A&E_BPA_Statement_of_Work.pdf

Architect and Engineering Technical Assistance BPA Attachment A – Statement of Work – FY2019

STATEMENT OF WORK

Architect and Engineering Technical Assistance

Blanket Purchase Agreement (BPA)

DRAFT

April 16 2019

I. BACKGROUND

The Department of Health and Human Services (HHS), Health Resources and Services Administration (HRSA), requires contract support for Architect and Engineering (A/E) technical assistance and assisting with the reviews of federally assisted construction and modernization projects.

Historically, HRSA has received construction authority through a variety of laws and special appropriations including, but not limited to, the Health Centers Consolidation Act of 1996, the American Recovery and Reinvestment Act, and the Patient Protection and Affordable Care Act of 2010. Federal assistance has been provided through the form of grants, cooperative agreements, loans, and loan guarantees, to public and non-profit entities providing a variety of health-related services. Administration of these programs requires contractor support services for assistance with A/E grant project management and architectural and engineering technical assistance.

II. PURPOSE

The purpose of this BPA is to obtain Architecture and Engineering services to perform program and A/E reviews. Additionally, the contractor shall perform outreach to award recipients and HRSA staff to ensure compliance with applicable federal statutes and regulations. The services shall augment HRSA’s capacity to review, monitor, ensure compliance with Federal laws, and provide technical assistance on A/E projects, A/E documentation and related reviews for Federal A/E assistance programs.

BPA call orders will be placed using the BPA Pre-Award Call Order Request Form and the BPA Post-Award Call Order Request Form attached.

III. PERIOD AND PLACE OF PERFORMANCE

The BPA shall have a sixty (60) months period of performance. The place of performance shall primarily be the contractor’s facility. Partnering meetings shall be held at either HRSA’s or the contractor’s office.

IV. SPECIFIC TASKS

1 Federal Records Management

The contractor shall manage and maintain Federal records, including electronic records, ensuing from this contract in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33); 36 CFR § 1236.20 What are appropriate recordkeeping systems for electronic records? & 1236.22 What are the additional requirements for managing electronic mail records? (http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=36:3.0.10.2.25); NARA Bulletin 2013-02, August 29, 2013, Guidance on a New Approach to Managing Email Records (https://www.archives.gov/records-mgmt/bulletins/2013/2013-02.html); and NARA Bulletin 2010-05 September 08, 2010 (http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html), Guidance on Managing Records in Cloud Computing Environments.

Managing the records includes, maintaining records to retain functionality and integrity throughout the records' full lifecycle including: (1) maintenance of links between records and metadata, and (2) categorization of records to manage retention and disposal, either through transfer of permanent records to NARA or deletion of temporary records in accordance with NARA-approved retention schedules.

Records Management Training

The contractor (and/or subcontractor) shall ensure that all employees having access to (1) Federal information or a Federal information system, or (2) personally identifiable information (PII), complete the HRSA Records Management Training before performing work under this contract, and thereafter completing the annual refresher course during the life of the contract.

The training can be requested by emailing the records management team at recordsmanagement3@hrsa.gov. The listing of completed training shall be included in the first progress report. Any revisions to this listing as a result of staffing changes shall be submitted with next required progress report.

1.1 Communication

The contractor shall:

• adhere to the following communication and meeting procedures:

• Utilize the HRSA email and Electronic Handbook Systems (EHB) for the purpose of performing Technical Reviews and Technical Assistance work. Contractor is responsible for maintaining active status in the HRSA security systems and EHB in order to access the HRSA email accounts and EHB status for each contracted staff.

• Ensure the Contracting Officer’s Representative (COR) and Project Officer (PO) are carbon copied (cc’d) on all email communications regarding the contract tasks.

• Invite the COR and PO to teleconference meetings the contractor holds with award recipients.

1.2 Project Management Plan

• Document their project management approach in a Project Management Plan (PMP) for the Government’s review and approval. The PMP shall adhere to the following standards:

a) The PMP shall be comprised of an Executive Summary and (4) four areas: Staffing Plan, Training Plan, Quality Control Plan, and Monitoring and Reporting.

b) The contractor’s final PMP is due 30 days after a call order is awarded, and shall be updated as changes occur.

c) The COR must approve the PMP and all changes to the PMP.

d) Any updates to the PMP shall be submitted within 30 days of the effective date of the change.

• Shall provide monthly status reports to the COR for all call orders that are awarded.

Reports will enable for consolidated data reviews, will relate invoices with the work completed, and include a graphic depiction showing the task amount ceiling, projected curve of the burn rate, and the invoiced amount.

1.3 Partnering Meetings.

1.3.1 Training

Contractor shall:

• Complete training pertaining to HRSA programmatic and grant eligibility requirements and standard operating procedures for conducting reviews listed under 1.4 Program and A/E Technical Review Assistance.

