Attachment 1 - Performance Work Statement - SharePoint Online Support Services.docx

SHAREPOINT ONLINE SUPPORT SERVICES FOR THE OFFICE OF ASSET ENTERPRISE MANAGEMENT

Performance Work Statement 1/3/2025

A. GENERAL INFORMATION

1. Title of Project: Department of Veterans Affairs (VA), Office of Asset Enterprise Management SharePoint Online Support Services.

2. Scope of Work: The contractor shall implement existing OAEM SharePoint online to support the management of its programs and enquiry processes. This implementation shall include redesigning the layout, navigation, site pages, web parts based on industry best practice to accomplish the tasks and associated deliverables required in this PWS.

3. Background: The Office of Asset Enterprise Management (OAEM) is one of the principal policy offices and business advisors to the Assistant Secretary for Management and the Secretary, providing objective oversight and advice regarding the acquisition, management, and disposal of all Department of Veterans Affairs (VA) capital assets. OAEM programs have Department-wide implications, affecting policy decisions, operation, and procedures for the development and management of VA’s capital assets.

a. OAEM oversees capital asset activities to ensure a consistent and cohesive departmental approach and effective portfolio and asset performance management throughout the capital asset life cycle. OAEM has primary responsibility for developing and promulgating the governance policies and principles, processes, decision-making and performance measuring systems related to the Department’s capital asset management. The office provides guidance, standards, and technical expertise with respect to individual investments, infrastructure related programs and initiatives to include the following:

b. The Capital Asset Policy, Planning and Strategy Service (CAPPSS) serves as the focal point for the development and management of policies and processes to support capital investments of the Department across all construction and leasing programs.

c. The Enhanced Used Lease (EUL) office manages and executes EULs that help in combating homelessness for Veterans. The EUL program repurposes underutilized VA real property assets for either supportive housing for homeless Veterans or Veterans at-risk of homelessness, or for providing direct or indirect benefits to Veterans.

d. The Capital Asset Management Service (CAMS) manages VA’s portfolio of capital assets, performance monitoring of the portfolio, real property management, disposal and reuse planning, real property data management, and on-going analysis of the portfolio.

e. The Energy, Environment and Fleet (EEF) program serves as the policy and program office, helping ensure VA meets performance and reporting mandates in the areas of energy and water management, vehicle fleet management, environmental management and sustainability.

f. The Capital Operations and Planning Service (COPS) handles the evaluation, analyzation and planning of OAEM-wide administrative operations and resources including manpower management, space, and equipment.

4. Performance Period: The period of performance is for 70 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: All work under this Contract shall be performed primarily at the contractor’s site. Required meetings, work sessions, and other activities may occur occasionally at VA Central Office at 810 Vermont Avenue, NW, Washington, DC or 811 Vermont Ave NW, Washington, DC. These sites may change during the course of the contract to other sites within the Washington, DC metropolitan area within commuting distance.

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 participate in a post award conference with COPS staff for the purposes of making introductions, coordinating security requirements, discussing schedules, prioritizing Performance Work Statement (PWS) requirements, and providing details regarding the transition of work requirements from the incumbent contractor. The contractor shall not commence work until the Post Award Orientation Conference has been conducted. The Post Award Orientation Conference shall occur virtually. The contracting officer may waive the requirement for the Post Award Orientation Conference.

Deliverable One: Post Award Conference

2. Task Two: 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 Two: A PMP and briefing

3. Task Three: The contractor shall develop and customize SharePoint Online sites, pages, web parts and sustain configuration to meet OAEM design and functionality requirements in accordance with VA policy and industry best practice.

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

b. Contractor will configure security settings, permissions, and users access control within SharePoint Online. This implementation shall ensure SharePoint seamless operational and aesthetic users experience.

Deliverable Three: SharePoint Implementation

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 sites and the number of published 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 VACO 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.

Schedule of Deliverables

One

PMP and briefing

10 calendar days after award

Two

SharePoint Implementation

Draft: 30 calendar days after award Published: 30 calendar days after draft