Attachment 1 - Performance Work Statment - SCIP IDIQ - Part A.pdf

Attachment 1 – Performance Work Statement – Part A

PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS AFFAIRS,

OFFICE OF ASSET ENTERPRISE MANAGEMENT STRATEGIC ADVISORY AND

ASSISTANCE SERVICES FOR CAPITAL ASSET MANAGEMENT INDEFINITE

DELIVERY/INDEFINITE QUANTITY (IDIQ)

March 21, 2024

GENERAL INFORMATION

1. Title of Project: Department of Veterans Affairs (VA), Office of Asset Enterprise Management Multi-Cycle Strategic Capital Investment Planning (SCIP) Process Support and Execution Indefinite Delivery/Indefinite Quantity (IDIQ).

Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described, for the appropriate SCIP cycle year, in this Performance Work Statement (PWS). The contractor shall be responsible for the following: updating the SCIP Long-Range Action Plan summaries using revised data; creating new and updating current SCIP training materials, including SCIP Automation Tool (SAT) guidance documents; providing support for reviewing and validating the SCIP Action Plans; completing summary reports of the Action Plan final submissions; providing support for the validation of Business Cases; providing Help Desk staff to assist SCIP Users in the preparation of Action Plan projects and Business Case applications; facilitating the prioritization of the SCIP Decision Criteria; providing SCIP program management support; updating the current cost-effectiveness analysis template;

conducting selected Capital Program Management Requirements Program (CPRMP) reviews and final documents; providing oversight support for execution of SCIP approve construction projects prior SCIP processes; providing support for the preparation of and during select SCIP meetings via note taking, and providing a summary report of the meeting findings.

2. Background: The Department of Veterans Affairs (VA), Office of Asset Enterprise Management (OAEM), is held accountable for meeting a number of requirements pertaining to its capital asset management. Capital asset initiatives, which include the enhanced-use lease (EUL) program and the Strategic Capital Investment Planning (SCIP) process, are coordinated to ensure capital investments are based on sound business practices and principles and, most importantly, meet Veterans’ health care, benefits and burial needs. Laws, Presidential directives and regulations containing these requirements include:

• Executive Order (EO) 13327, “Federal Real Property Asset Management”

• 38 U.S.C., Section 8000

• 38 U.S.C. Sections 8161-8169, “Enhanced-Use Lease of Real Property”

• 38 U.S.C. § 8151-8153, “Sharing of Health Care Resources”

• VA Directive 4085, “Capital Asset Management Policy”

• VA Directive 7415, “Enhanced-Use Leasing Program Policies and Procedures”

• VA Handbook 7415 and appendices, “Enhanced-Use Leasing Program Policies and Procedures”

• Section 106 of the National Historic Preservation Act (16 U.S.C. 470(f))

• Comprehensive Environmental Response, Compensation, and Liability Act

(“CERCLA”), 42 U.S.C. §§ 9601-9675

• Resource Conservation and Recovery Act (“RCRA”), 42 U.S.C. §§ 6901-6908a;

• National Environmental Policy Act (“NEPA”), 42 U.S.C. §§ 4321-4347

• OMB A-11, Part 7, Exhibit 300 and Capital Programming Guide

• American Recovery & Reinvestment Act (P.L. 111-5)(February 17, 2009)

• Government Performance and Results Act (1993)

• Public Law 108-422 Provide a long-term and short-term real property disposal plan to the Congress

• GAO Report 08-939, Federal Real Property – Progress Made in Reducing Unneeded Property, but VA needs Better Information to Make Further Reductions

• Federal Acquisitions Streamlining Act (1994)

• Energy Policy Act of 2005 (EPA Act 2005)

• EO, 13423, Strengthening Federal Environmental, Energy and Transportation Management, 2007

• EO, 13514, Federal Leadership Environmental, Energy and Economic Performance, 2009

• Energy Independence and Security Act, 2007 OAEM follows instructions and guidance issued by the Office of Management and Budget and other agency instructions, directives and guidance containing specific capital asset performance metrics.

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 a major land holding agency, with an extensive and diverse portfolio of properties including over 34,000 acres of land and over 6,000 buildings at approximately 300 locations nationwide. To manage its property, VA uses all of the traditional authorities available to federal agencies. In many instances these authorities do not adequately address the needs of specific mission or developmental issues. Because of these limitations, exacerbated by on-going budgetary constraints, privatization and income-generation programs have become increasingly important to the Department.

