Attachment 1 - Performance Work Statement - Capital Investment Options IDIQ.pdf

PERFORMANCE WORK STATEMENT FOR

DEPARTMENT OF VETERANS AFFAIRS CAPITAL INVESTMENT OPTIONS

INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

A. GENERAL INFORMATION

1. Title of Project: Capital Investment Options Indefinite Delivery / Indefinite Quantity (IDIQ) Contract

(CIO IDIQ).

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the types of deliverables described in this Performance Work Statement (PWS). For leadership to make informed decisions about significant investments, the Office of Construction & Facilities Management (CFM) requires professional services to identify, assess, and compare options for meeting project requirements. These services shall result in options analyses that fully document project requirements and potential options for consideration. The studies must include the quantitative and qualitative analyses necessary for leadership to fully understand and evaluate the costs and benefits of potential options, in advance of making any decision.

3. Following completion of studies, CFM requires additional professional services to assist with business case development and budget submission support. The business cases and budget submission materials must effectively describe project scopes and provide the necessary justification to gain support for project funding within the Department, and from OMB, Congress, and other oversight bodies.

4. Background: CFM is responsible for the planning, design, and construction of all major construction projects greater than $20 million. In addition, CFM acquires real property for use by VA elements through the purchase of land and buildings, as well as long-term lease acquisitions. Through the construction and real property programs, CFM delivers to Veterans high quality buildings, additions, large scale renovations, and structural enhancements.

5. Performance Period: The period of performance for this IDIQ is five years with annual reviews by the Contracting Officer. If the selected contractor undergoes novation within the five-year period, the IDIQ will be in effect under the new name and under the conditions stated within the novation agreement. Each individual task order shall state the specific performance period.

6. Type of Contract: This is anticipated to be a single award IDIQ contract. Firm Fixed price task orders will be generated with a detailed PWS and issued by a Contracting Officer. The maximum (ceiling) amount is estimated at $7,000,000.00 over a five-year performance period. The contract has a onetime minimum of $2,500.00 which will be met upon award of the initial task order.

7. 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).

8. IDIQ Title: Capital Investment Options Indefinite Delivery/Indefinite Quantity (CIO IDIQ).

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on this IDIQ award until the CO has conducted a Post- Award Conference (PAC).

C. GENERAL REQUIREMENTS

The following general requirements apply to all task orders issued under this IDIQ:

1. The contractor shall identify its proposed technical approach in writing for every task order quoted.

The contractor’s task order quote shall include its 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 résumés, if not on file. Résumés are not required for clerical personnel.

2. The technical team shall have a very high level of experience in the tasks described in this contract, including Architect/Engineer, Construction Management, Real Estate and Cost Estimating personnel.

a. Contractor shall have experience (at least 10 years) performing work for high-cost economic areas.

b. Contractor shall have experience (at least 10 years) performing work for healthcare campuses containing multiple buildings and limited physical space.

c. Contractor shall have experience (at least 10 years) performing cost estimating in high-cost and dynamically changing construction markets.

d. Contractor shall have experience (at least 10 years) performing work with healthcare providers performing construction expansion and renovations within active medical facilities.

e. Contractor shall have experience (at least 10 years) performing work in construction management and oversight within an active medical center environment and campus.

f. Contractor shall have experience (at least 10 years) performing analysis of facility needs and development of site requirements at the concept development stage for future healthcare campuses.

g. Contractor shall have experience (at least 10 years) performing analysis of facility reuse, sale, and decommissioning of facilities.

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

4. Unless otherwise specified in an individual task order, the following schedule requirements apply:

Where a written milestone deliverable is required in draft form, the VA will complete its review of the draft deliverable within 12 calendar days from date of receipt. The contractor shall have 12 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

5. 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.

6. Except for proprietary information in company quotes identified and marked in accordance with FAR

52.215-1(e), the contractor shall not deliver to the CFM any proprietary products or information of any type in completing the requirements of each task order PWS. The contractor’s internal development tools (that is, those development tools not developed for CFM work and not required by CFM 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 CFM work until approval is received from the CO.

