Attachment 2 - Performance Work Statement - Part B.pdf

PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS

AFFAIRS, OFFICE OF ASSET ENTERPRISE MANAGEMENT

PROGRAMMATIC MANAGEMENT SUPPORT SERVICES FOR CAPITAL ASSET

MANAGEMENT – PROGRAM SUPPORT TASK ORDER

A. GENERAL INFORMATION

1. Title of Project: Enhanced Use Lease (EUL) Program Management - Technical and Strategic Support (PMTSS) – Program Support Task Order – Part B

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS). The Office of Asset Enterprise Management (OAEM) is the program office responsible for administering the Department of Veterans Affairs (VA) enhanced use lease (EUL) program.

The contractor shall be responsible for providing EUL program management support and technical and reporting deliverables to help ensure EUL projects are accomplished efficiently and effectively. The contractor shall provide and apply expertise in EUL program topics and project-specific challenges to develop the draft and final deliverables identified in this PWS.

For most EULs, VA enters into separate contracts with firms that provide day-to-day transaction support to help support EUL projects as they progress through the due diligence phase, performing such tasks as obtaining appraisals, environmental site assessments, title reports, National Environmental Policy Act (NEPA) and Section 106 compliance documents, and participating in regular conference calls.

The purpose of this contract is also to obtain program wide oversight support functions, guidance, and program support to ensure that the EUL supports the strategic objectives of VA.

3. Background: VA’s EUL authority which allows VA to out-lease real property to non-Federal public entities and private parties for terms of up to 75 years, was enacted in August 1991 and codified in §§ 8161- 8169 of title 38 U.S.C. VA’s EUL authority expired on December 31, 2011, and then was reauthorized under section 211 of Public Law 112-154 on August 6, 2012. VA’s current EUL authority is restricted to VA out-leasing land and improvements for the development of “supportive housing” (as that term is defined in 38 U.S.C. § 8161) for Veterans and/or their families who are homeless or at risk of homelessness.

EUL projects contribute to the Department’s objective of ending Veteran homelessness, and also contribute to VA cost savings by eliminating the operations and maintenance costs that VA previously incurred on underutilized or vacant capital assets. Examples of supportive housing may include transitional housing, single-room occupancy, permanent housing, congregate living housing, independent living housing, assisted living housing, Memory Care, and other modalities of housing. Co-locating housing for homeless and at-risk Veterans on VA campuses reduces Veteran emergency room visits, duration of hospital stays and similar types of acute medical care. This represents cost avoidance to VA in terms of bed days of care and similar health care services. The values of these savings are reported to Congress annually via VA’s EUL Consideration Report.

4. Performance Period: The period of performance for this Task Order is for three years (1095 calendar days).

5. Type of Contract: This is a Firm Fixed Price Contract

6. Place of Performance: The primary place of performance will be at the contractor’s facilities.

7. IDIQ Title: Enhanced Use Lease (EUL) Program Management - Technical and Strategic Support (PMTSS).

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Post-Award Conference (PAC).

C. GENERAL REQUIREMENTS

The following general requirements apply to this task order:

1. The contractor shall identify its proposed technical approach in writing. The contractor’s task order quote shall include its proposed labor categories, rates, and number of hours by task, together with associated delivery dates and sub-milestone dates (if any) and proposed key personnel résumés if not on file. 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 its 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 one calendar day after completion of the meeting unless otherwise specified in an individual task order.

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. For transparency purposes, email to the CO shall not be blind carbon copied (BCC) to other Government personnel.

7. Complaints or violation 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 or CO, it will be considered a failure in performance.

8. 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.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables (and make sure they are 508 compliant, as requested by the COR) described below within the performance period stated in Section A.4 of this PWS.

Task One: PMP and Briefing The contractor shall provide a PMP 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.

Deliverable One: Draft and Final PMP and Briefing.

Task Two: Financial review and analysis of the EUL portfolio Contractor shall maintain project management (PM) report files (VA will provide the original format to be developed for each new project) on up to 15 active EUL projects.

Within these reports, Contractor shall review and provide comments on portfolio strategy to allow VA staff to make appropriate decisions. Review should include analysis of the business terms, financial performance, and development strategy of EUL projects within the portfolio as well as measuring and proposing mitigation strategies for project risk. Contractor shall further support VA in securing project-based HUD VASH vouchers for EULs by advising on relative need scoring methodologies.

Financial Pro-Forma review includes:

• Using comparative analysis of like kind commercial real estate development projects to validate operating and development pro-forma to more fully understand and measure risk

• Making recommendations regarding project financial viability

• Analyzing and maintaining updates on the status of the developer’s acquisition of sufficient capital and operating funding for each project

• Identifying risks associated with securing those funding sources based on best practices from prior successful projects

• Providing third party review of business and financial terms for consistency among all projects

• Identifying potential risks to VA on a project-by-project basis

• Providing project risk mitigation recommendations

• Calculating returns, including net present value of EULs to VA.

Deliverable Two: Project Management Report Files (up to 15), including status of HUD VASH vouchers on applicable projects

Task Three: Briefing and Correspondence Support Contractor shall provide technical materials and language to support major programmatic issues for each project or generally, such as lease business terms, Congressional reports, draft press releases, executive briefings, and rapid responses to specialized inquiries.

