36C77623R0108.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

POSTAL CODE

COUNTRY

CONTACT INFORMATION

Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

POINT OF CONTACT*

Minneapolis/St. Paul, MN Office Stephen Bradny, Contract Specialist lenny.flagg@va.gov 216-447-8300

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

PRE-SOLICITATION NOTICE

End of Document Performance Work Statement (Draft) 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 experienced 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. It is expected that the contractor will have a virtual office. The contractor’s virtual office(s) shall be located within the continental United States and shall provide proof of location. The contractor shall provide non-personal, non-inherently governmental advisory services in support of the VA’s Contracting Officers (CO), Contract Specialists and Contracting Officers Representative (COR). The contractor and contractor personnel shall not be designated as the Contracting Officer or COR and/or make decisions; rather support the various VA procurement teams in their procurement needs. Contractor employees may not supervise or otherwise direct Government employees. VA COs, Contract Specialists, CORs and other staff shall ultimately be responsible for making decisions on behalf of the Department of Veterans Affairs.

Contractor personnel will work off-site (virtually /remotely) for one of six (6) VA Network Contracting Offices (NCOs) - NCO 9, 10, 12, 15, 16, or 23 (identified in Attachment D.1) or for the Program Contracting Activity Central (PCAC) office. The qualified contractor personnel shall provide diverse acquisition support services in accordance with this PWS 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 at 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), 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 task order: The position will include diverse and various acquisitions support responsibilities in support of the NCO/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 - 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:

The Contractor shall provide acquisition support service assisting in:

3.1.1. Reviewing requirements into sound and sufficient SOWs, PWSs, and/or Task/Delivery Orders;

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

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

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

3.1.5. 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;

3.1.6. Analyzing and assisting in the development of IGCEs;

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

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

3.1.9. Refining and improving source selection evaluation criteria;

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

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

3.1.12. Coordinating 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;

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

3.1.14. Providing CO and/or Contract Specialist(CS) advice 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;

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

3.1.16. Performing post-award administration in support of NCO Contracting Officers.

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

3.1.18. Preparing and processing purchase requisitions and procurement packages to the supporting NCO for award;

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

3.1.19.1. Assisting in the performance of cost benefit analysis;

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

3.1.20. 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;

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

3.1.22. 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 as shown below. Each applicant must possess ALL these minimum qualifications. Pre-screened detailed resumes showing work experience must be submitted to and approved by the COR prior to starting the onboarding process.

4.1. Acquisition Specialist - Junior: The Junior Acquisition 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- 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 activities with knowledge of Federal Acquisition Regulation (FAR) and/or VAAR as described in section 3 of this PWS.

4.1.2. Education: Twenty-Four (24) semester hours of business or business relating 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) or Defense Acquisition Workforce Improvement Act (DAWIA) Level I certification or courses leading to certification is preferred or demonstration of the completion of commercial courses equivalent to certification. If it is the firm's standard commercial practice to substitute experience for education, please explain in quote.

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 cost data.

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

4.2. Acquisition Specialist – Intermediate: The Intermediate Acquisition 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 years) of relevant experience in conducting comprehensive and complex acquisition support activities with an extensive knowledge of the FAR along with substantial knowledge and exposure to different contract types and complexities. Resume must show documented experience of pre- and post-award acquisition processes and activities along with related training and certifications.

4.2.2. Education: Twenty-Four (24) semester hours of business or business relating courses such as the following: accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and organization and management. A FAC-C 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. If it is the firm's standard commercial practice to substitute experience for education, please explain in quote.

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 cost data.

· Ability to read and interpret acquisition policy, 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 must have a working knowledge of these systems:

· 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

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. Period of Performance

The period of performance for this contract is five years, five one-year ordering periods. Each Task Order (TO) shall specify the period of performance.

Anticipated Period of Performance (POP):

5.2. Place of Performance

5.2.1. This requirement requires contractor personnel to work off-site (virtual, remote location - home/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 routing work.

5.2.2. Travel to the nearest VA Medical Center is required for on-boarding (fingerprinting, PIV picture, PIV card and GFE). Contractor employees 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, and PCAC. The location area of each NCO is shown on Attachment D.1. Each Task Order will show the number of hours and the estimated number of personnel needed at each NCO and/or PCAC.

