Attachment 4 - Price Schedule.xlsx
XLSX spreadsheet 445 KB Posted
- Solicitation number
- 36C77624Q0182
About this file
This document is a combined synopsis/solicitation for a commercial item Request for Quote (RFQ) issued by the Department of Veterans Affairs (VA) for strategic capital investment planning (SCIP) services. The procurement is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract with an initial task order for SCIP services for fiscal years 2026 and 2027.
The contractor will be required to provide a range of SCIP support services, including updating long-range action plans, creating training materials, reviewing and validating action plans, validating business cases, providing help desk support, facilitating decision criteria, and providing program management. Offers will be evaluated on technical approach, past performance, and price. The solicitation does not specify a page limit, but includes formatting requirements. Quotes are due by May 8, 2024, and the VA intends to award without discussions if possible. The procurement is a small business set-aside under NAICS code 541611.
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Action Line Item Information
| Action Type Name | Primary ID | Secondary ID | Mod Number | Title | Order Discount Type Name | Order Discount Type | Order Discount | |
| RFQ | 36C77624Q0182 | Strategic Capital Investment Planning (SCIP) - IDIQ | ||||||
| COR: Joseph Sobolewski | Percent | 0 |
KB Version: FY24.05A
Items
| Item Number | SLIN | Description | Ref CLIN | Comment | Include Comments in Document | Contract Period | Pop Begin | Pop End | Quantity | Unit of Measure | Packaging Multiple | Receipt Type | Line Item Is | Unit Price | Item Discount Type Name | Item Discount | Date Updated | Address1 | Address2 | Address3 | City | State | Zip | Zip4 | Country | Mark For | Contact Name | Contact Phone | Contact Email | Delivery Date | FOB | Special Instructions | Include Instructions/Comments in Document | Include Data Values in Document | PRINCIPAL NAICS CODE | PRODUCT/SERVICE CODE | UNSPSC | SIC CODE | MANUFACTURER PART NUMBER (MPN) | NATIONAL STOCK NUMBER | LOCAL STOCK NUMBER | DM DOC ID | DELIVERY REF. COUNTER | UNIT TEXT/DESCRIPTION | DELIVERY REFERENCE | ITEM MASTER FILE NUMBER | EXPENDABLE/NON-EXPENDABLE | QUANTITY REQUESTED | |
| 0001 | PMP and Briefing | ||||||||||||||||||||||||||||||||||||||||||||||||
| 0002 | 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.
| 0003 | 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. | |
| 0004 | SCIP artifacts and business products from SCIP process activities, as appropriate to the contract period, saved and uploaded to the SCIP Records Management SharePoint. | |
| 0005 | Maintain the SharePoint site used to facilitate the SCIP process throughout the period of performance. | |
| 0006 | Calculate and or validate gap data provided to ensure Format resulting gaps in a manner is easily inputted into the SAT by OAEM staff. | |
| 0007 | One draft and one final set of training materials for each of the five (5) training sessions. | |
| 0008 | Support / facilitate updates to SCIP decision criteria definitions | |
| 0009 | 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. |
| 00010 | 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 |
| 00011 | 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. |
| 00012 | 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. |
| 00013 | 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. |
| 00014 | 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. |
| 00015 | Assistance for up to 12 “large group” for each training session |
| 00016 | 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. For FY 2027 SCIP, the estimated timeframe (subject to change) of Help Desk support from November 2024 through August 2025, 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. | |
| 00017 | 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. | |
| 00018 | Logs containing instances of support and resources used to 1) provide programmatic testing and quality assurance support necessary for implementation of new functionality 2) provide support to train SCIP users to use the SCIP tool. | |
| 00019 | 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. |
00020 For SCIP 2027:
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 (SCIP 2027) 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 (SCIP 2027) SharePoint site.
| 00021 | Panel Review materials, SCIP Panel meeting minutes, an attendance list, questions, concerns, and noted follow up actions. |
| 00022 | Bi-weekly SCIP process completion reporting during project development milestones. |
| 00023 | 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. |
| 00024 | 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 business cases 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.
