Performance Work Statement (PWS) for the Transformation Twenty-One Total Technology (T4) Program

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Oct 26, 2013 (3 years and 10 months ago)

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1

















Performance Work Statement (PWS)


for the


Transformation
Twenty
-
One Total Technology (T4)



Program



1
5

September 2009














Department of Veterans Affairs

Office of Acquisition and Logistics (OAL)

Technology Acquisition Center (TAC)





2


TABLE OF C
ONTENTS

1.0

SCOPE

................................
................................
................................
................................
........................

4

2.0

APPLICABLE DOCUMENTS

................................
................................
................................
.................

4

3.0

GENERAL REQUIREMENTS

................................
................................
................................
................

5

3.1

Contract Type

................................
................................
................................
................................
......

5

3.2

Period of Performance

................................
................................
................................
.........................

5

3.3

Place of Performance

................................
................................
................................
..........................

5

3.4

Personnel

................................
................................
................................
................................
.............

5

3.5

Travel

................................
................................
................................
................................
..................

6

3.6

Materials, Equ
ipment and Facilities

................................
................................
................................
....

6

3.6.1

Government
-
Furnished

................................
................................
................................
.................

6

3.6.2

Contractor
-
Acquired

................................
................................
................................
.....................

7

3.6.3

Facilities
................................
................................
................................
................................
........

7

3.6.4

Non
-
De
velopmental Items and Commercial Processes

................................
................................

7

3.6.5

Warranty

................................
................................
................................
................................
.......

7

3.6.6

Marking, Handling, Storage, Preservation, Packaging, & Shipping

................................
............

7

3.6.7

Export Control

................................
................................
................................
..............................

7

3.6.8

Se
ction 508 Requirements

................................
................................
................................
............

8

3.6.9

Safety and Environmental
................................
................................
................................
.............

8

3.6.10

Program Management Accountability System (PMAS)

................................
..........................

8

3.6.11

Transition and Orientation Support

................................
................................
..........................

8

4.0

TECHNICAL FUNCTIONAL AREAS

................................
................................
................................
...

8

4.1

Program Management, Strategy
a
nd Planning

................................
................................
....................

8

4.1.1

S
trategy and Planning

................................
................................
................................
...................

9

4.
1.2

R
equirements Development

................................
................................
................................
..........

9

4.1.3

Program Management

................................
................................
................................
.................

10

4.2

Systems/Software Engineering

................................
................................
................................
.........

11

4.2.1

Quality Assurance

................................
................................
................................
.......................

11

4.2.2

Application Design and Development

................................
................................
........................

11

4.2.3

Modeling and Simulation

................................
................................
................................
...........

12

4.2.4

Information Application Services

................................
................................
...............................

12

4.2.5

Physical Security Systems

................................
................................
................................
..........

13

4.2.6

Engineering and Technical Documentation

................................
................................
................

13

4.2.7

Legacy System Migration

................................
................................
................................
...........

13

4.2.8

Configuration and Architectural Management and Control

................................
.......................

13

4.2.9

Test & Evaluation

(T&E)

................................
................................
................................
...........

13

4.2.10

Independent Verification and Validation (IV&V)

................................
................................
..

13

4.3

Enterprise Network

................................
................................
................................
...........................

13

4.3.1

Systems/Network Administration

................................
................................
...............................

14

4.3.2

Data Communications Systems

................................
................................
................................
..

14

4.3.3

Voice Systems

................................
................................
................................
............................

14

4.3.4

Video Systems

................................
................................
................................
............................

14

4.3.5

LA
N/WAN Systems

................................
................................
................................
...................

14

4.3.6

Network and Telecommunications Infrastructures

................................
................................
.....

14

4.3.7

Transmission Systems

................................
................................
................................
................

15

4.
4

Cyber
Security

................................
................................
................................
................................
...

15

4.4.1

I
nformation Assurance

(IA)

................................
................................
................................
........

15

4.4.2

L
ogical Security

................................
................................
................................
..........................

15

4.4.3

Certification

................................
................................
................................
................................

15

4.5

Oper
ation And Maintenanc
e

................................
................................
................................
.............

15


3


4.5.1

Help Desk/Call Center

................................
................................
................................
................

15

4.5.2

Licenses/Maintenance Agreements

................................
................................
............................

16

4.5.3

Database
a
nd Data Warehouse Administration

................................
................................
..........

16

4.5.4

Training

................................
................................
................................
................................
......

16

4.6

Information Technology (I
T
) Facilities
................................
................................
.............................

16

4.6.1

Incidental Facility Construction

................................
................................
................................
.

16

4.6.2

S
ite Surveys

................................
................................
................................
................................

17

4.6.3

Facility Cabling

................................
................................
................................
..........................

17

4.6.4

Installation

................................
................................
................................
................................
..

17

5.0

DELIVERABLES

................................
................................
................................
................................
.....

17

5.1

Products

................................
................................
................................
................................
.............

17

5.2

Requirements

for Identification

................................
................................
................................
........

17

5.3

Data

................................
................................
................................
................................
...................

17

5.3.1

PWS Data Requirements

................................
................................
................................
............

18

5.3.2

Task Order Requirements

................................
................................
................................
...........

18

6.0

SECURITY

................................
................................
................................
................................
...............

18

6.1

Classified Work

................................
................................
................................
................................
.

18

6.2

Systems Security

................................
................................
................................
...............................

18

6.2.1

VA

Systems Security

................................
................................
................................
..................

18

6.3

Personnel Security

................................
................................
................................
.............................

18

6.3.1

VA Personnel Security Requirements

................................
................................
........................

19

6.4

Badges

................................
................................
................................
................................
...............

19

6.5

Data Security
and Privacy

................................
................................
................................
.................

19

7.0

CONTRACT MANAGEMENT

................................
................................
................................
..............

20

7.1

Government Support

................................
................................
................................
.........................

20

7.1.1

Contracting Officer’s Technical Representative (COTR)

................................
..........................

20

7.1.2

Contracting Officer’s Representative (COR)

................................
................................
.............

20

7.2

Contractor Program Management

................................
................................
................................
.....

20

7.2.1

Work Control

................................
................................
................................
..............................

20

7.3

Pre
-
Award Procedures

................................
................................
................................
......................

20

7.3.1

Request for Task Execution Plan (RTEP)

................................
................................
..................

20

7.3.2

RTEP Process

................................
................................
................................
.............................

20

7.3.3

Task Execution Plan (TEP)

................................
................................
................................
........

21

7.3.4

TEP Evaluation

................................
................................
................................
...........................

23

7.4

Issuance of Task Orders

................................
................................
................................
....................

23

7.5

Logical Follow
-
Ons

................................
................................
................................
..........................

24

7.6

Post Award Procedures

................................
................................
................................
.....................

24

7.6.1

Request For Post Award Action

................................
................................
................................
.

24

7.6.2

Revised Task Execution Plan

................................
................................
................................
.....

24

7.6.3

Post Award Action Approval
................................
................................
................................
......

24

7.7

Reports

................................
................................
................................
................................
..............

24

7.7.1

Contractor’s Progress, Status, and Management Report

................................
............................

24

7.7.2

Contract Performance Report (CPR)

................................
................................
..........................

26

7.8

Meetings and Reviews

................................
................................
................................
......................

27

7.8.1

Project Office Initial Program Review (IPR)

................................
................................
.............

27

7.8.2

Post
-
Award Conferences

................................
................................
................................
............

27

7.8.3

Monthly Program Reviews

................................
................................
................................
.........

27

7.8.4

Quarterly Prime Program Reviews

................................
................................
.............................

27

7.8.5

Task Order Kickoff Meetings

................................
................................
................................
.....