Deliverable Three: Briefing and Correspondence Support Documents to include a monthly Summary Program Correspondence and Briefing Support Tracker; press releases, executive briefings, and rapid responses as necessary.

Task Four: EUL Handbook and Directive Contractor shall coordinate updates to the EUL Handbook and Directive and all related EUL template and guidance documents (related to the EUL Formulation and Execution phases) with VA EUL project managers and service director to ensure they reflect the latest best practices. Some examples of template documents include capital contributions commitment agreement and EUL lease template.

Deliverable Four: Draft and Final update to the EUL Handbook and Directive as requested.

Deliverable Five: Draft and Final Updates to approximately five Exhibit documents per year.

Task Five: EUL Quarterly Newsletter Contractor shall assist VA in updating its quarterly EUL newsletter to reflect the most current program information. Contractor shall make the report 508-compliant.

Deliverable Six: Draft and Final Quarterly Newsletter

Task Six: EUL Program Dashboard and Ongoing Portfolio Monitoring and Annual EUL Program Reporting (including charts and graphs to illustrate general portfolio data) Contractor shall prepare and maintain an EUL Program Dashboard (using existing program templates) that accurately tracks requirements and graphically presents the status of the EUL program and portfolio for senior VA leadership. Contractor shall produce and update charts and graphs that illustrate general portfolio data to support Dashboard.

Contractor shall work with OAEM to create reports (and update bi-monthly as needed) to present data to management or other stakeholders, including reports to track EUL Project; VA Capital Contributions; and Capital Uses. Other reports should be developed as necessary to ensure transparency to internal and external stakeholders.

Dashboard topics include:

• Total EUL Projects by status and project type.

• Total EUL housing units by status and housing type.

• Aggregated funding sources and uses for program (capital and operating).

• Key upcoming project milestones.

• Key program initiatives compared to housing and building repurposing needs

• Construction progress.

• Project timelines.

• Other topics identified upon review of Project Manager Project Report files for projects.

Deliverable Seven: EUL Program Dashboard, updated bi-monthly (including up to 60 Charts/Graphs to support Dashboard).

Deliverable Eight: Draft and Final Up to six unique reports annually.

Task Seven: Project meetings Contractor shall participate in meetings with various stakeholders (for instance, PMs, IEDS Director, Lessees, Lessees Legal Counsel, OGC and/or DVR) as necessary to help clarify project-specific information and determine next steps to help project progress; or to discuss critical lease issues and business terms for specific projects.

Deliverable Nine: Meeting minutes for each meeting provided within 5 calendar days, including action items and highlighting issues to be addressed.

Performance Standards and Methods as specified in each task. Past performance will be documented in accordance to IL 001AL-10-03, dated February 22, 2010.

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

E. SCHEDULE FOR DELIVERABLES

See Task Orders for Schedules of Deliverables.

1. 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.

2. Any hard copy documents the Contractor provides to OAEM must be printed double-sided on recycled paper with at least 30 percent post-consumer fiber.

F. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this PWS and all Task Orders shall be authorized and approved only by the CO in writing. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

G. 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 Federal Acquisition Regulation (FAR)

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

31.205-46, Travel costs. 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 employee’s 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.

H. 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.

I. 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 of all proposed professional and/or technical personnel who will perform the tasks in the task order. Résumés are not required for clerical personnel. The personnel whose résumés are submitted are defined as key personnel. The contractor agrees that the key personnel listed in their proposal shall not be removed, diverted, or replaced from work without approval of the CO and COR (résumés do not need to be provided if it’s already in the contract file).

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 at least 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 résumé 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. Standards of Conduct. The Contractor shall ensure that personnel assigned to this contract comply with the Standards of Ethical Conduct specified by the Office of Government Ethics at 5 CFR 2635.

b. 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 duty hours. 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.

c. Contractor personnel shall be able to communicate effectively in English, both written and oral.

d. The contractor shall notify the CO 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.

e. The contractor shall verify employee eligibility through the E-Verify system.

Attachment A Schedule of Deliverables:

Deliverable No.

Item Quantity Delivery Date

One Draft and Final PMP and Briefing

One, updated throughout the POP

One week after project award

Two

Project Management Report Files (up to 15), including status of HUD VASH vouchers on applicable projects

Per volume described in the task

Per interval described in the task (Last business day of each month)

Three Briefing and Correspondence Support Documents

Per volume described in the task

Monthly log (Briefing and Correspondence) As required

Four Draft and Final EUL Handbook and Directive Update

Per volume described in the task

Per interval described in the task.

Five Draft and Final Updates to approximately five Exhibit documents per year.

Per volume described in the task

As required

Six Draft and Final Quarterly Newsletter

Per volume described in the task

Per interval described in the task.

Seven EUL Program Dashboard, updated bi-monthly (including up to 60 Charts/Graphs to support Dashboard)

Per volume described in the task

Per interval described in the task.

Eight Draft and Final Up to six unique reports annually

Per volume described in the task

As required

Nine Meeting minutes including action items and highlighting issues to be addressed.

Per volume described in the task

Per interval described in the task.