA locations. Travel and per diem shall be reimbursed in accordance with Federal Travel Regulations. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. No General and Administrative (G&A) fees or costs, and no other fees or costs shall be added to travel expenses. Local travel within a 50-mile radius from the Contractor's facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Local travel within a 50-mile radius from the Contractor's employee s residence is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor's facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the Contractor's facility are authorized on a case-by-case basis and must be pre-approved by the CO at least 30 calendar days in advance for the requested travel.
GOVERNMENT FURNISHED PROPERTY AND INFORMATION
The Government will provide access to the Space Analysis model, Space Calculator tool, and all required data files required for use in these two tools. In addition, the Government will also provide current and projected inpatient and outpatient workload and utilization data and assumptions for both the hospital and surrounding area which will be validated by the contractor.
CONTRACTOR EXPERIENCE REQUIREMENTS KEY PERSONNEL
1. These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and options. The contractor shall include in the technical proposal for each task order the résumés on all proposed professional and/or technical personnel who will perform the tasks in the task order. Résumés are not required on clerical personnel. The personnel whose résumés are submitted are defined as key personnel. The contractor agrees that the key personnel listed below shall not be removed, diverted, or replaced from work without approval of the CO and COR (résumés do not need to be provided if it is already in the contract file).
2. Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that are being replaced. Requests to substitute personnel shall be approved by the COR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COR and the CO at least 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete résumé for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.
Note:
a. Standards of Conduct. The Contractor shall ensure that personnel assigned to this contract comply with the Standards of Ethical Conduct specified by the Office of Government Ethics at 5 CFR 2635.
b. Personnel assigned by the Contractor to perform work on this BPA shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. The Contracting Officer may notify the Contractor and request that a person be immediately removed from assignment on this contract should any contractor personnel be determined to be unacceptable in terms of technical competency or personal conduct during duty hours. The contractor shall immediately remove and replace the unacceptable on-site personnel at no additional costs to the Government. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties shall not be justification for failure to meet established schedules.
c. Contractor personnel shall be able to communicate effectively in English, both written and oral.
d. The contractor shall notify the CO whenever an employee of the United States Government is utilized by the contractor in the performance of the contract. The notification shall include sufficient information for the Contracting Officer to review the matter in accordance with FAR Part 3 and Subpart 9.5.
e. The contractor shall verify employee eligibility through the E-Verify system.
SECURITY REQUIREMENTS
1. The contractor shall follow the following (or other established procedure) contractor personnel security guidance:
a. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov
b. To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov.
c. These provisions shall apply to all contracts in which VA sensitive information is stored, generated, transmitted, or exchanged by VA, a contractor, subcontractor or a third-party, or on behalf of any of these entities regardless of format or whether it resides on a VA system or contractor/subcontractor s electronic information system(s) operating for or on the VA s behalf.
d. Clauses (a) and (b) shall apply to current contracts and acquisition vehicles including, but not limited to, job orders, task orders, letter contracts, purchase orders, and modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. § 6301 et seq.
2. The required contractor employee Position Sensitivity level is Limited Risk and the level of Background Investigation is NACI for contractor employees who require access.
3. The designated Government employee will provide the contractor a Background Investigation Request Worksheet within two days of task order award listing the place of performance, type of investigation requested, the VA sponsor and requesting the applicant s name, date of birth, social security number, company name and point of contact, and other required data.
a. The contractor shall complete the Background Investigation Request worksheet and return it within five days of receipt.
b. The CIS will send an email notification to the contractor identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation.
c. The COR will notify the contractor when the investigation has been favorably or unfavorably completed and adjudicated by the Government. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.
4. The contractor shall not commence performance prior to the initiation of the process that requests the appropriate investigative action be taken. During the time required to conduct the appropriate investigation, the contractor shall be responsible for the actions of its respective employees until official notification of a favorable determination is received from the Office of Security and Law Enforcement.
5. Cost of Background Investigations will be borne by the organization requesting the investigation. For contractors and its personnel performing the contract, the VA office or organization that is requesting the procurement will coordinate with the designated contracting officer to ensure VA initiates the necessary investigations and/or screenings for contractor personnel. For those contractors and its personnel, the contractor will bear the cost of such investigations.
6. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default also please reference to VA Directive 0710 for further guidance
CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the COR with a copy to the CO at the conclusion of the task order.
2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.
3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
ORGANIZATIONAL CONFLICT OF INTEREST
The contractor shall disclose any actual or potential organizational conflicts of interest at the time of submitting the quotes for the basic BPA and task orders. The contractor may be precluded from bidding on or working on future contracts in accordance FAR subpart 9.5.
Attachment A: Schedule of Deliverables
Deliverable No.
Item
Quantity
Due Date
1
PMP and Briefing
1
Within five work days of Notice to Proceed
2
Kick-Off Meeting and Weekly Teleconferences
32
Weekly, October April
3
Draft and Final Non-IT Business Cases for Major Construction Projects
5 Draft;
5 Final
Draft, October 27, 2017;
Final November 9, 2017
4
Draft and Final Non-IT Business Cases Forms and Attachments for Major Construction Projects
5 Draft;
5 Final
Draft, October 27, 2017;
Final November 9, 2017
5
Draft and Final Major Construction Prospectuses
5 Draft;
5 Final
Draft, November 3, 2017; Final, November 9, 2017
6
Draft and Final 1391s for Major Construction Projects
5 Draft;
5 Final
Draft, November 3, 2017;
Final, November 9, 2017
7
Draft and Final Lease Scope of Clinical Services
20 Draft;
20 Final
Draft, October 27, 2017; Final, November 9, 2017
8
Draft and Final Lease Space Plans (SEPS)
20 Draft;
20 Final
Draft, within 5 working days from receipt of VAMC responses to SEPS questions; Final, November 9, 2017
9
Preliminary Draft Rent Estimates for Initial Non-IT Business Case Submissions
20
October 20, 2017
10
Draft and Final Non-IT Business Cases for Major Leases
20 Draft; 20 Final
Draft, October 27, 2017;
Final November 9, 2017
11
Draft and Final Non-IT Business Cases Attachments
20 Draft; 20 Final
Draft, October 27, 2017;
Final November 9, 2017
12
Draft and Final Lease Prospectuses
20 Draft; 20 Final
Draft, November 3, 2017; Final November 9, 2017
13
Catalogued repository, by site, of all data collected for SFO development, acceleration of appraisals, delineation of market area, and detailed market research
25
November 9, 2017
14
Lease and Major Construction Project Validation Analysis and Recommendations, and Tabular Summary of Draft and Final Lease and Project Scope of Clinical Services
90 Draft; 90 Final
Draft December 1, 2017; Final December 15, 2017
15
Draft and Final Lease and Major Construction Space Plans (SEPS) and/or square footage updates and cost
90 Draft: 90 Final
Draft December 22, 2017;
Final January 5, 2018
Delivery shall be provided: See Attachment A, Deliver Table above. All delivery dates are subject to change/shift based on the award date.
The contractor shall deliver line item from column #1 (Deliverable No.) of the Delivery Table to:
Office of Asset Enterprise Management (OAEM)
Brandi Stockstill
810 Vermont Avenue
Washington D.C. 20420
Evaluation of Offers
Award shall be made to the offeror whose quote offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the procedures authorized in FAR Part 13.106-2 Evaluation of Quotations of Offers using the following evaluation criteria:
1) Technical Evaluation The evaluation process will consider whether the proposal demonstrates a clear understanding of the technical features involved in meeting the requirements of the solicitation.
2) Price The contractor s quote shall include their proposed labor categories, rates and number of hours by task, together with associated delivery dates and sub milestone dates (if any). The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum.
3) Past Performance The Vendor s quote must include a summary description of at least three but no more than five prior contracts/orders per team member/sub-contractor for projects completed within the last five years with organizations with similar mission and functional domains, and of comparable size, complexity and scope. These references must also include:
Contract/Order Number, brief description of the project, type of contract, amount of the contract
Contracting Officer s Name and Phone Number, Government agency
Contracting Officer s Representative Name and Phone Number
The contractor must indicate whether they were the prime contractor, sub-contractor or other teaming arrangement. Prime shall indicate which aspect they are directly responsible for of this requirement.
