S02 36C10X24Q0272_24 June 2024.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10X24Q0272 06-24-2024

Maribel Fratina, maribel.fratina@va.gov 202-770-6565 07-05-2024

10:00am EDT

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

X 100

X

531120

$34 Million

N/A

X

Office of Information Technology (OIT)

36C10X

Strategic Acquisition Center - Frederick

5202 Presidents Court, Suite 103

Frederick MD 21703

VAFSC

U.S. Department of Veterans Affairs

Financial Services Center

PO BOX 149971

(see Section B.1 invoicing/payment)

Austin TX 78714-8917

1-(877)-489-6135

See CONTINUATION Page

Department of Veterans Affairs Office of Information

Technology (OIT) End User Operations (EUO)

Waycon Training Conference

RFQ Questions are due by 10:00 AM EST, 5 July 2024 to maribel.fratina@va.gov and corey.mann@va.gov.

Quote Due: See block 8 above.

This RFQ includes Cascading Tiered Evaluations Procedures as established in 38.U.S.C 8127:

1. SDVOSBs

2. VOSBs

3. Small Businesses

4. Large Businesses

See CONTINUATION Page

X X

Corey Mann

Contracting Officer mailto:maribel.fratina@va.gov mailto:maribel.fratina@va.gov mailto:corey.mann@va.gov

36C10X24Q0272

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

C.2 FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (FEB 2024)

C.3 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.4 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.5 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 36

C.6 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 FAR 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021)

E.2 FAR 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.3 FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (SEP 2023)

E.4 INSTRUCTIONS TO OFFERORS

E.5 FAR 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.6 FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

E.7 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the individuals identified in the Contract Point of Contact List (provided with the final award).

(a.) This contract will use electronic commerce to the maximum extent possible (IAW FAR 4.502(a)). All correspondence regarding contract administration matters between the Government team (Contracting Officer, Contract Specialist and Contracting Officer’s Representative) and the Contractor will be handled via email using the email addresses listed in the Contract Point of Contact List, inclusive of any updates provided by the responsible Contracting Officer. Email will be the primary method for providing copies of contract documents to the Contractor or other parties. This applies to contract modifications, acceptance of supplies/services, invoice items addressed outside of the electronic invoicing system (currently Tungsten), contractor performance assessments addressed outside CPARS, terminations and any other actions covered by the Contract Terms and Conditions or other Clauses.

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-34, Payment by Electronic Funds Transfer— Other Than System For Award Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Upon delivery and acceptance by the COR

In accordance with FAR 52.212-4 (g) only proper invoices that contain documentation of services performed will be accepted.

4. CHANGES: Any changes to this PWS and associated tasks shall only be authorized and approved through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in the contract folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

5. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

TUNGSTEN (OB10) ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THROUGH AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Please include in all invoices the Contract/Purchase Order Number, or Task/Delivery Order Number.

All invoices need to also be submitted using the same line-item format in the contract or order.

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

1. VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: www.tungsten-network.com/customer-campaigns/veteransaffairs to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-Invoice Set-up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

• Tungsten e-Invoice setup information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@tungsten-network.com

• VA TUNGSTEN Number: AAA544240062

• FSC e-Invoice contact information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov

• FSC Internet: http://www.fsc.va.gov/einvoice.asp http://www.x12.org/ mailto:VA.Registration@tungsten-network.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp

B.2 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

WAYCON TRAINING EVENT 2024

1.0 PURPOSE

The Department of Veterans Affairs (VA), Office of Information Technology (OIT) requires conference support, hotel space, audio visual (AV) support, and other miscellaneous services to assist in the successful facilitation and execution of the Waycon Training event. The following is a turn-key requirement. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to provide support services as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

2.0 BACKGROUND

The mission of the Office of Information and Technology (OIT) is to collaborate with OIT business partners to create the best experience for all Veterans. OIT is fully invested in becoming a world-class organization that provides a seamless, unified Veteran experience through the delivery of state-of-the-art technology.

