36C77623R0108_1.docx

36C77623R0108

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

See Task Orders 36C77623R0108 08-17-2023 Lenny Flagg, Contract Specialist 937-694-9170 09-1-2023

CDT

36C776 Department of Veterans Affairs Program Contracting Activity Central Attn: Andrew Schoenecker, CO 6100 Oak Tree Blvd, Suite 490 Independence OH 44131 X X 541611 $24.5 Million N/A X 36C776 Department of Veterans Affairs Program Contract Activity Central Lenny Flagg, Contract Specialist 6100 Oak Tree Blvd, Suite 490 Independence OH 44131 36C776 Department of Veterans Affairs Program Contracting Activity Central Lenny Flagg, Contract Specialist 6100 Oak Tree Blvd, Suite 490 Independence OH 44131

VAFSC

Department of Veterans Affairs Financial Services Center Invoices to be Submitted Electronically https://www.fsc.va.gov/einvoice.asp e-Invoice Setup Info Phone 877-489-6135 877-353-9791 512-460-5429 See CONTINUATION Page Acquisition Support Services for VA's Regional Procurement Office - Central Region (RPO-C):

NCOs 9, 10, 12, 15, 16, 23, RPOC and PCAC.

In accordance with 38 U.S.C. 8127, this is a 100% SDVOSB set-aside for a single award, Indefinite-Delivery Indefinite- Quantity (IDIQ)contract, using fixed priced Task Orders.

See CONTINUATION Page See Task Orders X X X -one- Andrew Schoenecker, Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements under this contract. Only the Contracting Officer is authorized to make commitments or issue changes which shall affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Department of Veterans Affairs, Veterans Health Administration Program Contracting Activity Central (PCAC) Minneapolis / St. Paul, MN Office 6100 Oak Tree Blvd, Suite 490 Independence OH 44131

Attn: Andrew Schoenecker, Contracting Officer, Andrew.Schoenecker@va.gov Attn: Lenny Flagg, Contract Specialist, Lenny.Flagg@va.gov Attn: Laura Nabity, Contract Specialist, Laura.Nabity@va.gov

2. ORDERING PROCEDURES:

(a) Task Orders shall be issued by facsimile or electronic commerce methods, and only by the Contracting Officer or his/her authorized VA Procurement Official for the contract Line Item Number (LIN) series outlined in Attachment D.1 (Excel Price Schedule).

(b) All Task Orders shall be drafted, awarded, and administered within PCAC. Only participating Government facilities within Network Contracting Offices (NCO) (9,10,12,15,16,23) and PCAC may request the Contractor’s service under this requirement. Contracting Officer Representatives (CORs) shall be appointed to each NCO/PCAC and will be responsible for ensuring any request for service within their NCO is sent to the CO in writing. If the Regional Procurement Office - Central (RPO-C) request contractor services for all participating NCOs, then that request shall come from an appointed RPO-C Point of Contact (POC). Any changes/modifications requests from the Contractor or NCOs/PCAC shall be sent via email to the CO.

(c) Task Orders shall contain at a minimum the following information:

i. Date of request;

ii. Name of NCO/PCAC involved with TO;

iii. Contract Line-Item Number (LIN, Quantity, Price, and Amount;

iv. Pricing Period; and

v. Additional notes or information as necessary.

3. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

4. INVOICES: Invoices shall be submitted in arrears:

5. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://www.fsc.va.gov/einvoice.asp

6. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

· See Attachment D.1 - Excel Price Schedule – Acquisition Support Services

· This IDIQ’s contract minimum guarantee is $3,000; the maximum spend (ceiling price) shall not exceed $45,500,000.00.

B.3 PERFORMANCE WORK STATEMENT

Acquisition Support Services

1. INTRODUCTION

The U.S. Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Regional Procurement Office - Central (RPO-C) has a need for Acquisition Support Services to assist various VHA central region contracting teams in their procurement requirements. The contractor shall provide experienced Acquisition Support Specialists who have acquisition knowledge and contracting experience in all stages of the acquisition life cycle.

