36C25925R0061 0001.docx

36C25925R0061 0001

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 03-21-2025 None 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite Greenwood Village CO 80111 To all Offerors/Bidders

36C25925R0061 03-17-2025

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to:

04-02-2025 10:00AM MDT

See CONTINUATION Page X The purpose of this amendment is to officially and effectively answer questions that were submitted for the Grand Junction CM Services solicitation, update Scope of Work and QASP, update line items, update 52.212-1 Instructions to Offerors, 52.212-2 Evaluation-Commercial Products and Commercial Services, and extend the date for offers. Adding the following clauses 52.204-20 Predecessor of Offeror and 52.204-21 Basic Safeguarding of Covered Contractor Information Systems. Please see the attached documents.

Please note offers due date has been extended from 3/31/2025 and are now due on 4/2/2025 at 10:00 AM MT.

POC for this solicitation is Jesus Villegas, jesus.villegas@va.gov All other terms and conditions remain the same.

Angela Waalkes Contracting Officer

VA-VHA-RPOW-2024-0081

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

Constructability and Phasing Review, Design Review in accordance with paragraph 4.1 of the statement of work Contract Period: Base POP Begin: 04-09-2025 POP End: 04-08-2026 PRINCIPAL NAICS CODE: 541330 - Engineering Services PRODUCT/SERVICE CODE: C1DA - Architect and Engineering - Construction: Hospitals and Infirmaries

Review of SCIP Business Case development Review of SCIP Business Case development in accordance with paragraph 4.2 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Site Investigation in accordance with paragraph 4.3 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Facility Maintenance Assessment Plans in accordance with paragraph 4.4 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Construction Inspection and QC/QA Checks in accordance with paragraph 4.5 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

VISTA and CAI Support in accordance with paragraph 4.6 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Lease Market Research in accordance with paragraph 4.7 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Procurement Package Development in accordance with paragraph 4.8 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Survey - GPS, Topo, Utility, Surface, Surveys in accordance with paragraph 4.9 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Environmental and Safety Compliance Support - Environmental Liabilities Survey, Hazmat, Hazwaste, storm water, evaluation, sampling, USTs/ASTs, NEPA, industrial hygiene, and sampling in accordance with paragraph 4.10 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Assistance with Regulatory and other Government Entities in accordance with paragraph 4.11 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Computer Aided Drafting (CAD) Design and Automation Support in accordance with paragraph 4.12 of the statement of work

POP Begin: 04-09-2025 POP End: 04-08-2026

Travel Expenses in accordance with paragraph 4.13 of the statement of work. (This line item is pre-priced for future preapproved travel).

POP Begin: 04-09-2025 POP End: 04-08-2026

Scope of Work Engineering and Construction Management Services Related to Real Property for Western Colorado Health Care System In Grand Junction CO

1. The CM Contractor shall perform Engineering and Construction Management (CM) Services related to real property as described in the following paragraphs.

Construction Management and Engineering Related to Real Property Requirements: Western Colorado Health Care System (WCHCS) Facilities Management Services (FMS), located in Grand Junction, CO, has a need for Engineering and Construction Management (CM) Services related to real property as outlined in the requirements below. Work will start with a signed Notice to Proceed.

2. GENERAL REQUIREMENTS.

2.1 Project Information/Scope. Firm, hereinafter referred to as the Construction Management Contractor (CMC), shall provide Engineering and Construction Management (CM) Services Related to Real Property, on order to assist FMS in their roles as the facility engineer and real property management agency.

2.2 Construction Management Contractor’s Responsibility. The overall management responsibility is to assist the WCHCS FMS in the management of construction contracts residing with the WCHCS in Grand Junction, CO, Engineering office, as well as other related real property activities. The CMC has no authority to direct the construction contractor(s) in any way regarding methods or procedures and shall not interfere with methods of performance unless life and/or property are endangered. The designated Government representative will be responsible for and sign, all correspondence and specific directives to the contractor(s).

