Attachment 4 Service Checklist.docx

Customer Reference Guide/Procurement Package Attachment 4: Services

PURPOSE: To ensure standardization of the submission process for service projects, complete this checklist and submit it with your request for procurement.

ALL DOCUMENTS ARE TO BE PROVIDED ELECTRONICALLY THROUGH FORCE

DATE: May 23, 2023 2237#: ____544-24-1-5089-0003________

COR NOMINATION (if applicable) REFERENCE: Appendix F COR Roles-Responsibilities of Chapter 7 of the Customer Reference Guide

COR NAME: Andrew Gross COR TELEPHONE #: (803) 776-4000 x54048

DATE COR TRAINING COMPLETED: 2/24/23 (Submit training certificate)

LINK TO: COR Nomination Memo

1. User Group: Provide users of supply/service by department, name and phone number. List the person and/or user group responsible for the requirements of the contract.

List the departments who will use the supply or service being requested. Include contact information for each department.

2. 2237: Indicate below if the 2237 corresponding to this request is funded or unfunded.

FUNDED |X| UNFUNDED |_|

If 1358 is being used, see Financial Policy Vol II Chapter 6 for required information and approved/invalid use of 1358s.

In almost all cases, the project needs to be funded before moving forward. The 2237 needs to be submitted through the Approving Official, the Accountable Officer and through the stations IFCAP system. If it is unfunded, please draft a Certification of Funding memorandum and have it endorsed by the Capital Asset Manager and Fiscal.

3. IT/IT Related Requirements: To ensure IT/IT-related requirements are reviewed for FITARA compliance, the initial request for review should be submitted through the Acquisition Review Module (ARM) in the Budget Tracking Tool (BTT). The OI&T FITARA SOP includes what acquisitions require FITARA compliance. Follow the steps below to obtain review in BTT:

Step 1: Identify Requirements. Identify the requirement and ensure the requirement aligns with the approved VA Strategic Plan and/or the approved IT Strategic Goals and Objectives.

Step 2: Conduct Budget Concurrence. Provide funding documents (such as VA Form 2237, or a budget memo) signed by the budget official.

Step 3: Populate Requirements in BTT. Complete the ARM fields and upload the required documents (e.g., Product Description (PD), Performance Work Statement (PWS), Statement of Objectives (SOO) and Independent Government Cost Estimate (IGCE) into the ARM module of BTT. Access the BTT link at: https://btt.dva.va.gov.

When the initial FITARA review process is complete, download the approval and submit it along with the complete procurement package through FORCE.

The FITARA VHA Guide, dated April 20, 2021, is available to provide background information, explain tools, and provide guidance for complying with FITARA.

4. Is this a recurring requirement? If it is, provide the following:

Prior Contracting Officer: ___Cedric Belmont_________________

Prior year IFCAP Purchase Order number: ____544-C05215_________

Prior year contract number (current or expired): __36C24720P1010______

The requested information can be found in the IFCAP database. For help accessing the IFCAP database, contact IRM support.

5. VA Directives or Policies: List any VA directives or policies that the service being purchased must comply with ______________________________________________________________________.

A reference of most Directives and policies can be found here:

http://vaww.va.gov/vapubs/index.cfm Contact your COR and/or subject matter experts to learn more about VHA Directives and policies that the item you are purchasing must comply with.

6. Contracting Officers Representative (COR) Requirements for Contracts: The using service/requestor is responsible for identifying and nominating CORs. The CORs should be subject matter experts in their respective field and serve as the CO’s point of contact for contract related matters.

See VHAPG Part 801.603-70 COR Guidelines for a list of contracts that are recommended for the utilization of a COR.

For guidance on nominating a COR, see Appendix F COR Roles-Responsibilities in Chapter 7 of the Customer reference Guide (CRG).

Submit a COR nomination memorandum using the template provided as (Attachment C) in VHAPG Part 801.603-70 COR Guidelines. Also submit the COR’s FAC-C certificate with the procurement package.

Also, see Appendix F COR Roles-Responsibilities in Chapter 7 of the CRG for the COR’s roles and responsibilities and training requirements.

The individual nominated as COR must have the required competencies to fulfill their duties as well as the requisite time to oversee the project. The COR’s supervisor must assess the COR’s daily workload to determine if that individual can effectively monitor additional contracts before that individual is nominated as a COR.

CORs are required to complete initial training requirements, requesting, and obtaining FAC-COR certification, and completing continuous learning required to maintain certification at or above the level required by the CO for the contract. CORs training requirements are outlined in OFPP's "Revisions to FAC-COR” memorandum dated September 6, 2011.