Acquisition support services may include, but is not limited to strategy, planning, data analysis, requirements and documentation development, preparing, reviewing and analyzing Independent Government Cost Estimate (IGCE), compliance reviews for acquisition documents and forms, providing advisory support and assisting functional area technical experts with the development of writing requirements into sound and sufficient Statements of Work (SOW), Performance Work Statements (PWS), Orders or Statement of Objectives (SOO). Other support functions may include acquisition planning, solicitation preparation, market research/analysis, source selection document preparation, administration of terms and conditions, preparing contract modifications and documents, cost/price analysis, development of analytics, creating reports, preparation of contract termination documents, and drafting contract close-out documents. Successful performance of this contract requires a wide variety of associated procurement skills and activities including research, analysis, data entry, writing, document preparation, editing, scanning, document management, phone calls, faxing, filing, and other activities as necessary to complete the tasks assigned.

2. SCOPE OF WORK

Contractor acquisition support services will be required throughout the life of this contract. The contractor’s office and contractor personnel shall be located within the continental United States. The contractor shall provide non-personal, non-inherently governmental services in support of the VA’s Contracting Officers (COs), Contract Specialists (CSs) and Contracting Officers Representative (CORs). The contractor and contractor personnel shall not be designated as the CO or COR or make decisions; rather they will support the various VA procurement teams in their procurement needs. Contractor personnel may not supervise or otherwise direct Government employees. VA COs, CSs, CORs and other staff shall ultimately be responsible for making decisions on behalf of VA.

Contractor personnel will work off-site (virtually /remotely) for one of six (6) VA Network Contracting Offices (NCOs): 9, 10, 12, 15, 16, or 23 (identified in Attachment D.2), the Regional Procurement Office Central (RPOC) office, or for the Program Contracting Activity Central (PCAC) office. In accordance with this PWS, the qualified contractor personnel shall provide diverse acquisition support services to VA officials and stakeholders in all phases of the acquisition lifecycle including, but not limited to, pre-award and post-award activities and administration. Contractor personnel may support one or more of the following VA contracting teams: Medical Sharing, Services, Commodities/Supplies, Specialized Procurements, Sharing/Selling Agreements, Bio-Medical, Leasing, Utilities, Construction, and/or Architectural and Engineering (A&E).

At no time will contractor personnel perform functions that are considered to be inherently governmental functions as listed in Federal Acquisition Regulation (FAR) Part 7.503(c)(12). All acquisition support services shall be conducted in accordance with the FAR, Veterans Affairs Acquisition Regulation (VAAR), VA Acquisition Manual (VAAM), Procurement Policy Memorandums (PPMs), VHA Procurement Guide (PG), VHA Procurement Manual (PM), public laws, statutes, and VA policies and procedures.

3. DESCRIPTION OF SERVICES

The following is a general description of the acquisition support services that the Contractor will be required to provide during the life of the resulting contract. The two labor categories will include diverse and various acquisition support responsibilities in support of the NCO/RPOC/PCAC. The Contractor shall provide qualified personnel who can perform cradle to grave acquisitions functions in accordance with the Federal Acquisition Regulations (FAR), Veterans Affairs Acquisition Regulation (VAAR), and all other applicable regulations and policies. Contractor personnel shall perform pre-award procurement functions such as requirements definition, market research, drafting contractual documents such as solicitations, awards, and modifications using the Electronic Contract Management System (eCMS), coordinating with requiring activities, industry, and other stakeholders, and completing contractual files. Contractor personnel shall perform post-award procurement functions such as drafting modifications, drafting option year notices and modifications, monitoring contractor performance, and preparing contracts for close-out. Additional acquisition support services include, but is not limited to the following services:

3.1. Reviewing requirements, ensuring receipt of sound and sufficient SOWs, PWSs, and/or Task/Delivery Orders;

3.2. Performing and/or evaluating market research, trends, conditions, alternative sources, and technological advances as they apply to the program;

3.3. Researching and reviewing all applicable policies, guidance, and regulations to support the customer and Contracting Officer (CO) in their decision making;

3.4. Providing business advice and assistance to functional area technical experts, requiring activities, and customers;

3.5. Collaborating with customers and stakeholders on performance requirements among multiple sites and service lines to obtain agreement, standardize enterprise equipment, supply and/or service requirements in support of strategic acquisition plans;

