770-19-1-868-0001 - Automation Engineering Support Service
This is a SOURCES SOUGHT NOTICE. This notice is a market survey and is for information only, to be used for preliminary planning purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR QUOTES AND NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. The VA NCO 15 Contracting Center has been tasked to solicit for and award Automation Engineering Support Services for the National CMOP Office. See the Draft Performance Work Statement for responsibility s. The proposed project is anticipated to be a multiple award, firm, fixed-price requirement. The type of solicitation to be issued will depend upon the responses to this notice. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. The purpose of this notice is to gain knowledge of interest, capabilities and qualifications of various members of the Business Community to include Small Business or Large Business, Veteran Owned Small Business, Service-Disabled Veteran-Owned Small Business (SDVOSB), HUBZONE, 8(a), etc., to complete and perform a Firm, Fixed-Price contract. After review of the responses to this sources sought announcement a synopsis and/or solicitation announcement may be published at a later time. The Government must ensure there is adequate competition among the potential pool of responsive contractors. The duration of the requirement is for a base period (start-TBD and end TBD) with two each one-year option periods. The North American Industrial Classification System (NAICS) Code applicable to this acquisition is 541330. The Small Business Size Standard for this acquisition is $15M. Please limit your response to this synopsis to five pages and please include the following information: Your company s name, addresses, point of contact, phone number, and email address. Your company s interest in submitting a proposal on the solicitation when it is issued. Your company s capability to meet the requirements. Your company s capability to perform a contract of this type and comparable work performed within the past three years to include a brief description of the project, customer s name, phone number and address, period of performance, and dollar value of the project. Your company s Business Size (Large or Small) and Socioeconomic Status (Veteran Owned, SDVOSB, HUBZONE, 8(a), etc.). Your company s Joint Venture information (if applicable and include copy of agreement) existing and potential Please provide a capability statement addressing your organization s ability to perform as a prime contractor the work described in the draft PWS (below). Index your firm s capabilities to the tasks in the draft PWS so that your firm s capabilities can be readily assessed. This is not request for proposal and in no way obligates the Government to award any contract. Interested companies are asked to respond to this Sources Sought Notice no-later-than 4:00 PM (CT) on December 21, 2018. All interested companies must be registered in SAM (http://www.sam.gov/) to be eligible for award of government contracts. Please mail, fax or email your response to: Leah Thurman NCO 15 Contracting Office, 3450 S. 4th Street, Leavenworth, KS; 60048, Email Address: leah.thurman@va.gov. Please reference the following solicitation number in the subject line of all correspondence submitted: 36C77019Q0173. DRAFT PERFORMANCE WORK STATEMENT (PWS) AUTOMATION ENGINEERING SUPPORT SERVICES - CMOP Introduction In accordance with FAR Part 12 and 13 the contractor agrees to provide Automation Engineering Support Services in accordance with the terms and conditions of the contract. Services will be provided to all seven Consolidated Mail Outpatient Pharmacy (CMOP) sites. Locations are as follows: Charleston CMOP (766), 3725 Rivers Ave, Suite No. 2, Charleston, SC 29405, Chelmsford CMOP (761), 10 Industrial Way, Chelmsford, MA 01824, Hines CMOP (765), 5th & Roosevelt, Bldg. 37 NW, Hines, IL 60141, Dallas CMOP (763), 2962 S. Longhorn Drive, Lancaster, TX 75134, Leavenworth CMOP (760), 5000 S. 13th Street, Leavenworth, KS 66048, CMOP National Office (770), 5049 S. 13th Street, Leavenworth, KS 66048, Murfreesboro CMOP (764), 5171 Sam Jared Drive, Murfreesboro, TN 37130, Murfreesboro CMOP (764), 3209 Elam Farms Parkway, Murfreesboro, TN 37127, Tucson CMOP (762) 3675 East Britannia Drive, Tucson, AZ 85706. In addition to on-site CMOP locations above, work may be performed at remote locations with prior concurrence of the Contracting Officer Representative (COR) and notification by the Contracting Office (CO) of location. The National CMOP Office requires the need for Automation Support Services that will provide concurrent engineering and subject matter expertise for the many different types of automated and semi-automated production systems. The Contractor is to provide the technical framework that will enable sound decision making, increase product knowledge, ensure system maturity and mitigate risks associated with changes to the production systems. The Contractor will be instrumental to CMOP by providing a methodology to plan, manage, and implement technical activities throughout all phases of the acquisition life cycle. Contract Type This will be a multiple award Indefinite Delivery, Indefinite Quantity contract. Task orders will be issued by warranted contracting officers of Network Contracting Office 15, CMOP Acquisitions, authorizing services. The guaranteed minimum award amount for this contract is $1,000.00. The maximum aggregate value of orders that can be placed under this contract is $2,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount. Background