All FAC-COR’s must be registered and maintained in the Cornerstone on Demand (CSOD) Learning Management System.

CORs must use CSOD to apply for ‘new’ or ‘renewal’ certification at https://id.dau.edu/.

FAC-COR Certification requirements and procedures are available on the VA Acquisition Human Capital Management Services Intranet site at: https://vaww.va.gov/oal/aps/ahcms/awcoFacCor.asp.

Keep in mind that CORs are an integral part of VHA delivering high-quality and accessible healthcare to our Veterans.

7. Independent Government Estimate: An IGCE is required for services.

If the estimate is based on a market survey, the estimate should include the date the price was obtained and from whom. If the price is based on a prior procurement, the contractor, the date of the contract, and the contract number should be included.

An IGCE is the Government’s current, independent estimate of what the private sector would bid to perform all work identified in the Statement of Work (SOW), Performance Work Statement (PWS), or other requirements document. The IGCE serves as an important basis for determining the reasonableness of an offeror’s proposed costs and understanding of a given solicitation. The IGCE is considered source selection information, and it should not be shared with anyone outside the VA Acquisition Team, absent the expressed consent of the Contracting Officer. Please provide the methodology and data used to develop the estimate. A sample template is located in Customer Reference Guide Chapter 10 Independent Government Estimate.

If requirement contains multiple line items, the IGCE should be broken down by line item. In general, the most reliable estimates:

· Are made by someone who knows the product

· Relies on the statement or scope of work document

· Considers last price paid, general market price changes, current commercial

· Market price, quantity price breaks and possible substitutes

· Applies market research above to the actual product procurement at hand

· Uses quantitative techniques to determine the cost and does not rely on professional judgment

· Researches historical acquisition trends

8. Source Determination: When determining source of supply, reference FAR 8.002 and VAAR 808.002 Priorities for use of mandatory Government sources. Ensure the Rule of Two is adhered to, if you have questions, consult with your Contracting Officer. Compete open market requirements to the maximum extent possible unless otherwise directed to a specific source-then follow the sole source instructions below. Competition maximizes quality and drives down cost.

If a sole source is requested, a justification document is required. The justification document is a collaborative effort between the requiring activity and the contracting office and must be initiated by the requirements office by filling out the required portions of the form and submitting it to the contracting office for completion and subsequent approval. Please contact your NCO to determine which justification template in Table 2.6.4 of VHAPM Part 806.3 Other Than Full and Open Competition SOP is appropriate for your sole source request.

Note: If the item you are purchasing must be provided by only one company (a specific item only offered by one supplier for example) you must provide convincing and thorough evidence that only that one company can meet the needs of the project. This justification should demonstrate that the specific equipment you are requesting is not only a preference but that it is also a necessity.

9. Federal Supply Schedule (FSS): Is service available on GSA/FSS contract?

If so, were multiple FSS vendors considered? If yes, please provide documentation on why the vendor was selected.

GSA Contract Number: ____________________________

Search the FSS website to determine if the service/item is available on FSS. If it is, write the GSA Contract Number in the space provided above. Show documentation for the vendor selected.

10. Functional/Performance Work Statement (PWS)/Statement of Work (SOW): Describe the required services in the PWS/SOW, this should be a Word document.

Sample Specification language, Performance Work Statements (PWS), and Statement of Works (SOW) are available in Home - VHA Acquisition Business Intelligence Tool (VABIT) (sharepoint.com).

In this word document describe the services you will need in detail. Focus on the functionality of the services you would like to purchase, and the end results they will help you accomplish. Include enough information so that someone with no knowledge of the project will understand what will be needed. In general, one or two sentences will not suffice, more detail is needed.

11. Delivery/performance information, date item(s) required

A reasonable delivery date (unless an emergency) must be considered. If not sure, contact the contracting office for guidance.

Write the date you would like the service to be functioning in your department. Remember, there is a built-in minimum timeline to allow for the various mandated steps in the contracting process. Coordinate the timeline with the NCO.

As a guide, reference the VHA DUSHOM Procurement Cut-Off Dates Memorandum issued on April 16, 2015 as a reminder to all that their complete procurement package or exercise of option year request must be received by particular cut-off dates.

12. Acquisition Planning: In accordance with Federal Acquisition Regulation (FAR) 7.102 Acquisition Planning is required for all acquisitions. Plans should address, at a minimum, those items prescribed in FAR 7.105 as required.

See VHAPG Part 807.1 Acquisition Planning for requestor’s responsibilities in developing an acquisition plan.