27



4


1.0

SCOPE


This Performance Work Statement (PWS) establishes the requirements for Contractor
-
provided
s
olutions

in support of
I
nformation
T
echnology
. This
include
s

services and hardware

for

client

requirements that
span

across the entire spectrum of existing and future technical environments
,
hardware/software systems
,

lifecycle
,

and

applications.

IT technologies, by their na
ture, are dynamic
and evolving.
Descriptions of technical environments as well as information on software and hardware
requirements

shall

be provided in the PWS for each Task Order
.


T
he
C
ontractor

shall

provide a total solution, encompassing,
but not limited to,

required hardware,
softw
are, and
IT

products, in conjunction with all services needed to integrate a system, network, or
other
IT
service in order to meet a
client
’s mission requirements. Accordingly, Task Orders may include
acquisitions of hardware, software, and other products.


T
ransformation Twenty
-
One Total Technology
(T4)
is not intended as a mechanism to
solely
purchase IT products
. Such

products may be purchased to
the extent that those products are necessary to deliver the s
olution

required.

Services
shall

include
techn
ical
, systems engineering

and other s
olutions

encompassing the entire range of IT requirements
.


Services,
as well as

related IT

products, may encompass the entire life
-
cycle of a system, including, as
applicable,

program

ma
n
a
gement

and

strategy

p
lanning,
systems/software engineering, enterprise
network, cyber security, operation and maintenance

and IT facilit
ies
.


Moreover, services and related
products covered u
nder this contract
shall

be global in reach and
the Contractors

must be prepared to
provide ser
vices and deliverables worldwide.


Contractor
-
provided solutions
may support the Department of Veterans Affairs (VA)
,

other Federal
Agencies
,

and if so authorized by specific Legislation

(
e.g. Public Law 108
-
136 Section 803
),

tasks for
State and local Governments involving information technology
and telecommunications that are
federally funded
.


This PWS provides general requirements. Specific requirements
shall

be definitized in
individual

Task
Orders.
Functional area requirements are described in §4.0 and are not mutually exclusive for Task
Order requirements. Requirements may fall within one specific functional area but in many cases, the
requirements will encompass and apply across multiple functiona
l areas to provide the total life cycle
solution.



2.0

APPLICABLE DOCUMENTS


Applicable documents are listed below. Additional documents may be listed in
individual

Task Orders.


a.

Federal Information Security Management Act (FISMA) of 2002;

b.

VAAR 852.273
-
75 S
ecurity requirements for unclassified information technology
resources (interim Oct 2008);

c.

FIPS Pub 201, Personal Identity Verification for Federal Employees and Contractors,
February 25, 2005;

d.

Section 2224 of title 10, United States Code, "Defense Informa
tion Assurance Program"

e.

Software Engineering Institute, Software Acquisition Capability Maturity Modeling (SA
CMM) Level 2 procedures and processes;

f.

Privacy Act of 1974

g.

Title VI of the Civil Rights Act of 1964

h.

Department of Veterans Affairs (VA) Directive
0710

dated September 10, 2004

i.

Department of Veterans Affairs (VA) Directive 6102


5


j.

Department of Veterans Affairs (VA) Handbook 6102 (Internet/Intranet Services)

k.

Health Insurance Portability and Accountability Act (HIPAA); 45 CFR Part 160, 162,
and 164; Heal
th Insurance Reform: Security Standards; Final Rule dated February 20,
2003

l.

Electronic and Information Technology Accessibility Standards (36 CFR 1194)

m.

OMB Circular A
-
130

n.

U.S.C. § 552a, as amended

o.

32 CFR 199

p.

An Introductory Resource Guide for Implementing
the Health Insurance Portability and
Accountability Act (HIPAA) Security Rule,

March 2005

q.

Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the
Workforce Investment Act of 1998 (P.L. 105
-
220), August 7, 1998

r.

Homeland Security

Presidential Directive (12) (HSPD
-
12)

s.

VA Handbook 6500

t.

OED ProPath Process Methodology
(
http://vaww.webdev.oed.oit.va.gov/process/propath/
)

NOTE: In the event of a conflict, OED ProPath

takes precedence over other processes or
methodologies.

u.

NBS SP500
-
153, “ Guide to Auditing for Controls and Security: A System Development
Life
-
Cycle Approach,” April 1988

v.

Program Management Accountability System (PMAS) portal
http://vaww.oed.portal.va.gov/pmas/Pages/default.aspx

w.

Federal Travel Regulation (FTR) (
www.gsa.gov/federaltravelregulation
)


3.0

GENERAL
REQUIREMENT
S


The Contractor shall provide and/or acquire the services, hardware, and software required by individual
Task Orders pursuant to the general requirements specified
below.


3.1

Contrac
t Type


This is an Indefinite Delivery/Indefinite Quantity (IDIQ) Multiple Award Task Order (MATO) contract.
Individual Task Order
s

shall be issued on a
Time
-
and
-
Materials (T&M), Cost Reimbursem
ent (CR),
and/or
Firm
-
Fixed
-
Price (FFP)
basis
.


3.2

Period of
Performance


The period of performance
for the basic contract
shall be five (5) years from the
effective
date of award
,

with one (1) two
-
year Option period.


3.3

Place of Performance


The p
lace of performance
shall

be identified in
individual

Task Order
s
. Locations
will

be Government
or Contractor sites within the continental United States (CONUS) and/or outside the continental United
States (OCONUS).


3.4

Personnel


6


Key personnel may be identified at the
individual T
ask Order level

to include minimum experie
nce or
education requirements
,

if the Agency determines it is necessary
. Any changes to the identified key
personnel must be approved by the Contracting Officer

(CO)
.

The Contractor shall provide a report
(MS Excel)
listing all personnel as follows:


a.

Tas
k
O
rder

b.

Name

c.

Clearance level

d.

Company name

e.

Prime/Subcontractor

f.

Labor Category

g.

Facility location

h.

Hours worked

i.

Project supporting


3.5

Travel


Travel shall be in accordance with
individual
Task Order requirements. Travel details must be provided
to and approved by the
Contracting Officer’s
Technical
Representative (
COTR
)

prior to the
commencement of travel. All extended travel must approved by the
COTR

prior to the commencement
of travel.

All travel shall be in accordance with the Federal Travel Regulations (FTR). Personnel
traveling within the local commuting area
shall

not be reimbursed.

OCONUS travel may require
additional authorization and approvals as specified in
the
individual

Tas
k Order.


3.6

Materials, Equipment and Facilities


3.6.1

Government
-
Furnished


Government Furnished Property (GFP) which includes Government Furnished Material (GFM),
Government Furnished Information (GFI), and Government Furnished Equipment (GFE) may be
provided
and
shall

be identified in
the
individual

Task Order.

T
he Contractor shall be responsible for
conducting all necessary examinations, inspections, maintenance, and tests

upon receipt
.
The Contractor
shall be responsible for reporting all inspection result
s, maintenance actions, losses, and damage to the
Government.

The
C
ontractor shall track and report all GFP

in the VA T
echnology Acquisition Center
(T
AC
)

website
. The report shall contain the following:


a.

Task
O
rder

b.

Item name
/
number

c.

Description

d.

Physical
location (facility, city, state)

e.

Prime
/S
ubcontractor

f.

Value

g.

Condition

h.

Duration required

i.

Return date and location


The VA shall provide VA specific software such as Veterans Health Information System and
Technology Architecture (VistA), Primavera, Remedy,
Pr
oPath
,

and others as appropriate. The
Contractor shall utilize VA provided software development and test accounts, document and

7


requirements repositories and others as required for the development, storage, maintenance and delivery
of products
.

