Attachment 1 _ Performance Work Statement _ Part A.pdf

PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS AFFAIRS,

OFFICE OF ASSET ENTERPRISE MANAGEMENT (OAEM) PROGRAM SUPPORT AND

SERVICES FOR ENERGY, ENVIRONMENT, AND FLEET PROGRAM SERVICE (EEF)

INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ)

GENERAL INFORMATION

1. Title of Project: Department of Veterans Affairs (VA), Office of Asset Enterprise

Management (OAEM) Program Support and Services for Energy, Environment, and Fleet Program Service (EEF) Indefinite Delivery/Indefinite Quantity (IDIQ). (EEF IDIQ)

2. Project Overview: EEF is establishing this IDIQ to support a broad range of sustainability-related initiatives related to energy and water, environment, fleet, sustainable buildings, and climate change adaptation.

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

• Complete assessments of VA buildings for sustainable buildings certifications through site visits.

• Complete a climate vulnerability assessment of VA’s most critical infrastructure using scientific data to determine potential future exposure and gathering facility information to determine infrastructure sensitivity.

• Gather sustainability-related data, through internal and external systems and contacts, conduct data analysis, and write reports with findings and recommendations.

• Develop training and outreach information on sustainability-related topics.

• Develop comprehensive outreach and education plan for employee climate change literacy across the agency.

• Review and develop recommendations for achieving alignment between the agency sustainability plan, the capital planning process, and agency energy and sustainability-related directives.

• Conduct a five-year review of VA’s Energy Savings Performance Contracts (ESPCs) and Utility Energy Savings Contracts (UESC), including reviewing contract and project documents, completing questions on contract oversight and project management, verifying information with points of contact, and completing a final report.

• Update VA’s environmental justice strategy and action plan, including facilitating internal discussions, reviewing other agency strategies, and assessing potential projects.

• Support development of strategies, plans or related materials to electrify VA’s fleet of vehicles.

• Support analytical, administrative or strategic planning related to energy and water, environment, fleet, sustainable buildings or climate change adaptation, as needed.

3. Background: VA must meet a number of requirements pertaining to improving environmental sustainability, while meeting VA’s mission. EEF is the Department-level office for

VA energy, environmental and fleet policy and oversight and is responsible for various external reporting requirements. Laws, Presidential directives and regulations containing these requirements include, but are not limited to, the following:

• Executive Order (EO) 13990. “Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis”

• Executive Order (EO) 14008, “Tackling the Climate Crisis at Home and Abroad”

• Energy Policy Act of 2005 (EPAct 2005)

• Energy Independence and Security Act, 2007

The United States Department of Veterans Affairs (VA) has as its unique mission the delivery of 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 is also subject to many energy, environmental, and fleet goals and requirements. This requires innovative and persistent efforts to meet these standards and always maintaining alignment with providing excellent care and services to Veterans.

4. Performance Period: This IDIQ shall be in effect for five years. The work on each task order placed under this IDIQ is anticipated to begin within thirty calendar days of award.

However, each individual task order shall state the specific performance period. 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: 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 $6,000,000.00 over a five-year performance period. The contract has a one-time minimum of $2,500.00. The contractor must demonstrate it possesses both general and specialized capability, knowledge, and skills. Qualifications required for specific task orders will include LEED AP certification or another equivalent certification, a U.S. Department of Energy-approved project facilitator, as well as expertise in data analysis, policy, reporting, outreach and training, and climate change adaptation.

6. 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 (in such case, the place of performance will be specific in the PWS of the task order). Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this Performance Work Statement until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived.

GENERAL REQUIREMENTS

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

1. The contractor shall identify their proposed technical approach in writing for every task order quoted. The contractor’s task order quote shall include their proposed labor categories, rates and number of hours by task, together with associated delivery dates and sub milestone dates (if any), and proposed personnel résumés. The contractor shall include in each quote the résumés for all proposed professional and/or technical personnel who will perform the tasks in the task order. Résumés are not required for clerical personnel.

