36C78619Q0253-008.docx

Statement of Work: Annual Workplace Evaluation Support for VA National Cemetery Administration

1. BACKGROUND

VA owns and operates a significant infrastructure portfolio within the National Cemetery Administration (NCA) at the various National Cemeteries throughout the nation. VA is committed to protecting its workers from hazardous conditions in the work place.

Additionally, the Occupational Safety and Health Administration (OSHA) requires that every workplace with two or more employees undergoes a comprehensive Annual Workplace Evaluation (AWE). The purpose of this procurement is to engage a contractor with the necessary safety expertise to conduct these AWEs for NCA. This approach will ensure that NCA receives expert and third-party feedback to both identify hazards and how those hazards should be mitigated by an independent and highly skilled firm with extensive experience and credibility in this critical area.

This document outlines the scope and steps to be taken to create a methodology to obtain expert insight into the safety problems and solutions that workers across NCA could be exposed to and how to mitigate them to prevent future injury and illness, as well as meeting OSHA’s and VA’s long-standing mandate to perform AWEs at every NCA location including field and district offices.

Monitoring compliance with these OSHA and VA requirements through AWE inspections is essential to understanding where rules and regulations are being properly followed and where they are not—providing critical information required for taking corrective actions to improve program and facility-level compliance. VHA has developed a software package, “Safety Automated Facility Evaluation” (SAFE), for the documentation and tracking of AWE findings. VA uses the key elements of 29 CFR Part 1960 and the corresponding SAFE database to monitor and support safety compliance activities at all VA facilities. AWE reports and findings are electronically loaded into SAFE for referencing, trending, and archiving purposes. The SAFE application will require modification for use in NCA, and the modification of SAFE is outside the scope of this Task Order. While the SAFE application is being modified, activities under this Task Order will use portions of the SAFE application that are available and will use other means, such as currently available word processing and spreadsheet applications.

The current situation requires action in the form of a national AWE technical capability accessible by all NCA cemeteries and district offices to minimize potential risks to the employees and visitors, minimize potential impacts to facility operations, and mitigate vulnerabilities in the sustained execution of the NCA mission.

2. PERFORMANCE DETAILS PERFORMANCE PERIOD

The estimated Period of Performance (POP) is June 1, 2019 through May 31, 2020 as the base year with four additional option years running through May 31, 2024. A kick off meeting will be held not later than June 7, 2019.

Base Year: Base year period of performance June 1, 2019 to May 31, 2020 Option Year 1: June 1, 2020 to May 31, 2021 Option Year 2: June 1, 2021 to May 31, 2022 Option Year 3: June 1, 2022 to May 31, 2023 Option Year 4: June 1, 2023 to May 31, 2024

Any work at the Government site shall not take place on Federal holidays, weekends or May 1 – 31 unless directed by the Contracting Officer (CO).

There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

New Year's Day: January 1 Independence Day: July 4 Veterans Day: November 11 Christmas Day: December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month:

Martin Luther King's Birthday: Third Monday in January Washington's Birthday: Third Monday in February Memorial Day: Last Monday in May Labor Day: First Monday in September Columbus Day: Second Monday in October Thanksgiving: Fourth Thursday in November

PLACE OF PERFORMANCE

Some of the work will be at the Contractor’s facility; however, most of the work will occur at NCA facilities‒primarily national cemeteries‒across the country. NCA locations, addresses and map are included as ATTACHMENT E & H.

TRAVEL

Some of the work described in this Statement of Work (SOW) will require travel by the Contractor. Anticipated requirements for travel include Contractor or combined Contractor/NCA staff teams performing facility assessment visits, inspections, or training, all travel will in accordance with the Federal Travel Regulations. Travel shall be inclusive with the price quote. In addition, all travel must be pre-approved by the Contracting Officer’s Representative (COR).

The Contractor will visit 117 NCA facilities during the period of performance. Each visit will include a Pre-Visit Conference Call, Opening Conference, and Closing Conference with the facility Director, Assistant Director and Collateral Duty Safety Officer, followed up with a written AWE report that will be delivered to each facility and NCA leadership.

Most NCA facilities will require a one day visit plus travel to and from the facility. Some of the larger facilities could require 1.5 to 2 days depending on size and complexity. The NCA Safety Program Office will provide the Contractor with a schedule and every effort will be made to minimize travel and combine individual visits within a normal work week.

3. SCOPE OF WORK

NCA objectives are to promote enhancement of the safety inspection program including inspection consistency, effectiveness, rater reliability and data quality through the completion of annual workplace evaluations. To meet these objectives, the Contractor will follow the approach detailed below. These phased milestones will serve to systematically form the basis to: validate NCA’s AWE Program Objectives; implement NCA’s standard AWE process; orient and train safety inspectors for optimal effectiveness; and conduct AWEs selected in coordination with NCA management, field staff, and the Contractor (currently estimated at 117 NCA facilities during the Task Order period of performance). It will also include a summary report of major systemic safety issues, trends and areas for focus 30 days before the end of the period of performance and a briefing to senior NCA leadership if requested.