3.6. Analyzing and assisting in the development of IGCEs;

3.7. Drafting/preparing contractual related documents, forms, and solicitations;

3.8. Reviewing procurement documents for accuracy, adequacy, and completeness;

3.9. Refining and improving source selection evaluation criteria;

3.10. Analyzing and evaluating pricing data and other types of pricing information to draft a price reasonableness recommendation for the CO;

3.11. Working with the technical experts and the CO to ensure project milestones are reflected in the contractual documents and project plan;

3.12. Supporting and assisting with the planning, preparing, developing, executing, and maintaining of current acquisition plans, strategies, and overall program office acquisition administration functions including program control and tracking;

3.13. Establishing perimeters and maintaining controls to ensure contracts are executed in accordance with terms and conditions;

3.14. Supporting COs and CSs on all phases of negotiation for contract modifications, change orders, supplemental agreements and delivery order processes including requirements requiring definitions, justification and approval for service contract extension, method of contracting, evaluation of proposals and advice concerning contract administration;

3.15. Preparing/drafting contract modifications and associated modification backup documents;

3.16. Researching, analyzing, preparing, and reviewing invoice receipts, receiving reports, fund status, final payments, release of claims (if required), Certificates of Completion, performance evaluations, close-out documents, and any additional supporting documents or activities needed for contract closeouts;

3.17. Investigating, reviewing, and preparing open obligations/ Undelivered Orders (UDO) for closeout;

3.18. Monitoring quality assurance surveillance plans (QASPs) to ensure contracted services meet contract requirements along with the expectations and needs of the facility;

3.19. Performing post-award administration in support of VA Contracting Officers;

3.20. Coordinating with leadership, staff, and other stakeholders to conduct analyses and recommend or develop a course of action;

3.21. Preparing and processing purchase requisitions and procurement packages to the supporting CO for award;

3.22. Making suggestions by analyzing difficult contracting issues and identifying alternative courses of action to satisfy specialized requirements and solve a variety of contracting problems;

3.23. Assisting in the performance of cost benefit analysis;

3.24. Conducting gap analyses and understanding of cost elements which go into the production, management or delivery of a healthcare resource service or product;

3.25. Assisting with monitoring contract performance over the life of the concerning contract and demonstrate the ability to solve a broad range of problems relating to proposals for change, claims, payments, and similar problems;

3.26. Planning, coordinating, evaluating, and executing the logistical actions required to support the mission of the organization; and

3.27. Providing advisory support and prepare procurement packages for review in accordance with customer requirements and in compliance with VA policy and procedures, to include federal and state laws and regulations.

4. REQUIREMENT QUALIFICATIONS and CATERGORIES

Minimum Qualifications: Each proposed Acquisition Specialist shall possess all the demonstrated experience and educational requirements described below. Each applicant must possess ALL of the minimum qualifications. Pre-screened detailed resumes showing work experience (actual duties performed, contract types and actions; not job descriptions) must be submitted to and approved by the COR prior to starting the onboarding process. If a COR is looking for a specific type of acquisition experience, such as Construction, Services, Leasing, Medical Sharing, etc. the Contractor will be advised in the post award conference or via email after award.

4.1. Acquisition Specialist - Junior: The Junior Acquisition Support Specialist shall possess all the demonstrated experience and knowledge requirements delineated below, as verified by a signed and dated resume by the individual and a corporate executive. Resume must show documented experience of pre-award and post-award acquisition processes and activities along with related training and certifications for acquisitions valued at or below the Simplified Acquisition Threshold (SAT).

4.1.1. Work Experience: A minimum of four (4) recent years (within the last eight years) of relevant experience in conducting comprehensive acquisition support services with knowledge of Federal Acquisition Regulations (FAR) and relevant supplements as described in section 3 of this PWS.

4.1.2. Education: Twenty-Four (24) semester (or quarter hours equivalent to semester hours) of business or business related courses such as the following: accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and organization and management. Candidates with a past or current Federal Acquisition Certification in Contracting (FAC-C Level I / FAC-Professional) or Defense Acquisition Workforce Improvement Act (DAWIA) Level I certification or higher, or courses leading to certification is preferred or demonstration of the completion of commercial courses equivalent to certification.