The Offeror is required to provide references for the above projects. In the event the company itself does not have relevant past performance, references may be submitted on contracts performed by the Key Personnel of the company. The VA reserves the right to contact all the references that the Offeror lists.
Evaluation Approach
A. All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. However, it may be determined necessary to conduct discussions if award cannot be made on the initial quotes submitted.
B. All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the evaluation in the most effective manner. The Government reserves the right to evaluate all Offerors technical quotes should it desire to conduct discussions, or otherwise determine it to be in the Government s best interest.
C. The quote will be evaluated strictly in accordance with its written content. Quotes which merely restate the requirement or state that the requirement will be met, without providing supporting rationale, are not sufficient. Offerors who fail to meet the minimum requirements of the solicitation will be rated Unacceptable and thus, ineligible for award.
D. Unbalanced Pricing - The Government may evaluate whether the Offeror has submitted unbalanced pricing. An unbalanced price is one where the price of one or more contract line items is significantly overstated or understated and which will result in the Government paying an unreasonably high price for contract performance or otherwise present an unacceptable level of risk to the Government. If the Contracting Officer determines that the risk is unacceptable, then the bid or offer can be rejected.
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:
1. 52.209-5 REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (DEVIATION) (MAR 2012)
2. 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)
3. 52.216-1 TYPE OF CONTRACT (APR 1984)
4. 52.233-2 SERVICE OF PROTEST (SEP 2006)
5. VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008)
6. VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998)
7. 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
8. 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014)
9. 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (JAN 2017)
Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov 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 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)
VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)
VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS HOTLINE POSTER (DEC 1992)
VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)
VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)
VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2016) (DEVIATION)
52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS (JAN 2017) VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)
52.204-16 --COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (JUL 2016)
52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (JUL 2016)
52.212-4 -- CONTRACT TERMS AND CONDITIONS -- COMMERCIAL ITEMS (JAN 2017)
52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (JUN 2016)
52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE PLAN (MAR 2015)
etc.]
Addendum to FAR 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS
Submission of Quotes:
Quotes shall be received on or before the date 2:00 PM ET, November 01, 2017. All quotes shall be sent to the steven.mock@va.gov. Note: Quotes received after the due date and time shall not be considered.
Quotes shall be based on the documents issued in the solicitation.
Technical Questions:
Questions of a technical nature must be provided in writing and shall be submitted by the prospective offerors only via e-mail to: Steven.Mock@va.gov. The subject line must read: FY2019 Non-IT Business Case Applications Technical Questions. Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. THE CUT-OFF DATE AND TIME FOR RECEIPT OF QUESTIONS IS October 24, 2017 at 2:00 PM ET.
Amendments:
Amendments to this solicitation will be posted on FBO. FBO copies of the amendments will NOT be individually mailed or sent via email. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your proposal being considered non-responsive or unacceptable.
System for Award Management (SAM):
Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.
Restrictive or Proprietary Data
Contractors that include in their quotes data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes shall:
(1) Mark the title page with the following legend:
This quote includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed-in whole or in part-for any purpose other than to evaluate this quote. If, however, an Order is awarded to this Vendor as a result of-or in connection with-the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]; and
(2) Mark each sheet of data it wishes to restrict with the following legend:
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this quote.
(e) Use of Advisors
Contractors are advised that VA contractor personnel may assist the Government during the Government s evaluation of Quotes. These persons shall be authorized access to only those portions of the quote and discussions that are necessary to enable them to provide specific technical advice on specialized matters or on particular problems. These individuals will be required to protect the confidentiality of any specifically identified trade secrets and/or privileged or confidential commercial or financial information obtained because of their participation in this evaluation. They shall be expressly prohibited from scoring, ranking or recommending the selection of a Vendor.
All offerors shall submit the following:
Quote 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 solicitation does not commit the Government to pay any costs for the preparation and submission of an offer in response to this solicitation.