The Department of Veterans Affairs (VA) National Consolidated Mail Outpatient Pharmacy (CMOP) program serves over 7 million enrolled Veterans, dispensing over 110 million prescriptions per year for Department of Veterans Affairs Medical Centers (VAMC s) and Community Based Outpatient Clinics (CBOC s) throughout the United States (US). There is a total of seven CMOP facilities strategically located throughout the US that rely heavily upon automated and semi-automated systems in order to fulfill prescription orders. The type, age and reliability of the automation systems and sub-systems vary by CMOP. Increased throughput demands are forcing CMOP sites in transition from older systems to newer more advanced pharmacy systems that are available in today s market. Some CMOP sites are acquiring full Automated Prescription Fulfillment Systems (APFS) that consist of tablet /capsule automation (TCA), unit-of-use automation (UOU), automated labeling subsystems, manual and bulk processing subsystems and automated packaging equipment while others are integrating new sub-systems into their existing systems. The new systems and sub-systems must be properly designed, tested, evaluated, and validated to ensure quality and patient safety. Each CMOP has tablet/pill dispensers, unit of use dispensers, manual and bulk fill areas, and automated packing areas. There has been hardware/software developed and maintained for the CMOP Production System for the past twelve (12) years which interfaces with each of the dispensing areas. It is important for Contractors to understand that improvements have allowed CMOPs to grow in functionality and speed to fill rates far beyond the original intended rates. This speed of performance is important to be maintained as future enhancements or systems are introduced into each CMOP. The following list of equipment is intended to provide a sense of the diversity of equipment types found in the CMOP facilities. Examples include but are not limited to; Automated Prescription Fulfillment System (APFS) Tablet and Capsule Automation (TCA) A-Frames pre-packaged medication dispensing equipment Automated Dispensing Units feed and label pre-filled containers Independent Pill Dispensers Auto-Baggers or other Automated Packing equipment including attached weighing equipment Cappers Sorters Heat Sealers Conveyor Systems Kalish Cells / Baker cells - tablet counting devices Accumed Drawers - tablet counting and management devices Automated Vial Labelers Random CLS Configurable Logic Spur Eye-con or other free-standing tablet / capsule counting devices Inline weighing equipment Imaging systems Optifill systems Sortation and accumulation modules Depucking modules Robotics Printing equipment (for MedGuides, etc.) Contractor s Responsibilities This Performance Work Statement (PWS) establishes the requirements for Contractor- provided services in technology insertion, system integration/installation, fabrication/prototyping, testing/certification, studies/analyses, logistics support, training and engineering support, including re-engineering and reverse engineering, to support CMOP automated and semi-automated production systems. These services shall support all new and existing systems, subsystems and processes. Contractor services shall include, but are not limited to, providing licensed Engineers and supporting personnel that are specialized in Systems Engineering, Structural Engineering, Electrical Engineering, Mechanical Engineering, Software Engineering, Human Factors Engineering, and Reliability Engineering. The Contractor shall provide expertise in the following areas; Technical Planning, Decision Analysis, Technical Assessment, Risk Management, Configuration Management, Technical Data Management, Interface Management, Defining Stakeholder Requirements, Requirements Analysis, Design Analysis, Implementation, Integration, Verification, Validation, Qualification, Transition, and 3D Modeling and Simulation (M & S). The following paragraphs provide a general overview of the scope of work. Specific requirements will be defined in subsequent Task Orders Design Engineering: The Contractor shall design, develop, install, test and validate, operate and maintain prototype applications and databases to determine solutions for integration. The Contractor shall develop schedules and implementation plans in accordance with Task Order guidelines. System Engineering: The Contractor shall provide System Engineering for production and operations to determine effectiveness, design adequacy, performance, reliability, maintainability, user interface design, and cost estimation evaluations during any phase of the acquisition life cycle. The Contractor shall participate in the planning and implementation of system interfaces in accordance with Task Order guidelines. Integration: The Contractor shall maintain and upgrade system capabilities as directed. The Contractor shall participate in requirement analysis planning in support of the migration and integration of CMOP systems. The Contractor shall examine systems for the purpose of achieving long term, full-scale integration required by the Government. The Contractor shall develop options for process improvement and develop tools as directed to support analyses in accordance with Task Order guidelines. Technical Studies: The Contractor shall perform technical studies to support research and development of systems and test evaluation technology. The Contractor shall survey advanced technology approaches in accordance with Task Order guidelines. Test Engineering: The Contractor shall provide test