4.1.3. Additional Knowledge and Skills: In addition to the experience and educational requirements described above, the Junior Acquisition Support Specialist shall clearly possess the following knowledge and skills:

· Ability to communicate effectively both orally and in writing.

· Ability to demonstrate working knowledge of Federal Acquisition Life Cycle

· Ability to conduct comprehensive research and analysis of technical and price data.

· Ability to read and interpret acquisition policy, regulations, and directives.

4.2. Acquisition Specialist – Intermediate: The Intermediate Acquisition Support Specialist shall possess all the demonstrated experience and knowledge requirements delineated below, as verified by a signed and dated resume by the individual and a corporate executive. Experience shall demonstrate abilities to support acquisitions valued above the SAT.

4.2.1. Work Experience: A minimum of six (6) recent years (within the last eight (8) years) of relevant experience in conducting comprehensive and complex acquisition support services with an extensive knowledge of the FAR and relevant supplements along with substantial knowledge and exposure to different contract types and complexities. Resume must show documented experience of pre-award and post-award acquisition processes and activities along with related training and certifications.

4.2.2. Education: Twenty-Four (24) semester (or quarter hours equivalent to semester hours) of business or business-related courses such as the following accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and organization and management. A FAC-C Level II, FAC-Professional, or DAWIA Level II in Contacting Certification or courses leading to certification is preferred, or demonstration of the completion of commercial courses equivalent to certification.

4.2.3. Additional Knowledge and Skills: In addition to the experience and educational requirements described, the Intermediate Acquisition Support Specialist shall clearly possess the following knowledge and skills:

· Ability to demonstrate working knowledge of Federal Acquisition Life Cycle

· Ability to conduct comprehensive research and analysis of technical and cost data.

· Ability to read and interpret acquisition policy, regulations, and directives.

· Excellent writing skills

· Ability to communicate effectively both orally and in writing.

· Ability to conduct comprehensive research and analysis of technical and price data.

· Ability to read and interpret acquisition policies, regulations, and directives.

· Ability to provide clear leadership, technical direction, and guidance to all lower-level acquisition personnel.

4.3. General IT Systems and Applications: The following IT systems and applications are utilized for these positions. This list is not all-inclusive. All candidates should have a working knowledge of these systems and websites:

· Microsoft Word

· Microsoft Excel

· Microsoft Outlook

· Microsoft PowerPoint

· Adobe Acrobat

· Internet Explorer/Chrome/Microsoft Edge

· Integrated Funds Distribution Control Point Activity Accounting & Procurement (IFCAP) / VisTA (Highly Recommended)

· Invoice Payment Processing System (IPPS) (Highly Recommended)

· VA’s eCMS (Electronic Contract Management System) (Highly Recommended)

· Enterprise Information System (EIS)

· System for Award Management (SAM.gov)

· Contractor Performance Assessment Reporting System (CPARS) / PPIRS

· FPDS-NG (Federal Procurement Data System)

· GSA eBuy/GSA Advantage

· Small Business Administration (SBA)

4.4. English Language Requirement: The Contractor shall ensure all personnel performing under this contract are able to read, write, and speak English well enough to effectively communicate.

4.5. U.S. Citizenship: All contractor personnel performing under this contract shall be U.S. citizens.

4.6. Physical Requirements are primarily sedentary, working while seated.

5. PERIOD of PERFORMANCE, PLACE OF PERFORMANCE and HOURS

5.1. Ordering Period:

The period of performance for this contract is one (1) five-year ordering period with five (5) one-year pricing periods. The PCAC Contracting Office will issue the Task Orders. Each Task Order (TO) shall specify the hours and pricing period.

Ordering Period

Sept 22, 2023 – Sept 21, 2028

5.2. Place of Performance

5.2.1. This requirement requires contractor personnel to work off-site (remote, i.e., home or contractor’s office); the assigned contractor personnel will be provided a laptop and Personal Identity Verification (PIV) card. Contractor personnel are not required to report to a government facility for routine work.