Phase I – Conduct NCA AWE Program Review

The Contractor will perform a program review, with input from NCA Safety Program Management staff to confirm AWE program objectives, desired NCA outcomes, best practices and lessons learned to guide the AWE program execution. Key work steps include a review of program execution and data analysis and verification of NCA Safety Inspection Program Objectives including a collaborative review with NCA safety program leadership to determine current and future goals, priorities, vulnerabilities and facility operational and workload considerations, and critical desired outcomes. This AWE program review will be completed two times, once midway through the period of performance and once after all Phase 4 AWE facility visits have been completed.

Phase 2 Develop and Test AWE Data Analysis and Planning Tool

The Contractor will use information collected during the first year AWEs and reviewed in Phase 1 to develop an NCA AWE Data Analysis and Planning tool. Building on the SAFE application already used by VHA, and the NCA AWE Checklist, the Contractor will develop a cohesive AWE Data Analysis and Planning Tool to guide AWE execution, integrate and organize AWE findings, provide data analysis and reporting and enable action plan employment and tracking. The integrated AWE data analysis tool will be a spreadsheet-type format using a Microsoft Office application approved by VA and will include:

· A consolidated framework to capture historic AWE findings from previous years’ assessment. This framework will include all input previously reported in AWE findings reports from 2017-2018. The NCA locations will be identified by name, geographic location (e.g., address, city, state) and unique VA assigned facility ID number.

· Framework will include standardized AWE SAFE input criteria linked to each finding along with regulatory driver (e.g. VA, NCA or Federal Statute) reference. In addition, findings will be grouped by standard naming convention safety program areas as defined in SAFE. The framework will also accommodate scheduling information, AWE report completion and delivery and action plan development and tracking.

Data Synthesis and Reporting procedures and templates (Inspection Finding Development and Risk Assessment/Root Cause Analysis Procedures, Reporting Guidelines and Templates, AWE findings by program area, action plan development and completion status, in a SAFE-compatible format). These reports will be developed with input from NCA Safety Program Management staff.

The AWE data analysis and planning tool will be scoped with input from NCA Safety Program Management staff and will include capabilities identified below:

· Develop prototype tool structure, format and input plan. The Contractor will use the input from Safety Program Management staff, previous year’s findings and SAFE reporting to develop a preliminary tool plan which will be presented to NCA Safety Program Management staff for feedback and input into draft tool development. This plan will include recommended reports including content and formatting.

· Develop first draft of tool After feedback is provided on the tool plan the Contractor will complete development of the first draft of the tool and draft reports. The Contractor will test the tool and provide the draft tool and results of the test to the Safety Program Management staff for review and input.

· Revise and Finalize tool. The Contractor will incorporate the results of the process check into the final tool which will be provided to the NCA Safety Program Manager/COR for review. Once approved, historic data from the first year’s AWE will be added to the tool and an instructional overview will be provided to the NCA Safety Program Manager for their use. The Contractor will use the tool in Phase 4 AWE activities for all findings from the current year’s AWE and provide summary reports as requested by the NCA Safety Program Manager.

Phase 3 – Conduct NCA Safety AWE Resource Needs Assessment and Deliver Prototype Staffing Model

The Contractor will use existing NCA and VA safety staffing models and information from previously conducted AWEs, and staffing model benchmarking from other Federal Agencies to develop Staffing Model resource survey input questions that will be used by the AWE Audit Teams during Phase 4 AWEs to collect AWE safety staffing resource requirements. Using the information collected through this survey, the Contractor will identify and evaluate potential model inputs that will help estimate the appropriate level of FTEE needed to implement a successful Safety program at the facility level and support the development of a prototype staffing NCA AWE staffing model.

Phase 3 activities include:

· Develop NCA AWE Staffing Resource Survey input and review by NCA Safety Program Management Staff

· Collect relevant facility input virtually and resource survey input both virtually and through the Phase 4 on-facility AWEs.

· Develop a staffing model prototype based on a review and analysis of the Staffing Resource Survey and facility input. Provide the prototype to the NCA Safety Program Management Staff for review and input.

Phase 4 – Conduct One Year Cycle of AWEs

During this Task Order Period of Performance, the Contractor will conduct AWEs at the 117 identified NCA facilities, including District Offices, Processing Centers, Finance and Contracting Offices and Headquarters Offices. Key work steps include:

· Develop AWE Deployment Schedule. The AWE deployment priorities will be established by the NCA Safety Program Management Office. The AWE scheduled will consider accessibility, proximity and complexity to streamline logistics requirements. The NCA Safety Program Management Office will work with the Contractor to develop the schedule. The schedule will group two to three NCA facilities into a single trip where the AWEs can be completed in a given week based on geography, proximity, and other travel considerations.

· Update AWE Agenda. The Contractor will provide the AWE draft agenda at the start of Phase 4 efforts. The schedule will be modified by the Contractor as required to meet team, logistics and NCA Safety Program Management Office requirements.