00025 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.
| 00026 | 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. |
| 00027 | For BOTH FY2026 and FY2027, Contractor shall provide two iterations SCIP data referenced above consisting of following documents for the OMB Budget Submission and the Congressional Budget submission. Please note, this is a total of eight (8) iterations of the database: 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. | FY 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 FY 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 FY 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 | |
| 00028 | 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 2024 and 2025; Estimated Final Due: December 2024 and 2025. | |
| 00029 | Draft responses to questions for 30 separate inquiries by stakeholders based on OAEM directional guidance in MS Word format. | |
| 00030 | Quantity 40, draft analyses based on data in SCIP systems as requested in Excel Format. | |
| 00031 | Provide program management support for sustainment for each of the metrics throughout period of performance. | |
| 00032 | Conduct required reporting for the metrics based on agreed datasets and requirements identified for each of the four metrics throughout period of performance. | |
| 00033 | Conduct analytics necessary for implementation of the FCA reduction targets metric (Metric “c”) throughout period of performance. | |
| 00034 | Develop 3 new SCIP and or capital planning-related SOPs. | |
| 00035 | Maintain quantity 6 existing standard operating procedures at the request of VA Officials | |
| 00036 | Completed SCIP Training Surveys and reports. | |
| 00037 | Quarterly consolidated customer satisfaction survey reports. | |
| 00038 | Completed updates to the Program Health Report development process. | |
| 00039 | Completed update to the Program Health Report template. | |
| 00040 | Draft 2025 Program Health Report, reflecting assessments performed through September 2025. | |
| 00041 | Maintain Tracking Database and Conduct Required Reporting Based on Data Collected for 12 months from Date of Award: |
Contractor shall coordinate with OAEM and VA-program management offices to develop a methodology and maintain an excel-based financial tracking database for each program utilizing approved data elements and available data sources and maintain/update data elements.
Reporting: Based on Data Collected contractor shall coordinate with OAEM and VA-program management offices to gain approval of a reporting methodology of the following data tracking elements including but not limited to:
| 1. | Monthly Reporting of Financial Obligations on project basis – |
| 1. | Operating plan approved Obligations |
| 2. | Planned Obligations, |
| 3. | Actual Obligations |
| 4. | Variances between approved, planned, and actuals |
| 5. | Contractor to report non-conforming transactions as agreed |
| 2. | Monthly Reporting of Project Delivery Timing on project basis |
| 1. | Operating Plan Project Delivery Dates |
| 2. | Planned start dates |
| 3. | Planned completion dates |
| 4. | Actual start dates |
| 5. | Actual completion dates |
| 6. | Variances between approved, planned, and actuals |
| 7. | Contractor to report non-conforming transactions as agreed |
| 3. | Monthly Reporting of Non-Conforming Obligations |
| a) | Contractor to conduct full accounting, timing, and detail of any non- conforming Obligation. Non-conforming projects would include transactions not included on any operating plans. |
| b) | VA and Contractor to agree on format for reporting non-conforming transactions. |
| c) | Contractor to report non-conforming transactions as agreed |
| 4. | Conduct portfolio level performance reporting quarterly by project type, VISN, Station, Admin for all reporting identified above, as needed. |
| a) | VA and Contractor to agree on format for reporting project execution at portfolio level |
| b) | Contractor to report project execution at portfolio level as agreed |
5. Develop and provide standardized detailed and summary reports of key findings and project and program status for monthly meetings, as required.
| 6. | Conduct Quarterly and End of Year Reporting for Congress on the allocation and execution for projects identified through SCIP: |
| a) | VA and Contractor to agree on format for reporting quarterly reporting to Congress |
| b) | Contractor to prepare reports as agreed, on quarterly basis, for Congress on the allocation and execution for new construction projects identified through SCIP to clearly identify any changes. |
| 7. | Other ad-hoc reporting as required for VA Senior Leaders | |
| 00042 | The contractor shall attend meetings used to manage the execution of SCIP approved construction projects, as called by OAEM. Up to 18 status meetings are expected to be conducted, when needed. Depending on the volume of activity, meetings may be scheduled on a bi-weekly or monthly timeframe, or canceled, as needed, but total number of status meetings will not exceed 18. The contractor shall record and distribute the meetings minutes and any relevant project milestone reports prior to the next scheduled meeting, or as requested by OAEM. | |
| 00043 | Maintain Tracking Database, to include Historical Data and Conduct Required Reporting Based on Data Collected for 12 months from Date of Award: |
Contractor shall coordinate with OAEM to develop a methodology and maintain an excel-based tracking database for each program utilizing approved data elements and available data sources and maintain/update data elements
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