The Strategic Capital Investment Planning (SCIP) process includes the development of Long-Range Action plans and later budget year business cases to meet existing performance gaps (space, facility condition, access, etc.) and enhance healthcare and delivery of services and benefits to the Nations Veterans.

3. 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).

4. 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 $7,499,999.00 over a five-year performance period.

The contract has a onetime minimum of $2,500.00 which will be met upon award of the initial task order. The contractor must demonstrate it possesses both general and specialized capability, knowledge, and skills.

5. 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).

6. IDIQ Title: Department of Veterans Affairs (VA), Office of Asset Enterprise Management Multi-Cycle Strategic Capital Investment Planning (SCIP) Process Support and Execution Indefinite Delivery/Indefinite Quantity (IDIQ).

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.

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

Task Two: Provide Program Management and Records Management Support for the SCIP Process and cycle years, as appropriate within the contract period.

The contactor shall conduct, in conjunction with VA officials, program management activities necessary to ensure the success of the budget year SCIP processes.

Contractor is expected to support deliverables identified within throughout the period of performance since deliverables may cross-over SCIP budget years. Requests related to deliverables associated with this task are expected to be provided on a quick turn basis since this is a program management process.

The contractor shall provide program management support for the SCIP process and cycle years, as appropriate within the contract period, including development of SCIP guidance, gap data, program definitions, and process requirements; SCIP correspondence; maintenance of SCIP process schedules; meetings support; milestones tracking/performance reporting; maintenance of a SharePoint site used to facilitate the SCIP process, and records management support, throughout the period of performance.

The contractor shall help facilitate both regularly scheduled and ad hoc meetings necessary to manage the SCIP process activities, as needed during the contract period, as called by OAEM. Up to 24 scheduled status meetings for the SCIP process are expected to be conducted throughout the contract period. Additionally, contractor and staff shall support ad hoc process meetings (up to 40) as requested by program manager throughout period of performance. The contractor shall use Microsoft Project, or equivalent, to manage the SCIP schedules, tasks, reporting requirements, and SCIP staff assignments based on input from OAEM. The contractor shall develop and maintain both a detailed and a high-level schedule of milestones and performance reporting to milestones for the SCIP process. The contractor shall solicit and make updates to both schedules, as determined by OAEM, through status calls. The contractor shall distribute the resulting updated schedules via email to the SCIP management team.

Contractor shall support development SCIP correspondence including up to three leadership-level draft memorandums (examples include: calls for development of action plans, call for development of business cases, and decision criteria approval) based on updated policy and program updates and feedback from OAEM/VA leadership. All articles and communication shall be delivered compliant with the VA Style guide requirements, include supportive routing slips, and must be reviewed by the Contractor’s lead for the SCIP process deliverables.

The contractor shall save key artifacts and business products resulting from SCIP process activities during the contract period to the SCIP SharePoint Records Management site, which is required to warehouse key outputs.

Contractor shall perform activities necessary to maintain the dedicated SharePoint site used to facilitate the SCIP process throughout the period of performance. Maintenance needs for the SCIP SharePoint shall include:

• Define process for approving and vetting authorized users through access form.

• Manage/maintain appropriate identified user and stakeholder groups and their respective permission levels within the SCIP SharePoint.

• Disposition of group structures to ensure old users do not have unnecessary permissions.

• Managing access requests and manage the permissions granting to established groups in SharePoint. To maintain tight control over permissions, no other staff should be granting permissions on ad-hoc basis without coordinating with contractor to ensure correct permission is granted with appropriate approval and classifying the user in the correct groups.

Contractor shall calculate and or validate gap data provided to ensure Format is presented in a manner such that data may be easily input into the SCIP Software by OAEM staff.

Sample Deliverable(s): Program Management / Process planning support:

• Development of SCIP guidance, gap data, program definitions, and process requirements;

• Drafts of SCIP correspondence including memorandums for development of long-range action plans and budget year projects;

• Multiple iterations: SCIP process flow review and adjustments to milestones based on high priority requirements;

• Multiple iterations: SCIP process flows and schedules;

• Final detailed and high-level schedules in MS Project;

• Requests related to deliverables associated with this task are expected to be provided on a quick turn basis since this is a program management process.

Sample Deliverable(s): Lead programmatic process / program execution in conjunction with VA officials throughout Period of Performance:

• Maintenance and distribution of the SCIP schedules and milestones: Track performance to SCIP milestones and adjust schedule on weekly basis including changes based on Ad Hoc requirements.