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 full-time employee as 2080 hours annually. For this contract, one full-time personnel is defined as 1992 hours annually (2080 minus 88 hours for the 11 federal holidays: 11 x 8 hours = 88.)

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 and PCAC. The number of hours is an estimate only and is subject to change based on VA hiring and funding availability. Please note we expect the submitted pricing to be a fully burdened rate; one hourly rate for all locations for each ordering period. The Government shall not be charged and will not pay for time not worked by contracted personnel.

5.3.3. Tour of Duty (work hours): Each COR and the contractor’s representative shall work together to determine each assigned contractor employee’s work hours based on a consistent schedule. Work hours shall adhere to the local time zone of the NCO or PCAC office in which the individual contractor personnel supports. Core 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 8am in support of PCAC’s (Independence Facility) located in Cleveland, OH, the contractor is expected to attend the meeting at 8am eastern standard time. In no case shall performance be provided outside of the core hours when there are no VA employees working. Full-time contractor personnel shall work 40 hours per week (full-time equivalent - FTE); Part-time contractor personnel are expected to work 20 hours per week. Duty hours for full-time contractor personnel are eight (8) hours per day, five (5) days per week, Monday through Friday, excluding Federal Holidays. Duty hours for part-time contractor personnel shall be coordinated between the COR and Contractor and shall be within the core hours. The normal tour of duty shall include a daily 30-minute unpaid lunch break (8.5 hour workday). Variations to a 40-hour work week, including alternative work schedules, require advance approval of the CO and COR. Any changes to the tour of duty must be submitted to the COR prior to any adjustment. Overtime pay is prohibited; however, surge support is allowed. 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/VA:

· 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.)

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 unless pre-approved in advance by the COR (i.e., Christmas or New Year’s week).

5.3.6. Overtime/Holiday Time: Overtime is defined as any time worked in excess of 80 hours over a two-week period that is not part of surge support. Holiday Time is defined as any time worked on a Legal Holiday as addressed in the above paragraph 5.3.4. Contractors may only work overtime or holiday time to the extent it is specifically authorized in advance, in writing, by the Contracting Officer. No additional hours of overtime may be worked without express written authorization for each hour worked. Labor rates for overtime hours will not change from the standard labor rates applied to the contract for regular hours worked.

5.3.7. Surge Support: The Government may allow surge support (time worked in excess of 40 hours a week) 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 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 COR and the CO, and the hours worked must be within the core hours shown above in 5.3.2. Surge support is not considered over-time. Labor rates for Surge support hours will not change from the standard labor rates applied to the contract for regular hours worked during the applicable period of performance.

5.3.8. 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.

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 employees 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.

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 SharePoints 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.

7.2. Travel

7.2.1. Reimbursement of Travel: Reimbursement of travel for work or temporary duty is not envisioned for performance on this contract. Should a work travel event arise, it must be pre-approved by the CO and the COR on a case-by-case basis and will be authorized in accordance with General Services Administration (GSA) Terms and Conditions. Most meetings can be attended virtually on MS Teams.

7.2.2. Local Travel: Contractor personnel shall travel to their nearest VA location for fingerprinting and obtaining their PIV card and GFE at no cost to the Government. Travel within a specific NCO commuting vicinity (50 miles one way) is considered a cost of doing business and shall not be separately reimbursed.

7.2.3. Travel for On-Boarding: Reimbursement for contractor personnel who must drive more than 51 miles one way for initial on-boarding related appointments due to the lack of timely appointments available at their local/closest VA facility. Appointments within seven business days of position acceptance is considered timely. Mileage reimbursement begins on mile 51. This is based on the VA Financial Policy, Volume XIV, Travel, where local travel is defined within a 50 mile radius. Policy’s hiring policy of requiring personnel to live within a 50 mile range of a VA facility/office. The mileage reimbursement rate is based on GSA Mileage Rates, published on the GSA website and is in accordance with the Federal Travel Regulation (FTR). The 2023 GSA FTR reimbursement rate for privately owned vehicles (POVs) is $0.655 per mile. This rate is usually updated annually on October 1, the beginning of the Federal Government’s Fiscal Year.

7.2.4. Relocation: Relocation of contractor personnel for the purpose of staffing this contract are not subject to reimbursement.