engineering services to include planning, performing, analyzing, and documenting results of systems and sub-systems that are undergoing tests. Transition Engineering: The Contractor shall provide transition services to include the assistance with production, installation, interim operations, transition planning, and maintenance support. Quality Control and Management Analysis: The Contractor shall provide Management Analysis for project management, administrative and technical activities in accordance with Task Order guidelines. Training Services The Contractor shall provide training services on overviews of general engineering related topics, 3D modeling & simulation, Systems Engineering Process, and Project Management Practices. Contractor Acquired: The Contractor shall acquire and/or provide any hardware and/or software required to accomplish each Task Order. Any purchased material shall be in accordance with FAR 52.245-1 Government Property attached to the Solicitation. Hardware and software must be approved by the Government prior to any use by the Contractor. Hardware: The Contractor shall manufacture, acquire and assemble hardware only if incidental to the services of the Task Order. Whenever practical, available Government equipment, supplies, facilities, and resources shall be incorporated. The use of Government Furnished Equipment/Material shall be specified in applicable Task Orders. Non-Developmental Items and Commercial Processes Non-developmental items (NDI) and commercial-off-the-shelf (COTS) products shall be used to the maximum practicable extent. The Contractor shall apply commercially available processes and technologies to the maximum practicable extent. Control of Purchases The Contractor shall ensure that all supplies and services which they purchase from suppliers conform to contract and/or Task Order requirements. The Contractor shall require that their Subcontractors control the quality of their services and supplies. Facilities The Contractor may be required to establish interim operations and support within a Government facility. Government office or warehouse space shall be made available while performing site testing and evaluations by the Contractor. The use of Government space shall be stated in the Task Order. Personnel The Contractor shall ensure that all Contractor personnel meet Labor Category requirements for each Task Order. The Contractor shall maintain a file of resumes of all personnel assigned to this contract for the duration of the contract. Travel Travel shall be in accordance with Task Order requirements. All travel will be in accordance with the Federal Travel guidelines. Section 15 of the PWS has further requirements regarding travel. Safety and Health Hazards The Contractor shall comply with all applicable Federal, State and local safety, health and environmental regulations. The Contractor shall identify and evaluate system safety and health hazards, define risk levels, and establish a program that manages the probability and severity of all hazards associated with contractual tasks. Safety and health hazards shall be managed consistently with mission requirements. All inherent hazards shall be identified, evaluated and either eliminated or controlled to ensure minimum risk to the environment and personnel. Records shall be kept for the life of the contract plus two years. These records shall be made available to the Government upon request. The Contractor shall use the Government and Industry Standard Practice for System Safety in all developmental and sustaining activities. The Contractor shall integrate safety, and occupational health risk management strategy into the systems engineering process. Contractor Program Management The Contractor shall provide a Program Manager that will act as a single point of contact to the Government. Quality Control Quality Assurance The Contractor shall implement and maintain a Quality Assurance System to ensure product integrity that meets or exceeds the requirements established below. These requirements are commonly accepted practices employed by industry both in National and International environments. The Contractor shall identify specific Government/Commercial standards/procedures to be used or applied prior to implementing the system. Quality Approach The Contractor shall establish/maintain an approach to ensure product integrity and to satisfy contract or Task Order requirements. The Contractor shall verify and validate the quality of deliverables (including data) throughout all areas of contract performance. Quality Planning The Contractor shall conduct a complete review of the Task Order requirements to identify all test and inspection resources necessary for assuring product integrity. Quality Control Plan: The Contractor Quality Control Plan is the Contractor s management plan for executing the contract. The Contractor QCP describes the way in which the Contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of the engineering and design services and the products derived from those services. The Contractor is required to submit a Contractor QCP as the first item of work in each delivery order or may submit a Contractor QCP as the first item of work in his contract and, at a minimum, a Quality Control supplement for each delivery order for an indefinite delivery contract. (See Attachment 3) Document Control The Contractor shall ensure that the latest revisions of drawings, specifications, work instructions, inspection/test instructions, and other documents required to satisfy the Task Order are utilized in analyses, inspection and test. 6.1 Records The Contractor shall maintain records of all inspections and tests to demonstrate that the quality approach satisfies contract and Task Order requirements. Records shall be kept for the life of the contract plus two years. 