Contracto
rs shall not transmit, store or otherwise maintain sensitive data or products in
systems or media other than VA provided systems within the VA firewall.


3.6.2

Contractor
-
Acquired


The Contractor shall acquire and/or provide any hardware and/or software required

to accomplish each
Task Order. Software integrity shall be maintained by the Contractor within the licensing agreement of
the producer until such software is delivered to the Government, or otherwise disposed of in accordance
with Government direction.


3.6.3

Facilities


Work may be performed at either
a

Government or Contractor facility. Each Task Order
shall

delineate
the facility requirements.


3.6.3.1

Government Facilities


Certain Government office or laboratory space may be made available for performance of
individual
Task Orders. Contractor
s

may be required to establish operations and
support Government

facilities
and
shall

comply with VA and/or Federal certification and accreditation requirements. Such facilities
shall

be specified in the
individual

Task
Order.


3.6.3.2

Contractor Facilities


Personnel may perform at a Contrac
tor facility or remote locations. The Contractor shall

disclose

this
information

during the
Request for Task Execution Plan (
RTEP
)
process.


3.6.4

Non
-
Developmental Items and Commercial Processes


Non
-
developmental items (NDI) and commercial
-
off
-
the
-
shelf (COTS) products shall be used to the
maximum practicable extent. The Contractor shall apply commercially available
and industry best
processes and technologies to the maximum practicable extent.


3.6.5

Warranty


Items acquired under th
is

contract may require warranty protection.

Commercial warranties shall be
transferred to the Government.
The type of warranty and extent of coverage
shall

be determined on a
n
individual

Task Order basis.



3.6.6

Marking, Han
dling, Storage, Preservation, Packaging, & Shipping


The Contractor shall establish/maintain procedures for handling, storage, preservation, packaging, and
shipping to protect the quality of products and prevent damage, loss, deterioration, degradation or
substitution of products.


3.6.7

Export Control



8


The Contractor shall comply with all applicable laws and regulations regarding export
-
controlled
information and technology and shall not use, distribute, transfer or transmit technology (even if
incorporated into products, software or other information) e
xcept in compliance with such laws and
regulations. In addition, the Contractor
shall

plan for, obtain, and maintain any and a
ll export licensing
required to
satisfy
individual
Task Order requirements.


3.6.8

Section 508 Requirements


On August 7, 1998, Section

508 of the Rehabilitation Act of 1973 was amended to require that when
Federal departments or agencies develop, procure, maintain, or use Electronic and Information
Technology, that they shall ensure it allows Federal employees with disabilities to have a
ccess to and
use of information and data that is comparable to the access to and use of information and data by other
Federal employees.


The Contractor shall comply with all required Federal or agency standards, as
specified in the
individual
Task Order. Section 508, the Federal Information Technology Accessibility
Initiative (36 CFR 1194), is incorporated into and made a part of this contract. Section 508 applies to all
Task Orders. Specific Section 508 standards or other 508 requirements
s
hall

be stated in each Task
Order. The standards and information on how to administer the Section 508 requirements are covered at
http://www.section508.gov
. Compliance with the applicable Section 508 standards is

a material
requirement of the contract.


3.6.9

Safety and Environmental


Safety and environmental
procedures
shall

be identified in
individual
Task Order requirements
.


3.6.10

Program Management Account
ability

System (PMAS)


Implemented by the Assistant Secretary for

IT, PMAS is a VA
-
wide initiative to better empower
the
Office of Information and Technology
(
OI&T
)

P
roject
M
anagers and teams to meet their mission:
delivering world
-
class IT products that meet business needs on time and within budget.
The Contractor
shall comply with
the
PMAS

that
mandates

all new
VA IT projects/programs
use
an
incremental
development approach
, requiring
frequent delivery milestones to deliver new capabilities and business
sponsors to test and accept functionality.

PMA
S initiatives associated with existing projects/programs
shall be identified in
individual
Task Order requirements.


3.6.11

Transition and Orientation Support


The Contractor shall perform transition and orientation services (e.
g.

develop
Phase
-
In/Phase
-
Out
Trans
ition Plan) to insure continuity of services as specified in the
individual

Task Order.

Transition
and orientation support may include transitioning to Government or Contractor personnel.


4.0

TECHNICAL FUNCTIONAL AREAS


Individual Task Order
Performance
W
ork
S
tatements
(PWS)
may encompass more than one
functional

area listed below.

Further functional area details are de
scribed to provide greater insight into the
complexity and uniqueness of some potential Task Order requirements covered by this PWS.

Func
tional area requirements are not mutually exclusive and may apply across multiple functional areas.


4.1

P
rogram Management, Strategy, and Planning



9


The
C
ontractor shall provide Program Management, strategy and planning support on an enterprise or
individual
project level.
Program Management is critical to the Agency achieving strategic goals and
fulfilling mission requirements within
programmatic

constraints.



4.1.1

Strategy
a
nd Planning


The Contractor shall p
rovide services that facilitate strategic decisions
for an organization with respect
to its current and

future IT structure and program integration. This includes conducting a systematic
assessment and redesign of the key technologies, business processes, and organizational structures;
streamlining processe
s, properly aligning the organization to reflect the way work gets done, and
deploying proven supporting technologies where appropriate. The outcome of studies and assessments is
expected to result in a complete IT strategy, aligned with business goals and

objectives that leverage
innovation to define new opportunities for success. All recommendations and plans must comply with
Federal legislation and be consistent with Federal policy, standards, and guidelines such as: the
Government Performance and Result
s Act, Clinger
-
Cohen, the Federal Activities Inventory Reform Act,
the Paperwork Elimination Act, among others.


4.1.2

Requirements Development


The Contractor shall provide requirements development support as required by
individual

Task Orders.
Contractor pers
onnel performing such services shall be required to sign a non
-
disclosure agreement.


4.1.2.1

Requirements Packages


Requirements package support includes but is not limited to:


a.

Assistance in developing Statements of Objectives, Statements of Work, Performance
W
ork Statements, Performance Specifications, Rough Orders of Magnitude (ROM)
, cost

estimates,
Quality Assurance Surveillance Plans, and associated acquisition
d
ocumentation.

b.

Technical advice and assistance regarding proposal evaluation.

c.

Market research,
evaluation, and recommendations of technical alternatives



4.1.2.2

Technology Refreshment and Configuration Reviews


Technology refreshment and configuration reviews include any structure or process for realizing
innovations to provide for business or technical c
hanges. Technology refreshment allow
s

for upgrading
technology or improving processes as well as helping enterprises move their businesses forward by
adopting formal procedures to manage business and technical innovations. Technology refreshment
ensure
s

ne
w innovations are reviewed and adopted as required.


4.1.2.3

Disaster Recovery and Business Continuity Planning


Disaster Recover and Business Continuity Planning includes operations, physical infrastructure,
hardware, software, network, and personnel.

The Contra
ctor shall provide s
ervices related to any and all
methodologies, in the information technology context, pertaining to disaster recovery and business
continuity. The range of recovery services under this functional area covers the spectrum from partial
los
s of function or data for a brief amount of time to a “worst
-
case” scenario in which a man
-
made
,

10


natural disaster
,

or IT failure results in the loss of the entire IT enterprise. Services may be required
during
any timeframe from initial declaration of a di
saster to final recovery of all business processes.


4.1.2.4

Studies and Analyses


The Contractor shall perform studies and analyses
.

Such studies/analyses may include but are not
limited to logistics/supportability, engineering, financial, and operational.
The Contractor shall perform
non
-
recurring engineering studies and analyses to evaluate the viability of potential solutions or
alternatives to various technical problems.
The Contractor shall p
erform the evaluation of unproven
technology applications an
d identification of potential risks. The development of Initial Operating
Capability (IOC) prototypes may be required.