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 program offices to support the 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, under 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. The support services required on this contract constitute professional and management services within the definition provided by FAR 37.201. This contract allows the Government to obtain professional 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 and punctuality. 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 problem continues, Contractor shall remove and replace the personnel displaying unprofessionalism at no additional costs to the Government. All Contract Personnel shall sign a Contractor Rules of Behavior (ROB - Attachment D.3).

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.

8.3.2. Utilizing Electronic Mail: When prime contractor or sub-contractor personnel send E-mail 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 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 performing on this requirement may not work on other contracts for the Contractor or other agency without a formal written request and prior written consent. All Contract Personnel shall sign a statement of non-disclosure (Attachment D.2).

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. All contractor personnel must complete finger printing and start background investigation paperwork and required training prior to the start of performance or placement on the contract.

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

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

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)

8.6.3. VA Privacy training (During on-boarding)

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.)

8.6.5. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is 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 complete.

8.7. Productivity Standards for Contractor Personnel

8.7.1. Productivity Standards. Acceptable measures include, but are not necessarily limited to:

8.7.2. The NCO/PCAC CORs will be responsible for technical monitoring of the contractor’s personnel performance and deliveries. The COR and the contractor’s representative shall work together to ensure all contractual requirements are being met. The COR will interpret specifications or technical portions of the work. 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 NCO.

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) to approval and verify 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, etc.)

9.1.3. Contractor shall effectively fill and place qualified personnel (a.k.a. key personnel) at each NCO/PCAC office within 40 calendar days of Task Order award.

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 the contractor employee 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 Contracting Officer (CO) and the Contracting Officer Representative (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, anticipated replacement date, and what management action will be taken to ensure task completion. Any position vacancies shall not exceed 14 calendar days 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 key personnel performing on this contract, the Contractor shall provide a sufficiently detailed Qualification Summary/Resume of proposed 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, or damaged. GFE shall be returned no later than seven (7) calendar days after 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. Contractor employees must achieve an accuracy rate of 90% or higher for Quality of Contractual Documentation. Contractor employees must achieve a productivity rate of 90% or higher for Timeliness and Productivity. Contractor employee’s communication/ actions/behavior (speaking and writing) shall be courteous, cooperative, and professional 90% or higher for Customer Service.

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.

Vacancies due to turnover filled with qualified personnel within 20 days for replacements.

Prior coordination 100% of the time for replacement personnel. No more than three (3) instances of failure to fill vacancies with qualified personnel within 14 days of vacancy notification.

9.4.3. Contracting Officer’s Representative (COR): The Government will identify, delegate, a COR for each NCO and 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 Contracting Officer (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.

9.4.4. COR Reviews: Each delegated COR is responsible for the technical administration and will conduct a monthly quality review (formal or informal) for contractor employee compliance with the terms of the contract. In the event one or more quality standards are not met for two consecutive months without any contractor effort in improvement the CO will initiate appropriate action with the Contractor, up to and including possible contract termination.

10. CONTRACTOR DELIVERABLES

10.1. Contractor Point of Contact: The contractor shall provide a Point of Contact (POC) / Supervisor who shall be responsible for the performance of work from the acquisition specialists. The contractor shall designate this individual, in writing, to the CO and CORs before the start of performance. An alternate POC may be designated, but the contractor shall identify those times when the alternate shall be the primary POC. The contractor POC shall be available via telephone and email, Monday through Friday, 8:00 a.m. until 4:30 p.m. EST excluding federal holidays. The POC shall have authority to direct contract employees on the contract or have direct contact with the manager/supervisor for the contract acquisition employees.