2.3 Personnel. The CMC shall provide technically competent and appropriately qualified Engineering personnel with an engineering degree from an ABET or NAAB accredited school or equivalent or a technician who is supervised and directed by a qualified CM Engineer with at least 5 years of experience. The CMC performing construction management shall be titled “Construction Manager” (CM). The CM shall possess the skills and abilities to communicate effectively in English both orally and in writing and have experience in preparing correspondence, written reports, and in briefing management personnel. The CM shall have knowledge of construction scheduling methods and of building and construction crafts to verify that specific workmanship is obtained.

CMC personnel shall abide by applicable station rules and requirements. The CMC shall be responsible for providing the necessary managerial, engineering, and clerical support personnel. The CMC shall, at no additional costs to the Government, procure individual specialists necessary to provide technical services required on a periodic basis, should these services not be available from employees of the CMC.

The CMC will minimize changes to personnel to maintain continuity, knowledge of the contract and retraining of staff.

All CM working under this contract shall ensure they identify themselves as CMC when interacting with the Government or other contractors.

2.4 Professional Supervision. All services provided under this contract shall be performed under the supervision and direction of a competent professional, acceptable to the Contracting Officer. They shall be responsible for assuring that personnel used in performance of the CM services have appropriate qualifications for accomplishment of the tasks assigned. The Government may, in writing, require the CMC to remove from the work any of its personnel the Government reasonably determines are unqualified or otherwise fail to adequately perform tasks assigned to them.

2.5 Applicable Documents. The following paragraphs provide specific and general guidance in the performance of construction management services under this contract. In providing construction management services, the CMC shall be guided by these documents and the procedures, requirements, and methodology described in the documents shall be used by the contractor unless they conflict with those in the scope of work, in which case the scope of work shall govern.

2.6 Reporting. The CSC shall provide on a no-less than monthly basis a detailed report outlining technical progress and deliverable of all assigned tasks in Section 4. The report shall be attached to the monthly invoice and include the Schedule Value of each ask, the amount expended in the current month and all previous months, the amount remaining, and a separate but similar report detailing the number of hours of effort performed by task. The CSC shall also monitor the percentage complete of each task and, on a no-less than bi-monthly basis (after the CSC management reviews and approves timesheets), properly notify the COR at the Grand Junction Engineering Office of any task meeting or exceeded 80% complete. In no case is the CSC authorized to exceed 100% complete for any task unless via formal contract modification.

2.7 VA Systems. The CSC will be required to have some, or all its personnel processed for VA site, network, and/or systems access which could include but not limited to site identification/badging, door access/badging, computer network access, PIV badging and the like. CSC shall follow all applicable VA regulations and complete all necessary paperwork and training for facility/systems access in a timely fashion.

3. CONDUCT OF CONSTRUCTION ENGINEERING CONTRACTOR

3.1 Conduct of Construction Management Personnel. All CMC employees and subcontractor personnel are prohibited from engaging in any action which might result in, or reasonably be expected to create the appearance of:

A. Soliciting or accepting financial or other consideration directly or indirectly from contractors performing work for the Veteran’s Affair.

B. Giving preferential treatment to any persons affiliated with contractors or suppliers engaged in performing or seeking to perform contracts with Veteran’s Affair.

3.2 Restrictions on CMC. The CMC and its affiliates will not be permitted to compete for contracts covered by this construction management contract or being performed at the same time and within the same area covered by the construction management services.

4. SCHEDULE OF CONSTRUCTION MANAGEMENT SERVICES. For each construction contract for which the CMC is to perform services, he shall perform the specific services listed below:

4.1 Constructability and Phasing Review, Design Review: Constructability review of design completed by in-house or by firms hired by the WCHCS for code compliance and constructability. Specific fire and life safety reviews are included in this line items but will be a complete and separate report document from the other reviews. This also includes NRM construction, in-house funded, leased designs, and submittals. It includes work to aid COR in review of product submittals and other type ‘C’ construction period services.