6.2 Operations/Process Controls The Contractor s quality approach shall be responsible for assuring/monitoring that all operations/processes are accomplished under controlled conditions. Controlled conditions include documented work instructions (including workmanship), production equipment, special work environments, inspections/test operations, work specifications, and approval/rejection criteria. 6.3 Inspection and Testing The quality approach shall assure that all inspections and tests required to satisfy contract requirements are conducted. 6.4 Measuring, Testing, and Inspection Equipment The Contractor shall provide and maintain gages (including production tooling used for inspection purposes) and other measuring and test equipment to assure that system under test conforms to contract requirements. These devices shall be calibrated against certified measurement standards that are traceable back to national/international standards. 6.5 Continuous Process Improvement The Contractor shall monitor the effectiveness of their quality system and continually improve quality processes. Technical Tasks The following paragraphs describe technical tasks that shall be performed on assigned systems, subsystems, hardware, software and processes. Task Orders will be issued by the Contracting Officer (CO). Task Orders may encompass more than one task area listed below. Task examples are included to provide greater insight into the complexity and uniqueness of potential Task Order requirements covered by this PWS. The scope of work must be within the parameters of one or more of the tasks listed below. The deliverables, schedule and specific instructions shall be specified in each Task Order. Task 1: System Design Engineering The Contractor shall construct, modify and/or perform statistical and/or analytical investigations through mathematical and simulation modeling. These services shall include modeling, investigation through simulation, establishment of optimization techniques, control system analysis, conducting probability and statistical theories, and providing independent analytical assessments of systems and other structures. The Contractor shall provide engineering designs, fabricate production prototypes, modify original designs, complete design validation testing and prepare technical data packages of systems, subsystems, equipment, software and components. Review designs to ensure compliance with the specified requirements, identify potential impacts on performance, reliability, maintainability, user interface, logistics, schedule, and cost. The Contractor shall perform integration, verification, and validation reviews of prototype systems, equipment, assemblies, or modules to ensure that they perform as specified by individual design specifications. The Contractor shall apply computer-aided design (CAD), manufacturing (CAM) and engineering (CAE) methods/systems to support concurrent design integration with manufacturing and logistics considerations. All CAD, CAM and CAE systems shall be compatible with resident Government architectures, as specified by applicable Task Orders. Examples of work performed under this task include, but are not limited to; Perform statistical and/or analytical investigations through mathematical and simulation modeling. Provide engineering designs, fabricate production prototypes, modify original designs Review designs to ensure compliance with the specified requirements Assist the Government with detailed specification preparation Develop Government requirements. Review designs to ensure that they are in compliance with the specified requirements. Perform integration, verification, and validation reviews of prototype systems. Identify potential impacts on performance, reliability, maintainability, safety, user interface, logistics, schedule, and cost. Recommend design changes to system baselines that will improve the quality, efficiency, and the safety of a system. Support concurrent design integration with manufacturing and logistics considerations Task 2: System Engineering The Contractor shall apply a systems engineering approach to ensure that mission objectives and system criteria requirements are fulfilled. Emphasis shall be on the demonstration of clear and definable improvements in the performance, logistics supportability, reliability and maintainability of the item. The Contractor shall provide a framework and methodology to plan, manage, and implement technical activities at any stage in the acquisition life cycle. The Contractor shall apply a disciplined approach to finding a solution that balances performance, cost, schedule, and risk. Examples of work performed under this task include, but are not limited to; Technical Planning Decision Analysis Technical Assessments Requirements Management Risk Management Configuration Management Technical Data Management Interface Management Task 3: Integration: The Contractor shall integrate new equipment technologies into existing system architectures as required by applicable Task Orders. The Contractor shall assist the Government in planning, organizing, and responding to requests to resolve problems and improve system performance. The Contractor shall perform an analysis of system performance through an assessment of data generated during operations, maintenance, testing, trials, or training. The Contractor