36E77619Q0028-001.pdf

PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF

ADMINISTRATION FOR SPACE AND RENOVATIONS SERVICE

A. GENERAL INFORMATION

1. Title of Project: VACO Space Analysis Support and Execution

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS) in providing space planning services with a space utilization plan that will facilitate the moves of approximately 700 – 1000 employees in the Veterans Affairs Central Office (VACO) campus. The contractor will work with the program office, Space and Renovations Service (SRS), to facilitate the Rent Shortfall Task Force Sub-group meetings to further develop details and to execute space reduction options with the VACO campus. The contractor shall assist in preparing presentations to the Rent Shortfall Task Force as well as other Senior Leadership presentations within the VA. The contractor shall attend a variety of meetings in support of the Rent Reduction Initiative. The contractor shall also be responsible for updating the 2015 VACO Space Survey as needed for the execution of this initiative. All final changes will be captured on Computer Architectural Drawings (CAD). The contractor shall provide a full range of integrated strategic advisory and assistance services that the Department of Veterans Affairs (VA) needs in order to design and implement optimal Department-wide capital asset management initiatives to meet VA goals. The key areas are as follows:

a. Support SRS in managing capital asset initiatives such as:

1. Provide capital asset management advisory services including commercial investment real estate services (technical and financial), Financial/In-Kind Consideration Analysis Government Accounting Requirements, Transaction Services, Appraisals, Disposition, Market Surveys, Programmatic Environmental Surveys, including Historic analysis. These services also include identification of VA property for reuse, analysis of best use of VA land and buildings, establishment of a detailed and reliable property baseline, creation of a market oriented reuse implementation plan, monitoring to maximize the value and benefits, while minimizing VA’s programmatic, business, financial and legal risks.

2. Conduct real property benchmarking, including defining or redefining business processes needed to support reporting and performance monitoring (e.g., building level costs, project tracking and gap analysis)

3. Assist VA staff to formalize changes to processes, systems and data.

4. Conduct data validation and cross referencing.

5. Validate data, alternatives analyses, cost effectiveness, and risk analyses in Exhibit 300s.

6. Conduct external reviews to determine lessons learned with the overall capital planning process or program.

7. Develop decision models and optimization, including business case application products for capital projects being considered for funding.

8. Review and analyze the effectiveness of VA’s implementation of capital asset management policies, principles, standards and guidelines; and

9. Conduct a strategic review of the budgetary aspects of OAEM’s capital operation and program Service to demonstrate improved capital planning and needs assessment.

b. Provide Specialized Services in the following areas:

1. Project Management

2. Project Financial Advisor Services

3. Transaction Special Services

4. Due Diligence and Support Services

5. Complementary Financial Management Services

6. Financial and Performance Audits

7. Budgeting

c. Analyze financial structures and reports in accordance with Government Acceptable

Accounting Principles for VA’s capital asset management program.

3. Background: The Department of Veterans Affairs, Central Office (VACO) Space and Renovations Services (SRS) is held accountable for the acquisition, construction and space management program meeting a number of requirements pertaining to the Central Office Space management program. Currently the VACO space campus consists of 10 buildings in Washington DC and one warehouse in Landover, Maryland. In order to be in compliance with the Presidential Memorandum regarding Federal real estate, a phased realignment of VACO space is necessary to optimize space and increase the occupancy rate of each building. The phasing realignment generates the need to make critical decisions regarding organizational facility locations as impacted by the realignment. VA will utilize a 2015 survey of all Central Office locations to make recommendations for a properly developed space utilization plan to facilitate the placement of employees within the VACO campus Capital Asset initiatives, which include the enhanced-use lease (EUL) program and Strategic Capital Investment Process (SCIP), are coordinated to ensure capital investments are based on sound business practices and principles and most importantly, meet veterans’ health care, benefits, burial needs and Administrative functions for VACO.

The office of SRS follows instructions and guidance issued by the Office of Management and Budget and other agency instructions, directives and guidance containing specific capital asset performance metrics.