4.1.2.5

Software Technology Demonstration and Transition


The
C
ontractors shall demonstrate and transition advanced software technology. This functional area
involves evaluating existing and emerging software technology products against the needs of current
system development and support efforts, demonstrating specif
ic technologies in the context of supported
systems, and transitioning effective technology solutions into use. Current technology areas of focus for
the
VA include software architectures, databases, web
-
based applications,
e
nterprise solutions, wireless,

and security. This mission is a critical aspect of
the
VA's ability to improve and advance its software
engineering capability.


4.1.3

Program Management


The Contractor shall perform program management
and program oversight
duties to accomplish the
administr
ative, managerial, logistical,
integration
and financial aspects of the assigned program.

T
he
Contractor

shall identify an individual as the primary contact point for all programmatic
issues/concerns/status. The
Contractor

may be required to provide subj
ect matter expertise to coach
,

mentor
and/or consult with
Government program managers to execute the processes prescribed by
industry best practices.

The Contractor shall perform project management functions which include but
are not limited to:

a.

Schedule
Management

b.

Financial Management

c.

Quality Management

d.

Resource Management

e.

Communications Management

f.

Project Change Management

g.

Risk Management

h.

Earned Value Management

4.1.3.1

Product Data


The Contractor shall review, develop and/or submit Product Data that
shall

be identified in
individua
l

T
ask
O
rders as deliverables. Product Data may define configuration items, associated processes and
procedures, and other items throughout the applicable life cycle. Various types of Product Data,
including engineering dr
awings, specifications, software configuration documentation, interface control
documentation, quality assurance provisions, and/or commercial item descriptions may be required.
The
Contractor may be required to apply computer
-
aided design (CAD), and
comp
uter automated

11


engineering (CAE) methods/systems to support concurrent design integration with manufacturing and
logistics considerations.
Product Data may
include but is not limited to
:


a.

Complete design disclosure

b.

Form, fit and function requirements

c.

Perf
ormance specifications


4.1.3.2

Change Management


The Contractor shall be responsible for recommending and supporting implementations of change
management plans, practices, infrastructures and systems utilizing industry best practices to minimize
negative impact of any change on the IT enterprise by contr
olling its implementation through orderly,
planned, and standardized methods and procedures. Change management includes all processes to
ensure the integrity, effectiveness, and security of the system.


4.2

Systems/Software Engineering


The Contractor shall provide engineering expertise to analyze system concept, system design and
interoperability, and provide recommendations for optimization.

The
Contractor shall review and
analyze development, production, and system support proposals.

The Contractor shall conduct trade
-
off/best technical approach analyses and engineering studies, develop System Engineering Plans (SEPs),
design plans, and technical reports.


The Contractor shall provide
systems/s
oftware engineering support for the enti
re software system
acquisition lifecycle to include Acquisition Strategy, Requirements Definition, Risk Management,
Architecture Design, Software System Development, Test and Evaluation, and Sustainment. During the
lifecycle process, software engineering

support include
s
, but

is

not be limited to, software system
reliability assessment.


4.2.1

Quality Assurance


If a
Contractor

is required to develop a significant portion of any mission critical
systems/
software
product under this contract, the Contractor may b
e required to demonstrate they, or the subcontractor
performing the task, are operating at a Software Engineering Institute (SEI) Capability Maturity Model
Integration (CMMI) Level 3 (or higher)
systems/
software processes capability (or equivalent SEI
rati
ng). If the
systems/
software developer does not have at least an SEI Level 3 rating, a risk mitigation
plan and schedule shall be submitted to describe, in detail, actions that will be taken to attain at least an
SEI Level 3 or equivalent rating accredita
tion. If required, the rating shall be stated as well as the date of
the rating (not older than two years), the identification of the rating organization, the projects/divisions
that were evaluated as part of the evaluation and the rating achieved by the s
pecific business unit the
Contractor is proposing on
systems/
software efforts. The Government reserves the right to validate the
systems/
software developers' process assertions and representations by conducting an evaluation or
appraisals of the Contractor
's organization and subcontractors using commonly accepted
Industry/Gove
rnment validation practices.


4.2.2

Application Design and Development


The Contractor shall provide s
ervices with respect to all aspects and life
-
cycle stages of application
support

which i
ncludes, but is not limited

to
,

planning, requirements analysis, design, coding and unit

12


testing, system integration testing, implementation, maintenance and updating of applications.
Applications software includes but is not limited to, healthcare informa
tion processing, payroll
processing, financial management systems, decision support systems, etc.


4.2.2.1

Enterprise Application/Services


The
Contractor

shall perform requirement definition, system analysis, development and implementation
support for core functional business and support applications, process re
-
engineering and adaptation of
information technology solutions in support of the Agency environ
ment. Application support would
include advanced collaboration capabilities, workflow, modeling and simulation, web development,
executive dashboards, enterprise search and discovery, project management and scheduling tools and
applications and advanced
multi
-
media support for training and marketing requirements.


4.2.2.2

Web Application Design
a
nd Development


The
Contractor

shall provide services for evaluation, planning, requirements
-
analysis, design, coding
and unit testing, system integration testing, impl
ementation, deploying, providing service to, maintaining
or updating a web site, or web
-
enabling a legacy system.


4.2.2.3

E
-
Commerce and E
-
Government


The
Contractor

shall develop and/or provide services relating to all aspects of E
-
Commerce including
but not lim
ited to buying and selling products with digital cash and via Electronic Data Interchange
(EDI) or Electronic Funds Transfer (EFT). The support for E
-
Government includes but is not limited to
Electronic public services and healthcare services.


4.2.3

Modeling an
d Simulation


The
Contractor

shall provide the necessary personnel, equipment, and facilities to design, install,
operate, maintain and support Modeling and Simulation (M&S) efforts.



4.2.4

Information Application Services


The
Contractor

shall provide the following services to include
, b
ut not limited to
:

a
ssist in the
evaluation, analysis and recommendation of potential improvements and technology insertions,
particularly in the areas of e
-
business technologies
and

architectures, collab
oration tools & software,
exchanging information and integrating systems and using knowledge management.
The Contractor
shall a
nalyze and estimate the impact, operational effect, and supportability that the new technology will
have on the existing process
es, lifecycle cost, schedule, tradeoffs, interoperability, performance,
suitability and other salient characteristics.
The Contractor shall; d
esign, develop, implement, and
maintain information management structures and applications
. In addition, the Cont
ractor shall a
nalyze
new requirements and existing systems to determine and identify separable functions that are common
across systems and potentially can be accommodated by commercial
-
off
-
the
-
shelf software, or
alternatively by custom developed software.

The Contractor shall condu
ct software engineering
assessments on business process support systems to provide evaluation of modifiability, portability,
reusability, performance and other quality areas.
The Contractor shall also d
evelop guidelines to incl
ude
system/software architecture, software development processes, management indicators/quality metrics,
requirements specification and documentation standards.



13


4.2.5

Physical Security Systems


The
Contractor

shall develop, implement and/or maintain

t
he
physical security functions to include
building access guides, restricted access levels to facilities, biometrics or alarm systems.


4.2.6

Engineering and Technical Documentation


The
Contractor

shall prepare and/or revise/update Engineering and Technical Docume
ntation and
Manuals for existing or newly developed software applications or systems.
The
Contractor shall
maintain configuration management control and distribution of updates.


4.2.7

Legacy System Migration


These systems are in various stages of t
he life
cyc
le from Concept Exploration through and including
Production and Deployment. The migration of legacy systems to a common and enforced
a
rchitecture is
a goal. Software engineering support is required from the
C
ontractor in the areas of computer resource
m
anagement, analysis of technical documentation, participation in technical reviews, evaluation of test
plans, system and integration testing, and applicability studies and analysis of common software.