· Conduct AWEs

· Planning/Preparation. The AWE Contractor team will review applicable regulations for the facility based on the answers to the pre-AWE questionnaire (developed as part of the protocol), prepare an AWE Team Plan for each facility visit to minimize time impacts to NCA facilities operations, and review the protocol so that all the AWE steps will be followed to complete the review. The Contractor will create the Opening Conference Guide and Facility Schedule. NCA Safety Program Management Office will coordinate with the Contractor for any AWEs attended by NCA observers.

· Facility Visit. The Contractor will conduct the AWE facility visit/audits. In conducting the facility visit, the Contractor will gather information that will be used to confirm compliance with applicable internal and external standards as well as the NCA AWE Checklist. The facility visit will begin with an Opening Conference, review of the Pre-AWE Questionnaire to confirm the responses, verification of the Facility Visit Schedule, and a facility orientation tour. The team will conduct interviews of staff, observe operations, and review records to gather AWE data and develop findings. Preliminary findings will be discussed with facility management to ensure that the information gathered is correct and the Contractor will conduct a Closing Conference to review all findings at the conclusion of the AWE.

· Data Synthesis/Reports. The Contractor will create an AWE report using a format and content approved by the NCA Safety Program Management office to report findings of the AWE conducted, listing of the findings, any standard not being met, the location of the finding, the actual observation, and recommended corrective action to be taken. This information, along with the root cause and findings, will be formatted by the Contractor for input into data analysis and reporting tool developed in Phase 2.

· Report Development and Delivery. The Contractor will develop the AWE report and then review before delivering to the NCA Safety Program Management office. The review will consist of an evaluation for consistency and data integrity as well as a technical edit to ensure reports meets the VA and NCA defined level of quality. The Contractor will make any edits/changes identified by the NCA and deliver to the NCA Safety Program Management office who will distribute the results as appropriate.

4. GENERAL QUALIFICATIONS:

· Qualified safety and health inspectors with equipment and competencies to recognize and evaluate hazards of the working environment and to suggest general abatement procedures with various recognized credentials including Certified Hazardous Materials Managers (CHMM), Certified Safety Professionals, and/or Industrial Hygienists.

· AWE Inspectors with strong knowledge of and extensive experience with the underlying regulations (OSHA, VA, NCA and National Fire Protection Association).

· AWE Inspectors with strong and directly relevant technical experience and capability.

· Demonstrated track record of high quality, sustained AWE Program Performance. NCA needs an AWE program support provider familiar and experienced with the AWE life-cycle from protocol development, pilot tests, AWE reporting and close- out, and any subsequent recommendations or support that may be required to improve safety and health performance in administrative locations and cemetery operations.

· Demonstrated success in project and program management within the past five years.

· Demonstrated track record and strong working knowledge in safety and health program execution for cemetery operations.

5. REQUIRED STAFF QUALIFICATIONS

· The Contractor selected must provide evidence, through past performance, of experience, capability, and willingness to commit the resources necessary to plan, organize, and execute tasks in an expeditious and efficient manner.

· The Contractor shall provide staff specialized in the field of safety management. The Contractor must provide safety specialists to conduct the AWE who have at a minimum a BS in the engineering, science, or safety disciplines. The staff provided for AWE purposes should have experience in conducting AWEs in accordance with 29 CFR Part 1960. The project manager and AWE facility survey personnel shall each have at least 5 years of safety management/safety inspection work experience.

· The contractor shall provide staff with experience and capability in evaluating cemetery operations for safety and health requirements and are knowledgeable of NCA safety and health requirements.

· The Contractor shall have full responsibility for the staff and shall make direct contact with VA Contracting Officer’s Representative (COR), Project Manager, or Project Coordinator to ensure that all arrangements are mutually understood concerning logistical and/or technical requirements.

6. PRELIMINARY DELIVERY SCHEDULE

Tasks will be within the period of performance. Facility AWE schedule will be determined by NCA for each facility visit at the beginning of the period of performance.

Contract deliverables and anticipated delivery schedule are summarized in the table below. All deliverables will be provided to the NCA Safety Program Management office/COR in electronic format. Days represent business days.

7. Government Furnished Information

The NCA will provide the Contractor with the following information no later than 5 days after the Contractor award meeting (Documents will be provided electronically whenever possible):

· ATTACHMENT F-NCA OSH AWE Checklists

· NCA Occupational Health and Safety (OSH) policy, guidance or instruction governing the AWE process. ATTACHMENT G-NCA Directive 7700

· Previous AWE reports or AWE data from previously conducted AWEs from all NCA locations

· Listing of all facilities to be visited during the POP, including specific addresses and primary contact phone and e-mail at each location

· Identification of high priority locations requiring AWE completion within the first quarter after kick-off

· Existing NCA resources or staffing tools currently in use. All input data relevant to the development of the prototype staffing model including: facility size (acres), number of FTEE staff assigned per facility, number of contract staff assigned per facility, number of interments per year at each facility, number of supported facilities, presence of on-facility marker engraving facilities.