3.0 OBJECTIVES

VA OIT, by directive of the Transformation Planning Team (TPT), a steering committee under the Digital Modernization Council, will be conducting a training event to bring together delivery leaders from across OIT for training focused on how OIT can become the best software product delivery organization in Government. OIT is tasked to create an opportunity to bring product leadership together to build awareness, understanding, and adoption of product delivery practices in alignment with the Software Factory (SWF) -Produce some of the foundational training content that supports the idea of a product management pedagogy-Pilot this offering to establish a training event framework that could be adopted or utilized by OIT in the future - Celebrate IT delivery and showcase teams and leaders that are trailblazing within VA IT. The SWF Model was introduced to help VA keep pace with private industry, lower technical debt, and provide secure and reliable software in an effort to fully revamp the way VA delivers software the VA Way, “Better, Faster, Safer”. The model seeks to create standard, repeatable processes that result in OIT delivering secure, high-quality solutions to its customers as quickly as possible. This training event will target product line managers, portfolio directors, and key IT product stakeholders to increase SWF awareness and understanding and build up the application and utilization of core product management practices. Training serves as a platform to exchange insights, best practices, and strategies to drive transformation and enhance organizational efficiency. This will be an immersive and collaborative training experience, with a focus on fostering a culture of innovation and Engineering Excellence.

4.0 SCOPE

The scope of this contract is to provide conference room space, lodging in a hotel for OIT to host its inaugural WayCon Training Event with an estimated 200 federal employees from

Monday, August 5, 2024, to Friday, August 9, 2024, with August 5 and August 9 designated as travel days. This entails providing suitable conference facilities equipped with audio visual (AV) amenities and accommodations for attendees. The services include booking appropriate meeting rooms, arranging catering services for breakfast, lunch, and morning/afternoon breaks, and one plated dinner, managing lodging reservations for all available space that can be provided, and ensuring a seamless experience for participants throughout the duration of the training.

5.0 CONTRACT TYPE

This will be a firm fixed price (FFP) contract.

6.0 ACCESS TO GOVERNMENT FACILITIES

N/A

7.0 PLACE AND PERIOD-OF-PERFORMANCE (POP)

Place-of-Performance: Shall be in one of the following locations:

Chicago, IL; or Charlotte, NC; or Boston, MA; or Charleston, SC.

The preferred location of conference/hotel facility is Charlotte, NC.

Period-of-Performance: Monday, August 5, 2024, through Friday, August 9, 2024.

See RFQ section B.2 PWS and SECTION E - SOLICITATION PROVISIONS E.3, E.4, and E.5.

8.0 TRAVEL

N/A

9.0 REQUIREMENT

The VA OIT intends on hosting inaugural WayCon Training Event with an estimated 200 federal employees from Monday, August 5, 2024, to Friday, August 9, 2024, with August 5 and August 9 designated as travel days.

10.0 CERTIFICATIONS

The Contractor shall have specialized experience in IT technical services and support, event planning, and project management.

11.0 TASK STATEMENT. Tasks performed shall be of a non-personal nature. VA organizations and personnel will not provide supervision of Contractor personnel. Contractor personnel shall at no time allow an employer/employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship. Contractors shall not perform inherently Governmental functions including decision-making, supervision of Government employees, supervision of other Contractors on other contracts and activities that create the appearance of performing such functions.

The Contractor shall provide all personnel, equipment, supplies, facilities, paper, pens, flip charts, markers, and name tags and other items necessary to provide conference services for the WayCon Training Event as defined in this PWS; to include an AV technician to support the conference. Signage to direct attendees to rooms/breakrooms shall be provided. No set-up or take-down labor is required from the Government for any of the provided materials specified in the PWS. Daily housekeeping for each room, including carpet vacuuming, trash removal, and ensuring the conference room areas are neat and "show ready" for each of the three open days.

Additional arrangements and services required by the vendor include, but are not limited to the following items:

TASK 11.1 Registration Area The Contractor shall furnish a registration space on August 5, 2024, with a table and 8-12 chairs.

TASK 11.2 Provide OIT Leadership Conference Large Meeting Room The Contractor shall provide one (1) large main meeting room that can accommodate and seat 200 federal employees and have the flexibility to make set-up changes at no additional cost.

• Large conference room must be made available from Monday, August 5, 09:00 AM to Friday, August 9, 12:00 PM

• Classroom style seating

• Stage with seven (7) chairs or lounge furniture equivalent to seven seats.