shall identify and document installation requirements to ensure system compatibility; identify and provide recommended solutions for interface problems; review and monitor system tolerances; perform system tests to assess performance, safety, operability, reliability and maintainability of the system. The Contractor shall perform checks in accordance with installation drawings and specifications prior to the installation of new equipment. The Contractor shall conduct associated operational verification tests to assure operational integrity of the installed equipment. The Contractor shall perform field engineering tasks related to constructing, maintaining and enhancing the development of equipment in accordance with the equipment's original operational specifications or improved specifications. The Contractor shall recommend system or equipment alterations in accordance with the applicable installation specifications, guidelines and alteration instructions. The Contractor shall conduct the associated operational verification tests to assure the operational integrity of the system or equipment. The Contractor shall identify existing Government sources of information, collect available maintenance data, edit and analyze this data, identify trends or problems affecting the requirements, and submit recommendations with associated rationale for changes to design or maintenance requirements to improve performance. The Contractor shall provide transition services to include the assistance with production, installation, interim operations, transition planning, and maintenance support when new automation is integrated onto a production system or sub-system. The Contractor shall investigate failures of systems and components to isolate the cause of the defect and recommend corrective actions. The Contractor shall develop, review, analyze, and deliver Engineering Change Proposals (ECPs) and Notice of Revision (NORs) with supporting rationale. Examples of work performed under this task include, but are not limited to; Assist the Government with planning, organizing, and responding to requests to resolve problems and/or improve system performance. Analyze system performance through an assessment of data generated during operations, maintenance, testing, or training. Review maintenance data, identify trends or problems affecting requirements, and submit recommendations with associated rationale regarding suggested changes to design or maintenance requirements. Provide transition services to include the assistance with production, installation, interim operations, transition planning, and maintenance support when new automation is integrated onto a production system Investigate system failures to isolate the cause of the defect and submit recommendations for, or actually take, corrective action. Recommend improvements related to maintaining and enhancing the system in accordance with the system s operational specifications or improved specifications. Recommend design changes to systems that will improve the quality, efficiency, and the safety of a system. Conduct operational verification tests to assure the operational integrity of the system. Analyze cost, risks, changes, deviations, and product quality assurance. Identify, track, and report cost and quality risks for systems during various stages of production repair and test. Develop, review, analyze, and deliver Engineering Change Proposals (ECPs) and Notice of Revision (NORs) with supporting rationale. Task 4: Technology Studies: The Contractor shall perform technical studies to support research and development of systems engineering and test evaluation technology. The Contractor shall survey advanced technology approaches in both in Government and the private sector and document recommendations. The Contractor shall identify manufacturers of, and the availability and suitability, of Commercial Off-the-Shelf (COTS) equipment. The Contractor shall perform engineering studies to assist the Government with evaluation of COTS item reliability and maintainability. The Contractor shall provide engineering support to include re-engineering and reverse engineering when permissible by the manufacturer, patent and/or law. The Contractor shall report the results of such investigations along with recommendations. Examples of work performed under this task include, but are not limited to: Conduct technical studies that support research and development. Survey advanced technology approaches used in both Government and private sector. Identify manufacturers of, and the availability and suitability, of Commercial Off-the-Shelf (COTS) equipment. Assist the Government with evaluation of COTS item reliability, maintainability and availability. Task 5: Test Planning and Procedures: The Contractor shall provide pre-test and post-test simulations of expected system performance in test scenarios. The Contractor shall develop test exercise geometry and constraints necessary to implement test scenarios. The Contractor shall assist the Government with evaluation of test scenarios, plans, and procedures. The Contractor shall submit a final test evaluation report including assumptions and rationale of test procedures, implementation, and results. Examples of work performed under this task include, but are not limited to: Provide pre-test and post-test simulations of expected system performance in test scenarios. Develop test exercise geometry and constraints necessary to implement test scenarios. Assist the Government with the evaluation of test scenarios, plans, and procedures. Task 6: Test and Test Support The