• Conduct / support bi-weekly SCIP process management (up to 24) meetings by leading status calls and tracking performance to milestones and changes.

• Support/attend Ad Hoc meetings (up to 40) to discuss/contribute to ongoing process management concerns.

Sample Deliverable(s): SCIP artifacts and business products from SCIP process activities, as appropriate to the contract period, saved and uploaded to the SCIP Records Management SharePoint.

Sample Deliverable(s): Maintain the SharePoint site used to facilitate the SCIP process throughout the period of performance.

Sample Deliverable(s): Contractor shall calculate and or validate gap data provided to ensure Format is presented in a manner such that data may be easily input into the SCIP Software by OAEM staff.

2. Task Three: Develop new and or update up to five (5) separate field training materials packages necessary to execute the SCIP processes.

Training will be required for new SCIP users, action plan development, business case development, cost effectiveness analysis development (CEA), and use of the SCIP Automated Tool (SAT).

Sample Deliverable(s): One draft and one final set of training materials for each of the five (5) training sessions.

4. Task Four: Maintain, develop, update SCIP decision processes for SCIP processes throughout the period of performance.

Contractor is expected to support deliverables identified within throughout the period of performance since deliverables may cross-over SCIP budget years.

Contractor shall help develop / facilitate updates to decision criteria definitions and decision models and facilitate up to two models of two SCIP Decision Criteria weighting sessions.

The Contractor shall support / facilitate updates to SCIP decision criteria definitions and decision models by coordinating/facilitating consensus driven updates with VA Administrations and Staff Offices. Updates may include careful consideration for inclusion of high priority VA, Staff Office, or Administration objectives through the Strategic Plan or Admin specific / requested updates. Multiple meetings and iterations may be necessary develop consensus.

Agreed updates will need to be made both in the criteria definition’s documents and in three Capital Decision models (lease, construction, non-recurring maintenance).

Contractor shall maintain, archive, and represent the final decision criteria document as requested by SCIP Program Management offices.

The contractor shall facilitate up to two Board and two Panel criteria weighting sessions for two Decision models (lease and construction) using the pair wise comparison methodology, supported by an appropriate software/hardware product. Up to eight (8) sessions total.

Contractor shall maintain decision criteria models in VISIO and Adobe acrobat as requested by Program management office for lease, construction, and non-recurring maintenance decision models with agreed weights.

Contractor shall produce for review by OAEM Leadership, the SCIP Panel, and the SCIP Board; both a summary PowerPoint and detailed MS Word document describing the decision and scoring process for each capital program that includes thresholds, submission requirements, business case questions/ requirements, gap data requirements, and scoring methodology for both panel scored and autoscored data fields.

Multiple iterations may be required.

Sample Deliverable(s): Support / facilitate updates to SCIP decision criteria definitions

Sample Deliverable(s): Update, maintain, archive, and represent the draft and final decision criteria documents for Capital programs for lease, construction and non-recurring maintenance programs as requested by SCIP Program Management offices throughout the Period of Performance.

Sample Deliverable(s): Priority weights for two separate decision models based on the weighting sessions, to include a report of the combined group weights and the weights derived from each participant. Up to eight (8) sessions total.

Sample Deliverable(s): Update, maintain, archive, and represent the draft and final decision models with weights for Capital programs for lease, construction and non-recurring maintenance programs as requested by SCIP Program Management offices throughout the Period of Performance.

Sample Deliverable(s): Develop a final summary PowerPoint and detailed MS Word document describing the decision and scoring process for each capital program by threshold, the submission requirements, business case questions/ requirements, gap data requirements, and scoring methodology for both panel and data scored criteria.

5. Task Five: Provide, update, and test the Cost-effectiveness analysis (CEA) template, including embedded cost estimate sheet and summary checklist that is also used as a stand-alone file.

The contractor shall update the current CEA template to ensure template is logical and that the formulas and equations within the template are correct, up-to-date, and meet the requirements of the capital programs within each Administration and guidance related to scoring of major leases. The source file for all background economic, cost estimating, and other SCIP project data calculations will be updated to ensure CEA calculations are up to date for the SCIP Process/cycle year. Updates to the CEA template and testing will be performed by the contractor upon receipt of updated economic assumptions and CFM’s cost/location factors.

The contractor shall also create a stand alone cost estimate sheet file from the final CEA template. The Contractor shall upload both finalized files to the respective SCIP SharePoint site.