5.2.2. Travel to the nearest VA Medical Center is required for on-boarding (fingerprinting, PIV picture, PIV card and Government Furnished Equipment (GFE)). Contractor personnel are usually required to physically access the nearest VA facility when receiving GFE.

5.2.3. The Contractor’s services are expected to be needed for six (6) NCOs: 9, 10, 12, 15, 16, and 23; RPOC, and PCAC. The location area of each NCO is shown on Attachment D.2 – Map of VA’s NCOs and Addresses. Each Task Order will show the number of hours and estimated number of personnel needed for each location.

5.3. Schedule Information and Tour of Duty

5.3.1. Contractor shall provide the minimum number of personnel for each contracting office to meet the number of hours shown in the schedule. The government has defined one (1) full-time equivalent (FTE) employee as 1992 hours annually.

5.3.2. The number of estimated hours and personnel shown in the schedule are estimates only. Task Order(s) will be issued based on the amount of funds available and the number of hours (personnel) needed for each NCO, RPOC, and PCAC office. The number of hours is an estimate only and is subject to change based on VA hiring and funding availability. Please note the submitted hourly rate shall be a fully burdened rate; one hourly rate for all locations for each pricing period. Contractor personnel will only be paid for actual hours worked. The Government shall not be charged and will not pay for time not worked by contracted personnel. Any hours not worked by contractor personnel due to delays (recruiting, hiring, approvals and onboarding, etc.) will be de-obligated at the end of the performance period.

5.3.3. Tour of Duty (work hours): Each COR and the contractor’s representative shall work together to determine the work hours (tour of duty) of each assigned contractor employee to ensure a consistent schedule. Work hours shall adhere to the local time zone of the NCO, RPOC, or PCAC office in which the individual contractor personnel supports. The hours of operation are Monday through Friday 6:00 am to 6:00 pm, excluding Federal holidays. For example, if a contractor is expected to attend a meeting at 8:00 am in support of PCAC, located just outside Cleveland, OH, the contractor employee is expected to attend the meeting at 8:00 am eastern time. In no case shall performance be provided outside of the core hours when there are no VA employees working, i.e., 5:00 am or 7:00 pm local time. Full-time contractor personnel shall work 40 hours per week (full-time equivalent - FTE); part-time contractor personnel are expected to work at least 20 hours per week. A normal tour of duty for full-time contractor personnel is eight (8) hours per day with an unpaid 30-minute lunch (8.5 hours), five (5) days per week, Monday through Friday, excluding Federal holidays. The tour of duty (work hours) for part-time contractor personnel shall be coordinated between the COR and Contractor and shall be within the core hours. Variations to a 40-hour work week, including alternative work schedules, require advance approval by the CO and COR. Any changes to the tour of duty must be submitted to the COR prior to any adjustment. CORs are responsible for tracking hours and may require contractor employees to send an email verification when employee shift starts and ends. The day-to-day supervision and direct control over contractor personnel will be the sole responsibility of the Contractor.

5.3.4. Federal Holidays: The following holidays are observed by the Federal Government:

· New Year’s Day (January 1)

· Birthday of Martin Luther King, Jr. (Third Monday in January)

· Washington’s Birthday (Third Monday in February)

· Memorial Day (Last Monday in May)

· Juneteenth National Independence Day (June 19)

· Independence Day (July 4)

· Labor Day (First Monday in September)

· Columbus Day (Second Monday in October)

· Veterans Day (November 11)

· Thanksgiving Day (Fourth Thursday in November)

· Christmas Day (December 25)

· This list shall include any additional day specifically declared by the President of the United States to be a federal holiday.

**If a holiday falls on a Saturday, for most Federal employees, the preceding Friday will be treated as a holiday for pay and leave purposes. (See 5 U.S.C. 6103(b).) If a holiday falls on a Sunday, for most Federal employees, the following Monday will be treated as a holiday for pay and leave purposes. (See Section 3(a) of Executive Order 11582, February 11, 1971.)

***Contractor-employees are prohibited from working on any federal holiday.

5.3.5. Planned/Unplanned Absences: The Contractor is required to notify the COR immediately for sick/delay absences from work and at least two days prior to vacation or other absences from work. Personnel may use vacation and sick time in accordance with the contractor’s policies, but the contractor shall schedule its employees’ vacation time to ensure that employees are not absent from the office for more than two (2) consecutive weeks at a time. The contractor shall ensure that no more than one of their assigned personnel to a specific office is out of the office simultaneously unless the absence is related to inclement weather, illness, or other unforeseen events.

