Attachment 1 - Performance Work Statement.pdf

TECHNICAL, ANALYTICAL,

AND STRATEGIC SUPPORT FOR

THE DEPARTMENT OF VETERANS AFFAIRS (VA)

FLEET DATA MANAGEMENT SUPPORT

PERFORMANCE WORK STATEMENT

A. GENERAL INFORMATION

1. Title of Project: Fleet Data Management Support

2. Scope of Work: The contractor shall be responsible for reviewing and updating VA-owned vehicle data in Federal Motor Vehicle Registration System (FMVRS) and Federal Fleet Management System (FedFMS), which are managed by General Services Administration (GSA). The contractor shall provide all resources necessary to accomplish the deliverables described in the Performance Work Statement (PWS).

3. Background: One of the major duties of the VA Fleet Management Program is to report VA Fleet data to the Department of Energy (DOE), GSA, and Office of Management and Budget (OMB). This is accomplished each December with the annual FAST Report. Since 2018, the bulk of the report is based on vehicle asset level data (ALD). Complete and accurate vehicle data is not only essential for a high-quality report, but also allows VA to compare trends at a facility, regional, and national level.

The objective of this contract is to assist VA with fleet data management.

Fleet data for all VA Administrations and staff offices is currently collected via the GSA Fleet Management Information Systems (FMIS), FedFMS, and

FMVRS.

4. Performance Period: The period of performance for this contract extends for 365 calendar days.

5. Type of Contract: Firm Fixed Price.

6. Place of Performance: Shall be accomplished at the contractor’s office space.

B. CONTRACT AWARD MEETING

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

C. GENERAL REQUIREMENTS

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and associated milestone dates. The contractor's subtask structure shall be reflected in the proposal and detailed project management plan (PMP).

2. All written deliverables will be phrased in layperson language.

3. All reports shall include an Executive Summary not to exceed one (1) page.

Please contact the Contracting Officer’s Representative (COR) if there is a question whether a deliverable is a “report” for this purpose.

4. Where a written milestone deliverable is required in draft form, the VA Fleet

Management Program will complete their review of the draft deliverable within 7 calendar days from date of receipt. The contractor shall have 7 calendar days to deliver the final deliverable from date of receipt of the government’s comments.

5. All deliverables, except where specified otherwise, shall be emailed to the VA

Fleet Management Program COR in Washington, D.C. All deliverables shall be received via software compatible (type and version) with that used by the VA Fleet Management Program.

6. Weekly update meetings will be conducted. The contractor shall provide, via e-mail, minutes of all government-contractor meetings within two calendar days after completion of the meeting.

7. Except for pricing information, the contractor shall not deliver to the VA Fleet

Management Program any proprietary products or information of any type in completing the requirements of this contract.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Schedule of Deliverables of this PWS.

Task One: Project Management Plan

The contractor shall provide a PMP and briefing for the project team, which presents the contractor's plan for completing the contract. 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 contract as defined in the technical proposal. 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 contractor shall keep the PMP up-to-date throughout the period of performance.

Deliverable: PMP and briefing

Task Two: Update all VA fleet data for agency-owned, donated, and commercially leased vehicles in the GSA FMVRS database. This task applies to fleet data for all VA Administrations and staff offices.

The contractor shall review and update fleet data entries for over 5,000 owned, donated and commercially leased vehicles in FMVRS for quality and completeness. Records for many of these vehicles are incomplete and/or inaccurate. In order to do this task, the contractor shall:

1. The contractor will be provided with the latest data retrieved from a recent physical inventory to compare to the data in the system. They will review all inputs into the FMVRS system and update the data for quality and completeness. Each data element must be loaded individually and cannot be bulk uploaded.

a. Data elements to update include:

i. VIN

ii. Tag Number and Expiration Date

iii. Acquisition Date

iv. GVWR

v. Fuel Type

vi. Location

vii. Vehicle Make, Model, Year, Color

2. Contractor shall communicate and follow up with VA field personnel regarding any fleet data inconsistencies between data in FMVRS and data from the recent inventory. For example, a vehicle may show up in the recent inventory that does not appear in FMVRS, or vice versa. This may require adding vehicles to the system, marking them as sold, changing locations, fixing many attributes, etc.

3. Contractor shall provide validation reports to the VA Fleet Management Program regarding the status of the vehicle data entry, the number and extent of changes needed, and records showing resolution of inconsistencies with each VA facility fleet manager.

