VA-200-08-RP-0123SolicitationPre-Retirement Planning Seminars

Table of Contents



SECTION B - CONTINUATION OF SF 1449 BLOCKS 4

B.1 CONTRACT ADMINISTRATION DATA 4

B.2 PRICE/COST SCHEDULE 12

B.3 DELIVERY SCHEDULE 12

SECTION C - CONTRACT CLAUSES 13

C.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (JUN 2008) 13

C.2 ELECTRONIC INVOICE SUBMISSION 18

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS 19

SECTION E - SOLICITATION PROVISIONS 20

E.1 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) 20

E.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-- COMMERCIAL ITEMS (JUN 2008) 20







SECTION B - CONTINUATION OF SF 1449 BLOCKS



This Section is Intentionally Left Blank



B.1 CONTRACT ADMINISTRATION DATA



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



1. Contract Administration: All contract administration matters will be handled by the following individuals:



a. CONTRACTOR: TBD



b. GOVERNMENT: Contracting Officer 00200 Sylvia Thomas

Department of Veterans Affairs

Acquisition Management Section/00D

1615 Woodward Street

Austin TX 78772



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 Central Contractor Registration, or



[] 52.232-36, Payment by Third Party





3. INVOICES: Invoices shall be submitted in arrears:



a. Quarterly []



b. Semi-Annually []



c. Other [To be submitted upon completion acceptance of deliverables.]



4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be mailed to the following address:



Department of Veterans Affairs

Financial Services Center

P.O. Box 149971

Austin TX 78714-8971



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



AMENDMENT NO DATE



______________________________ _____________

______________________________ _____________

______________________________ _____________





STATEMENT OF WORK

for

"Planning for Retirement" Pre-Retirement Seminars





1.0 GENERAL INFORMATION:



1.1 Date: August 18, 2008



1.2 Project Title: Pre-Retirement Planning Seminars



1.3 Introduction

The Department of Veterans Affairs (VA) Austin Information Technology Center (AITC) is seeking a contractor to provide Pre-Retirement Seminars for Austin, Texas VA employees. The retirement seminars shall consist of the Civil Service Retirement System (CSRS and CSRS Offset), the Federal Employees Retirement System (FERS), Social Security and Medicare programs, Thrift Savings Plan (TSP), Long Term Care Insurance (LTCI), Flexible Spending Accounts (FSA) and Federal employees' health and life insurance programs.



1.4. Background

The Department of Veterans Affairs (VA) Austin Information Technology Center (AITC) has a requirement for an experienced contractor to provide Pre-Retirement Planning Seminar for Austin VA employees. This program is provided yearly to the employees who are within 5-10 years of Federal retirement.



1.5 Scope and Objectives

The Contractor shall provide approximately 100 employees with a detailed understanding of the benefits they are entitled to under the CSRS, CSRS Offset, FERS, Social Security and Medicare programs, TSP, LTCI, FSA and Federal employees' health and life insurance programs. Spouses may attend at no additional cost



1.6 Definitions: N/A



1.7 Contractor Furnished Property, Services, and Responsibilities

Except as otherwise listed in this statement of work, the Contractor is responsible for providing all property and services required by this Statement of Work (SOW).



1.8 Government Furnished Equipment (GFE), Services, and Responsibilities

The AITC will provide the following GFE for use by the vendor in performance of the contract:

" Training facility - Meeting room within The Wyndham Hotel and Conference Center, 3401 South IH 35, Austin, TX 78745, (512) 448-2444

" Audio-visual equipment used during presentations

" The vendor shall return all GFE to the AITC at the end of the contract performance.



2.0 SPECIFIC TASKS DELIVERABLES AND PERFORMANCE/QUALITY STANDARDS



2.1 Specific Tasks



2.1.1 Provide knowledgeable instructor



2.1.2 Provide VA employee seminar participants with a copy of training materials on the dates of scheduled training as well as the CSRS and FERS supplemental publications.



2.1.3 Provide two (2) one-day pre-retirement planning seminars which will cover the following topics:

" CSRS, CSRS Offset (day one) and FERS (day two) retirements.

" TSP, Medicare, Social Security, Long Term Care Insurance (LTCI), Flexible Spending Accounts (FSA) Federal life and health insurance programs (both days).



2.2 Deliverables

The contractor is responsible for providing the deliverables identified below. Training materials will be sent to the Contracting Officer's Technical Representative (COTR) Rebecca Martinez (HR Specialist Division 35).