5.3.6. Surge Support: The Government may request surge support (time worked in excess of 40 hours a week / 80 hours in a two-week period) during the period of performance that shall be considered in-scope, to provide increased support for the defined tasks in this PWS. Surge support is defined as any billable hours exceeding forty (40) work hours in any given week by a contractor-employee assigned to the contract. If the Government determines that an increased quantity of support is required or needed, the Government reserves the right to request that the contractor provide this additional support as needed. Surge support work must be pre-approved by the CO, and the hours worked must be within the core hours shown above in 5.3.3.

5.3.7. Temporary Schedule Adjustments: Any temporary adjustments to a contractor-employee’s work schedule must be requested in advance and approved by the COR. For example, a temporary schedule adjustment could be to work longer on one day in exchange for a shorter workday later in the same two-week period. Under no circumstances will a contractor work more than 40 hours in a week unless authorized by the COR; all make up time must be worked during core hours and total hours worked cannot exceed 80 hours in a two-week period.

6. GOVERNMENT FURNISHED INFORMATION, PROPERTY, and EQUIPMENT

6.1. Government Furnished Equipment (GFE): The Government shall provide a PIV card and a laptop computer and software applicable to contract personnel in performance of this contract. Contractor personnel may be required to physically access the nearest government VA facility to receive the GFE. Contractor personnel shall safeguard all Government property, documents, and equipment. Surge protectors are required for all GFE.

6.2. Government Personal Identification Verification card (PIV): PIV cards will be issued at the start of contract services for security access to Government equipment and sites. PIV cards shall be returned immediately upon expiration or termination of requested services.

6.3. Additional GFE may be provided depending on circumstance and equipment availability. The Contractor shall furnish any other required equipment and supplies as necessary.

6.4. Government Furnished Information (GFI): The Government may provide all applicable policies, guides, standard operating procedures, templates, information, and access to VA networks and SharePoint necessary for performance under this PWS. The VA retains ownership of all Government furnished equipment, materials, documents, and information and services furnished under this Contract.

7. OTHER COSTS

7.1. Other Direct Costs (ODC): The cost of general-purpose items (notebooks, paper, pens, calculators, headsets, folders, tape, staplers, internet, etc.) required for the conduct of the Contractor’s normal business operations will not be considered an allowable ODC in performance of this contract. The government does not anticipate ODCs not already accounted for as general-purpose items required under this contract. The proposed price shall include all necessary ODCs. The day-to-day supervision and direct control over the work performed by contractor personnel shall be the sole responsibility of the contractor. This supervision is not a separate reimbursable item under this requirement. Supervision is an overhead cost that is the responsibility of the contractor.

8. PERFORMANCE REQUIREMENTS and SUMMARY

8.1. Inherently Government Functions/Non-Personal Services: In performance of this contract, the Contractor shall provide services as required by contracting activities within the RPO-C area, to support VA’s overall mission. It is expressly agreed and understood that this is a non-personal services contract, as defined in Federal Acquisition Regulation (FAR) 37.101, in which the professional services rendered by the Contractor or its employees are rendered in its capacity as an independent Contractor and shall not be considered VA employees for any purpose whatsoever. The acquisition support services required on this contract constitutes professional and management services which are essential to the VA mission, but not otherwise available at this time within the VA. Contractor personnel shall not perform “Inherently Governmental Functions” (IGF) as defined in FAR Subpart 7.5 in relations to this PWS. Tasks executed by the Contractor shall be considered recommendations subject to the review and approval by the Government. It shall be the responsibility of the Contractor to manage their employees and guard against any actions that are of the nature of personal services or gives the perception of personal services.