(a) Quote Format:
(1) General:
The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. All files will be submitted as either a Microsoft Excel file or an Acrobat (PDF) file or compatible as indicated in Table One (1) (below). Page size shall be no greater than 8 1/2" x 11". The top, bottom, left and right margins shall be a minimum of one inch each. Font size shall be no smaller than 12-point. Arial font is 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. The use of hyperlinks or embedded attachments within the proposal is prohibited. The written quote including title page, detailed table of contents, preface, for Volume 1 Technical shall not exceed a total of 50 pages in Arial size 12 font. Volume II Price Quote shall not exceed a total of 20 pages in Arial size 12 font. Use graphic presentations where such use will contribute to the compactness and clarity of the quote. The Vendor s signed copy of their GSA Schedule contract with all modifications will not be counted in the page limit. The solicitation with completed Pricing Schedule, the Draft Project Plan, and any Contractor Teaming Arrangement documentation will not be counted to include samples in the page limit.
(2) File Packaging:
All of the proposal files may be compressed (zipped) into one file entitled proposal.zip using WinZip version 6.2 or later version. The proposal files may also be submitted individually using the naming convention identified in Table One (1) (below).
(3) Content Requirements:
All information shall be confined to the appropriate volume. The titles and file type requirements for each volume are shown in the Table below:
Table 1
Volume Number
Evaluation Factor
File Name
Page Limitations
Volume I
Technical
Tech.pdf
50
Volume II
Price
Price.xls
20
Volume III
Solicitation, Amendments, Offer, Award Documents and complete FAR 52.209-5 and 52.209-7
Certs.pdf
NONE
(a) Volume I - Technical Requirements. Offerors shall propose a detailed approach that addresses the following which will be considered in the Technical Evaluation:
(1) Technical:
i. The Offeror shall provide a summary that details their technical strategy for completing the FY2019 Non-IT Business Case Applications contract in accordance with the PWS.
ii. The Offeror shall provide a summary that outlines their approach for completing the FY2019 Non-IT Business Case Applications in accordance with the PWS; this should include all work schedules and staffing levels.
(b) Volume II - Price Requirement. The Pricing Volume shall consist of the following which will be considered in the PRICE evaluation:
(1) The prices shall be Firm Fixed Price. The CLIN pricing shall be in accordance with the labor categories, rates, and proposed discount.
(2) The quote submitted shall be entered on the priced Pricing Schedule below. Any costs associated with Reports/Deliverables/Travel shall be included in the CLIN price and not separately priced.
PRICING SCHEDULE
CLIN
DESCRIPTION
QUANTITY
UNIT
PRICE
0001
Project Management Plan (PMP) & Briefing
1
JB
0002
Kick-Off Meeting and up to thirty-two (32) weekly Status Teleconferences
1
JB
0003
Draft and Final Non-IT Business Case Forms
1
JB
0004
Draft and Final Non-IT Business Case Form Attachments
1
JB
0005
Draft and Final Construction Prospectuses
1
JB
0006
Draft and Final 1391s
1
JB
0007
Draft and Final Lease Scope of Clinical Services
1
JB
0008
Draft and Final Lease Space Plans (SEPS)
1
JB
0009
Preliminary Draft Rent Estimates for Initial Non-IT Business Case Submissions
1
JB
0010
Draft and Final Non-IT Business Cases
1
JB
0011
Draft and Final Non-IT Business Case Attachments
1
JB
0012
Draft and Final Lease Prospectuses
1
JB
0013
Catalogued repository, by site, of all data collected for SFO development, acceleration of appraisals, delineation of market area, and detailed market research
1
JB
0014
Lease and Project Validation Analysis and Recommendations, and Tabular Summary of Draft and Final Lease Scope of Clinical Services
1
JB
0015
Draft and Final Lease and Major Construction SEPS plans and/or square footage updates and cost avoidance calculations
1
JB
TOTAL OF ALL CLINS
(3) PERIOD FOR ACCEPTANCE OF QUOTES. The Contractor agrees to hold the prices in its quote firm for ninety (90) calendar days from the date specified for receipt of quotes.
(c) Volume III - Solicitation, Offer and Award Documents and Certifications/Representations: Solicitation, Amendments, Offer, Award Documents and complete FAR 52.209-5 and 52.209-7.
This is an open-market combined synopsis/solicitation for services 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:"
Offeror shall list exception(s) and rationale for the exception(s).
Point of Contact
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Steve Mock at steven.mock@va.gov.
36E77618Q0003 Department of Veterans Affairs Headquarters
10/18/17, 9:53 AM