4.2.8

Configuration and Architectural Management and Contr
ol


The
Contractor

shall recommend and implement configuration and architectural management and
control for enterprise computer systems and networks. The
Contractor

shall provide support for
decision
-
making in determining the architecture and configurati
on of an enterprise solution.
Configuration and architectural management includes all hardware and software components, including
versions and updates and the locations and network addresses of hardware devices. It also includes
tracking of software devel
opment efforts, and includes interfaces with Change Management systems.


4.2.9

Test & Evaluation
(T&E)


The
Contractor

shall provide Test and Evaluation (T&E) Support in all phases of the
systems/
software
development life cycle, to include preparation of test pl
ans and procedures; design tests cases; witness
tests and provide technical support; coordinate test plans in accordance with appropriate regulations; and
analyze/evaluate test results. The
Contractor

shall participate in technical analyses and reviews as
required.


4.2.10

Independent Verification and Validation (IV&V)


The Contractor shall r
eview, evaluate, validate and verify procedures and methodologies used in
developing and maintaining
systems/
software.
In addition, the Contractor shall r
eview, evaluate,
validate and verify all
systems/
software changes and corresponding documentation revisions and
evaluate the impact to the software baseline as a result of this change.
Also, the
C
ontractor shall r
eview,
evaluate, validate and verify all te
sting conducted as a result of the
systems/
software change.
The
Contractor shall r
eview, evaluate, validate and verify procedures for tracking deficiencies in systems and
software, as well as performing a risk assessment of the system
/software
.


4.3

Enterprise

Network



14


The Contractor shall provide systems/network administration and infrastructure, as well as data, voice and video
systems to meet the Agency requirements.


4.3.1

Systems/Network Administration


T
he Contractor shall provide support for the
establishment
,
operation, administration,
maintenance,
migration, and disabling
of networks and systems in locations worldwide.


4.3.2

Data Communications Systems


The Contractor shall provide the capability to install and support both secure and non
-
secure data
communica
tions systems which may include network management equipment, Asynchronous Transfer
Mode (ATM) equipment, Internet protocol (IP) equipment, channel banks, high
-
to
-
low level multiplex
equipment, switching systems, Private Branch Exchange (PBX) systems, chan
nel service units (CSU),
digital service units (DSU), encryption tools and interfaces, signal conversion and interface equipment.


4.3.3

Voice Systems


The
C
ontractor shall provide the capability to support both secure and non
-
secure voice systems. The
voice s
ystems will vary in: the number and type of users, subscriber instruments, distribution systems,
outlets, encryption devices, signaling parameters (including voice over internet protocol (VOIP),
integrated switching digital network (isdn), feature capabili
ties, conference capabilities, video
teleconferencing, trunk interfaces, transmission rates, manufacturer, and model.


4.3.4

Video Systems


The Contractor shall provide the capability to install and support both secure and non
-
secure video
systems which may in
clude Closed Circuit Television (CCTV), Cable TV (CATV), Video
Teleconference (VTC) and desktop Local Area Network (LAN) VTC systems and web
-
based
collaboration tools. These video systems may include cameras, recorders, multipoint bridges,
Integrated
Serv
ices Digital Network (
ISDN
)

and dial up systems, amplifiers, microphones, compression
equipment, equalizers, remote controls, special optical enhanced equipment and video interface
equipment. Video distribution may be over fiber optics, coaxial cable or t
wisted pair copper cable. The
Contractor
shall

provide technical support for web
-
based collaboration training and other advanced VTC
solutions.


4.3.5

Local Area Network (
LAN
)
/
Wide Area Network (
WAN
)

Systems


The Contractor shall provide the capability to install and support both secure and non
-
secure LAN and
WAN systems and components. These systems may include the cabling (copper twisted pair, coaxial
cable and fiber optic cable), terminal, hub, server inter
faces, switches, routers, distribution frames, patch
facilities (copper and fiber optic), Ethernet, token ring LAN technology, Fiber Distributed Data Interface
(FDDI),
Synchronous optical networking (
SONET), and Asynchronous Transfer Mode (ATM) systems
and

configurations, monitors and control systems.


4.3.6

Network and Telecommunications Infrastructures


The Contractor shall provide s
ervices related to all basic and advanced communications products
(including hardware and software, network architectures, and network administration services) to meet
client

requirements in the areas of wired/wireless networks, voice, data, and internet p
rotocol (
IP
).
The

15


Contractor shall provide s
ervices cover
ing
the entire range from the most basic to the most sophisticated
global network structures of telecommunications requirements, including, but not limited to, business
phone lines, internet access,
data services, long distance and enhanced calling services, telecom/network
equipment, and more. Typical tasks may include, but are not limited to: defining, testing, maintaining,
designing, installing, tuning, troubleshooting, and operating communications

systems of all types.


4.3.7

Transmission Systems


The Contractor shall provide the capability to install and support both secure and non
-
secure
transmission systems which may include single and multi
-
mode fiber optics, fib
er optic multiplexing
equipment,
wirel
ess, radio frequency (RF), fiber
-
to
-
copper and copper links, repeaters, switching
protection and encryption.


4.4

Cyber Security


The Contractor shall ensure adequate LAN/Internet, data, information, and system security in
accordance with
Agency

standard op
era
ting procedures,

conditions, laws, and regulations.


The
Contractor shall follow all applicable
Agency

policies and procedures
governing information security.
The VA mandates
compliance with the
protection of Personal Identification Information (PII).


4.4.1

In
formation Assurance (I
A
)


The
C
ontractor shall
identify

and resol
ve

IA issues and concerns. The
Contractor

shall
develop/contribute to guidelines/plans/policies, analyses and reviews that require IA expertise in the
areas of Assessments, Review and Processing, Accreditation/Certification,
Program Protection Plan
(
PPP
)

evaluation, and other cyber security relat
ed activities and mandates.


4.4.2

Logical Security


The Contractor shall establish

secure logical and physical infrastructures for
I
nformation
S
yst
ems (IS)
environments including, but not limited to,
security plans, risk assessments, access controls, firewalls,

intrusion detection/scanning systems, anti
-
virus tools and data protection policies. This function includes
providing details for security awareness training, personnel security, policy enforcement, incident
handling procedures, and separation of duties w
ithin an organization.

In addition, the Contractor shall
recommend and implement current best practices for the widest range of operating system
s
, database,
network
s
, and application security, taking current best practices, industry standards, and Governm
ent
regulations and policies into account.


4.4.3

Certification


The Contractor shall obtain commercial and/or
Agency specific

certifications/authorizations for new or
modified

systems, applications,
designs, equipment or installations in accordance with applica
ble
Agency

standards specified by
individual Task Orders.


4.5

Operation
a
nd Maintenance


The Contractor shall operate, repair, and maintain systems, applications, and IT environments.


4.5.1

Help Desk/Call Center


16



The
Contractor

shall e
stablish, train, staff and manage help desk services for technical and informational
support.

The
Contractor

shall assist end users by answering a vast range of basic to complex technical
questions for supported IT and software applications and systems. Specific response times and metrics
shall

be defined in each
T
ask
O
rder. Support of deployed systems requires

that software problem
reports, software/hardware change proposals, and proposed improvements/enhancements be documented
by the
Contractor
.

Provide software system administration and operational support onsite or remotely as
required. Install new software

releases to supported locations/facilities/sites as required.


4.5.2


Licenses/Maintenance Agreements


The
Contractor

shall acquire and maintain licenses and/or commercial maintenance agreements for use
of all proprietary software as appropriate.