1.4 Program and A/E Technical Review Assistance

• Provide assistance with completing the reviews annotated below.

• Shall identify if applications and submissions meet all programmatic and grant eligibility requirements.

1.4.1 Pre-Award A/E Project Technical Review

• Perform pre-award A/E project technical reviews within five (5) business days of notification by HRSA of the availability of the technical reviews.

Technical reviews will contain the following project-level application and submission documentation:

a) Budget and budget justification;

b) Allowable and unallowable costs per program guidance;

c) Consistency between budget narrative, project description, schematic drawings, and site plan;

d) Equipment list correctly categorized;

e) Reasonableness of schedule, and ability to mitigate delays;

f) Project management team experience;

g) Applicant’s knowledge of A/E and ability to complete on-time and within budget on submitted application;

h) Schematic drawings and site plan for sufficient detail and consistency with project scope in submitted narrative;

i) Application for proper categorization of type of project (equipment only, construction, or alteration & renovation);

j) Application for presence of sustainable design practices;

k) Costs for presence of sustainable design practices; and

l) Provide cost per square footage, abbreviated project description, and recommendations.

1.4.2 Post-Award Submission Review

• Support the Government with determining whether submissions are in conformance with requirements and align to the approved scope of work.

• Review each type of submission and provide HRSA with review comments and a recommendation for action within five (5) business days from the date of notification by HRSA of the availability of the submission. In the post-award period, the contractor review can include direct contract with the award recipient as needed to resolve issues. Submissions shall include the following:

a) Conditions of Award:

a. Revised Budgets, Equipment Lists, and Budget Justifications

b. Revised Site Plan and Floor Plan(s)

c. Revised Timeline

b) Reporting Requirements:

a. Project Design Implementation Certification

b. Project Completion Certification for construction projects (to include Certificate of Occupancy and Certificate of Substantial Completion)

c. Final Budget to include Final Equipment List, and Budget Justification

d. Final Photographs

c) Prior Approvals:

a. Capital Updates

b. Revisions to project budgets

• Conduct Submission Review – Post Award activities using the information provided within EHB.

• Complete the review of each submission and provide the review comments to the CORPO for review and approval in EHB.

• Review can include direct contract with the award recipient as needed to resolve issues. The review must contain the recommended action for the submission (i.e., acceptance with justification, or recommendation to return to award recipient with the information to provide in the resubmission).

The contractor shallshall bill for the review after the individual email/EHB review item is approved by HRSA’s Quality Control Officer (PQC).

1.4.3 Post-Award Project Changes Review

Post-award project changes to funded projects require submission of a capital update prior approval in EHB.

The contractor shall:

• Perform related post-award A/E technical review within five (5) business days of notification by HRSA of the availability of the technical review.

• Review can include direct contract with the award recipient as needed to resolve issues. Technical reviews will contain the following project-level application and submission documentation:

a) Review of revisions to application cover page;

b) Budget and budget justification;

c) Allowable and unallowable costs per program guidance;

d) Consistency between budget narrative, project description, schematic drawings, and site plan;

e) Equipment list correctly categorized;

f) Reasonableness of schedule, and ability to mitigate delays;

g) Project management team experience;

h) Applicant’s knowledge of A/E and ability to complete on-time and within budget on submitted application;

i) Schematic drawings and site plan for sufficient detail and consistency with project scope in submitted narrative;

j) Application for proper categorization of type of project (equipment only, construction, or alteration & renovation);

k) Application for presence of sustainable design practices;

l) Costs for presence of sustainable design practices;

m) Provide cost per square footage, abbreviated project description, and recommendations; and

n) Summary that includes description of project changes from previously approved project to revised project.

1.4.4 Post-Award Project Rebudgeting Reviews

Significant changes to the funded project budget require submission of a rebudgeting prior approval in EHB.

The contractor shall:

• Perform related post-award A/E technical review within five (5) business days of notification by HRSA of the availability of the technical review.

Technical reviews will contain the following project-level application and submission documentation:

a) Review of revisions to budget and budget justification as compared to the last approved information for the project;

b) Review of the scope of construction related work as compared to the last approved information on the project;

c) Allowable and unallowable costs per program guidance;

d) Consistency between budget narrative, project description and equipment list;

e) Equipment list correctly categorized;

f) Proper categorization of type of project (equipment only, construction, or alteration

& renovation); and

g) Provide cost per square footage and recommendations, including a summary of major changes to the project costs.

1.5 Progress Reports

• Support HRSA with technical monitoring of awards. This includes assistance with the review of project progress report submissions and identifying potential issues. Potential issues include problems in meeting condition of award, changes to project scope, significant changes in budgets, and changes in site, construction schedule slippage, unallowable project costs and draw down status.