• Seven (7) microphones on stage (combination of lavalier & handled is fine)

• Appropriate lighting to highlight speakers on stage

• Secured Internet connection for 200

• Podium

• Water station

Contractor provided audio visual (AV) equipment must be in good working order for the duration of the meeting. If the AV equipment fails, the Contractor is responsible for immediately resolving the issue and providing working equipment (e.g., fix or replace).

In-house audio-visual technical support will be required to set up, troubleshoot and monitor room AV equipment and usage in conference rooms, remaining flexible to the needs of the conference planners.

TASK 11.3 Provide Break-out Training Rooms

The Contractor shall provide five (5) training breakout rooms that can accommodate 40-60 federal personnel each.

• Break-out rooms must be made available from Monday, August 5, 09:00 AM to Friday, August 9, 12:00 PM

• All Rooms - Classroom Style Set o providing for an unobstructed view of presentation area.

o 2-4 guests per table, allowing for each attendee to use laptops.

o Onsite option to reset the breakout rooms each morning, based on final curriculum need. Layout decisions to be made by Monday, August 5, 2024.

• All training breakouts - Projector and Video screen o Can also be a large monitor/TV with casting capabilities

• 2 training breakouts with a stage o These two (2) rooms should have

▪ Five (5) chairs on stage

▪ Pipe and drape behind the stage

▪ Five (5) handheld or lavaliere microphones

• All training breakouts - Secured Internet connection for 200

• All training breakouts - Water station

• All training breakouts - Connectivity Cords from laptops to presentation screens or monitor/TV

• All training breakouts Power connectivity to the attendee tables

Contractor provided audio visual (AV) equipment must be in good working order for the duration the issue and providing working equipment (e.g., fix or replace).

The Federal Government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for audio visual services.

TASK 11.4 Provide Break-out Operation Rooms

The Contractor shall provide three (3) operational breakout rooms for back of house that can accommodate 10-20 administrative personnel each.

• Break-out rooms must be made available from Monday, August 5, 09:00 AM to

Friday, August 9, 12:00 PM

• All breakout rooms shall be in close proximity of each other

• One (1) room should be set conference style for up to 20 guests o This room needs to have the ability to lock

• Two (2) rooms should be set with comfortable furniture and should each hold 10-15 guests.

Contractor provided audio visual (AV) equipment must be in good working order for the duration the issue and providing working equipment (e.g., fix or replace).

The Federal Government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for audio visual services.

TASK 11.5 Occupancy Lodging Rooms

• The Contractor shall block/reserve lodging services for federal employees at the U.S.

Government per-diem rate for the hotel’s geographic location for approximately 200 federal employees and parking for very limited local attendees. The Government desires

75 parking spots for conference attendees (accommodating hotel guests as well as local attendees) each conference day, preferably complimentary, but will accept a minimum of

50 spaces. Hotel/conference guest attendees must have access to parking for the duration of their hotel stay. Parking shall be in a secure area with adequate lighting and security. If there is a charge for parking, it will be paid by each guest using their

Government issued credit card or personal credit card. Parking fees, if any, will not be paid via this contract.

• Each federal employee will make their own lodging reservations using the room block name and pay for lodging rate using their Government issued travel card or private credit card. The card will not be charged until the day of checkout. Lodging will not be paid for through the purchase order payment process.

• Once a reservation is made by the federal employee, the hotel’s cancellation policy applicable for that reservation applies, should the individual not be able to travel and needs to cancel the reservation. If the federal employee does not cancel within the cancellation period, the federal employee is responsible for paying any cancellation fee and it will not be paid by VA resultant contract for the services defined in this PWS.

• The Government intends to utilize all rooms requested. However, the possibility exists that due to unforeseen circumstances, a few participants may have to cancel their attendance; therefore, the Government reserves the right to cancel the reservation up to

24 hours in advance.

• The block should begin Sunday, August 4, 2024, with 15 guest rooms. From Monday, August 5, 2024 – Thursday, August 8, 2024, the block should total 200 guest rooms.