4.5.3

Database
a
nd Data Warehouse Administration


The
Contractor

shall provide services related to all types of database management systems and database
applications, including but not limited to: logical and physical design and redesign, installation,
tailoring, tuning,
troubleshooting, patching, upgrading, Extract Transform Load (ETL) tools, and
backup/recovery.


4.5.4

Training


The
Contractor

shall identify training requirements
,

obtain or develop training programs

and conduct
training

for systems,
applications and products a
t any stage of the lifecycle
.
T
his includes, but is not
limited to, newly developed systems, as well as existing
deployed systems, legacy systems,
and
any
updates or changes to migrated systems
.
The Contractor shall develop training
plans,
manuals and ot
her
training documentation or training aids. Electronic training tools such as video teleconferencing and
computer
-
based training shall be employed to enhance the effectiveness of training materials and
courses. The Contractor
shall

conduct training for
personnel to ensure proper operation, maintenance
and testing of systems,
applications and products
.
The Contractor shall p
rovide training and knowledge
transfer to technicians and other staff with regard to services and associated products delivered unde
r
any functional areas described
herein
.

Th
e

training allow
s

technicians the ability to maintain the product
or process in the future.

The Contractor shall i
dentify and/or provide any additional training required by
end
-
users, technicians, or any other staff for implementation, maintenance and use of deliverables
specified in
individua
l T
ask
O
rders
.


4.6

Information Technology (I
T
)
Facilit
ies


The Contractor shall

provide a total IT solution to the
client

to includ
e
incidental
facility
construction
,
conducting site surveys, facility cabling, and installation.


4.6.1

Incidental Facility Construction


T
he Contractor shall provide c
onstruction to include, but not limited to, renovation, modification of
rooms or buildings at existing sites in support of the IT solution.

These rooms or buildings would be to
house I
T

systems and the personnel operating them. Other requirements would i
nclude the alteration of
existing sites, dismantling, demolition and removal of the existing infrastructure, installing fire
-
suppression systems and maintaining facility construction access points.

These actions
shall
be

17


coordinated with the appropriate
A
genc
y

prior to the issuance
.
The scope of work and the project
approval documents must be executed by the appropriate installa
tion engineering office and
executed
within the scope of those approvals.

The
review
may
include
, but not limited to,
master plan/land use
plan compliance, utility systems capacity,
and/or
environmental constraints.

Efforts

would be limited to
incidental construction related to the project and would involve minimal real property maintenance,
repair or construction activi
ties.


4.6.2

Site Surveys


The

Contractor shall perform site surveys and develop installation plans consisting of floor plan layouts,
bills of material, duct and conduit runs, signal, coaxial, power cabling, air conditioning and heating, test
and cutover plans.

The survey shall provide input to Fixed Station Configuration Management Plans to
include equipment reconfiguration requirements. This effort shall include, but not be limited to
recommending floor plan layouts, including sketches with dimensions clearly

annotated; recommending
lists of Government Furnished Equipment (GFE) materials needed, to include cabling, connectors,
grounding conductors ducts, raceways, and raised flooring when applicable; assessing adequacy of
existing power and air conditioning ca
pacity; recommending schedules for equipment reconfiguration
and cutover of operations; estimating the number of man
-
hours needed to complete the project.


4.6.3


Facility Cabling

The Contractor shall provide the capability to perform support functions that inv
olve the development
and installation of cable and distribution systems which may include internal cabling, cabinet
interconnections, all levels and types of copper and fiber optic cables, wiring, blown fiber systems,
grounding systems, fiber inner duct an
d protected distribution systems.


4.6.4

Installation


The Contractor shall install hardware and software/firmware as required by
individua
l

Task Orders.
Installation may involve fabrication of mounts, brackets and/or installation kits to include cabling,
conne
ctions, and interconnecting devices.
T
he Contractor shall assist the Government in identifying all
equipment and utilities required for installation at the installation site, including Government Furnished
Equipment/Material. The Government, with Contract
or assistance, shall ensure that the required
equipment, utilities, and resources are avai
lable at the installation site.


5.0

DELIVERABLES


5.1

Products


All products
shall

be delivered to the Government locations specified in the
individual

Task Orders.
Deliver
ed products shall be accepted by authorized Government personnel via
the
A
gency specific
receiving report
. Inspection and acceptance
shall

be specifically identified in each
Task Order
PWS.
The
CO

shall be notified of any discrepancies found during acceptance inspection upon identification.


5.2

Requirements for Identification


The Contractor shall comply with the
Agency specific i
dentification

(i.e. Unique Identification (UID))

policy
specified in each individual
T
ask
O
rder

for all contract deliverables.


5.3

Dat
a


18



The preliminary and final deliverables and all associated working papers, application source code, and
other material deemed relevant by the
Government

which has been generated b
y the
Contractor

in
performance under this
contract

are the exclusive property of the
Government
. Request for deviation
shall be approved by the
CO.


5.3.1

PWS Data Requirements


Deliverables
for the
basic contract
specified
in this PWS are provided below

and shall be required the
15
th

day of each month
.
Deliverables sha
ll be forwarded electronically to the VA TAC website.


5.3.1.1

Request for Task Execution Plan (RTEP)

5.3.1.2

Contractor’s Progress, Status and Management Report

5.3.1.3

Status of Government Furnished Equipment (
GFE) Report

5.3.1.4

Program Management Accountability System (PMAS) Report

5.3.1.5

Contractor Manpower Reporting


5.3.2

Task Order Requirements


The following
Task Order d
eliverables

shall

be
required the 15
th

day of each month
.



5.3.2.1

Contractor’s Progress, Status and Management
Report

5.3.2.2

Contract Performance Report (CPR)


Deliverables shall be forwarded electronically to the VA TAC website.
Additional deliverables may be
specified in individual Task Orders.


6.0

SECURITY


6.1

Classified Work


Work ordered on this contract may involve secur
e networks, facilities and sensitive information;
therefore, the
Contractor

must be able to provide personnel with the security clearances up to the
Top
Secret level.
S
pecific security requirements
shall be
identif
ied in the individual
Tas
k Order
.


6.2

Systems Security


The
Contractor
(s) shall comply with all the physical and data security policies of the ordering activity.
Copies
shall

be made available as part of the
Request for Task Execution Plan (RTEP)

process. The
Contractor

shall participate in
security functions relevant to the tasks being performed that may include
Security Safeguard Reviews, audits, reporting suspected security violations, acting to secure system
environments, responding to computer security alerts and any other review or acti
ons required to ensure
computer systems are not violated or vulnerable.


6.2.1

VA
Systems Security


The
Contractor

shall comply with the VA security requirements provided a
t
Addendum

X
.


6.3

Personnel Security


19



The
Contractor
(s) shall comply with all personnel
security requirements in
cluded in this contract and
any
unique
Agency
security requirements
described

in
each

Task Order.


6.3.1

VA Personnel Security Requirements


The position sensitivity impact
[
LIMITED, MODERATE, SUBSTANTIAL,
or MAJOR]
and level of
background investigation
[NACI, MBI, or BI]
for each
T
ask
O
rder
shall

be designated as appropriate.


All Contractor personnel who require access to VA computer systems shall be subject to background
investigations and must receive a favorabl
e clearance from either DOD or the VA Security and
Investigations Center (07C). Personnel shall be designated at the appropriate Automated Data
Processing (ADP) level as defined in DoD Regulation 5200.2
-
R, “DoD Personnel Security Program,”
April 1999 and
VA Directive 0710 dated September 10, 2004. Contractor personnel shall obtain the
appropriate security clearance and provide a copy of the clearance to the designated VA representative.
If the security clearance determination is not completed prior to th
e start date of work identified in each

T
ask
O
rder, the employee may perform work as required by the
T
ask
O
rder while the security clearance
is being processed, but the Contractor
shall

be responsible for the actions of those individuals they
provide to pe
rform work for the VA. However, if notified of an unfavorable determination by the VA,
the Contractor shall withdraw the employee from consideration from working under the
T
ask
O
rder.