Sample Deliverable(s): Completed, tested, updates to the previous SCIP year CEA template for VHA projects, as appropriate, including the stand-alone cost estimate sheet and summary checklist. Update the source file for all background economic, cost estimating, and other SCIP project data calculations. create stand-alone cost estimate sheet from finalized CEA template and upload both files to the respective planning year SCIP SharePoint site.

Sample Deliverable(s): Develop separate templates and stand-alone cost estimate sheets using the previous year SCIP CEA template for projects submitted by the Veterans Benefits Administration (VBA), National Cemetery Administration (NCA), and the Office of Information and Technology (OIT) that include specialized features unique to those office’s projects. The specialized features do not require a complete remake of the template but will require specialized input fields for the unique nature of those types of projects.

6. Task Six: Provide assistance and support for “large group” field training requirements.

It is expected that there may be up to twelve (12) instances, of up to three hour “large group” field user training sessions, required for three (3) SCIP business processes.

Historical examples of training include Action Plan, Business case, and CEA training.

Contractor shall provide support for each training sessions as follows: providing technical support during calls, note taking, attendance taking, and training content support. For

“large group” training sessions, the SCIP program management officials role will be to conduct training sessions while contractor will act in a supportive role.

Sample Deliverable(s): Assistance for up to 12 “large group” for each training session

7. Task Seven: Provide Action Plan and Budget Year “Business Case” / project related justification submission requirements “Help Desk” Support to the Field and Review and Correction of All Budget Year Project Proposals with Project Owners.

The Contractor shall be available to provide support (via email and telephone) to the field for completing Action Plan projects, Budget Year Business Case / project related justification submission requirements, CEA templates, and cost estimate sheets. The contractor shall assist the field in answering basic to moderate-level questions regarding Action Plan project entries, Budget Year Business Case / project related justification submission requirements and entries, completion of cost estimate sheets, and completion of CEA templates, including assisting in any SAT technical issues (reporting system outages, access to the system, etc.). Advanced questions will go to the SCIP mail group.

The Help Desk Operating Hours shall be 8am-6pm EST/EDT, Monday through Friday, excluding Government holidays, beginning when the SAT opens for project development and ending when final submissions are due. There will be an automated message for calls received beyond the business hours with the option to leave a message.

Acknowledgment of messages (call or email) shall be provided immediately and responses to messages shall be provided within two (2) business hours of receipt of call or email. Unanswered calls and emails received during the Help Desk business hours will receive a response within 30 minutes of receipt of the call. Based on past experience, upcoming changes to the SCIP Automated Tool (and the SCIP process), the average level of effort may be up to 8 hours per day.

There are a number of sites, locations, and offices within VA in which the responsible capital offices lack sufficient capital planning resources and or expertise necessary to complete business case and documentation requirements for critical budget year projects ahead of SCIP milestones.

To mitigate this concern, Contractor shall review plans development and budget year projects continuously during development periods to identify Offices with capital project weaknesses. Contractor shall take proactive corrective actions steps with Planners in offices identified to ensure budget year business case justification and documentation required for projects proposed for the current budget year are complete and compliant.

Specifically, contractor shall ensure that all budget year business case justification requirements submitted by All Non-VHA Administrations (NCA, VBA, Staff Offices, VHA Central Offices Projects (not VISN)) are correct and ready to be scored by pro-actively reaching out to capital planners / project owners in respective offices and helping them to complete business case justification requirements and ensure plan and project submissions are compliant with SCIP rules and requirements. Additionally, this service will be made available for VHA/VISN offices where it is observed and agreed (by Contractor and OAEM staff) that local planning staff has changed or does lacks sufficient experience with the SCIP process necessary to complete business case justification requirements in a timely and or compliant manner. Meetings and interactions shall include the Contractor and VA personnel as necessary.

The expectation is that by the time the SCIP process development milestone ends, all documentation requirements necessary for projects submitted by aforementioned / identified offices are completed and compliant. During budget year project proposal development timeframes, Contractor shall maintain and communicate logs at regularly scheduled SCIP meetings containing lists of impacted Offices and Budget year project proposals that require mitigations and specific actions being taken to resolve outstanding concerns.

