Attachment 1 - Draft Statement of Work.docx

STATEMENT OF WORK

1.0 TITLE

Procurement of Computer Aided Facility Management (CAFM) Software System Support, Maintenance and Customization Services.

2.0 BACKGROUND

The National Cancer Institute (NCI) Office of Space and Facilities Management (OSFM) implemented the Planon ProCenter software system for its space management, maintenance management, and move coordination needs approximately 4 years ago. Since then, OSFM has incorporated the Frederick satellite campus properties into the standard Planon system. This system is required to remain in compliance with the charter of the organization and must be adequately maintained.

3.0 OBJECTIVE

The objective of this project is to procure annual updates, system maintenance and customization capabilities for the current on-premise installation of the Planon ProCenter Integrated Workplace Management System (IWMS). These services are required to maintain the functionality of the state-of-the-art Computer Aided Facility Management (CAFM) system which serves as the hub for all automated services offered by OSFM. These services include portfolio management allowing the space planning team to systematically manage space across and within the NCI’s real estate portfolio, express services management, move coordination and conference room booking.

4.0 SCOPE

The Contractor shall furnish all labor, materials, supplies, equipment, and services necessary to perform the following tasks:

4.1 TASK 1 – SOFTWARE LICENSES

As part of this task, the Contractor shall:

· Provide Planon Mobile Field Service (PMFS) annual license renewals; and

· Provide additional license seats as needed for any new staff who require system access in between annual renewals.

4.2 TASK 2 – SOFTWARE CONFIGURATION

As part of this task, the Contractor shall:

· Provide customization and application management services on a time and materials basis in the event additional requirements are determined to be necessary that fall outside the standard system configuration

· Assist with the incorporation of additional NIH properties and facilities; and

· Provide/push urgent or ad-hoc software updates as needed to maintain functionality of and/or compatibility of software.

4.3 TASK 3 – ANNUAL MAINTENANCE & UPDATES

As part of this task, the Contractor shall:

· Provide annual maintenance for Planon ProCenter Integrated Workplace Management System (IWMS);

· Provide/push quarterly and other routine software upgrades and/or updates to maintain compliance with current software version(s).

4.4 TASK 4 – END-USER TRAINING

As part of this task, the Contractor shall:

· Provide on-site or online training to Government personnel as required for major software upgrades or customization.

4.5 TASK 5 – PROJECT MANAGEMENT

The Contractor shall assign an experienced, professional project manager (C-PM) who shall be responsible for successfully meeting all the contract technical, schedule and cost requirements of the task order. The Contractor Project Manager shall be single point of contact and responsible for all management and coordination with technicians and subcontractors. The C-PM shall be responsible for the following:

· Coordinating with the NCI COR/project manager (NCI-PM) on a day-to-day basis;

· Identifying and resolving all issues that arise during the installation, integration, and test phases of the project;

· Day-to-day coordination of installation, implementation and testing activities;

· Notifying the NCI-PM of any unresolved issues within 24 hours of discovery;

· Providing written deliverables such as weekly progress reports, project schedules, resolution of comments, and cost estimates to the NCI project manager; and

· Developing and maintaining the project schedule.

4.5.1 WEEKLY PROGRESS REPORTS & ACTION ITEM LISTS

The Contractor Project Manager shall provide progress reports in writing to the NCI-PM as required by each individual task order. The requirement will be determined by COR at the time of task order award.

The weekly reports shall reflect the following:

· Accomplishments;

· Upcoming activities,

· Any new issues or decisions that need to be made;

· Progress on close out of old issues; and.

The Contractor shall also be responsible for preparing and updating an issue/action item list that describes any identified problems, the affected action agency/person, planned action, and closeout result and date.

The progress reports and action item lists shall be submitted on a regular schedule as outlined in each task order. If no schedule is given, progress reports and action item lists shall be delivered once weekly beginning one week after task order award and continuing through final system test and government acceptance.

4.5.2 PROJECT SCHEDULE

The Contractor shall provide a project schedule at the beginning of each task order that includes software upgrades installation, testing and/or training. The schedule should lay out all project activities and milestones.

4.5.3 COST ESTIMATES

The Contractor shall be responsible for providing price estimates for any task order request for quotes (TO-RFQ) issued against this IDIQ. Estimates shall be delivered for each scheduled deliverable as outlined in the TO-RFQ and shall meet design requirements. An extensive unit price schedule shall be developed.

4.6 TASK 6 – PROJECT TESTING AND IMPLEMENTATION

As part of this task, the Contractor shall:

· Furnish all systems-related software to the Government;

· Integrate and test supplied software to ensure compatibility with existing NCI information technology and functionality; and

· Conduct site-visits as needed.

5.0 TYPE OF CONTRACT (IDIQ)

This is an indefinite-delivery indefinite-quantity (IDIQ) contract. These task orders shall, in aggregate be no less than the minimum ordering amount of this IDIQ and shall not exceed the maximum ordering amount for this award.

5.1 TYPE OF ORDERS (IDIQ)

The Government may issue firm-fixed price (FFP), labor-hour (LH), and/or time & materials (T&M) type task orders (TO) against this IDIQ. Services performed under this contract may be severable or non-severable.

5.2 MINIMUM AND MAXIMUM AMOUNT (IDIQ)

During the contract period, the Government shall place orders totaling a minimum of $27,000.00. This minimum applies to the entire period of performance - including any and all options – and shall not increase if the Government exercises any options.