The investigative history for Contractor personnel working under the
T
ask
O
rder must be maintained in
the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security
Clearance Organization (DISCO). Should the Contractor use a vendor other than OPM or Defense
Security Service (DSS) to con
duct investigations, the investigative company must be certified by
OPM/DSS to conduct investigations.


6.4

Badges


Employees working at a Government facility may be required to display, on their person, a Government
-
provided identification badge, that
shall

include the full name of the employee and the legal name under
which the Contractor is operating. The identification badge numbers and data
shall

be kept in a
Government
-
maintained computer database for security purposes. It is the responsibility of the

Contractor to request and obtain badges from the Government prior to the first workday of any
C
ontractor employee. The Contractor shall return all badges to the Government program manager, or
designee, on the same day an individual’s employment is termin
ated and upon termination of the
contract. The Contractor shall notify the Government program manager, or designee, immediately of
any lost badges.



6.5

Data Security and Privacy


Contractor personnel may have access to privileged and confidential materials
of the United States
Government.


These printed and electronic documents are for internal use only, are not to be copied or
released without permission and remain the sole property of the United States Government.


Some of
these materials are protected by
the Privacy Act of 1974 (revised by PL 93
-
5791) and Title 38.


Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense. Each
Contractor employee shall be given access to only the information and facilities needed to perf
orm that
tasks associated with a Task Order.



20


7.0

CONTRACT MANAGEMENT


7.1

Government Support


7.1.1

Contracting
Officer’s Technical Representative (COTR)



A COTR
shall

be designated for each
Task Order

and
shall

reside within the
Requiring Activity.
The
COTR
shall

be appointed by the CO and duties del
egated in an appointment letter.
The
COTR

is the
Requiring Activity’s designated representative. The
COTR

designated for each Task Order
shall

provide the Contractor access to all available Government furnished infor
mation, facilities, material,
equipment, services, etc. as required to accomplish each Task Order. Contract surveillance duties
shall

be defined and accomplished in accordance with the Basic contract Surveillance Plan and, if a unique
plan is required, th
e Task Order Surveillance Plan
shall

take precedence.


7.1.2

Contracting
Officer’s Representative (COR
)


A COR
shall

be designated for each contract and
shall

reside within the

VA TAC.

The COR
shall

be
appointed by the Contracting Officer and duties delegated in an appointment letter. Contract
surveillance duties
shall

be defined and be in accordan
ce with the Surveillance Plan.


7.2

Contractor Program Management


The Contractor shall establish a single
management focal point, the Program Manager, to accomplish the
administrative, managerial and financial aspects of this contract

and all subsequent Task Orders
. This
individual
shall

be identified to the
TAC
Acquisition Rapid Response Office (A
RRO
)

as the

focal point
for all programmatic issues.


7.2.1

Work Control


All program requirements, contract actions and data interchange shall be conducted in a digital
environment using electronic and web
-
based applications. At minimum, such data shall be compatible
with the Microsoft Office 2003® family of products, and Microsoft XP® network protocols. The
Government shall designate a standard naming convention for all electronic submissions within 60 days
after contract award. An interactive portal concept is envi
sioned for the interchange of data/documents
(to include deliverables and invoices).


7.3

Pre
-
Award Procedures


7.3.1

Request for Task Execution Plan (RTEP)


The Government’s intent is to issue RTEPs that reflect a Performance
-
Based Contracting approach. In a
Perf
ormance
-
Based RTEP the Government
shall

specify requirements in terms of performance
objectives and the Contractor
shall

propose “how to” best satisfy those objectives. The RTEP
shall

contain a PWS, and
shall

require the Contractor’s proposal to address m
etrics to measure and evaluate
performance.


7.3.2

RTEP Process



21


Upon identification of the need for a Task Order, the Government
shall

assign a tracking number and
then the
CO

shall

issue a RTEP to the Contractor.


7.3.2.1

Yes/No Bids


The Contractor shall post an
electronic yes/no bid within two working days after receipt of the R
TEP

on
the VA TAC website or

as otherwise specified by the

CO
.


7.3.3

Task Execution Plan (TEP)


Fair opportunity requirements shall be in accordance with applicable statutes, regulations, and

case law.
The Government’s RTEP does NOT constitute an authorization to start work.

The Government is not
required to approve the resulting TEP and issue a Task Order.


Within seven (7) work days of receipt of the RTEP, the Contractor shall submit one
T
EP
(unless
otherwise specified by the CO) in accordance with the format provided at
A
ttachment
TBD
.
The
following information shall be provided and fields designated with
an asterisk
shall

be required to be
entered into the VA TAC website

once established
:


a.

The following shall be addressed in every TEP:



Proposal Summary including:



Task number;*



Date submitted*;



Contractor’s name*;



Contractor task leader contact information;



Primary subcontractor(s)
and vendors by name(as applicable)*;



Proposed start and
finish dates*;



Proposed total cost with separate option or CLIN pricing, as applicable*;



Reference to any unique terms or conditions, or any requests to deviate from
standard contract terms and conditions.



Deliverables and
s
chedules.*



Complete description
of the technical approach to satisfying task requirements.



A GANTT chart indicating expected start and completion dates, for all critical project
tasks and sub
-
tasks.



Metrics to measure and evaluate performance objectives.

This requirement is
applicable t
o RTEPs that contain Performance Work Statements.


b.

The following shall be addressed only in TEPs for T&M tasks:



The proposal summary required above shall also state the total dollars and
percentages for labor, materials, travel, and other direct costs (O
DCs).



The cost proposal shall be submitted in spreadsheet format. The first tab shall be a
summary to include a top level rollup of the costs by labor, materials, travel, ODCs,
and total Task Order cost. Labor shall further be broken out by labor categor
y and
hours. A separate tab shall be used for the Prime and each subcontractor.



The Labor Categories submitted shall reference the Government designated
numbering system in the Labor Category Description Attachment.



When both the Prime and/or subcontracto
r bid the Program Manager and/or Project
Director, labor categories, detailed rationale shall be provided.


22




Material costs shall indicate raw material costs and material handling charges, as
applicable. The nature and cost associated with each ODC shall b
e described.



Bill of materials, indicating the source, quantity, unit cost and total cost for all
required materials.



The Contractor shall notify the Government when using Department of Labor (DoL)
labor categories. The notice shall provide what county a
nd state the work is being
performed in, and what labor categories are bid.


c.

The following shall be addressed only in TEPs for FFP tasks:




Clear statement of the total price and any options*.



A performance
-
based (e.g., milestone) payment schedule, as applicable per FAR
32.10.



“Cost or Pricing Data” or “Information Other than Cost or Pricing Data” may be
required where there is not “adequate price competition” as defined in FAR 15.403
-
1(c).


d.


The following shall be addressed only in the TEPs for CR tasks:




The proposal summary required above shall also state the total dollars and
percentages for labor, materials,

other direct costs (ODC), Facilities Capital Cost of
Money (COM) and proposed fe
e.



The cost proposal shall be submitted in spreadsheet format. The first tab shall be a
summary to include a top level rollup of the costs by labor category, skill level, hours,
materials, ODCs, and total Task Order cost. A separate tab shall be used for t
he Prime
and each subcontractor. When both the Prime and/or subcontractor bid the Program
Manager and/or Project Director, labor categories, detailed rationale shall be
provided.