• Notify the COR and Project Officers when questions, issues, or deficiencies arise with the grant award during the course of technical monitoring.

• Provide a project completion and risk analysis on the progress reports (currently required semi-annually for each grant) in an email or through an attached document. The reports include: project completion status, project narrative, project budget, project closeout, and grant closeout. A drawdown analysis should be performed by comparing the drawdown percentage shown in a, HHS Payment Management System (PMS) report provided by HRSA at the time of the reviews.

• Notify the COR when questions, issues, and deficiencies arise with the grant award during the course of review for awards with high risk, multiple outstanding reporting requirements/conditions of award, or completion issues shall require more frequent technical assistance.

1.6 Contractor Activities Progress Report:

• Submit a report on the status of each technical and submission review under the contract that ties to the invoiced amount in conjunction with the monthly invoices. The review or billed item shall be identified by organizational name, HRSA grant award number, and application number/EHB tracking number, as applicable.

V. DELIVERABLES

The Contract Work Item references the requirements identified in the Statement of Work. The format of the deliverables will be mutually agreed to by the COR and the contractor.

Regardless of format, all digital content or communications materials produced as a deliverable under this contract must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. Remediation of any materials that do not comply with the applicable requirements as set forth below, shall be the responsibility of the vendor.

HHS guidance regarding accessibility of documents can be found at http://www.hhs.gov/web/section-508/making-files-accessible/index.html

Item (Task) Contract Work Item

Description

Quantity

Due Date

1 (1.2)

Project

Management Plan

Project Management Plan in accordance with Section IV, Task 1.2

One. Updates will be made to the PMP as needed

Within thirty (30) days of award of Call Order.

2.

Monthly Status

Reports

Monthly status reports for each Task Order. In accordance with Section IV, Task 1.2 (e)

One per month after award of

Call Order

Within 5 business days after the end of the calendar month.

3. (1.4.1)

Pre-Award A/E Project Technical

Review

Information to be entered into the Electronic Handbook

One per review

Within five (5) business days of notification by HRSA of the availability of the technical review.

4. (1.4.2.a.a)

Post Award Revised Budgets, Equipment

Lists, and Budget Justifications

Email to HRSA with completed review comments.

Within five (5) business days of notification by HRSA of the availability of the submission

5. (1.4.2.a.b)

Site Plan and Floor

Plans

Email to HRSA with

Within five (5) business days of notification by

HRSA of the availability of the submission http://www.hhs.gov/web/section-508/making-files-accessible/index.html

6. (1.4.2.a.c)

Timeline

Email to HRSA with days of notification by

HRSA of the availability of the submission

8. (1.4.2.b.a) Project Design Implementation

Certification

Email to HRSA with days of notification by

HRSA of the availability of the submission

9. (1.4.2.b.b) Final Design Letter from A/E Firm

Email to HRSA with days of notification by

HRSA of the availability of the submission

12. (1.4.2.b.e) Project Completion Certification for construction projects

Email to HRSA with days of notification by

HRSA of the availability of the submission

13. (1.4.2.b.f) Final Budget to Include Final Equipment List, and Budget Justification

Email to HRSA with completed review comments

One per review Within five (5) business days of notification by

HRSA of the availability of the submission

14.(1.4.2.b.g) Final Photographs Email to HRSA with completed review comments

One per review Within five (5) business days of notification by

HRSA of the availability of the submission

15.(1.4.2.c.a) Capital Updates (includes detailed breakdown shown under 1.4.3)

Email to HRSA with completed review comments

One per review Within five (5) business days of notification by

HRSA of the availability of the submission

16.(1.4.2.c.b) Revisions to project budgets (includes detailed breakdown shown under 1.4.4)

Email to HRSA with completed review comments

One per review Within five (5) business days of notification by

HRSA of the availability of the submission

17. (1.5) Progress Reports Email to HRSA with completed review comments

One per review Within five (5) business days of notification by

HRSA of the availability of the submission

18. (1.6) Contractor Activities Progress Report Report on the status of each technical and submission review that ties to the invoiced amount

One per invoice At the time of submission of the invoice

18. (1.7) Records Management Schedule and Disposition Plan

Documentation on maintaining Federal Records to include

Records Management Schedule and

Disposition Plan

One 30 Days after Award

VI. PAYMENT SCHEDULE

The payment schedule shall be provided with the Call Order award.

Generally, partnering meetings shall be held at the Government’s discretion for in depth conversations related to new funding opportunities and/or general discussion of review processes. During these meetings, the contractor shall be prepared to present quarterly briefings to the COR and other HRSA personnel on the status of task orders under the contract.

Partnering meetings shall be held at either HRSA’s or the contractor’s office, or via conference call

NOTE: THIS IS A FIRM FIXED PRICE BPA AWARD.