The VA has its unique mission the delivery of comprehensive assistance and benefits and cemetery service to the nation’s Veterans and their families. To manage its property, VA uses all of the traditional authorities available to federal agencies. In many instances these authorities do not adequately address the needs of specific mission or developmental issues. Because of these limitations, exacerbated by on-going budgetary constraints, privatization and income-generation programs have become increasingly important to the Department.

The Strategic Capital Investment Planning (SCIP) process includes a major section on space and right sizing inventory. A space analysis was initially performed in FY-12, FY- 13, FY-14, and FY-15 and a subsequent model was developed in MS Excel to aid in executing the analysis in future years. The analysis focuses on three main areas: 1) Existing inventory, 2) likely to be disposed inventory, (3) optimization of existing inventory.

4. Performance Period: The period of performance is for 365 days from the date of award with 4, one-year options. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

5. Type of Contract: Firm Fixed Price

6. Place of Performance: The primary place of performance will be at the contractor’s facilities; however, some task orders may require work to be performed at a Government facility. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived.

C. GENERAL REQUIREMENTS

The following general requirements apply this contract:

1. The contractor shall identify their proposed technical approach in writing for this contract. The contractor’s task order quote shall include their proposed labor categories, rates, and number of hours by task, together with associated delivery dates and sub milestone dates (if any), and proposed key personnel resumes. Resumes are not required for clerical personnel.

2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. Unless otherwise specified, the following schedule requirements apply: Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 1 calendar day from date of receipt. The contractor shall have 2 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

4. The contractor shall provide, via email, minutes of all government-contractor meetings.

The contractor shall provide these minutes within one calendar day after completion of the meeting unless otherwise specified in an individual task order.

5. Except for proprietary information identified in company quotes, the contractor shall not deliver to the Space and Renovations Service any proprietary products or information of any type in completing the requirements. The contractor’s internal development tools (that is, those development tools not developed for Space and Renovations Service work and not required by Space and Renovations Service to install, use, or revise the deliverables) are exempted from this requirement. If the contractor believes an exception to this requirement is necessary for the effective or efficient execution of a task order, the contractor shall request a specific exception, in writing, to the CO, and shall not use the proprietary tools or information in Space and Renovations Service work until approval is received from the CO.

6. The contractor shall ensure contract employees maintain an open and professional communication with the staff at the VA facilities. For transparency purposes, email to the CO shall not be blind carbon copied (BC) to other Government personnel.

Complaints or violation validated by the COR or VA staff will be reported in writing to the CO, OIG, or HCA for action. If the contractor fails to correct validated complaints raised by the COR and or CO, it will be considered a failure in performance.

7. The CO may require the contractor to meet with the CO, contract administrator, and other Government personnel at least quarterly, and as often as deemed necessary. The contractor may request a meeting with the CO when deemed necessary.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables in two phases including space and move plans described below within the performance period of this PWS to execute space reduction.

a. Task One: Provide a PMP and Briefing

The contractor shall provide a PMP and briefing for the project team, which presents the contractor’s plan for completing the task order. Contractor shall submit all deliverables to the project manager. Deliverables would include a detailed project timeline, logistical plan for the moves including phasing, and further areas for space optimization. The contractor’s plan shall be responsive to this PWS and describe, in further detail, the approach to be used for each aspect of the task order as defined in the technical proposal. The contractor shall keep the PMP up to date throughout the period of performance.

Deliverable One: A PMP and Briefing to include a detailed project timeline and a logistical plan

b. Task Two: Develop the Optimization for Organizations

The contractor shall facilitate approximately four, face-to-face meetings separately with the potential organizations to demonstrate how they can further optimize their space.

Deliverable Two: Detailed options for each organization footprint

c. Task Three: Development of Space Reduction Element and Organizational Space Planning

The contractor shall assist VA in developing one of four proposed Space Reduction options.

In the event the Task Force cannot agree to one option, the contractor shall facilitate three meetings and work with the Task Force to obtain one viable option. The contractor will work simultaneously with the VA organizations included in the accepted Space Reduction option to develop a space plan, a move plan, and an overall comprehensive project schedule. This will require the contractor to facilitate meetings with the tenants and their upper management, approximately 25 face-to-face meetings.