Contractor shall provide developmental testing to investigate technical approaches, verify interface interoperability, and assist the Government with the evaluation of technical performance under controlled conditions in representative operations environments. The Contractor shall plan, coordinate and perform test and evaluation on completed hardware and software designs. The Contractor shall provide data capture and data retrieval for testing support. The Contractor shall attend tests performed at Government and private test sites to review the appropriate test requirements, participate in analytical support evaluations during testing and procedures, monitor the test being conducted, and document the test results. The Contractor shall review test data and perform analyses of the performance of units under test. The Contractor shall formulate recommendations with justification, to include, but not limited to, test performance, quality, maintenance, or problems that impact the project. The Contractor shall recommend improvements to; design, configuration, materials, construction, or other criteria. The Contractor shall capture and retrieve test data, review test documents, and create report of findings. The Contractor shall assist the Government with evaluation of test report content and recommend changes with supporting rationale. The Contractor shall review test data and perform analyses of the performance of units under test. The Contractor shall formulate recommendations with justification, to include, but not limited to, test performance, quality, maintenance, or problems impacting the project. The Contractor shall recommend improvements to; design, configuration, materials, construction, or other criteria. The Contractor shall capture and retrieve test data, review test documents, and create report of findings. The Contractor shall define and develop test programs, plans, and procedures, conduct testing, and evaluate and document results as required by applicable Task Orders. Testing shall include, but is not limited to, hardware and software component testing, subsystem and system level development testing, system compatibility testing, acceptance testing, functional testing, integration testing, full qualification testing, field-testing and evaluation. The Contractor shall assist the Government with evaluation of test report content and recommend changes with supporting rationale. The Contractor shall conduct the associated operational verification tests to assure the operational integrity of the system or equipment. The Contractor shall review, maintain, update, and assist the Government with evaluation of data and associated documentation on production systems, subsystems, and components. The Contractor shall assist the Government with the disposal of equipment inventory list (EIL)-tracked equipment to ensure that it is removed, safeguarded, and destroyed in accordance with the appropriate Government instructions and directives. Examples of work performed under this task include, but are not limited to: Provide developmental testing to investigate technical approaches, verify interface interoperability, and assisted the Government with the evaluation of technical performance under controlled conditions. Plan, coordinate and perform test and evaluation on completed hardware and software designs. Analyze the performance of units under test. Provide data capture and data retrieval for testing support. Perform integration, verification, and validation reviews of systems, equipment, assemblies, or modules to ensure that they perform as specified by individual design specifications. Perform Product Qualification Testing. Attend tests performed at Government and private test sites. Review the appropriate test requirements, participate in analytical support evaluations during testing and monitor the test being conducted. Recommend with justification improvements that will have a positive effect on performance, quality, maintenance or safety of a system. Task 7: Quality Control and Management Analyses The Contractor shall perform administrative support to meet CMOP mission requirements. The Contractor shall perform studies and analyses as required by applicable Task Orders. Studies and analyses efforts shall include, but is not limited to, logistics, financial, operational, quality assurance, quality control and operations. Examples of work performed under this task include, but are not limited to: Cost analysis Cost-benefit analysis Return on investment (ROI) analysis SWOT analysis GAP analysis Risk assessment Failure mode and effects analysis Cause and effects analysis Statistical analysis including descriptive and inferential Power analysis Stable process and population sampling Sample size determination Acceptance sampling Value stream mapping Value-added flow analysis Voice of the customer analysis Critical to quality analysis Cost of quality analysis Measurement system analysis Gage R & R (repeatability & reproducibility) Variation analysis Process capability analysis Process sigma determination Process error and defect rate determination Time efficiency analysis including process cycle efficiency Process balancing Work cell optimization Overall equipment effectiveness analysis Impact-effort analysis; and benchmarking. Task 8: Training Services The Contractor shall develop and present training courses related to 3D modeling and simulation software that has been implemented for use by the Contractor. These courses shall include an overview of general engineering practices, Systems Engineering (SE), Systems and Engineering