7. 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 (BCC) to other Government personnel.

8. Complaints or violation validated by the COR or VA staff will be reported in writing to the CO, Office of the Inspector General (OIG), or Head of the Contracting Activity (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.

9. The CO may require the contractor to meet with the COR, 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

For each task order awarded under this contract, the Contractor shall provide the specific deliverables described in the task order PWS, within the performance period stated. Specific sub- tasks and associated deliverables will be identified in each task order placed under the contract.

The selected Contractor shall have subject matter expertise and provide all resources necessary to perform the specific requirements as defined in the task orders. Task orders may include, but are not limited to, the following types of tasks. (The deliverables described below are typical requirements; however, each task order may have requirements in addition to or instead of those listed below.)

1. PMP and Briefing The contractor shall provide a Project Management Plan (PMP), including a detailed schedule, and a briefing for the project team, which presents the contractor’s plan for completing all contractual tasks and deliverables. The contractor shall keep the PMP updated throughout the period of performance.

Deliverables: PMP and Briefing

2. Project Meetings

The contractor shall organize, facilitate, and document project meetings throughout the period of performance. Meetings include a project kick-off, recurring progress/status meetings, and draft and final findings briefings. Meeting minutes, with a summary of key actions, decisions, and next steps are required to be sent to the COR within three business days, following each meeting.

Deliverables: Kick-off meeting, weekly progress/status meetings, and draft and final findings meetings

3. Needs Assessments

The contractor shall work with project stakeholders to understand underlying capital investment needs and scopes. The contractor shall document the needs and scopes (including space requirements) and identify what information, if any, exists to validate the needs. The contractor shall also provide assistance as needed with capability/ demand assessments, service delivery planning, and space planning.

Deliverables: Summary of capital investment need and scope, capability/demand analyses, space plans, and other related deliverables, as specified in individual task orders

4. Development or Validation of Capital Investment Options for Meeting VA Mission Requirements The contractor shall work with project stakeholders to identify the options to be analyzed to best meet project requirements. In support of the development of options, the contractor may assist VA to evaluate existing legal authorities, analyze the existing site, and conduct new, alternative site searches as needed. These options may be generated by the Government or the contractor.

Based on the finalized project scope, sizing, and full requirements, the contractor shall formalize options for study, outlining how VA mission requirements are met, acquisition methodologies, potential site alternatives, and option-specific considerations.

Deliverables: List of options to be analyzed and key characteristics/description of each option

5. Options Analysis

a. Criteria for Analysis The contractor shall work with the project stakeholders to identify key objectives for the study and quantitative and qualitative criteria for analysis.

Deliverable: Matrix containing criteria for analysis

b. Analysis The contractor shall conduct analyses of the agreed upon options, to include but not be limited to financial analyses; qualitative assessments; architecture and engineering analyses (e.g., site planning, block and stacking diagrams, test fitting); and cost-benefit analyses.

Deliverables: Options Analyses

6. Implementation Planning

For the preferred option, the contractor shall develop a list of implementation steps and a program of requirements, as requested by VA.

Deliverable: Implementation planning analysis

7. Report Development

The contractor shall prepare a consolidated set of findings based on the Options Analysis described above. The analysis shall be compiled in the format(s) specified in the task order, which may include but not be limited to an Executive Presentation in MS PowerPoint, a full report in MS PowerPoint and/or MS Word, and additional briefing support as needed. Regardless of the format, the report must effectively communicate the project intent, study elements, and study findings for VA leadership to make informed decisions.

Deliverables: Executive Presentation in PowerPoint, Full Report in PowerPoint or Word, and/or Additional Briefings

8. Reuse Analysis

For the existing asset(s) to be vacated, the contractor shall prepare a Reuse Analysis. The Reuse Analysis may include, but not be limited to, an appraisal/valuation, highest and best use analysis, real estate market analysis, market interviews, parcel analysis, zoning analysis, and historic evaluation.