Deliverable(s):

• FMVRS export report showing all data uploaded. (MS Excel)

• Validation report submitted to COR bi-weekly during this task (MS Excel)

• Final FMVRS validation report (MS Excel)

Task Three: Update all VA fleet data for agency-owned, donated, and commercially leased vehicles in GSA FedFMS database system. This task applies to fleet data for all Administrations and staff offices.

The contractor shall review and update fleet data entries for over 5,000 owned, donated, and commercially leased vehicles in FedFMS for quality and completeness. FedFMS data is more operationally focused, with FMVRS information partially populating that database. Fleet asset level data must be loaded into FedFMS:

1. Review fleet data elements exported from FedFMS and compare against data provided from the physical inventory report mentioned in task two, which includes the following data points at a minimum:

• Location

• Registered vehicle tag number and expiration date

• Vehicle Information Number (VIN)

• 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) and associated damage

• Gross Vehicle Weight Rating (GVWR)

• Law Enforcement Vehicle (Yes/No)

• Emergency Response Vehicle (Yes/No)

• Type of fuel (gas, diesel)

• Alternative Fuel (yes/no)

• Type of alternative fuel (E85, electric, biodiesel, etc.)

• Telematics installed (yes/no)? If so, who is the service provider?

• Inventory Bar Code Number

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

• Home-to-Work approval status

• GSA excess status

• Vehicle Appearance (Undamaged, Surface Wear, Minor Damage)

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

• Local VA facility fleet manager information (name, email).

2. Ensure that all vehicles have accurate mileage, fuel, and maintenance expenses entered in FedFMS, to the extent practicable, by reviewing data and options for correction with the VA facility fleet manager.

• FedFMS export reports showing all data uploaded (MS Excel)

• Validation report submitted to COR bi-weekly during this task (MS Excel)

• Final validation report for FedFMS (MS Excel)

Task Four: Review all updated VA fleet data for agency-owned vehicles to assist in the determination of which vehicles could be consolidated with GSA. This task applies to fleet data for all Administrations and staff offices.

The contractor shall review all fleet data from FedFMS against a criteria list developed by the VA Fleet Management Program to assist in the determination.

In order to do this, the contractor shall:

1. Run site inventory reports in FedFMS against the criteria list.

2. Provide a report of qualified vehicles to be considered by the site for consolidation.

3. Provide a report of all vehicles not eligible for consolidation and the criteria that were not met.

• Site reports showing all qualified and unqualified vehicles for consolidation.

(MS Word).

• Final consolidation inventory for GSA (MS Excel).

Task Five: Provide final reports that include validation of all data in FMVRS and FedFMS. Conduct a final briefing to include lessons learned and major findings.

Deliverable(s):

• Provide final reports that validate that all data in FMVRS and FedFMS is complete and up to date.

• Conduct a final briefing meeting with MS PowerPoint slides.

F. SCHEDULE FOR DELIVERABLES

Task Deliverable / Event Notice to proceed in calendar days

1 Kick-Off Meeting Award + 15 calendar days 1 Draft Contractor Project Management Plan and

Briefing Award + 21 calendar days

2 Review and update all FMVRS fleet data for all VHA VISNs / Regions, NCA, VBA, and staff offices (to include validation reports)

Award + 270 calendar days

3 Review and update all FedFMS fleet data for all VHA VISNs / Regions, NCA, VBA, and staff offices (to include validation reports)

Award + 270 calendar days

4 Assist with determination of qualified and unqualified vehicles for consolidation Award + 300 calendar days

5 Submission of final fleet reports. Award + 330 calendar days 5 Conduct a final briefing Award + 350 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 incorporate comments. After delivery of the final document with incorporated 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 in writing to the CO and include the original deliverable due date, along with 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.

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.

G. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. The CO maintains a project file with all official documents. The COR and contractor will also have a copy of each change authorization in a project folder along with all other project deliverables. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

H. 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 updated with inventory data.

3. The contractor shall hold 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.

I. TRAVEL AND PLACE OF PERFORMANCE

Work will be accomplished at the contractor’s office space. Travel is not expected to complete the work described in the PWS.

J. GOVERNMENT RESPONSIBILITIES, FURNISHED PROPERTY, AND DATA

The Government will provide access to training on FMVRS and FedFMS systems. VA personnel will be available to assist in the training as necessary for completion of the work described in this PWS.

K. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. These are defined as key personnel and are those persons whose resumes are submitted. 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 who 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 within 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.

L. SECURITY

Information System Security

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.

M. CONFIDENTIALITY AND NONDISCLOSURE

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 submitted 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 contract. No information shall be released by the contractor. Any request for information relating to this contract and presented to the contractor shall be submitted to the CO for response.