Attachment 1 - Performance Work Statement.pdf

Attachment 1 – Performance Work Statement – 36E77620Q0078 – Vehicle Inventory – Phase 2

General Information

1.Title of Project: Due Diligence Support for Physical Inventory of Agency Owned Vehicles Phase 2 (Vehicle Inventory – Phase 2).

2. Background: The Department of Veterans Affairs (VA), by and through its Office of Asset Enterprise Management (OAEM), is seeking to conduct a physical inventory of its agency-owned, donated, and commercially leased-vehicles. This due diligence process will help VA understand and evidence the condition of VA’s vehicle assets. Per 41 C.F.R. 102-34.50 FMR Bulletin B-43, Vehicle Allocation Methodology (VAM), agencies are required to conduct a study of their entire vehicle fleet at least once every five years to identify opportunities to eliminate unnecessary vehicles, right-size vehicles for their mission, and deploy alternatively fueled vehicles (AFVs) effectively. This study is known as a vehicle allocation methodology, or VAM. Agencies are encouraged to conduct a VAM study more frequently if the agency’s mission or resource requirements change.

VA consists of three administrations (along with multiple support offices): 1) The Veterans Health Administration (VHA), divided into Veterans Integrated Service Networks (VISNs); 2) the National Cemetery Administration (NCA), divided into districts); and 3) the Veterans Benefits Administration (VBA). VBA does not have any owned, donated or commercially leased vehicles in their fleet and thus will not be part of this PWS.

This PWS is intended as a phase 2 to cover inventory of the agency-owned, donated or commercially leased vehicles at the remaining VA facilities located in VISNs 6,7,8,9,12,15,16, and 17 and analogous NCA districts, to include those located outside of the continental United States. VA has facilities in Puerto Rico.

VA has over 2,800 owned, donated and commercially leased vehicles. Records for the majority of these vehicles are incomplete and/or accurate, a situation that became apparent when VA began mandatory reporting to GSA of vehicle level data in place of fleet-level data in 2017. Proper management of VA’s vehicle fleet requires accurate records, which a physical inventory of these vehicles will help establish. The selected contractor for this PWS will identify all requested vehicle attributes, allowing VA to update/validate all vehicle records. Issues VA has encountered in identifying its agency owned vehicles include:

Vehicle with incorrect license plates; expired plates that are still in the system that were returned, and the vehicles have been replaced.

Vehicles with incorrect VINs that are entered in VA’s Fleet Management

Information System (FMIS) Identifying existing and/or returned donated vehicles Vehicles awaiting excess to GSA.

3. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverable described in this Performance Work Statement (PWS). The contractor shall be responsible for the following:

Appendix A is the list of the locations of vehicles across the Continental United States and Overseas locations to include Puerto Rico.

4. Performance Period: The period of performance is for 180 days from the date of award. 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 work shall be at the various VA facilities listed in Appendix A, or other VA vehicle locations as identified during the initial data gathering phase. However, all work that can be done in an office setting shall be completed in the contractor's office except in cases where the level of compliance review necessitates contract personnel to work at the OAEM offices, at 810 Vermont Ave, NW, Washington DC 20420.

A. CONTRACT AWARD MEETING

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

B. GENERAL REQUIREMENTS

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, together with associated sub-milestone dates.

The contractor’s subtask structure shall be reflected in the proposal and detailed Project Management Plan (PMP).

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:

Confirmation and response from the contractor within 48 hours of transmission.

4. The contractor shall provide, via email, minutes of all government-contractor meetings. The contractor shall provide these minutes within five calendar days after completion of the meeting

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

After award, Contractor shall submit the following information to the CO and COR for approval:

1. Proof of Insurance: Provide to the CO an insurance certificate within fourteen

(14) calendar days after award of the project.

2. Project Schedule: Provide a schedule that demonstrates complete fulfillment of all contract requirements, including specifically notating VA review periods of deliverables. All written deliverables shall be phrased in layperson language. The schedule shall include milestone dates, including activity start and end dates and activity description. The schedule shall be submitted within fourteen (14) calendar days of award. VA will review the schedule and provide approval or comments within ten (10) calendar days of receipt of the schedule. The contractor has five (5) calendar days to address the comments and submit back to VA for approval. VA has up to an additional three (3) days to provide approval. The schedule approval process should not prevent the contractor from preparing other deliverables for the project.

4 Contractor Quality Control Plan (CQCP): Contractor shall develop a CQCP and shall furnish to VA for review no later than fourteen (14) calendar days after award of project. After acceptance of the CQCP, Contractor shall notify the CO in writing of any proposed changes. Proposed changes are subject to acceptance by the CO.

5. Kick-Off Meeting: Attend a conference between the VA team and the contractor. This meeting will require Contractor to take meeting minutes and provide to VA within five (5) calendar days after the meeting. This kick off meeting shall not impact the performance of Contractor.

7. Site Visit Plan: Contractor is required to submit a site visit plan and schedule.

A visit to each site is required and coordination will be needed to ensure that the vehicles are present. All vehicles must be present to be counted.