Sample Deliverable(s): (*Note Year-Round Requirement): Programmatic / technical support (via e-mail and telephone) as the SCIP Users complete action plan projects, business case justification requirements, cost estimate sheets, and CEA templates. The estimated timeframe (subject to change) of Help Desk support from November 20XX through August 20XX, up to 8 hours per day. The table below provides guidelines for Help Desk representatives expected level of help to be provided. The approach is to offer “Help Desk” support to the Field by:

1. Providing a live person to answer phone and email address and number for voicemail if person is already on phone (with prescribed hours and response Service Level Agreement) for OAEM to provide the field for Help Desk support. Calls to be answered immediately and voicemails to be answered within 30 minutes of receipt.

2. Answering questions and offering support as the field completes Action Plans, Business Case justification requirements for budget year proposed projects, cost estimate sheets, and CEA templates.

3. Referring questions outside of the expected scope of the help desk to appropriate OAEM staff for resolution.

Sample Deliverable(s): Project logs of budget year project submission proposals requiring remediation and specific actions being taken by Contractor to correct projects ahead of completion of the final SCIP submission milestones.

8. Task Eight: Provide support for individuals or small groups requiring additional training to use the SCIP Automated Tool throughout the project development period.

After the aforementioned, “large group” training takes place for each training requirement session, Contractor shall provide training for “small group” and individuals that require additional assistance to use the tool.

The Contractor shall be available to provide support (via email and telephone) to the field to provide technical instructions and training on how to use the new SCIP automated tool.

General usage of the SCIP Projects module with the new SAT with respect to creating new projects and editing existing projects, including how to choose the correct project

Description Provide technical support (via email and telephone) as the field completes project submissions, cost estimate sheets, and CEA templates. The contractor shall assist the field in answering basic to moderate-level questions regarding Action Plan project technical input, Business Case justification requirements for budget year proposed projects, and completion of cost estimate sheets and CEA templates.

Some of the anticipated support includes:

1. General usage of the SCIP Projects with the SAT with respect to creating new projects and editing existing projects, including how to choose the correct project category based on program definitions, exporting the form to Word and/or pdf format, and how to enter gap adjustments.

2. General usage of the project entries within the SAT with respect to locating projects for submitting budget year proposals, creating budget year proposals entries, deletion of an item, locating an existing budget year proposal, navigating through the forms, attaching supporting documentation, exporting information to Word and/or pdf documents, and downloading required templates to be attached.

3. Technical aspects of data entry such as how to enter data in tables, how to add a row in the dynamic tables, use of calendar fields, number entry fields (as integers or dollars), and how to use the automatic upload feature to populate the Best Value Solutions table.

4. Basic knowledge of the linked documents in the business case application to be able to refer callers to that data.

5. Basic questions on the cost estimate sheet and cost-effectiveness analysis (CEA) template for data entry, explanation of input fields, assistance with list of required alternatives to analyze (not the decision on which alternatives to analyze)

The contractor will NOT be expected to:

1. Reset passwords or create user accounts for SharePoint or the SAT, but to be able to refer those questions/requests to the appropriate VA staff with basic instructions and a copy of the access form.

2. Assist in formulating cost data

3. Answer questions that require first-hand knowledge of the policies and/or management practices of any VA office or capital program or data system

4. Answer questions about the SCIP process activities such as project scoring or the budget process category based on program definitions, exporting the form to Word and/or pdf format, and how to enter gap adjustments.

A trigger for use of this task shall be through field requests to the SCIP Help Desk. The Help Desk Operating Hours shall be 8am-6pm EST/EDT, Monday through Friday, excluding Government holidays, beginning when the SAT opens through final submission milestones. There will be an automated message for calls received beyond the business hours with the option to leave a message. Acknowledgment of messages (call or email) shall be provided immediately and responses to messages shall be provided within two

(2) business hours of receipt of call or email. Unanswered calls and emails received during the Help Desk business hours will receive a response within 30 minutes of receipt of the call.

Sample Deliverable(s): Logs containing instances of support provided to train users to use the SCIP tool ahead of completion of final SCIP submission milestones.

9. Task Nine: Review of the initial draft of capital plans submissions “initial capital plan validation”.

The review process for the SCIP process includes an initial draft capital plan review “initial capital plan validation”, a budget year / business case project submission review “initial business case validation/validity”, and a final budget year / business case project submission project review “final validation / validity”.

This scope contained for the following Task and deliverables is for the “initial capital plan validation”. The initial capital plan validation review processes require validation of up to 6000 projects and support for the SCIP Panel’s review of findings.

The contractor shall assist with the analysis, review, validation, and consolidation of the SCIP Project reviews. The contractor shall update summary level review sheets highlighting the key areas of concern, and checklists (up to 3 levels of review) for the SCIP Long-Range action plan submissions.