Delivery Product: Summary report of findings.

Delivery Dates: Final documents are anticipated 2-3 weeks from task assignment. Reviews are to be no longer than two weeks unless a different delivery time is mutually agreed to between CO and the contractor of this contract.

4.2 Review of SCIP Business Case development: Assist the WCHCS FMS in needs and justifications of future potential construction projects by conducting reviews of the business case package for the SCIP 2020 and 2021 application cycles.

Delivery Product: Reviews by/between contractor and VA as necessary to ensure product meets what was requested.

Delivery Dates: Final product delivery will generally be 1-2 weeks from task assignment.

4.3 Site Investigation: Develop plans and solutions to identified problem areas by assisting staff in investigating areas of the facility. This includes discussion with engineering, medical, and support staff and reviewing exiting facilities documents and assisting in planning future projects for in-house and local contracts.

Delivery Product: Summary report of findings, to include photographic evidence.

Delivery Dates: Final product delivery will generally be 2-3 weeks from task assignment.

4.4 Facility Maintenance Assessment Plans: Assist the M&O foreman with the development of a life cycle equipment plan for the facility that will be utilized in the preparation of budget and funding request documents. Provide a risk matrix system to identifying categories and highest priority areas affected by existing and future construction projects, to include updating inventory equipment files based on construction replacement, identifying areas of potential failure due to additional load on equipment due to new construction, and to ensure that all components and equipment are included in future construction project areas for maximum efficiency.

Delivery Product: Reviews by between contractor and VA as necessary to ensure product meets what was requested.

Delivery Dates: Final product delivery will generally be 2-3 weeks from task assignment.

4.5 Construction Inspection and QC/QA Checks: The CMC will assist the COR with the documentation of existing site conditions and ensure that quality and quantity of work contracted is provided to the Government. Assist the COR in ensuring the buy American act is adhered to with all purchases as well as review of products delivered against those proposed and approved through the submittal process. Coordinate responses for RFIs and submittals. Prepare and update RFI and submittal registers. Ensure construction contractor compliance with Interim Life Safety Measures (ILSMs) and Infection Control Risk Assessments (ICRAs) as well all drawings, plans, specifications, or other contractual documents.

Delivery Product: Summary report of findings and inspection reports, to include photographic evidenced. RFI and submittal registers.

Delivery Dates: Final product delivery will generally be a weekly report for any given task assignment.

4.6 VISTA and CAI Support: Assist with the documentation of existing space conditions and ensure the location and space files in both VISTA and the CAI are accurate and up to date. Assist in investigation, correction, and placement of new or incorrect location labels at campuses.

Delivery Product: Summary report of findings pulled from CAI and VISTA. Field test during inventories will ensure location labels are current.

Delivery Dates: Final product delivery will generally be a weekly report and collaboration meeting with the Assistant Chief.

4.7 Lease Market Research: Assist with market research for lease space in within WCHCS catchment area. Extensive market research on locations and vendors potentially interested in providing property to the WCHCS catchment which includes locations of current lease facilities in Glenwood Springs, Montrose, Craig, and Moab. The WCHCS would like to see the widest possible group or property owners that could provide great veteran service.

Delivery Product: Summary report of potential properties and owners.

Delivery Dates: Final product delivery date would be 120 days from initial task order.

4.8 Procurement Package Development: Develop procurement packages for maintenance service, NRM projects, high-cost equipment, and maintenance agreements. The package shall include the SOW, cost estimate, developing general requirements, initial concept sketches, and specification sections. Includes all engineering disciplines necessary for investigation and concept development as well as construction period services, drawings, and other similar work.

Delivery Product: Procurement package including SOW, estimate, drawings, specifications, and other documents as required.

Delivery Dates: Final product delivery date would be 3-4 weeks from initial task order.

4.9 Survey – GPS, Topo, Utility, Surface Surveys: Work will include parking lots and non-developed areas to provide grades for future development as well locate utilities. Surveys will include updates to as-built drawings and similar land survey efforts.