Per Diem rates may be accessed at Per Diem Rates GSA https://www.gsa.gov/travel/plan-book/per-diem-rates . The Contractor shall provide the ability to cancel and modify existing reservations without penalty. All sleeping rooms must be provided at the Federal Government per diem rate published at https://www.gsa.gov/travel/plan-book/per-diem-rates for the relevant location. If the

Federal Government is not exempt from state and local sales tax, these are the only additional amounts that can be added to the nightly rate, if applicable.

• If possible, the hotel/conference facility should offer maximum flexibility on an earlier check-in time to accommodate early arrivals. The check-in and check-out times must be provided.

• The Department of Veterans Affairs (VA) is not authorized to pay for and is not liable for any additional lodging related costs (e.g., in-room movies, alcohol, or food and beverage). Any such costs must be paid for directly by the room occupant using their

Government travel card issued by the VA.

• The conference/hotel facility must be handicapped accessible, provide dedicated resources, with backup capability to manage the logistics surrounding conference events.

• The conference/hotel facility should be near an airport that accommodates flights from multiple airlines and origins across the nation, within walking distance of restaurants.

Hotel/conference facility should be within walking distance (<0.3 miles) of other eating/shopping/entertainment establishments. If not within walking distance, a complimentary hotel shuttle shall be made available for drop off and pick up of attendees within a 3-mile radius. Local taxi service shall also be readily available.

• The conference/hotel facility must be on the Federal Emergency Management Agency

(FEMA) List of Approved Hotels and Motels for Federal Travelers

(https://apps.usfa.fema.gov/hotel/).

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates https://apps.usfa.fema.gov/hotel/

• The conference/hotel facility must be in a secure location and all guest rooms shall have interior entry. Entrance doors that are not manned by hotel personnel are locked for security.

• Sunday, August 4, 2024 15 rooms

• Monday, August 5, 2024 200 rooms

• Tuesday, August 6, 2024 200 rooms

• Wednesday, August 7, 2024 200 rooms

• Thursday, August 8, 2024 200 rooms

The Federal Government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for lodging services.

TASK 11.6 Catering The Contractor shall provide food and beverage, preparation, setup, and cleanup services for breakfast, AM snack, Lunch, PM snack from August 6 to August 8 for approximately 200 federal employees. Breakfast should be continental with fruit, yogurt, granola with coffee/tea service, juices, and water on Tuesday, Wednesday, and Thursday. Lunch should be box lunches, sandwiches, or wraps with appropriate sides, water and assorted soft beverages on Tuesday, Wednesday, and Thursday. Ten (10) gluten free or allergy friendly meals may also be needed, counts can be provided in advance. AM breaks should be a small handheld item with coffee/tea service and PM breaks should be individually packaged chips/pretzels or hummus & vegetables with assorted soft beverage and water station. Tuesday should include a plated dinner and should be a salad, chicken entrée, and dessert, or an appropriate equivalent. Gluten free or allergy friendly meals may also be needed for the dinner. For the basis of the PWS, please include 190 standard dinners and ten (10) gluten free/allergy friendly meals. Final meal breakdowns will be provided closer to the conference date. See the highlighted schedule for times below; this can be adjusted on Monday August 5. All should be setup before the time and available until after the time shown.

ALCOHOL POLICY. The Government will not pay for alcoholic beverages during any meal or any other time during this event. If an alcoholic beverage is served, the hotel will give the conference participant a separate receipt for that alcoholic purchase and annotate the participant’s room number.

The Federal Government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for food and beverage.

TASK 11.7 Curriculum

The WayCon training event will focus on exchanging insights, best practices, strategies, and provide tools to drive digital transformation and enhance organizational efficiency. This will be a collaborative and immersive training experience with sessions delivered by leadership representing Intake, Software as a Service and Platform as a Service (SaaS/PaaS), Product Management, Custom Development, Utilities, and Enabling Services working groups. The curriculum will highlight processes, products, resources and individuals leading the execution of VA OIT top priorities. Each area will provide subject matter expertise and present an inside look at the work they are undertaking to help VA deliver software Better, Faster, and Safer.