The contractor shall assist OAEM with initial, secondary, and final reviews of the project submissions. The contractor shall assist in the preparation review materials and provide support necessary to facilitate and take notes/minutes during a review session conducted by the SCIP Panel review sessions.

Contractor shall conduct up to validation of up to 6000 projects. All findings for projects found to have compliance issues must be 100% re-checked by a senior analyst and further validated to ensure comments are consistent.

Sample Summary Tasks (not all inclusive):

• Coordinate and consolidate evaluations from Subject Matter Experts (SMEs), SCIP Panel, and internal analyses/evaluations (validity) into concise summary level reports.

• Update standardized reporting templates as necessary to support the SME and Internal review processes.

• Evaluate if each project submission contains a completed Strategic Capital Assessment (SCA) and Long-Range Plan.

• Evaluate closure of performance gaps at facility, market, and Veteran Integrated Service Network (VISN) levels Identify cross-cutting issues with Action Plan submissions and provide summary reports.

Sample Project-level evaluations/analyses (not all inclusive) - approximately 6000 projects

• Evaluate appropriateness of gap closure selections for access, space, condition, energy, parking, utilization, and other gaps in Action Plans

• Evaluate Veterans Health Administration (VHA) projects’ adherence to VHA policy guidance on project priorities. Documentation on final policy guidance will be provided by OAEM.

• Identify previously funded projects that are erroneously included in current year SCIP submissions.

• Validate project entries for description, space gap closure, and space impact are consistent and reasonable.

• Analyze and validate construction cost estimates provided for major and minor construction projects contained in the Action Plan by using regional construction cost standards for type of spaces constructed.

Sample Support Tasks for SCIP Panel review processes for each Administration and Staff Office:

• Panel/Board PowerPoint presentations, SCIP SME reviews, SCIP Panel Reviews/checklists, project list summaries, formatted complete project lists as needed to support Panel’s review.

• Document key issues and record minutes a SCIP Panel review session expected to last less than 1 business day.

Sample Deliverable(s): Updated checklist templates for action plan review, including subject matter expert team (SME) review templates. Templates include basic action plan review for OAEM staff, SCIP Panel members, and SMEs, and consolidated reviews compiled into a complete workbook for each Administration, Staff Office, and VISN (or appropriate VHA grouping) that will be used by the Field to make corrections to their action plan projects and SCAs. Checklist templates are to be submitted in both draft and final formats, based on OAEM feedback.

Sample Deliverable(s):

A) Project level validation of up to 6000 projects. Contractor may have to conduct reviews of up to 6000 projects. All findings for projects found to have compliance issues must be 100% re-checked by a senior analyst and further validated to ensure comments are consistent.

B) Consolidate checklist templates into Excel and/or Word workbooks to be used by the Field to make corrections to their action plan projects and SCAs. Completed reviews from SMEs, Panel members and OAEM staff, including summary reports, construction cost estimating validation, and specific project level validations will be consolidated into a workbook by Administration, Staff Office and VISN (or appropriate VHA grouping) that will be uploaded to the appropriate planning year SharePoint site in respective VISN/Administration folders. Consolidated workbooks are to be submitted in both draft and final formats, based on OAEM feedback, before being uploaded to the appropriate planning year SharePoint site.

Sample Deliverable(s): Panel Review materials, SCIP Panel meeting minutes, an attendance list, questions, concerns, and noted follow up actions.

10. Task Ten: Conduct performance reporting of Administration and staff office completion of Long-Range Action Plan, Gap Closures, and Budget Year Requirements during project development milestones

Contractor shall provide bi-weekly field SCIP completion performance updates throughout project development milestones as agreed by VA program officials. Completeness check performance reporting metrics shall be updated and distributed as agreed by VA Staff.

Reporting shall include VISN / Administration level measurements of gap closures, budget year project submittals / completions; budget year project estimated costs, out-year project costs, and costs by capital programs.

Sample Deliverable(s): Bi-weekly SCIP process completion reporting during project development milestones.

11. Task Eleven: Conduct both the “initial business case data validation/validity” and the “final validation / validity”.

The review process for the SCIP process includes an initial draft capital plan review “initial capital plan validation/validity” (see Task 9), a budget year / business case project submission review “initial business validation/validity”, and a final budget year / business case project submission project review “final validation / validity”.

Task 11 is for the “initial business case validation/validity”, and a final budget year / business case project submission project review “final validation / validity”.