VHAPM 807.1 Acquisition Planning SOP provides the appropriate template to use for documenting acquisition plans:

1. For actions above the micro-purchase threshold and below $1M, document the acquisition planning using Attachment 1: Streamlined Market Research Report Template, or Attachment 2: Market Research Report Template in VHAPG Part 810 Market Research.

2. Attachment 1 is a simplified acquisition template that is required for procurement actions associated with FAR Part 8, FAR Part 12 in conjunction with FAR Part 13.5 for commercial items, or FAR Part 14, or FAR Part 41 or NASA Solutions for Enterprise Wide Procurement (SEWP) procurements between $1M and $7M. Instructions for completing this document are contained on pages 3 and 4 of the attachment.

3. Attachment 2 is the formal acquisition template required for all procurements exceeding $7M associated with FAR Parts 8,12,13,14 or 15 or procurements exceeding $1M for FAR 36.6 (A/E) procurements. Attachment 2 is also required for all procurements $1M > $7M using other than simplified procedures. Instructions with sample language are contained within the attachment.

Note: (all 22 parts on the written template may not be applicable to FAR 8 and FAR 13 procurements so enter “FAR 8/13 is not applicable” in the written template if that section doesn’t pertain to your acquisition).

4. If applicable, Attachment 3 should be considered when consolidating and bundling requirements (see FAR 2.101 for definition of consolidated or bundled contract).

Note: Acquisition plan for Real Property/Leasing acquisitions shall be developed IAW GSAM, Sections 507.105(a)(3) and 507.105(c)(1), PBS Leasing Desk Guide Chapter 2 and the Federal Management Regulation Bulletin C-2 dated April 16, 2014.

A written acquisition plan is not required for orders if the “parent” VA or VHA issued IDIQ, BPA, or BOA has a written acquisition plan. Any calls/orders placed against this parent award would have to meet in-scope requirements. The act of placing an order against the parent award is a natural follow-on action that requires no additional strategies as referenced by the FAR.

13. Market Research: FAR 7.102 requires Market Research for all acquisitions. This is a collaborative effort between the customer and the Contracting Officer (CO) in planning for the requirement.

In accordance (IAW) with the VA Market Research Guide for Acquisition Teams, customers are required to conduct market research and submit their findings using Attachment 1: Streamlined Market Research Report Template or Attachment 2: Market Research Report Template and submit it with the procurement package through FORCE.

See VHAPG Part 810.001 Market Research for guidance on conducting market research.

Search the VIP database for registered SDVOSB/VOSBs by applicable NAICS code and also research General Services Administration (GSA) Federal Supply Schedules (FSS), trade shows, reading journals, vendor demonstrations (see attached vendor demo agreement), internet research, contact other VISN’s to see what or how they are doing things.

The extent and amount of market research and documentation depends on the complexity, dollar value, urgency, past performance, and other unique aspects of a potential acquisition. However, market research documentation must include information on whether two or more verified SDVOSBs or VOSBs are available based on VA “Rule of Two” 38 U.S.C. 8127(d) requirements.

Check with your supervisor, COR and/or CO to determine if your requested services is part of any Prime Vendor, National Committed Use Contracts, Mandatory Suppliers List, Bulk Purchasing Agreement, VHA Directive, FSS or other mandated purchasing list. If it is, list the mandated vendor in this space with a copy of the mandating source.

Sole Source requirements should also be addressed in the Market Research document and a sole source justification is to be submitted with the procurement request. For additional information, see item 8 above.

14. Recommended Source List: Include vendor’s name, address and telephone number. Include company’s contact name and telephone number, if available.

Conduct market research, apply the VA Rule of Two to consider verified service-disabled veteran-owned small businesses (SDVOSBs) and veteran-owned small businesses (VOSBs) as required in 38 U.S.C. 8127 and implemented in subpart 819.70 of the VAAR. Search https://vetbiz.va.gov/.

Include address, phone number, and sales representative contact information for each vendor you would like to be included in the process. Make sure to include contact information for your preferred vendors so that they can participate in the reverse auction process that determines which vendor is awarded the contract.

15. Detailed Evaluation Criteria

Provide a list of recommended technical evaluation panel members. Provide evaluation criteria to always include Price and Past Performance. Additional factors, such as Management Approach, Technical Capability and Quality Assurance may also be included. For each factor, please describe the information to be requested from the offerors that will be used to evaluate the proposals. Based on the complexity of the procurement, sub-factors may also be developed for each of these.

Evaluation Criteria are the standards against which an Evaluation Team measures the quality of each proposal. For this section, clearly state all the evaluation factors that you will consider in making the source selection and their relative importance.