The total value for all task orders issued against this IDIQ shall not exceed $400,000.00. This contract ceiling applies to the entire period of performance, including any and all options.

6.0 ORDERING

The Contractor shall identify a single representative as the Contractor primary point-of-contact (C-POC) for solicitations and requests for quotes under this contract. The C-POC may be the same individual as the C-PM, or a separate individual (e.g. sales representative).

The Ordering Contracting Officer (OCO) or a designated individual may solicit responses from the Contractor for services or deliverables covered by the Scope of Work. Generally, the task order request for quote (TORFQ) shall include the following:

· Statement of Work;

· Deliverables/Delivery Schedule;

· Quote due date and location to deliver quotes;

· Period of performance of task order; and

· Proposal instructions.

6.1 FIRM FIXED PRICE TASK ORDERS

For firm-fixed price (FFP) task order request for proposals (TORFQ), the Contractor will multiply the quantity of each item or labor category required against the rate listed in the pricing schedule or as negotiated (such as when the Contractor elects to propose lower rates for the task order) established by in this contract. Travel and other direct costs (ODCs), if applicable, shall be estimated for each task order.

Any amount for travel and ODCs will be added to the price of all ordered items to arrive at the total FFP for the task order.

6.2 TIME-AND-MATERIALS / LABOR HOUR TASK ORDERS

For time-and-materials (T&M) task order request for quotations (including labor hour orders as defined by FAR 16.602), the Contractor will multiply the quantity of hours required under each labor category against the rate listed in their price schedule or as negotiated (such as when the Contractor elects to propose lower rates for the task order). The cumulative extended total of all labor categories plus travel and ODCs will define the task order ceiling or not-to-exceed (NTE) price.

6.3 ORDERING AUTHORITY (IDIQ)

Pursuant to FAR 16.504(a)(4)(vi), any duly warranted NCI Contracting Officer with the appropriate contracting authority is authorized to award task orders under this contract. For purposes of this contract, these individuals are referred to as “OCOs.”

6.4 ORDERING PERIOD

Task orders may be issued at any time during the ordering period of this IDIQ. The “ordering period” shall be concurrent with the period of performance of the base year and any exercised option periods of this IDIQ.

7.0 PERIOD OF PERFORMANCE

The period of performance for this contract shall be for 12-months after the effective date of award, with four (4) additional one (1) year option periods. The anticipated period of performance for this contract is:

8.0 PLACE OF PERFORMANCE

Services shall be provided primarily at the Contractor’s facilities. For on-site requirements, the place of performance shall be:

National Cancer Institute Office of Space and Facilities Management 9609 Medical Center Drive Rockville, MD 20850

The place of performance may also be stated at the task order (TO) level.

9.0 SPECIAL CONTRACT REQUIREMENTS

9.1 SENSITIVE BUT UNCLASSIFIED (SBU) DOCUMENTS

Performance of work under this contract may include the use of sensitive but unclassified (SBU) documents such as floor plans and other facilities documentation.

When performing work involving SBU documents, the Contractor shall follow the security requirements addressed in the PBS P100 (see section VI, part B, item 1) found at:

https://www.wbdg.org/ffc/gsa/criteria/pbs-p100 The Contractor shall also include the following paragraph on the cover page of all documents and on the label of all magnetic media or CD's:

PROPERTY OF THE UNITED STATES GOVERNMENT

COPYING, DISSEMINATION, OR DISTRIBUTION OF THESE DRAWINGS, PLANS OR SPECIFICATIONS TO UNATHORIZED PERSONS IS PROHIBITED Do Not Remove This Notice Properly destroy documents when no longer needed

9.2 NIH PERSONAL IDENTIFICATION VERIFICATION (PIV) HSPD-12 CREDENTIALS

Contractor personnel who require access to data residing on Government server(s) for maintenance or software configurations are required to obtain NIH Personal Identification Verification (PIV) HSPD-12 credentials. Contractor personnel required to obtain HSPD-12 credentials must remain compliant with mandatory training and maintain their credentials during the performance of any task orders associated with this contract.

10.0 PAYMENT TERMS

Payment shall at the task order level. Unless otherwise noted, payment for each task order will be made upon delivery and acceptance of all supplies and services under a given order.

Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

INVOICE REQUIREMENTS

An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

Remit-to address (Name and complete mailing address to send payment).

Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

Invoice date.

Unique invoice #s for all invoices per vendor regardless of site.

NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

Data Universal Numbering System (DUNS) or DUNS + 4 as registered in SAM.gov.

Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

Identify that payment is to be made using a three-way match.

Description of supplies/services that match the description on the award, by line billed.* Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

Mail an original and 1 copy of the itemized invoice to:

National Institutes of Health Office of Financial Management, Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500 Bethesda, MD 20892-8500

For inquiries regarding payment call: (301) 496-6088 In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the “Consignee” designated for the acquisition in the Order/Award document.

II. ELECTRONIC INVOICE INSTRUCTIONS

Effective 1 April 2020, all NIH contractors/vendors invoices should be sent electronically via e-mail to the NIH Office of Financial Management (OFM) and the NIH Contracting Officer (CO) using electronic submission instructions contained in Attachment #2.

This section shall remain in full effect until the Government formally notifies the Contractor of a return to mail-in invoice procedures.

III. INVOICE PAYMENT

Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. INTEREST PENALTIES

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (DEC 2013)

Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.