Summary of the support the Contractor shall provide support for validation of business case data for project budget year proposals for each review is as follows:

• Coordination / facilitation of review process and schedule with OAEM and non- OAEM reviewers

• Development of checklists;

• Developing / distribution of training materials to support reviews;

• Coordination of SME reviews;

• Contractor validation of Budget year proposals (up to 1000);

• Revalidation of required compliance correction findings from prior reviews including those found from reviews of Long Range Action Plans and Projects contained within (in Task 9);

• Compilation and distribution of findings to subsequent processes and stakeholders.

This scope contained for the following Task and deliverables is for both the “initial business case data validation/validity” and the “final validation/ validity”.

For the “initial business case validation” the contractor shall assist in the development of validation checklists for the business case project data entries submitted from the field, to include a summary report format for each budget year project that requires business case entry responses and training materials for staff (OAEM) conducting business case entry validations. The contractor shall also itself assist with the review and validation of budget year projects with business case data (up to 1000) for each SCIP year covered by this contract, including validating select questions and providing review comments to OAEM and compiling validation review comments from all VA staff participating in the validation review process. The contractor shall review and provide reports for projects with business case data entries for “significant issues” based on scenarios /rules/thresholds provided by OAEM. Contractor shall assist in the secondary (and final) review of budget year proposals (” final validation/validity” check) for resolution of “significant issues” and shall issue reports per OAEM requirements. Both reviews shall include revalidation of any required compliance corrections from prior reviews including those found from reviews of Long Range Action Plans and Projects contained within (in Task 9).

Sample Deliverable(s): Development of business case data validation checklists for all participants, including summary reports of validation for each budget year, above threshold project with Business Case entries and develop the Validity Training Materials including slides, instructions on how to complete the validities; and develop rules for the validation process.

Sample Deliverable(s): Completion of business case entry validations as assigned, compilation of completed business case entry validations from all participants, summary report of validation findings for each project with business case entries, including report on “significant issues”. Validation report must then be separated by VISN/administration for distribution. This is known as “Initial Business Case Validation / Validity”. It is expected there could be up to 1000 projects with business case requirements submitted each year.

Contractor shall review and revalidate findings for any projects found to have compliance issues during “initial business case validation / validity”. Conduct review / re-validation of up to 1000 projects. All findings for projects found to have compliance issues must be 100% re-checked by a senior analyst and further validated to ensure comments are consistent before distributed to field.

Sample Deliverable(s): Secondary validation review (known as “final validation / validity”.) of all final budget year, above threshold project with Business Case entries to include reporting of resolution of “significant issues” from first validation review , as appropriate.

Contractor shall review and revalidate findings for any projects found to have compliance issues during “second/final validity”. Conduct review / re-validation of up to 1000 projects. All findings for projects found to have compliance issues must be 100% re-checked by a senior analyst and further validated to ensure comments are consistent before distributed to field.

12. Task Twelve: Support processes necessary to develop budget year scored projects.

Contractor shall support VA Program management office efforts to score and develop project priority lists to gain SCIP Panel and Board concurrence. Activities include following:

• Real time review of remaining project compliance issues during Project scoring for projects that require Panel scores.

• Maintaining and adjudicating SCIP Panel’s feedback for projects requiring Panel scores with submitting Administrations / Staff Offices.

• Finalizing any Missing Project Ranks with submitters

• Resolving outstanding project compliance / “significant issues (SIs)” found during scoring with submitting Administrations/Staff Offices

• Finalization of project populations based on final adjudication of SIs.

• Support/compile/develop final scored project lists replete with Panel scores and data scores (Autoscore) with final project populations.

• Final lists ready for Panel/Board presentations

• Development of Finalized Panel/Board PPTs with final lists and any Programmatic

Concerns.

Sample Deliverable(s): Support OAEM Program management office efforts to score and develop and finalized project priority lists and materials/documents necessary to gain approvals through VA governance processes.

13. Task Thirteen: Provide reports of the SCIP Project Submissions for the both the OMB Budget Submission and the Congressional Budget submission. This is known as the SCIP SAT project database file.

The contractor shall produce and/or validate reports and documents created by the SAT modules to include: the gap summary sheets for total VA, Administration, VISN (up to

15); cost summaries (up to 15); and report graphs and charts (200) based on the Administration’s and Staff Offices’ SCIP Action Plans. This includes charts showing capital investments projects by type and current and post SCIP impact summary tables by gap. The contractor shall also provide other graphs, charts or presentations of data as needed by OAEM (up to 50).