Coordination with designated point of contacts at each facility, at a minimum, will be required.

C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: Contractor shall provide the specific deliverables described below within the performance period.

1. Task One: The contractor shall provide a detailed Project Management Plan (PMP) and briefing for the project team at the kickoff meeting, which presents the contractor's plan for completing the task order. 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 PWS. At a minimum, the PMP shall include the risk, quality and technical management approach, work breakdown structure (WBS), detailed schedule, cost requirements, and proposed personnel. The PMP shall also include an annex for driver safety to include PPE and processes to handle items such as illness or injury, including whether drivers would need to remain in place or return to their home station for care. The contractor shall keep the PMP up to date throughout the period of performance.

Deliverable One: Detailed PMP and briefing at the kickoff meeting.

2. Task Two: The contractor shall develop a detailed inventory of all vehicles on site classified as agency owned, commercially leased or donated to VA. The contractor will provide all requested vehicle information to VA in an MS Excel file, a template for which must be provided to VA for review and approval prior to beginning any site visits.

The contractor shall collect and compile the vehicle data listed below:

• Date of inventory

• Location

• Registered vehicle tag number and expiration date

• VIN

• Photo of VIN, vehicle

• Commercially leased, agency owned or donated.

• If donated, who is the donor, if available?

• Is the donated vehicle now being utilized to accomplish VA mission?

• Acquisition Date if known

• Vehicle type to include Year, Make, Model, Color

• Current mileage

• Accident (yes/no) damage.

• GVRW

• Law enforcement vehicle (Yes/No)

• Emergency Response Vehicle (Yes/No)

• Type of fuel (gas, diesel)

• Alternative Fuel (yes/no)

• Type of alt fuel (E85, elect, biodiesel, etc.)

• Telematics installed? If so, who is the service provider?

• Inventory Bar Code Number

• Administration attributes to include Administration (NCA or VHA), region designation (MSN, VISN), station number and garaged location.

• Home to work approval status

• GSA excess Status

• Any Unresolved Issues

• Vehicle appearance (Undamaged, Surface wear, Minor Damage)

• Vehicle Operational Status (operational, non-operational, in for repair)

• Additional Notes

• Local fleet manager Information. (name, email)

The vehicles are located at VA facilities throughout VISNs 6,7,8,9,12,15,16, and

17. VA also has facilities located outside of the 50 states in Puerto Rico. The information below and in Appendix A is provided to assist in determining basic workload.

NCA North Atlantic District; VHA VISNs 6 – including the states of NC, VA.

Approximately 350 vehicles

NCA Southeast District; VISNs 7-9 – including the states of AL, FL, GA, KY, SC, TN. Approximately 850 vehicles

NCA Midwest District; VISNs 12,15, – including the states of IL, KS, WI.

Approximately 675 vehicles.

NCA Continental District; VISNs 16,17, – including the states of AR, LA, MS, OK, TX, WY. Approximately 688 vehicles.

The contractor shall perform the vehicle inventory reviews via the most economical means possible at all sites. The contractor shall visit each site location to physically confirm the actual vehicles in the fleet inventory – the contractor must be physically present on site. Each agency-owned, donated, and commercially leased vehicle in VA’s inventory shall be reviewed.

Deliverable Two: Draft detailed vehicle inventory to include all agency-owned, donated and commercially-leased vehicle information. The detailed MS Excel file will be completed in this inventory review. The MS Excel file shall be accompanied by a review report (Word document) that summarizes site visits and results and identifies any unresolved issues.

Deliverable 2A: Initial Report, to include one VHA VISN and one NCA District. Provide a vehicle inventory in the required format that encompasses all vehicles within a given VHA VISN and NCA District, to be determined at the kickoff meeting. This interim report will allow VA and Contractor to ensure they are aligned on expectations for how inventory will be performed and recorded. Interim report should include review report in the required format containing a summary of the site visits, issues and resolutions, and documenting any vehicles that were not able to be inventoried and why.

Deliverable 2B: Interim Report – halfway point. Provide a vehicle inventory in the required format that encompasses all vehicles when approximately half of required sites have been visited. Provide an interim review report in the required format that includes a discussion of any vehicles that were not able to be inventoried, why, and plan for resolution.

Deliverable 2C: Draft Final Report-- Provide a draft final vehicle inventory in the required format that encompasses all agency-owned, donated and commercially-leased vehicle information. Provide a draft final review report in Word format to allow for in-text edits and comments.

3. Task Three: Prepare Final Inventory and Review Report. Contractor shall prepare a final deliverable that will cover at minimum:

• Final physical inventory

• Final review report.

Deliverable Three: Final physical inventory (MS Excel) and final review report (MS Word).