# Description Frequency Mode of Delivery Due Date

B.0 BASE YEAR -

Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications

8:00 AM - 4:00 PM CST



CSRS and FERS Supplemental Publications for all VA employee seminar participants



Period of Performance: October 1, 2008 to September 30, 2009



TOTAL COST

BASE YEAR:

$__________

In Person Exact Dates TBD

B.1 OPTION YEAR ONE (1) -

Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications

8:00 AM - 4:00 PM CST



CSRS and FERS Supplemental Publications for all VA employee seminar participants



Period of Performance: October 1, 2009 to September 30, 2010



TOTAL COST

OPTION YEAR ONE:

$__________

In Person Exact Dates TBD

B.2 OPTION YEAR TWO (1) -

Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications

8:00 AM - 4:00 PM CST



CSRS and FERS Supplemental Publications for all VA employee seminar participants



Period of Performance: October 1, 2010 to September 30, 2011



TOTAL COST

OPTION YEAR TWO:

$__________

In Person Exact Dates TBD

B.3 OPTION YEAR THREE (3) -

Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications

8:00 AM - 4:00 PM CST



CSRS and FERS Supplemental Publications for all VA employee seminar participants



Period of Performance: October 1, 2011 to September 30, 2012



TOTAL COST

OPTION YEAR THREE:

$__________

In Person Exact Dates TBD

TOTAL COST

BASE YEAR

OPTION YEAR ONE

OPTION YEAR TWO

OPTION YEAR THREE:

$__________





2.3 Quality Standards



2.3.1 Completion of scheduled seminar.



2.3.2 Feedback from attendees that information presented was pertinent and up-to-date.



2.4 Inspections and Acceptance

Acceptance is contingent on deliverables being reviewed for conformance with the SOW requirements. The CO will reject Deliverables that do not meet the SOW requirements.



3.0 SUPPLEMENTAL REQUIREMENTS AND INFORMATION



3.2 Period of Performance

The period of performance shall be in accordance with the negotiated agreement, culminating with final completion of all deliverables no later than September 30, 2009. Actual dates to be determined.



3.3 Place of Performance

Seminars will take place at

The Wyndham Hotel and Conference Center

3401 S. IH 35

Austin, TX 78745

(512) 448-2444



3.4 Contract Type: Firm Fixed Price



3.5 Travel

Any contractor travel required by the Government in support of this contract shall be authorized by the CO and funded by the Government. Travel costs will be paid in accordance with the Federal Acquisition Regulations (FAR) and Government Travel Regulations (GTR) in effect at the time of the task order. Contractor invoices for travel shall comply with FAR 31.205.46.



3.6 Payment and Invoices



3.6.1 Payment of Contract

An invoice for the contract price may be submitted upon completion, delivery, and acceptance of all deliverables.



3.6.2 Invoices

The contractor shall submit invoices pursuant to FAR 52.232-25, PROMPT PAYMENT (JUN 1997). The contractor shall submit all invoices pertaining to this contract to the address specified on the Delivery or task order.



3.7 Contract Management

Not withstanding the contractor's responsibility for total management responsibility during the performance of the contract, the administration of the contract will require maximum coordination between the AITC and the contractor. In order to facilitate this coordination, the AITC will assign a contracting officer (CO) and a contracting officer's technical representative (COTR) to serve as the AITC point of contact during the performance of the contract and the Contractor shall assign a Project Manager.



3.7.1 Contracting Officer's Authority

The contracting officer is the only person authorized to make or approve any changes in any of the requirements of this contract. Notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the CO. If the contractor makes any changes at the direction of any person other than the CO, the changes will have been made without authorization. Consequently, no adjustment will be made in the contract price to cover any increase in costs incurred by the contractor. All contract administration will be by, and all communications pertaining to contractual or administrative matters under the contract shall be addressed to:



Sylvia Thomas, Contract Specialist

Department of Veterans Affairs

Austin Information Technology Center

1615 Woodward Street

Austin, TX 78772

(512) 326-6877

Sylvia.Thomas2@va.gov



3.7.2 Contracting Officer's Technical Representative (COTR) Authority

The COTR for this contract is:

Rebecca Martinez, HR Specialist (Employee Benefits)

(512) 326-7439/6052

Rebecca.Martinez@va.gov

A letter of designation will be issued to the COTR with a copy supplied to the contractor stating the responsibilities and limitations of the COTR.