You must include a statement of the relative importance of each factor. This is done in a variety of ways, such as “Factor No. 1 is twice as important as Factor No.2”, or if weights are used, by assigning weights to the individual factors to indicate their importance. The factors should answer the question, “what attributes and capability must an offeror possess to be able to successfully perform the contract?”

16. Evaluation Team: Provide names of subject matter experts (SMEs) to serve on the evaluation team.

Provide names of SMEs who are agreeable and available to offer guidance on the vendor selection process. These SMEs should have a very good knowledge of the service you are requesting and its actual usage. The evaluation team will use the detailed evaluation criteria that is provided to rate each vendor. If you do not provide a detailed evaluation guide, the evaluation team will usually choose the vendor that offers the lowest price.

17. Major Acquisition Integrated Product Team (IPT) Requirement: The program office is responsible for establishing IPTs, chairing the IPT, and when appropriate, arrange for a trained facilitator.

An IPT is required for complex acquisition if the estimate is valued above $7M (including options). IPTs are also required for complex acquisitions valued at less than $7 million when there is considerable technical, program, or business risk to the Government.

Was an Integrated Product Team convened?

YES |_| NO |X|

If no, include documentation or request for waiver in accordance with VA PPM 2017-05 - Use of Integrated Product Teams (IPTs) for Major Acquisitions.

The goals of the IPT are to:

a. Define and refine the technical requirements.

b. Discuss risks and develop mitigation strategies.

c. Decide on the acquisition milestones and process to ensure success.

d. Accomplish effective lifecycle acquisition, contract, and performance management to provide the best value to the VA customer.

See paragraph 5 (a) through (d) of VA PPM 2017-05 for list of procurement actions that are excluded from the IPT process.

IPTs should consist of voting members from the program office, contracting/procurement office, Office of Small and Disadvantaged Business Utilization (OSDBU), and any other representatives as deemed necessary by the Chair.

If the use of a trained facilitator is required, the IPT Facilitation Services contracts are posted on the AKP website at:

https://dvagov.sharepoint.com/sites/VACOOALALF/SitePages/Custom.aspx.

18. Security: Identification of a position’s risk level as it relates to the efficiency and integrity of the Federal service; and identification of a position’s sensitivity level as it relates to a position with national security interests in accordance with VA Directive 0710.

YES NO

( X ) ( ) will contractor work on VA property to install equipment.

( ) ( X ) to a potentially sensitive area?

1. Completed Security Assessment Form

All service acquisitions and IT commodity acquisitions is to be assessed during the pre-planning stage of the procurement to determine the applicability of the requirements of VA Handbook 6500.6 Contract Security. (See VHAPG 839.101-70 Contract Requirement for Security). If the assessment determines the service requested is an IT service or that access to VA sensitive information will be required, the Checklist for Information Security (“Appendix A”) must be completed.

Will the contractor, subcontractor, or third party to perform their contractual obligations have access to:

YES NO

( ) ( X ) patient records?

( ) ( X ) VA computer system/sensitive information?

( X ) ( ) and will work on VA property Is a Business Associate Agreement Required?

YES NO

( ) ( X ) Send a copy of your Statement of Work and your attempted answers to the questions above to the ISO and PO and wait for their feedback. You may need to have a conversation with the ISO and PO to further justify or explain your answers.

19. Pre-Procurement Assessment (PPA) for Medical Device/Systems Veterans Affairs (VA) Directive 6550 establishes the technical PPA requirements for medical devices and medical systems that are connected to the VA information networks and medical devices that store sensitive patient information. All medical devices/systems are to be assessed prior to procurement and during the acquisition process based on the following factors:

These factors include, but are not limited to, establishing technical requirements to support intended clinical use, human factors engineering, reliability, safety, integration, and available space and utilities.

The PPA serves as the multi-disciplinary (BME, OIT and ISO) technical review and approval process. As such, IT Tracker number (ITAR) is not required. Where medical/devices are procured off contract vehicle such as SEWP, that requires ITARS number, 6550 will be used as the default number.

Evaluating the configuration and security profile of medical devices during the acquisition planning process will identify potential risks and ultimately provide for more effective and safe integration of medical devices into hospital operations. Key organizations involved in this process are: Biomedical Engineering, Information Technology, Information Security, and Contracting and Contractor.

Does this medical/device store patient data and will it be connected to VA information network?

YES ( ) NO ( X )

If yes:

Was Biomedical Engineering involved in the PPA process?

YES ( ) NO ( X )

To ensure that Biomedical Engineering was properly engaged in the procurement of all medical device/systems, a completed copy of VA Directive 6550 Appendix A must be submitted with the procurement package.

Customer Reference Guide Page 8 of 8 Detailed Customer Procedures Revision: 10 Effective Date: 02/16/22