Deliverable Three: Preferred Space Reduction option to include a space plan, a move plan, and an overall comprehensive project schedule

d. Task Four: Provide presentations to senior management

The contractor shall provide updates of their progress through detailed Power Point presentations and metrics to the Rent Reduction Task Force and attend meetings associated with those presentations. This will require the contractor to participate in meetings with senior management, approximately 20 face-to-face meetings.

Deliverable Four: Detailed Power Point presentation to the Rent Reduction Task Force (approximately twenty)

e. Task Five: Update 2015 Space Survey and census information

The contractor shall update the 2015 VACO Space Survey for the organizational elements included in the space reduction option and provide updated census information for all VA campus information to the VA CASE team working the IN129, through site surveys – to verify the existing information – of the VA building(s) and space associated with the accepted Rent Reduction option. Upon completion of execution of the project, the contractor shall conduct a VACO campus survey, through site surveys of all buildings and 1 warehouse location (11 locations, approximately 1.8 million square feet), and update the detailed space plan, provide a final report with the current inventory data, and a comprehensive Space Plan with 3 or more options for further optimization of space.

Deliverable Five: An updated VACO campus space survey; updated census information; a final report with current inventory data; a comprehensive Space Plan (with 3 or more options)

f. Task Six: Develop Computer Architectural Drawings (CAD) 2018 version

The contractor shall provide CAD of updated floor plans for all final changes as a result of the Rent Reduction option.

Deliverable Six: Computer Architectural Drawings (CAD) 2018 version with GIS capability (3D)

Performance Standards and Methods as specified in each task. Past performance will be documented in accordance to IL 001Al-10-03, dated February 22, 2010.

Surveillance Area Performance Standards Method of Assessing Performance

Management of price and schedule

Timely delivery to the COR within the contract/order schedule

Review of Monthly Status Reports and Status Meetings 100% inspection

Status Meetings are scheduled on time, with appropriate Vendor staff attending and issues addressed satisfactorily to VA

Technical quality of deliverables

Deliverables are high quality, address required performance work statement areas and contain three (3) or fewer defects identified in the Final deliverable submittal

Review of Final deliverables and Status Meetings 100% inspection

Quality of Project Management and Relationship Management

Timely Responses to open acquisition issues 98% of the time

Corrections and Re-submittal to VA within five calendar days of rejected deliverables

Low Turnover of Key Personnel

Contractor develops and maintains a staffing plan that adequately supports the requirements of the task orders 98% of the time

Open communication between VA and Vendor

Contractor provides a single point of contact responsible for task order performance.

Ability to meet the within scope changing demands of the program as it evolves

Review of Final deliverables, Status Reports and Status Meetings

Review and approval of Key Personnel changes

VA customer satisfaction

E. SCHEDULE FOR DELIVERABLES

See Attachment A Schedule of Deliverables.

1. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

2. Any hard copy documents the Contractor provides to SRS must be printed double-sided on recycled paper with at least 30 percent post-consumer fiber.

F. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS and all Task Orders shall be authorized and approved only by the CO in writing. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

G. GOVERNMENT FURNISHED PROPERTY AND INFORMATION

The Government will provide floor plans, the tenant’s Program of Requirements, 2015 Space Survey and a Preliminary Action Plan.

H. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

1. These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and options. The contractor shall include in the technical proposal for each task order the resumes on all proposed professional and/or technical personnel who will perform the tasks in the task order. Resumes are not required on clerical personnel. The personnel whose resumes are submitted are defined as key personnel. The contractor agrees that the key personnel listed below shall not be removed, diverted, or replaced from work without approval of the CO and COR (resumes do not need to be provided if it already in the contract file).

2. Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that are being replaced.

Requests to substitute personnel shall be approved by the COR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COR and the CO at least 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.