Delivery Product: Point file data in .txt file format, Revit version of topo drawings, TIN surface, all contour lines within 1’. Reviews at concept, 50% and final submittals.

Delivery Dates: Final product delivery date would be 90 days from initial task order and may be adjusted for weather.

4.10 Environmental Compliance Support – Environmental Liabilities Survey, Hazmat, Hazwaste, stormwater, evaluation, sampling, USTs/ASTs, NEPA, industrial hygiene and sampling: Survey the station for environmental liabilities known to be a potential cost to the VA and provide a report and estimate to be used in the Quarterly Environmental Liability report as required by VA Financial Policy Volume VI Chapter 8 dates Oct 2012. Environmental and Disposal Liability (EDL) is an anticipated future outflow or other expenditure due to past or current operation which may adversely affect environmental or public health, including VA employees. VA’s environmental liabilities may include activities such as possible leaks or contamination resulting from the use and/or removal of underground oil/gasoline/diesel tanks, contaminated soil or groundwater, asbestos abatement or removal, lead abatement or removal, decommissioning of waste incinerators, etc. Many of VA’s EDL result from the legal basis in the Environmental Protection Agency regulations, Title 40 Code of Federal Regulations. Other clean-up costs such as those resulting from accidents or where cleanup is an ongoing part of operations are accounted for in accordance with liability standards rather than EDL standards. These other types of cleanups are not deferred, they are dealt with as they occur. This task also includes survey work as needed to gather information for reports or for design. Task includes sampling materials and soil for hazardous content and preparing samples to be sent to an accredited lab of VA choosing for testing. Also includes gathering information for VA reports, action items, and state documentation.

Delivery Product: Report with findings, photographic evidence, and estimate in editable Excel and Word formats. Estimate should be a simple line-item form and based upon RS Means.

Delivery Dates: Final product delivery date would be 120 days from initial task order.

4.11 Assistance with Regulatory and other Government Entities: Assists with gathering data, studying emissions, analysis, writing reports, and obtaining permits from regulatory agencies. Examples would include assisting the VA obtaining easements, environmental compliance reporting, permitting, studies, and analyses necessary to meet CDPHE and other government entity requirements.

Delivery Product: Report with findings, photographic evidence, and estimate in editable Excel and Word formats. Estimate should be a simple line-item form and based upon RS Means.

Delivery Dates: Final product delivery date would be 3-4 weeks from initial task order or as agreed upon between the CO and the contractor on this contract.

4.12 Computer Aided Drafting (CAD) Design and Automation Support: CSC shall support the station with maintenance and updating of record file drawings, maintenance, and organizations of engineering documentation on Engineering shared drives or SharePoint.

Delivery Product: Record file drawings in AutoCAD 2018, Engineering shared drive or SharePoint organization in accordance with the VA’s PG-18-4 Standard Details and CAD Standards.

Delivery Dates: Weekly updates.

4.13 Travel Expenses: CMC shall, at times be required to travel from other sites to Grand Junction, CO WCHCS on a temporary basis to support tasks named in this contract such as performing professional surveys and commissioning work. This travel may include air travel, rental vehicle, or personal vehicle and require overnight stays dependent on the distance from WCHCS and/or the complexity of the tasks being performed. Tasks performed while traveling will be billable to Lines 4.1 through 4.10. Either Air Fare (if by plane) or Mileage (if by vehicle) as well as Lodging and Meals & Incidentals will be billable at the GSA rate. Mileage is to and from WCHCS in Grand Junction, CO by the shortest route as shown on Google Maps from point of origin. Lodging and Meals & Incidentals rates are based on the GSA location rates for where lodging occurs. All travel will be preapproved before executing. This is a pre-priced line item as we are funding for future travel, as needed.

Delivery Product: Air Fare and Rental Vehicle receipts or mileage, Lodging receipts.

Delivery Dates: Provided with monthly invoices.

