Attachment 1 - Performance Work Statement - FY2025-26 508 Compliance.pdf

ACCESSIBILITY OF FISCAL YEAR 2025 and 2026 VOLUME 4, CONSTRUCTION AND

LONG-RANGE CAPITAL PLAN SECTION 508 COMPLIANCE

Performance Work Statement

07/31/2024

A. GENERAL INFORMATION

1. Title of Project: Department of Veterans Affairs (VA), Office of Asset Enterprise Management Fiscal Year 2025 and 2026 Volume 4 Section 508 Compliance (FY2025-26 508 Compliance)

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS). The goal of this contract is to enhance the current volume 4 of the Fiscal Year (FY) 2025 Budget Submission and upcoming FY 2026 Budget Submission to be Section 508 compliant. The contractor shall be responsible for the following: Assess best practices to convert pd documents to be Section 508 compliant.

3. Background: VA must provide all publicly accessible documents in Section 508 compliance to meet the Rehabilitation Act of 1973. The Capital Asset Policy, Planning and Strategy Service (CAPPSS), with VA’s Office of Asset Enterprise Management (OAEM), is the Department-level office for VA construction budget request and capital plan. Laws, Presidential directives, and regulations containing these requirements include, but are not limited to, the following:

a. 29 United States Code (U.S.C.) Section 794, Nondiscrimination under Federal grants and programs”

b. General Services Administration, “Accessibility Testing for Electronics Documents”

c. Rehabilitation Act of 1973 (P.L. 93-112 (September 26, 1973)

d. Office of Management and Budget (OMB) A-11, Part 7, Exhibit 300 and

Capital Programming Guide

e. OMB Memoranda M-20-03, “Implementation of Agency-wide Real

Property Capital Planning” (2020)

f. OMB Memoranda M-24-08 “Strengthening Digital Accessibility and the

Management of Section 508 of the Rehabilitation Act”

VA has a unique mission to deliver comprehensive assistance and benefits to the nation’s Veterans and their families. Through its Veterans Health Administration (VHA), VA is one of the largest direct providers of health care in the world. The Department also support the administration by submitting annual budget requests that provide additional details for funding requests. This submission also includes a long range capital plan as required through OMB Memorandums. subject to many energy, environmental, and fleet goals and requirements.

4. Performance Period: The period of performance is for 365 calendar days from 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 the contractor’s office.

Facility site visits will not be necessary.

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

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and 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 written in plain language, following the Federal Plain

Language Guidelines. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. Where a written milestone deliverable is required in draft form, OAEM will complete their review of the draft deliverable within 10 calendar days from date of receipt. The contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the government’s comments.

4. 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 10 calendar days from date of receipt. The contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

5. The contractor shall provide minutes of all meetings between the government and the contractor. The contractor shall provide these minutes via email, no later than five calendar days after completion of each meeting.

6. Except for pricing information, the contractor shall not deliver to the OAEM any proprietary products or information of any type in completing the requirements of this contract. 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 requirement, 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.

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 Section A.4 of this PWS.

1. Task One: The contractor shall provide a PMP and briefing for the project team, which presents the contractor's plan for completing the requirements of this 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.

The contractor shall keep the PMP up to date throughout the period of performance.

Deliverable One: A PMP and briefing

2. Task Two: Assess FY 2025 and 2026 Volume 4 Construction and Long Range Capital

Plan documents to bring document into section 508 compliance;

a. All evaluation will take place remotely using available data and resources.

b. Contractor will gather information from review of resources to make all text, tables, graphs and pictures 508 compliant.

c. Contractor will prepare draft document for the CAPPSS team to submit to the

VA 508 Compliance office for review/adjudication.

i. If the VA 508 compliance office find additional issues, contractor will correct all issues and provide additional document for VA 508 compliance testing.

ii. A document is not considered final until it clears the VA 508 compliance office.

iii. If the draft version has no issues upon review by the VA 508 compliance office, then the fully compliant document will be considered the final document submitted.

Deliverable 2: Deliver an Adobe Acrobat, 508 compliant document to the Capital Asset Policy, Planning and Strategy Service, highlighting the corrections made in electronic media file for the Fiscal Year 2025 Volume 4 Construction and Long Range Capital Plan document.

Deliverable 3: Deliver an Adobe Acrobat, 508 compliant document to the Capital Asset Policy, Planning and Strategy Service, highlighting the corrections made in electronic media file for the Fiscal Year 2026 Volume 4 Construction and Long Range Capital Plan document.

E. SCHEDULE FOR DELIVERABLES

1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified.

2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

3. 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.

F. 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.

G. REPORTING REQUIREMENTS

1. The contractor shall provide the Contracting Officer’s Representative (COR) with an updated PWP monthly to support any invoicing.

2. The contractor shall hold bi-weekly status meeting or conference calls with COR.

H. TRAVEL AND PLACE OF PERFORMANCE

The work shall be performed at the contractor’s office space. 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.

I. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

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

J. 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 VBA Headquarters 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 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 contract are the exclusive property of the U.S.

Government and shall be submitted to the CO at the conclusion of the contract.

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 contract. No information shall be released by the contractor. Any request for information relating to this contract 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.

http://www.va.gov/pubs/asp/edsdirec.asp

Schedule of Deliverables

Deliverable No.

Item Quantity Delivery Date

One

PMP and briefing

5 calendar days after Award

Two

Create a section 508 compliant document report that is in compliance with VA’s Section 508 compliance office for the Fiscal Year 2025 Volume 4 Construction and Long Range Capital Plan document.

Draft: 60 calendar days after award

Final: 60 days after draft

Three

Create a section 508 compliant document report that is in compliance with VA’s Section 508 compliance office for the Fiscal Year 2026 Volume 4 Construction and Long Range Capital Plan document.

One Draft: 30 days after release of FY26 Budget Submission

Final: 60 days after draft