Note:

a. Standards of Conduct. The Contractor shall ensure that personnel assigned to this contract comply with the Standards of Ethical Conduct specified by the Office of Government Ethics at 5 CFR 2635.

b. Personnel assigned by the Contractor to perform work on this contract shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. The Contracting Officer may notify the Contractor and request that a person be immediately removed from assignment on this contract should any contractor personnel be determined to be unacceptable in terms of technical competency or personal conduct during duty hours. The contractor shall immediately remove and replace the unacceptable on-site personnel at no additional costs to the Government. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

c. Contractor personnel shall be able to communicate effectively in English, both written and oral.

d. The contractor shall notify the CO whenever an employee of the United States Government is utilized by the contractor in the performance of the contract. The notification shall include sufficient information for the Contracting Officer to review the matter in accordance with FAR 3 and Subpart 9.5.

e. The contractor shall verify employee eligibility through the E-Verify system.

I. SECURITY REQUIREMENTS

1. The contractor shall follow the following (or other established procedure) contractor personnel security guidance:

a. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce’s National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST’s Web site at:

http://checklists.nist.gov.

b. To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in “VA Information and Information System http://checklists.nist.gov/

Security/Privacy Requirements for IT Contracts” located at the following Web site:

http://www.iprm.oit.va.gov.

c. These provisions shall apply to all contracts in which VA sensitive information is stored, generated, transmitted, or exchanged by VA, a contractor, subcontractor or a third-party, or on behalf of any of these entities regardless of format or whether it resides on a VA system or contractor/subcontractor’s electronic information system(s) operating for or on the VA’s behalf.

d. Clauses (a) and (b) shall apply to current contracts and acquisition vehicles including, but not limited to, job orders, task orders, letter contracts, purchase orders, and modifications. Contractors do not include grants and cooperative agreements covered by 31 U.S.C. & 6301 et seq.

2. The required contractor employee Position Sensitivity level is Limited Risk and the level of Background Investigation is NACI for contractor employees who require access.

3. The COR or the designated Government employee will provide the contractor a

Background Investigation Request Worksheet within 2 calendar days of task order award listing the place of performance, type of investigation requested, the VA sponsor and requesting the applicant’s name, date of birth, social security number, company name and point of contact and other required data.

a. The contractor shall complete the Background Investigation Request worksheet and return it to the COR within five calendar days of receipt. The COR will review the documents and forward them to the Security Investigations Center (SIC).

b. The CIS will send an email notification to the contractor identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation.

c. The COR will notify the contractor when the investigation has been favorably or unfavorably completed and adjudicated by the Government. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

http://www.iprm.oit.va.gov/

4. The contractor shall not commence performance prior to the initiation of the process that requests the appropriate investigative action be taken. During the time required to conduct the appropriate investigation, the contractor shall be responsible for the actions of its respective employees until official notification of a favorable determination is received from the Office of Security and Law Enforcement.

5. Cost of Background Investigations will be borne by the organization requesting the investigation. For contractors and its personnel performing the contract, the VA office or organization that is requesting the procurement will coordinate with the designated contracting officer to ensure VA initiates the necessary investigations and/or screenings for contractor personnel. For those contractors and its personnel, the contractor will bear the cost of such investigations.

6. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default also please reference to VA Directive 0710 for further guidance.

J. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the COR with a copy to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release verbally or in writing, any data the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

K. ORGANIZATIONAL CONFLICT OR INTEREST

The contractor shall disclose any actual or potential organizational conflicts of interest at the time of submitting the quotes for the basic of this contract. The contractor may be precluded from bidding on or working on future contracts in accordance FAR 9.5.

Attachment A Schedule of Deliverables

Deliverable No. Item Quantity Delivery Date

One A PMP and Briefing to include a detailed project timeline and a logistical plan

One 7 Calendar Days After Award

Two Detailed options for each organization footprint

Four Each 60 Calendar Days After Award

Three Preferred Space Reduction option to include a space plan, a move plan, and an overall comprehensive project schedule

Fifty 75 Calendar Days After Award

Four Detailed Power Point presentation to the Rent Reduction Task Force (approximately twenty)

Twenty Throughout period of performance

Five An updated VACO campus space survey;

updated census information; a final report with current inventory data; a comprehensive Space Plan (with 3 or more options)

One 90 Calendar Days After Award

Six CAD, 2018 version with GIS capability (3D)

One 100 Calendar Days After Award