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 in an individual task order, 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 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.

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

5. 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 OAEM 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 OAEM work and not required by 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 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 OAEM work until approval is received from the CO.

6. The contractor shall ensure contract employees maintain an open and professional communication with the staff at the VA facilities. Complaints validated by the COR or VA staff will be reported in writing to the CO for action. If the contractor fails to correct validated complaints raised by the COR and CO, it will be considered a failure in performance.

7. The CO may require the contractor to meet with the CO, 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.

8. All written deliverables shall be delivered through electronic means, rather than in paper hardcopy, in accordance with Subpart 4.502 of the Federal Acquisition Regulation.

VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR ENSURING ADEQUATE

COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.

Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232- 99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/

SPECIFIC TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables:

For each task order awarded under this IDIQ, 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 IDIQ. The deliverables described below are typical requirements;

however, each task order may have requirements in addition to or instead of those listed below.

1. Task One: Provide a Project Management Plan (PMP) and Briefing

The contractor shall provide a Project Management Plan (PMP) (including a schedule) and briefing for the project team, 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 task order as defined in the technical proposal. The contractor shall keep the PMP up to date throughout the period of performance.

Sample Deliverable: PMP and Briefing

2. Task Two: Sustainable Buildings Certification Assessments

The contractor shall assess review and assess buildings based on the sustainability criteria of the Guiding Principles 2020, as well as verify compliance of previously certified buildings.

Sample Deliverables: Attendance at status calls held by EEF to track progress of sustainable buildings certification assessments. Visit each site in-person to complete a thorough, independent assessment. For each assessed site, provide a scoresheet with totals for each category, notes on each section, and an overall rating. For each site that does not meet the certification standard, provide recommendations for future certification.

Provide each site that achieves the certification standard a plaque suitable for hanging in the building entrance.

PERFORMANCE STANDARDS AND METHODS AS SPECIFIED IN EACH TASK.

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 addressed satisfactorily to VA

Review of Monthly Status Reports and Status Meetings

100% inspection

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

100% inspection

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 calendar 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

Contractor provides a single point of contact responsible for task order performance.

Ability to meet the within scope changing demands of the program as it evolves

Review of Final deliverables, Status Reports and Status Meetings

Review and approval of Key Personnel changes

VA customer satisfaction

EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES.

Evaluated optional tasks and associated deliverables, if required, will be specified in each task order.

1. Unless otherwise specified in the task order, the number of draft copies and the number of final copies shall be the same.

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

CHANGES TO PERFORMANCE WORK STATEMENT

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.

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.

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.

CONTRACTOR EXPERIENCE REQUIREMENTS—KEY PERSONNEL

1. These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and options. The contractor shall include in the technical proposal for each task order the résumés on all proposed professional and/or technical personnel who will perform the tasks in the task order. Résumés are not required on clerical personnel. The personnel whose résumés are submitted are defined as key personnel. The contractor agrees that the key personnel listed below shall not be removed, diverted, or replaced from work without approval of the CO and COR.

2. Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that 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 no later than 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.

Note:

a) Personnel assigned by the Contractor to perform work on this IDIQ shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. The Contracting Officer may notify the Contractor and request that a person be immediately removed from assignment on this contract should any contractor personnel be determined to be unacceptable in terms of technical competency or personal conduct during. The contractor shall immediately remove and replace the unacceptable on-site personnel at no additional costs to the Government. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced.

Employment and staffing difficulties shall not be justification for failure to meet established schedules.

b) Contractor personnel should be able to communicate effectively in English, both written and oral.

c) The contractor will notify the Contracting Officer whenever an employee of the United States Government is utilized by the contractor in the performance of the contract. The notification shall include sufficient information for the Contracting Officer to review the matter in accordance with FAR Part 3 and Subpart 9.5.

d) The contractor shall verify employee eligibility through the E-Verify system

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 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 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.

CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

http://www.iprm.oit.va.gov/

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.

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.