8.2. Professional Conduct and Performance: Contract employees shall adhere to professional conduct standards that include professional courtesy, punctuality, and respect. Professional conduct includes being accessible during duty hours and adhering to each contractor employee’s work schedule. The respective COR should be notified of any schedule changes prior to the contractor employee’s absence or tardiness. Should any contractor employee be determined to be unacceptable in terms of professional conduct during duty hours, the CO and Contractor POC shall be notified. If the unacceptable conduct continues, the Contractor shall remove and replace the contractor personnel involved at no additional cost to the Government. All Contract Personnel shall sign a Contractor Rules of Behavior (Attachment D.5 - ROB).

8.3. Contractor Identification: Contractor personnel shall clearly identify themselves as “Contractors” at all times, in all communications and representations, to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Identification shall include when in the workplace, in meetings, in conversations, telecommunications, mail, electronic mail (email), faxes, with Government personnel, other contractor personnel and the public.

8.3.1. Answering Telephones: Contractor personnel must identify themselves as contract personnel in all meetings, telephone conversations, and written correspondence with government personnel or working in situations where their actions may be construed as official Government acts and/or personnel.

8.3.2. Utilizing Electronic Mail: When prime contractor or sub-contractor personnel send email messages as a part of contract performance (or otherwise relating to contract matters), each sender shall have a signature line that includes:

· First Name and Last Name (Contractor)

· Title

· Phone Number

· Email Address

· Individual’s Employer Name

· Assigned Team or Ordering facility

8.4. Non-Disclosure and Conflict of Interest Agreements: To ensure the integrity of Government contracting operations, all contractor personnel shall execute a Contractor Non-Disclosure Agreement (NDA) during the on-boarding process. All contractor personnel will have ongoing access to proprietary information which they are required to protect. All information is considered sensitive and will not be disclosed outside the workplace. This includes proprietary data, passwords, “For Official Use Only” documents and “Source Selection Information”. All contractor personnel assigned to and performing on this requirement may not work on other contracts for the Contractor, or other agencies without a formal written request and prior written consent. All contract personnel shall sign a Contractor Non-Disclosure Agreement (Attachment D.4).

8.5. Background Investigation: In accordance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget guidance M-05-24, and Federal Information Processing Standards Publication number 201, a criminal background check/investigation (BI) is required for all contract personnel to determine suitability for routine access to Government facilities and systems. Contract personnel must receive a favorable adjudication after investigation paperwork. Additionally, all contractor personnel must start the paperwork for a background investigation and complete finger printing, as well as completion of all required training prior to the start of placement or performance on the contract.

8.6. VA Mandatory Training Requirements: All contractor staff must log onto www.tms.va.gov, and self-enroll.

8.6.1. Information Security Awareness Training. Contractor support personnel are required to complete annual Information Security Awareness training (during on-boarding and annually).

8.6.2. Sign and acknowledge understanding of and responsibilities for compliance with the Contractor Rules of Behavior relating to access to VA information (during on-boarding and annually).

8.6.3. VA Privacy training (during on-boarding and annually).

8.6.4. Contractor personnel are required to complete eCMS training if not already completed. If completed, the contractor shall provide the completion certificate (assigned at contracting office).

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, will be grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are completed.

9. CONTRACTOR REQUIREMENTS and RESPONSIBILITIES

The contractor shall provide contractor personnel, expertise, supervision of contractor resources, and any required deliverable necessary to satisfy the requirements in this PWS.

9.1. Personnel Placement

9.1.1. Contractor shall provide a sufficiently detailed resume of experience for each proposed personnel to the Government‘s Contracting Officer Representatives (COR) for approval and verification of education and experience requirements.

9.1.2. Contractor shall pre-screen the resumes to ensure each proposed candidate has met the minimum requirements shown in Section 4 and to ensure each resume shows specific and detailed experience (company name, dates of employment, job duties, contract types and actions, etc.).

9.1.3. Contractor shall effectively fill and assign qualified approved contractor personnel at each NCO/RPOC/PCAC office within 40 calendar days of Task Order award. (This does not include VA onboarding time.)

9.1.4. Contractor shall ensure all required information for onboarding and all background investigation paperwork is submitted within 14 calendar days of COR ‘s acceptance of contractor personnel and eQIP is completed within six (6) calendar days of initiation. VA staff will assist contractor personnel in obtaining Personal Identity Verification (PIV) card and system access to VA networks.