Sample Deliverable(s): Contractor shall provide two iterations SCIP data referenced above consisting of following documents for the OMB Budget Submission and the Congressional Budget submission: Action Plan summaries, graphs and charts and report materials per the quantity and volume described above. This is known as the SCIP SAT project database file and the data is generated from the SAT, with graphs and charts created based off of that data. This deliverable includes the following:

1. SCIP Magnitude Chart

2. Summary of SCIP Resource Requirements by Administration, VISN, program and project category. The summary table will also include activation costs in some areas.

3. 10-Year Magnitude project and cost summaries for each VISN/Administration and the Department – not formatted for print.

4. FY20XX Out Year project and cost summaries for each VISN/Administration and the Department – not formatted for print.

5. VISN and Administration number of projects, cost of project, percent of plan by year (to identify front loading of plans)

6. Projects by program category with supporting lists

7. Placeholder for partially funded Major Construction projects (if populated with source data, numbers will flow through to all summaries)

8. Placeholder for partially funded Minor Construction projects (if populated with source data, numbers will flow through to all summaries)

9. Project Lists.

a. All named projects, sorted by funding year; administration; VISN/office; project type; state, and city.

b. All VHA projects, sorted by funding year; VISN; project type; state, and city.

c. All Non-VHA projects, sorted by funding year; office/administration; project type;

state, and city.

d. All VHA FY20XX projects, sorted by VISN; project type; state, and city.

e. All VHA Out Year projects, sorted by VISN; project type; state, and city.

f. All Non-VHA FY20XX projects, sorted by office/administration; project type; state, and city

g. All Non-VHA Out Year projects, sorted by office/administration; project type;

state, and city

h. All Lease projects for the budget year, divided into major leases and minor leases, and sorted by VISN/office/administration.

10. Summary of VHA Green Management Project Costs by VISN

11. Annual plan costs by project type, without activation costs

12. Annual plan costs by project type, with activation costs

14. Task Fourteen: Consolidate reporting using FY SCIP data and products where available per OMB M-20-3: Implementation of Agency-wide Real Property Capital Planning for SCIP as follows: Contractor is responsible for consolidating reporting requirements available through current SCIP processes; if not available through SCIP, contractor is not responsible.

• Capital Plan Requirements (Provide update(s) to appropriate Budget Year Chapters)

a. Mission requirements for real property

b. CFO and SRPO responsibilities

c. Annual budget process

d. Identify Major Lines of Business

e. Needs Assessment

f. Alternatives Analysis

g. Prioritization Process

h. Life Cycle Cost Estimate

i. Performance Goals and Metrics

j. List of Projects

• First Year Project Template provided by OMB

Sample Deliverable(s): Consolidate, format, organize available information from required budget year SCIP processes necessary for compliance with OMB M-20-03 to develop the required capital plan and first year project template. Estimate Draft Due date NLT August 20XX; Estimated Final Due: December 20XX

15. Task Fifteen: Provide SCIP Program Office support for emergent tasks within 24-48 hours of requests (or as agreed) throughout period of performance as follows:

• Draft narrative responses to questions by oversight stakeholders including (GAO, OMB, Congress) and stakeholder (internal / external) regarding current and past capital processes, technical methods, and results. Task is for 30 separate inquires.

Each inquiry could consist of up to 10 separate questions.

• Spreadsheet/data analyses as requested by OAEM staff using data contained in the SCIP or related processes. Task is for 40 analyses. Each requested analyses not to exceed 8 hours of analyst time.

Sample Deliverable(s): Draft responses to questions for 30 separate inquiries by stakeholders based on OAEM directional guidance in MS Word format.

Sample Deliverable(s): Quantity 40, draft analyses based on data in SCIP systems as requested in Excel Format.

16. Task Sixteen: The following task provides OAEM Program Office support for sustainment and reporting requirements for the following (Three (3)) performance metrics used to measure performance of VA capital programs:

a) Track condition/space gap closure for Administrations by showing increasing ideal space need and increasing condition backlog by Strategic Capital Investment Planning (SCIP) year vs. requested plan amounts by SCIP year.

b) Set a goal of 100% adherence to SCIP gap closure targets on an Annual Basis.

c) Establish Facility Condition Assessment (FCA) reduction targets for VHA, NCA, VBA, and Staff Offices using the FY 2022 Backlog total as the baseline.

Support requirements include the following:

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