Process in a 3D model and simulation environment. This training shall address program management disciplines to include planning, design, risk management, integrated program teams, Earned Value Management, and risk identification, analysis and resolution. Examples of work performed under this task include, but are not limited to: Provide training related to 3D modeling. Provide an overview of general engineering practices. Provide program management training. Deliverables The deliverables, schedule and specific instructions be specified in each Task Order. At a minimum the Contractor shall provide: Technical progress shall include weekly Progress Meetings ongoing throughout task. Provide an Executive Summary of findings and recommendations no later than 14-business days after the completion of all deliverables that are identified in the task order. Provide technically correct, accurate, and complete documents. Task Execution Plan (RTEP) Procedures Request for Task Execution Plan (RTEP) It is the Government s intent to issue Request for Task Execution Plans (RTEP) that reflect a Performance-Based Contracting approach. In a Performance- Based RTEP the Government will specify requirements in terms of performance objectives and the Contractor will propose how to best satisfy those objectives. The RTEP will contain a PWS, and will require the Contractor s proposal to address metrics to measure and evaluate performance. RTEP Process Upon identification of the need for a Task Order, the Government will issue a Request for Task Execution Plan (RTEP) to the Contractor. Fair opportunity requirements shall be in accordance with FAR 16.505. An email shall be sent to all IDIQ holders with services clearly described in the RTEP. Proposal The Contractor shall submit a proposal to the Contracting Officer within seven working days after receipt of the Request for Task Execution Plan (RTEP). Contractors may submit TEPs that depart from stated requirements at the discretion and direction of the Contractor Officer. Late submissions will not be accepted. Task Execution Plan (TEP) The Government s RTEP does NOT constitute an authorization to start work. The Government is not required to approve the resulting TEP or issue a Task Order. Within seven (7) work days of receipt of the RTEP, the Contractor shall submit one (unless otherwise specified by the Contracting Officer) TEP. At a minimum the following information shall be provided in the Contractor s proposal. The following shall be addressed in every TEP: Proposal Summary Task number Date submitted Contractor s name Contractor task leader contact information Primary Subcontractor(s) and vendors by name (as applicable) Proposed start and finish dates Proposed total cost with separate option or CLIN pricing, as applicable Reference to any unique terms or conditions, or any requests to deviate from standard contract terms and conditions. Deliverables and Schedules. Complete description of the technical approach to satisfying task requirements. GANTT chart indicating expected start and completion dates, for all critical project tasks and sub-tasks. Quality Control Plan: To measure and evaluate performance objectives. This requirement is applicable to RTEPs that contain Performance Work Statements. Identification of uncompensated overtime in accordance with clauses 52.237-10. The Contractor shall identify the number of personnel needed to include man-hours, hourly rate, and if travel is necessary to complete the tasks that are identified in each Task Order. Attachment# 2 is an example of a completed Task Order Cost Proposal. Labor categories and prices listings are listed as examples only and are not all inclusive to the work that is to be performed during the term of this contract. The VA may amend the form at any point during the contract period. Direct labor including authorized subcontract labor shall not, under any circumstances, exceed one hundred (100%) percent of the total level of effort specified in a Contractor s TEP without the prior approval from the Contracting Officer. Issuance of Task Orders Upon Government approval of the TEP and designation of an appropriate fund cite, the Contracting Officer will issue a Task Order to the Contractor. Contractor work shall commence only after issuance of the Task Order by the Contracting Officer. The Government will provide notification of contract award to both the successful and unsuccessful offerors. Task Order Kickoff Meetings A kickoff meeting shall be held at the Task Order level after each award within 5 days. Dates, locations, and agenda will be coordinated with the Contractor prior to the meeting. Task Order Modifications Upon identification of the need for a modification to a Task Order, the Government will issue a Request for Post Award Action, designated by a Task Order number, to the Contractor. The Contracting Officer will issue such requests upon contract award, in writing. All Contractor correspondence shall reference the Government designated Task Order number. The Government s Request for Post Award Action does NOT constitute an authorization to start work. A Request for Post Award action may include, but is not limited to, cost and no cost changes, period of performance extensions, within scope changes, shipping or inspections changes. Revised Task Execution Plan Within seven (7) work days of receipt of the Request for Post Award Action, the Contractor shall submit a Revised Task Execution Plan (TEP), in accordance with paragraph 9.4. Post Award Action Approval The Government shall approve each Revised TEP within five work days of