10.2. Monthly Activity Report Deliverable: The Contractor shall submit a Monthly Activity Report (MAR) to each COR, on or before the 15th day of the following month. Contractor shall develop and submit Monthly Progress Reports to the COR and administering Contracting Officer for review at any monthly/quarterly meetings. The Monthly Progress Reports shall include a summary of activities for the month, issues, and goals for the next month. The Monthly Progress Reports shall summarize the Contractor’s accomplishments during the previous month, planned work during the upcoming month and any significant problems or issues requiring resolution, along with proposed corrective actions. The Contractor shall deliver these reports to all appropriate parties identified in this section. The Monthly Progress Reports shall include, at a minimum, the following information:

10.2.1. Contract number

10.2.2. Task Order Number

10.2.3. Reporting period

10.2.4. Number of hours each employee worked

10.2.5. Brief task description for each employee

10.2.6. For each employee: A narrative review of work accomplished during the reporting period and significant events

10.2.7. Personnel actions for the period (separations, labor category changes, recruitments)

10.3. Quarterly Report Deliverable: The Contractor shall submit a Quarterly Activity Report (QAR) to the CO on or before the 15th day following each quarter (annual calendar year), summarizing, at a minimum, the contract number, the list of contractor employees working at each NCO/PCAC, the name(s) and number of employee(s) no longer working on this contract, the number and location of any open/unfilled positions and the number of days it takes/took to fill each open position. The CO may ask for additional information if needed.

10.4. List of Contractor Employees: The Contractor shall maintain a current list of employees assigned under this contract and their assigned NCO/PCAC. The list shall be validated and signed by the Contractor and provided to the CO once all employees are assigned. An updated list shall be provided upon any changes (additions/deletions). Any change in key personnel is subject to Government approval. Once a Contractor is aware that an employee is leaving, the Contractor shall provide written documentation to 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 at the NCO/PCAC, anticipated replacement date, and what management action will be taken to ensure the position is filled in a timely manner.

10.5. Organizational Conflicts of Interest (OCI): The Contractor shall have an OCI plan in place for detecting, disclosing, avoiding, and mitigating OCI issues/risks involved in the performance of this contract. An OCI exists when a contractor employee participates personally and substantially in a particular matter (e.g., a contract) that would have a direct and predictable effect on the contractor employee’s own financial interest or the financial interest of the contractor employee’s spouse, minor child, general partner, any person or entity whom the contractor employee serves as an officer, director, trustee or employee, or any person with whom the contractor employee is negotiating or has an arrangement for prospective employment. The OCI will include the Contractor and all assigned contractor employees on this contract and associated family members. The plan shall identify any potential conflicts of interest and shall provide a process for dealing with any OCI that is identified during contract execution. The OCI plan shall disclose all cross-teaming arrangements and shall include a representation that there will be no “cross-talk”, or information shared between the two affiliates regarding the contract. The Contractor shall notify the CO within two business days of any OCI violations on this contract.

10.6. Invoices

10.6.1. Each NCO/PCAC will be assigned a COR that shall serve as the NCO/PCAC’s primary Point of Contact (POC). Inspection and acceptance of services is delegated to the corresponding COR. The Contractor shall submit a separate monthly itemized invoice to each COR in arrears for services performed. The invoice should contain Contractor’s name, address, point of contract, invoice number, contract number, task order number, and purchase order (PO) number along with a listing of each contractor employee’s name, dates worked, actual number of hours worked, work location (NCO/PCAC office), the agreed upon firm fixed hourly rate price and total price. Each COR will review their site’s invoice and if complete and accurate, advise the Contractor within five (5) business days if it is approved or not approved. If the invoice is incomplete or inaccurate, the COR will return the invoice for correction. Once the invoice is approved, the Contractor shall submit the invoice to Tungsten for certification and payment.

10.6.2. Invoices for On-Boarding Mileage Reimbursement shall be submitted with travel documentation:

10.6.2.1. Mileage documentation showing mileage to and from contractor employee’s home to the VA facility and

10.6.2.2. VA appointment confirmation documentation showing VA facility, date and time.

10.6.3. Reduction in Services: For task orders issued under this contract, if, at the end of the period of performance the Government has not utilized the total number of FTE/hours ordered because of change in its anticipated need, the Government will issue a bi-lateral modification to reduce the number of FTE/hours. Example, the assigned number of task order hours may not be utilized due to recruiting, on-boarding, turnover, and replenish.

11. SECURITY ISSUES AND ACCESS

6.1. General: Department of Veterans Affairs Medical Centers are Federal Government Facilities. A personnel background investigation (BI) shall be processed, sent to the Contracting Officer and respective COR, prior to contractor personnel start dates. The PIV card will not be issued until the background checks are completed and approved by the Security Investigation Center (SIC). The PIV card is required for access to the Government computer databases.