A.2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Quality Assurance Surveillance Plan (QASP) Construction Management and Engineering Consulting Services VA Medical Center Grand Junction VA Health Care System

INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the statement of work (SOW). This plan sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or service levels are achieved by the contractor.

Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the SOW and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach The SOW structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by VA to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the SOW are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

Performance Management Strategy The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor’s own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the SOW. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor’s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the SOW. This QASP enables the government to take advantage of the contractor’s QC program.

The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

ROLES AND RESPONSIBILITIES

The integrated project team (IPT) consists of the contracting officer (CO) and the Contracting Officer’s Representative (COR).

The Contracting Officer The contracting officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the contracting officer's representative (COR) and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

The Contracting Officer’s Representative The Contracting Officer’s Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the SOW.

Incentives or Disincentives in Relation to Standards and Quality Levels Contractor performance on this contract, be it less than, greater than, or equal to satisfactory performance on this contract, will be subject to the Incentives/Disincentives identified in the Performance Requirements Summary. The results will also be documented by the COR and CO, for use as past performance indicators to support any interest or bids the contractor makes in future government requirements and solicitations. Failure to meet the required service or performance level will result in a delinquency notice to the contractor.

METHODOLOGIES TO MONITOR PERFORMANCE

Surveillance Techniques In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

· Random monitoring - which shall be performed by the COR/COR designated inspector.

· 100% Inspection – Each month, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

· Periodic Inspection – COR typically performs the periodic inspection which should align with the frequency of required services per the SOW, such as weekly or monthly, depending on the required task.

· Customer Feedback

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the CO and COR, as opposed to the contractor. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigat.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

Acceptable Quality Levels The acceptable quality levels (AQLs), for contractor performance, are structured to allow the contractor to manage how the work is performed while providing disincentives for performance shortfalls. For certain critical activities such as those involving maintaining safety during operations, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at the VA Medical Center in this SOW.

QUALITY ASSURANCE DOCUMENTATION

The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the SOW.

Monitoring Forms The government’s QA surveillance, accomplished by the COR, will be reported using standard forms. The forms, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure that the required results satisfy the Purpose of the Statement of Work. The COR will retain a copy of all completed QA surveillance forms and forward electronic copies to the CO.

ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

Determining Performance Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.

Reporting The COR will prepare a written report for the CO summarizing the overall results of the quality assurance surveillance of the contractor’s performance, as needed. This written report, which includes the contractor’s submitted monthly report and the completed quality assurance monitoring forms, will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

Reviews and Resolution The COR may require the contractor’s project manager, or a designated alternate, to meet with the CO and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

· Monthly performance assessment data and trend analysis

· Issues and concerns of both parties

· Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis

· Recommendations for improved efficiency and/or effectiveness

The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the PCO/ACO.

PERFORMANCE REQUIREMENTS SUMMARY MATRIX:

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

Desired quality level is 100% completion of requirement.

A.3 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

Instructions to Offerors

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must submit related to Price, Past Performance, and Limitations on Subcontracting Certification:

1. Price:

Offers must provide signed 1449, acknowledging all amendments (if applicable), to include Price/Cost Schedule filled out in its entirety.

2. Past Performance:

Offerors shall provide a minimum of two (2) and maximum of four (4) recent and relevant projects (as defined below) to demonstrate their ability to perform the proposed work identified within the Statement of Work (see attached “Contract Reference Form” that include contract number(s), the firms, or organizations for whom offerors performed services, the dates of performance, points of contact with telephone numbers, and total contract value). Each offeror’s past performance must be of ACCEPTABLE or equivalent quality or better. In order to be competitive for Award, Past Performance must show the company has performed construction management services within an environment of similar size and complexity as outlined within this solicitation.

3. Limitations on Subcontracting Certification:

Offers must provide a signed certification as per VAAR 852.219-75 “VA Notice of Limitation on Subcontracting – Certificate of Compliance for Services and Construction” with their quote/proposal submission.

Also, as a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions,…