D. SCHEDULE OF DELIVERABLES

Task Title Notice to proceed + calendar days 1 PMP and briefing Kick-off +14 calendar days 2 Draft format of excel file and word document for review/approval Kick-off + 21 calendar days

2a Initial vehicle inventory and review report – one VHA VISN and one NCA District

Kick-off + 45 calendar days

2b Interim vehicle inventory and review report Kick-off + 90 calendar days

2c Draft final vehicle inventory and review report

Kick-off + 120 calendar days

3 -Final vehicle inventory -Final review report

Kick-off + 180 calendar days

Formal Rejection and Acceptance of Deliverables

1. The Government will have fourteen (14) calendar days from submission of deliverable to review each document and provide feedback and/or comments.

The contractor shall have seven (7) calendar days to respond to comments.

After delivery of the final document with comments, the contractor will be notified within twenty-one (21) calendar days whether the document is accepted. Delivery of the final document with incorporated comments shall not constitute acceptance by the Government.

2. 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 impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

3. Satisfactory completion of the contract shall be measured by successful completion of the listed deliverables and tasks identified. Completion of deliverables shall remain within the scope of the approved PWS.

Project Acceptance

All submittals and deliverables must be received and approved by the COR and the CO before final acceptance and payment of the line item will be made.

E. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS must be authorized and approved by written correspondence only from the Contracting Office (CO). Costs incurred by the contractor through the actions of parties other than the CO must be borne by the contractor.

F. REPORTING REQUIREMENTS

1. Progress Reports: Contractor shall submit progress reports to the CO and

COR. An initial progress report shall be submitted fifteen (15) calendar days after contract award and every fifteen (15) calendar days thereafter continuing until submission of the Final Report.

2. The progress report shall identify all vehicles that have been inventoried and vehicles they were made aware of that were missing, identify any problems that arose and explain how the problem was resolved. This report will also identify and explain any problems that have arisen but have not been completely resolved, and report will with an explanation. Risks, and the schedule for the remaining work that need to be resolved so that a complete inventory can be accomplished should also be discussed.

3. The contractor shall hold weekly or bi-weekly status meeting or conference calls with the COR. This recurring project call shall be scheduled within one week after submission of the first report, to discuss contents of the report, and address any challenges in project completion through the completion of all site visits.

G. TRAVEL AND PLACE OF PERFORMANCE

The work shall be performed primarily at the various VA facilities listed in Appendix A, however, all work that can be done in an office setting shall be completed in the contractor’s office space. Travel is required to complete this PWS. A visit to each location for verification is necessary. The contractor must coordinate with each site prior to travel being scheduled to ensure the vehicles are on site to be inventoried. 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/or administrative (G&A) fees or costs, and no other fees or costs shall be added to travel expenses. Travel must be separately priced within the price schedule.

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. 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 where needed to complete this PWS; a plan to complete travel in the most efficient manner should be submitted to CO and COR as part of the PMP, once approved, any changes must be presented to the CO for pre-approval at least 10 calendar days in advance of the requested travel.

H. GOVERNMENT FURNISHED PROPERTY AND DATA

The government will provide the locations of the vehicles and points of contact to obtain a complete inventory.

I. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONAL

1. Key personnel are the skilled experienced professional and/or technical personnel who are essential for successful contractor accomplishment of the work to be performed under this contract. Personnel assigned by the contractor to the performance of work on this contract shall be acceptable to VA in terms of personal and professional conduct and technical knowledge.

Should the assignment to this contract of any person by the contractor be deemed to conflict with the interests of VA, or in the event performance is deemed to be unsatisfactory at any time during the life of the contract, the CO may notify the contractor and request the person be immediately removed from the assignment. The reason for removal will be documented and a request to receive key personnel replacement will be made.

Replacement key personnel qualifications shall be equal to or greater than those of the key personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules.

All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements, and/or other disciplinary reasons.

2. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and COR. Any personnel the Contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel 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 COTR and the CO at least seven (7) 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(s), the contractor personnel change request form, 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.

J. SECURITY

1. Information System Security: The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor’s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and the OAEM Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, found under www.va.gov/pubs/asp/edsdirec.asp especially those that pertain to certification accreditation.

K. CONFIDENTIALITY AND NON-DISCLOSURE

It is agreed that:

1. The contractor (Contractor) shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

2. Contractor staff and management may have access to some privileged and confidential materials of the Government. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of the United States Government.

Some of these materials may be protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 18. Any known and willful unauthorized disclosure of Privacy Act or Title 18 covered materials is a criminal offense.

3. The preliminary and final deliverables as well as all associated working papers and other material deemed relevant by the VA which have been generated by the contractor in the performance of this PWS are the exclusive property of the U.S. Government and shall be submit to the CO at the conclusion of this project.

4. 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.

4. Performance of the PWS requires travel by contractor personnel. All travel will be in accordance with the Federal Property Management Regulations (FPMR), 41 CFR Chapter 101 and Chapter 7, and any other applicable Government travel regulation. Travel arrangements shall be the responsibility of the contractor. Upon completion of travel, the contractor will submit a voucher including all receipts to the contracting officer (CO) for review. After review and acceptance, the contractor will be allowed to submit an invoice for travel costs against the line item in the task order for travel. A “not to exceed” dollar amount for travel will be funded upon issuance of the task order for travel.

See Attachment 3 – PWS – Appendix A