receipt. The Government will either approve the TEP or enter discussions as soon as practical after TEP receipt. When requested, the Contractor shall provide an updated TEP to address the results of such discussions. Reports and Meetings Progress Meetings After the issuance of a task order, and as agreed to by the COR, the Contractor shall schedule recurring progress meetings with the Government and provide meeting minutes. At a minimum the Contractor shall discuss the following; Task schedule Accomplishments Open issues Completed sub-tasks Projected activities Labor costs Travel Risk Mitigation Personnel Monthly Contractor Progress, Status and Management Report The Contractor shall submit a monthly Status Report to the COR. This report shall convey the status of all Task Orders awarded as of contract inception as well as cumulative contract performance. The Contractor may be required to support EVMS (Earned Value Management System) at the Task Order level and will be identified in individual Task Orders if required. The Contractor shall utilize a standard format for the submission of information. For each Task Order, indicate/discuss; Task Order Summary Performance Metrics Task Order Schedule Hot Items for Government Review Accomplishments Significant Open Issues, Risk and Mitigation Action Summary of Issues Closed Meetings Completed Projected Meetings Subcontractor Performance discuss 1st Tier Subcontractors and vendor performance Projected Activities for Next Reporting Period Explanation if the Reporting Period is Over One Month Small Business Participation Labor costs broken down by task to include labor category, skill level, entity (Prime or Subcontractor) rate and hours. Travel costs broken down by task. Material costs broken down by task. Total task expenditures since task award. Total task expenditures for the fiscal year to date. Total dollars invoiced to date, by fiscal year and since contract award. These figures shall be further broken out by dollars and percentage for time and materials invoices, firm fixed price invoices, and cost reimbursable invoices. Travel Costs The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related testing and evaluations through the period of performance. Include all travel costs as firm-fixed price line items in the TEP. The Contractor shall be reimbursed for its actual travel costs in accordance with Federal Travel Regulation (FTR) (http://www.gsa.gov/portal/category/21283) and will be quoted at the time of Task Order requirement. It is the Government s policy to not allow a charge of profit or fee on reimbursable items and to only reimburse actual costs consistent with the Federal Travel Regulation. All per diem expenses must be substantiated with submissions of invoices for verification. Reimbursement shall be at the actual cost per invoices submitted not to exceed the government Federal Travel Regulations per diem rate for that region. Base Year The Government estimates a total of 10 trips for each year. Emergency travel may be necessary. Expenses for emergency travel to a CMOP facility will be paid in the same manner as regular travel. The total cost of travel must be submitted to, and approved by the Contracting Officer prior to travel. Charleston CMOP (766) 3725 Rivers Ave Suite 2, No. Charleston, SC 29405 Chelmsford CMOP (761) 10 Industrial Way, Chelmsford, MA 01824 Hines CMOP (765) 5th & Roosevelt, Bldg. 37 NW, Hines, IL 60141 Dallas CMOP (763) 2962 S. Longhorn Dr. Lancaster, TX 75134 Leavenworth CMOP (760) 5000 S. 13th Street, Leavenworth, KS 66048 CMOP National Office (770) 5049 S. 13th Street, Leavenworth, KS 66048-5580 Murfreesboro CMOP (764) 5171 Sam Jared Drive, Murfreesboro, TN 37130 Murfreesboro CMOP (764) 3209 Elam Farms Parkway, Murfreesboro, TN 37127 Tucson CMOP (762) 3675 East Britannia Dr. Tucson, AZ 8570 Facility Location Changes During the Contract Period, building locations may change due to expiring leases or CMOP mission. The new locations will be less than fifty miles from the addresses shown above. The contract will be modified to reflect new locations. There are two facilities listed for Murfreesboro because the existing Murfreesboro facility (11.2.7) will be moved to the new location (11.2.8) during the execution of this contract. Option Years Option Years 1 through 4: The Government estimates that a total of 10 trips may be required per option year of this contract. These trips include trips related to tasks required to maintain the system. Labor Categories SCLS The Service Contract Labor Standards (SCLS) is applicable to this contract and it includes SCLS applicable labor categories for the positions that are identified. The prices for the cited SCLS labor categories are based on the U.S. Department of Labor Wage Determination Number identified in the SCLS matrix. The prices offered shall be based on the preponderance to where work is to be performed. See Attachment 4 for wage determination rates. Hourly Rates Hourly rates and a description of all corresponding commercial job titles, experience, functional responsibility and education for those types of employees or subcontractors who will perform services shall be provided in the TEP. If hourly rates are not applicable, indicate Not applicable for that position. Education Education Requirements At a minimum, all Engineering, SME and Project Managers must have a Bachelor s Degree from an ABET-accredited program. All senior personnel shall have a minimum of four years experience.
36C77019Q0173 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 15
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