The types of actions within the purview of the contracting officer's technical representative (COTR) are:



3.7.2.1 Provide technical direction and guidance



3.7.2.2 Assure that the contractor performs the technical requirements of the contract.



3.7.2.3 Perform or cause to be performed inspections necessary in connection with performance of the contract;



3.7.2.4 Monitor the contractor's performance under the contract and notify the contractor and the CO of any deficiencies observed.



3.7.2.5 Maintain record of written and oral communications with the contractor concerning the aspects of the contract within his/her purview.



3.7.2.6 Coordinate Government furnished property availability and provide for site entry of contractor personnel if required.



3.7.2.7 Other tasks as outlined in the written delegation of authority that will be provided to the Contractor at time of award.



3.7.3 Contractor Management

The contractor shall appoint a supervisor/Project Manager who will be the contractor's Authorized Representative for technical and administrative performance of all tasks or services required hereunder. The supervisor shall provide the single point of contact through which all contractor/Government communications; work and technical direction shall flow. The supervisor shall receive and execute, on behalf of the contractor, such technical direction as the COTR may issue within the terms and conditions of the contract. All administrative support of contractor technical personnel required to fulfill the tasks assigned under this contract shall be the responsibility of the contractor.



3.7.4 Contract Interpretation

No interpretation of any part of this contract, including applicable specifications, shall be binding on the Government unless furnished or agreed to in writing by the contracting officer.



3.8 Contractor Personnel Requirements



3.8.1 Qualification Requirements

Contractor shall be knowledgeable and have the ability to present pertinent and up to date information on CSRS/CSRS Offset and FERS retirement systems, information on Federal life and health insurance, TSP, Social Security, and Medicare programs. The contractor shall be able to interpret and explain Code of Federal Regulations for retirement and payroll processing.



Contractor shall be familiar with various automated retirement software products, especially FRC/CALC and GRB Assist latest year. FRC/CALC and GRB Assist latest year software products are used at the AITC to compute federal retirement calculation estimates for employees. It is important that VA employees receive consistent pre-retirement training because the decisions they make based on the training may impact their financial future.



Contractor shall have experience providing Pre-Retirement Seminars with clear and concise explanations and information that is always correct.



Contractor shall be familiar with the Federal employee community and be able to answer all questions.



Contractor shall be able to provide sufficient documentation to substantiate their experience and knowledge distributed to attendees.



3.8.2 Other Personnel Considerations

Personnel assigned by the contractor(s) to perform work on this contract shall be acceptable to the government in terms of personal and professional conduct and technical knowledge. Should the assignment to this contract of any person in the contractor's organization create a conflict with the interests of the government, the government will notify the contractor and request the person's immediate removal from the assignment. The CO will document the reason for removal in writing within ten (10) workdays of the contractor notification. The contractor shall begin personnel replacement action immediately upon receipt of notification. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules



3.8.3 Restrictions and Standards of Conduct

The contractor and its employees shall conduct only business covered by this contract during periods paid for by the government and shall not conduct any other business on government premises. Contractor employees assigned to each contract shall not solicit business that may be within the scope of the contract.







B.2 PRICE/COST SCHEDULE





ITEM NO. DESCRIPTION QTY UNIT UNIT PRICE AMOUNT

1 ANNUAL CONTRACTS 35: 1 RENEWAL-HR RETIREMENT SEMINAR.

Provide "Planning for Retirement" seminar for CSRS and FERS employees.

Seminar dates to be determined. Instructor will provide participants detailed information on benefits under CSRS, FERS, SS, and Medicare programs, long term care insurance, flexible spending accounts, TSP and federal employees' health and life insurance.

Seminar will consist of up to 100 participants each day with spouses entitled to attend free of charge.

Offeror will provide all transportation expenses for the instructor, training materials, and supplemental publications entitled Your Civil Service Retirement System (FERS) written and published by GRB.

AITC will provide training facility and all audio-visual equipment.

Period of Performance: 10/01/08 - 9/30/09.

Renewal AITC PO J86001; LIN 01.

1 JOB $_______ $_______

TOTAL $_______





B.3 DELIVERY SCHEDULE





ITEM NUMBER QUANTITY DATE OF DELIVERY

1 1.00 TBD



SHIP TO: NON-NGIT/MIKE CLEMENTS









SECTION C - CONTRACT CLAUSES





C.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (JUN 2008)



CONTRACT CLAUSES HAVE BEEN REMOVED FROM THIS SOLICITATION DOCUMENT TO COMPLY WITH LENGTH RESTRICTIONS, BUT WILL BE ADDED TO THE FINAL CONTRACT.