TASK 11.8 Hotel/Conference Facility Requirements The hotel and conference facility shall meet the following requirements:

• Be in a secure location and all guest rooms shall have interior entry. Entrance doors that are not manned by hotel personnel shall be locked for security.

• Be on the Federal Emergency Management Agency (FEMA) List of Approved Hotels and

Motels for Federal Travelers (https://apps.usfa.fema.gov/hotel/ ). The Hotel and Motel Fire

Safety Act of 1990 codified at 15 U.S.C. 2225 prohibits use of appropriated funds to sponsor or pay for, in whole or in part, a meeting, convention, conference or training seminar in a hotel or other place of public accommodation, unless the venue meets the fire prevention and control guidelines described in 15 U.S.C.1225. The Federal Emergency Management Agency (FEMA), United States Fire Administration (USFA) maintains the Hotel and Motel National Master List, a list of hotels and motels complying with Pub. L. 101-391. Contracting Officers and purchase card holders shall contract only with listed hotels or motels to conduct meetings, conventions, conferences, or training seminars. Any advertisement, request for quotation, invitation for bid, or announcement for space shall include a requirement that the proposed facility be listed on

USFA’s Hotel and Motel National Master List at http://apps.usfa.fema.gov/hotel/ .

• Compliant with the requirements of the Americans with Disabilities Act (ADA) (42 U.S.C.

12101 et seq.) throughout the event.

• Hotel/Conference ITEMS/AMENITIES EXCLUDED FROM THE CONTRACT. The Government will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided in this contract.

• Movies, mini-bars, service charges, etc. shall be itemized separately on service bills. Hotel guests shall be responsible for all legitimate charges appearing on their lodging statements, except for the contracted meals.

• The Contractor’s staff shall inform guests during check-in, which services shall not be covered by the Government. The Contractor’s staff will request a credit card from all guests upon check-

in. Charges not covered by the contract are to be resolved between the guests and the hotel.

12.0 Delivery Schedule.

Task Deliverables Quantity Delivery Date

11.1 Registration Area 8-12 Person capacity (Monday, August 5, 2024

11.2 Large Conference Room 240 Person Capacity August 5 - 9, 2024

11.3 Break-Out Rooms 5 each/@ 40 Person Capacity August 5 - 8, 2024

11.4 Break-Out Rooms 3 each @ 20 Person Capacity August 5 - 8, 2024

11.5 Block off Occupancy Rooms 200 Single Person rooms August 5 - 8, 2024

11.6 Catering 200 Persons August 6 - 8, 2024

Day 0 – Sunday, August 4th, 2024

VA core staff arrives to venue.

DAY 1 – Monday, August 5, 2024

VA core staff onsite for setup

09:00 AM-5:00 PM

Attendees traveling to location

09:00 AM-12:00 PM

Registration opens for attendees

12:00 PM-5:00 PM

DAY 2 – Tuesday, August 6, 2024

07:30 AM Registration Open

08:00 AM-09:30 AM Breakfast/Large Conference Room

09:30 AM-09:45 AM Break

09:45 AM-12:15 PM (5) Breakout room sessions

12:20 PM- 1:20 PM Lunch

1:20 PM- 2:25 PM (5) Breakout room sessions

2:25 PM- 2:40 PM Break

2:45 PM- 6:00 PM (5) Breakout room sessions

6:00 PM- 8:00 PM Plated Dinner

DAY 3 – Wednesday, August 7, 2024

08:00 AM-09:30 AM Breakfast/Large Conference Room

09:30 AM-09:45 AM Break

09:50 AM-11:55 AM (5) Breakout room sessions

12:00 PM- 1:00 PM Lunch

1:00 PM- 2:40 PM (5) Breakout room sessions

2:40 PM- 2:55 PM Break

2:55 PM- 6:00 PM (5) Breakout room sessions

DAY 4 – Thursday, August 8, 2024

08:00 AM-09:30 AM Breakfast/Large Conference Room

09:35 AM-09:45 AM Break

09:45 AM-12:00 PM (5) Breakout room sessions

12:05 PM- 1:00 PM Lunch

1:00 PM- 2:00 PM (5) Breakout room sessions

2:00 PM- 2:20 PM Break

2:20 PM- 6:00 PM (5) Breakout room sessions

DAY 5 – Friday, August 9, 2024

VA core staff breakdown

09:00 AM-12:00 PM

Attendees and VA core staff departing from location.