9.2. Personnel Maintenance and GFE

9.2.1. Turnover: The Contractor shall minimize the effect and impact to the VA by strategically managing contractor personnel turnover to the greatest extent possible throughout the life of the contract. Contractor shall ensure continuation of services during prolonged personnel absences due to sickness, leave and voluntary or involuntary termination from employment such that impact to the Government is minimal. Once a Contractor is aware that an employee is leaving and will no longer support a task, the Contractor shall provide written documentation (email) to the CO and the COR within three (3) business days of the employee advising the Contractor of their intent to leave. The written notification shall include the date and time the position will be vacant, the reason the employee will no longer work on the task, the anticipated replacement date, and what management action will be taken to ensure task completion. Any position vacancies shall not exceed 14 calendar days (does not include VA onboarding time) unless directed or approved, in writing, by the CO.

9.2.2. Replacement/Substitution: Any change in personnel will be subject to prior Government approval. Prior to replacing/substituting personnel performing on this contract, the Contractor shall provide a sufficiently detailed resume of proposed contractor personnel to the COR for verification and approval of education and experience requirements. The CO/COR reserves the right to refuse a replacement/substitution if the CO/COR deems the replacement/substitution does not meet the qualifications.

9.2.3. Government Equipment and Badges: Contractor shall ensure all government furnished equipment (GFE) and PIV cards are returned to the VA (or relevant COR) within seven (7) calendar days when the contract ends or when an employee leaves for any reason prior to contract end. The Contractor shall be financially responsible for any GFE that is lost, stolen, damaged, or not returned to the VA within seven calendar days of contract end or after a contractor employee has vacated their position. The Contractor shall report any lost items (GFE, PIV) immediately to the CO and COR.

9.3. Supervisory Controls: The Contractor shall be responsible for managing and overseeing all actions to ensure timely and practical support performed under this contract. The day-to-day supervision and direct control over the work performed by off-site or remote contractor personnel will be the sole responsibility of the Contractor. The Government will not supervise contractor personnel, prepare contractor personnel work schedules, or control the method by which the contractor personnel perform the required tasks. The Government will only provide tasks to contractor personnel for execution. The contractor personnel will work independently and keep the relevant CO and/or COR informed of all actions assigned. All assignments will be completed in a timely fashion. Work will be reviewed by the relevant CO and/or COR for compliance with VA policies, FAR and VAAR regulations, overall objectives, and effectiveness in achieving results.

9.4. Quality Assurance (QA) / Acceptance Quality Limit (AQL): The government reserves the right to survey all services received under this contract to determine whether the Contractor is meeting performance standards, service levels, and objectives. The Government has the right to change or modify inspection methods at its discretion.

9.4.1. Quality Control: Contractor shall develop and maintain its own quality control program / inspection plan that assures compliance with all requirements of this contract.

9.4.2. Acceptance Quality Level: As a minimum, the Contractor’s plan should address these items shown below for the Acceptance Quality Level (AQL) during the contract’s performance period.

9.4.3. Contracting Officer’s Representative (COR): The Government will identify and delegate a COR for each participating office (NCO/RPOC/PCAC). The COR shall monitor all technical aspects of the contract and assist in contract administration. Unless otherwise identified in a delegation letter, the COR is authorized to perform the following functions: assure that the Contractor performs the technical and administrative requirements of the contract; perform necessary inspections in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor the Contractor's performance and notify both the CO and contractor of any deficiencies; oversee the distribution of government furnished property; coordination of required security/background documentation; and, provide facility access of contractor personnel through arranging scheduling and PIV card pick up. The CO will send a letter of delegation to the COR and the Contractor, which states the specific responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract. CORs are not authorized to obligate funds or execute any contract modifications. CORs will be responsible for reviewing, approving, and certifying invoices for their respective location.

9.4.4. COR Reviews: Each delegated COR is responsible for the technical monitoring of contractor’s personnel performance and deliveries and will conduct a monthly quality review (formal or informal) for compliance with the terms of the contract. The COR will interpret specifications or technical portions of the work. All performance concerns shall be addressed between the COR, CO, and Contractor. The COR and the contractor’s representative shall work together to ensure all contractual requirements are being met.