Deliverables: Executive Presentation and/or Full Report in MS Word or PowerPoint

9. Business Case Development and Budget Submission Support

a. Business Case Development Support The contractor shall work with the VAMC, VISN, VHA, CFM, and OAEM stakeholders to validate business case(s) that adheres to the requirements outlined in VA’s capital planning process. The contractor shall be responsible for validating and finalizing space plans, cost effectiveness analysis, and other related documentation.

Deliverables: Validated business case(s) and all required supporting documentation

b. Major Construction Prospectuses, Supporting Documentation, and Non-IT Business Case

Packages The contractor shall provide services, information, and data as necessary to assist VA in the preparation of budget documentation, Non-IT Business Cases, for the designated Major Construction projects.

Deliverables: Catalogued repository, by site, of all data collected for preparation of budget packages;

Draft and Final Non-IT Business Case Forms; Draft and Final Non- IT Business Case Form Attachments; Draft and Final Construction Prospectuses; Draft and Final Form 1391s.

c. Major Lease Prospectuses, Supporting Documentation, and Non-IT Business Case Packages

The contractor shall provide services, information, and data as necessary to assist VA in the preparation of budget documentation, Non-IT Business Cases, for the designated Major Lease projects.

Deliverables: Preliminary Draft Rent Estimates for Initial Non-IT Business Case Major Lease Submissions; Catalogued repository, by site, of all data collected for preparation of budget packages, delineation of market area, and detailed market research; Draft and Final Non-IT Business Cases for Major Leases; Draft and Final Non-IT Business Case Attachments for Major Leases; Draft and Final Lease Prospectuses; Draft and Final GSA Lease Prospectuses; and 1391-Ls.

d. On-going Support

The contractor shall provide ongoing support to assist with GSA questions, and preparation of any supplemental material needed for delegation, as well as support related to OMB questions or inquiries received by OCLA.

Deliverables: On-going Support

Performance Standards and Methods

As specified in each task order, past performance will be documented in accordance with 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

Status Meetings are scheduled on time, with appropriate Vendor staff attending and issues

Review of Monthly Status Reports and Status Meetings

Technical quality of deliverables

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

Review of Final deliverables and Status Meetings

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 business 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

Review of Final deliverables, Status Reports and Status Meetings

Review and approval of Key Personnel changes VA customer satisfaction

E. SCHEDULE FOR DELIVERABLES

See individual Task Orders for Schedules 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 CFM must be printed double-sided on recycled paper with at least 30 percent post-consumer fiber.

F. CHANGES TO PERFORMANCE WORK STATEMENT

1. Any changes to this PWS and all task orders shall be authorized and approved only through written correspondence from the CO. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

G. TRAVEL

As required by each task order, the contractor may be required to travel to Washington, D.C., or to other VA locations. Travel and per diem shall be reimbursed in accordance with VA/Federal Travel Regulations. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. No General and Administrative (G&A) fees or costs, and no other fees or costs shall be added to travel expenses. Local travel within a 50-mile radius from the Contractor's facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Local travel within a 50-mile radius from the Contractor's employees’ residence is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor's facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the Contractor's facility are authorized on a case-by-case basis and must be pre-approved by the CO at least 30 calendar days in advance for the requested travel.

H. GOVERNMENT FURNISHED PROPERTY AND INFORMATION

Government Furnished Property and Information, if required, will be specified in each task order.

Except for those items or services specifically stated to be Government furnished, the contractor shall furnish everything required to perform task orders. For contractors required at VA facilities, the Government will provide office space including a desk, telephone, and computer to perform the required work.

I. SECURITY REQUIREMENTS

1. The contractor shall follow the following 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 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. Contracts 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 http://checklists.nist.gov/ http://www.iprm.oit.va.gov/

Background Investigation is NACI for contractor employees who require access.

3. The COR 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 det5iled 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.

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. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

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 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 OF INTEREST

The contractor shall disclose any actual or potential organizational conflicts of interest at the time of submitting the quotes for the basic IDIQ and task orders. The contractor may be precluded from bidding on or performing work on future contracts in accordance with FAR 9.5.