13.0 CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer (CO). Failure to clear changes in contract with the Contracting Officer will result in Contractor not receiving compensation for costs incurred. Accordingly, the Contracting Officer will be notified prior to any additional services performances and a contract modification should be issue to the Contractor (changes in cost to the Government). The Contractor shall only take change orders from the Contracting Officer. Purchases or changes from unauthorized persons may result in the Contractor not receiving payment for costs incurred. It is emphasized that only a Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the Contractor and any other person be effective or binding on the Government. When/if, in the opinion of the Contractor, an effort outside the existing scope of the contract is requested, the Contractor shall promptly notify the Contracting Officer in writing. No action shall be taken by the Contractor under such direction unless the Contracting Officer has issued a contractual change or otherwise resolved the issue.

14.0 Government-Furnished Information, Equipment, and Facilities. The VA will be providing laptops for making presentations in each room.

15.0 Security Requirements. N/A

16.0 Key Personnel. N/A

17.0 Quality Assurance Surveillance Plan

Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey, or other methods to compare Contractor performance to the Acceptable Levels of Performance (ALPs).

Requirement Performance Standard

Surveillance Method

Outcome

CUSTOMER

SUPPORT

Courteous and professional interactions to receive and fill task order deliverables and in providing order status.

Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction.

Customer Feedback and Complaints based on interactions with the Contractor

Customer problems are resolved within the same business day; no more than 5 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism

17.1 Methods of Surveillance

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. Regardless of the surveillance method, the COR shall always contact the Contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the CO, shall be responsible for monitoring the Contractor’s performance in meeting a specific performance standard/AQL.

• DIRECT OBSERVATION. Can be performed periodically or through 100% surveillance.

• PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs.

Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.

• VALIDATED USER/CUSTOMER COMPLAINT. Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.

• 100% INSPECTION. Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

17.2 ACCEPTABLE PERFORMANCE LEVELS (APLS)

Requirement Performance Standard Surveillance Outcome

CUSTOMER

SUPPORT

Courteous and professional interactions to receive and fill task order deliverables and in providing order status.

Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction.

Customer Feedback and Complaints based on interactions with the Contractor

Customer problems are resolved within the same business day; no more than 5 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism

B.3 PRICE SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 EA _________________ ______________

Task 11.1 Registration Area 8-12 Person capacity (Monday, August 5, 2024)

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses) PRODUCT/SERVICE CODE: X1AB - Lease/Rental of Conference Space and Facilities

1.00 EA _________________ _____________

Task 11.2 Registration Area Large Conference Room 240 Person Capacity (August 5 - 9, 2024)

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

Task 11.3 Break-Out Rooms 5 each/@ 40 Person Capacity (August 5 - 8, 2024)

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

Task 11.4 Break-Out Rooms 3 each @ 20 Person Capacity (August 5 - 8, 2024)

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

ITEM

NUMBER

DESCRIPTION OF

Paper, pens, flip charts, markers, and name tags for 200 Persons

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 322230 - Stationery Product Manufacturing PRODUCT/SERVICE CODE: 7510 - Office Supplies

Task 11.6 Catering 200 Persons (August 6 - 8, 2024)

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

Audio Visual Technician Contract Period: Base

POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 541512 - Computer Systems Design Services PRODUCT/SERVICE CODE: DB01 - IT and Telecom - High Performance Computing (HPC) Support Services (Labor)

1.00 EA ________________ _____________

Tasks 11.2 - 11.4 Audio Visual Equipment

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

ITEM

NUMBER

DESCRIPTION OF

1.00 EA ________________ _____________

Symposium Misc., Stage, Furniture

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

Symposium Misc., Trash Disposal

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

1.00 EA ________________ ______________

Service Charge and Gratuity Charges

Contract Period: Base POP Begin: 08-05-2024 POP End: 08-09-2024 PRINCIPAL NAICS CODE: 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)

GRAND TOTAL _____________

SECTION C - CONTRACT CLAUSES

C.1 FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting

Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the

Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The

Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the

Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain

Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C.