The Labor Categories submitted shall reference the Government designated
nu
mbering system in the Labor Category Description Attachment.



Material costs shall indicate raw material costs and material handling charges, as
applicable. The nature and cost associated with each ODC shall be described.



`
Bill of materials, indicating the

source, quantity, unit cost and total cost for all
required materials.



The Contractor shall notify the Government when using Department of Labor (DoL)
labor categories. The notice shall provide the county and state the work is being
performed in, and wha
t labor categories are bid.




Cost or Pricing Data


or

Information Other Than Cost or Pricing Data


may be
required where there is not

adequate price competition


as defined in FAR 15.403
-
1.


e.

The following pertains to the preparation and submission of all

TEPs:




Offerors at the discretion and direction of the Contract
ing

Officer may submit TEPs
that depart from stated requirements.



Contractors are NOT to submit past performance as a part of their TEP.



Task Orders are performance based and the Contractor's performance
shall

be
assessed in accordance with the
VA TAC Performance Assessment Plan (PAP).

The

23


method of assessment
shall

be a quarterly
client

survey, covering four areas that are
completed by the

COTR

and achievement of milestones, as applicable.

i.

Technical,

ii.

Schedule,

iii.

Management

iv.

Cost




TEP Format

a.
One
page Cover Letter, to include

i.


Duration for which proposal is valid

ii.

Total value of the proposal by Base and Option periods

iii.

Point of Contact f
or questions

iv.

Task Number

b. Technical Approach

i.

Microsoft Word or PDF format

ii.

Identify Technical POC for Prime and major subcontractors/vendors (if applicable)
with phone number and email address

iii.

Separate stand
-
alone section identifying any Special Terms an
d Conditions,
Deviations, and/or Critical Assumptions

iv.

Type of Contract (T&M, FFP, CR)

v.

Period of Performance specified

vi.

No marketing materials; information relevant to the requirement only

c. Cost

i.

Microsoft Excel is the required software and format

ii.

(T&M
only) All Prime, Subcontractor and Vendor Labor costs, Material costs,
Travel, and Other Direct Costs (ODC) must be broken out

1.

(MS Excel) Summary Tab for Cost roll
-
up, and separate Tabs for Base Period
and any Option

2.

Separate tabs for subcontractors or ven
dors is desired

3.

Contractor shall notify the Government when using Department of Labor
(DoL) labor categories. The notice shall provide in what County and State the
work
shall

be performed, and what labor category(s) are bid.

iii.


(Sole Source
Cost and
Firm, F
ixed
-
price requirements) All Prime, Subcontractor
and Vendor Labor costs, Material costs, travel, and ODCs must be broken out

per

i
and ii

above

1.

Performance based payment milestones, if applicable

2.

Profit or fee identified as applicable

3.

“Cost or pricing dat
a” or “information other than cost or pricing data” may be
required where there is not “adequate price competition” as defined in FAR
15.403
-
1(c).


7.3.4

TEP Evaluation


The goal is to evaluate TEP submittals within twelve

(12) w
ork days of receipt. Questions and
clarifications may be required which can prolong the evaluation period. When requested by the
CO
, the
Contractor shall provide a revised TEP to address changes.


7.4

Issuance of Task Orders



24


Upon Government approval of the TEP and designation of an appropriate fund cite, the CO
shall

issue a
Task Order to the Contractor. Contractor work shall commence only after issuance of the Task Order by
the
CO
. The Government
shall

provide notification
of contract award to both the successful and
unsuccessful offerors.


7.5

Logical Follow
-
Ons


Logical follow
-
ons may be issued IAW FAR 16.505 for services and/or
products
. Logical follow
-
ons
for maintenance/unique

products

shall

only be authorized for econom
y and efficiency purposes as long
as the services are on an existing or prior Task Order
.


7.6

Post Award Procedures


7.6.1

Request For Post Award Action


Upon identification of the need for a modification to a Task Order, the Government
shall

issue a Request
for Po
st Award Action, designated by an action number, to the Contractor. The
CO
shall

designate
individuals authorized to issue such requests upon contract award, in writing. The Contractor shall
respond to requests from these authorized individuals only.

Al
l Contractor correspondence shall
reference the Government designated action number. The Government’s Request for Post Award
Action does NOT constitute an authorization to start work. A Request for Post Award action may
include, but is not limited to, co
st and no cost changes, period of performance extensions, within scope
changes, shipping or inspections changes, etc.


7.6.2

Revised Task Execution Plan


Within seven (7) work days of receipt of the Request for Post Award Action, the Contractor shall submit
a
Revised Task Execution Plan (TEP), in accordance with the format provided at
A
ttachment
TBD

and
consistent with paragraph
7.3.3
.


7.6.3

Post Award Action Approval


The goal is to approve each Revised TEP within five (5) work days of receipt. The Government
shall

either approve the TEP or enter discussions as soon as practical after TEP receipt. When requested, the
Contractor shall provide an updated TEP to address the results of such discussions.


7.7

Reports


The following reports are required
as detailed be
low. Additional reports may be required and identified
in individual Task Orders.


7.7.1

Contractor’s Progress, Status, and Management Report


The Contractor shall submit a monthly Status Report. This report shall convey the status of
all Task
Order
s awarded

as of contract inception as well as cumulative contract performance.


All relevant billing
information shall be posted to the VA TAC

website
. Task Orders that are completed shall be listed as
such. A standard format is set forth in Attachment
TBD
, Section
J
, and shall be utilized for submission
of the below required information.




25


a.

For
Each Task Order
, indicate/discuss:

1.

Task order summary

2.

Performance metrics

3.

Task order schedule

4.

Critical

items for Government review

5.

Accomplishments

6.

Significan
t open issues, risk and mitigation action

7.

Summary of issues closed

8.

Meetings completed

9.

Projected meetings

10.

Subcontractor performance


discuss 1
st

tier subcontractors and vendor
performance

11.

Projected activities for next reporting period

12.

Explanation if the
reporting period is over one month

13.

Small Business
(SB)
participation

(report at basic contract level)
.
The t
otal Small
Business participation
shall

be submitted in the following format:

(1) Small Business participation report period covered: Month/Day/Yea
r
-

Month/Day/Year

(2) Total obligated dollars and percentages based o
n current total contract
value.

(3) Obligated dollar value and percent of your participation as a Prime
Contractor.


(Small Business Prime Contractors should also include their
doll
ars/percent for their own small business participation below):


Type

SB Requirement

Actual

Cum %

Whole
Dollars

Percent


a. Small Business Concerns (Includes Small Disadvantaged
Business, Women Owned Small Business, Historically Black
Colleges and
Universities / Minority Institutions, Historically
Underutilized Business Zones, Veteran Owned Small Business,
and Service Disabled Veteran Owned Small Business)

b. Large Business Concerns

c. Total

d. Small Disadvantaged Business

(SDB)

e. Women Owned Small

Business

(WOSB)

f. Historically Black Colleges and Universities / Minority Institutions
(HBCU/MI)

g. Historically Underutilized Bus Zone

(
Hub Zone
)

h. Veteran Owned Small Business

(VOSB)

i. Service Disabled Veteran Owned S
mall
B
usiness (SDVOSB)

(4) Detailed explanation for percentages less than what is required by clause
TBD
.

(5) The Small Business Participation Report as set forth in Attachment
TBD
, Section J, shall be submitted monthly via
the VA TAC website
.




b.

For
Each Time and Materials T
ask
, indicate:

1. High level summary


26


2. Expenditures for the reporting period

3. SLIN expenditure

4. Burn rate

5. Percent of work completed


c.

For
Each Fixed Price Task

indicate
:

1. Receiving report submitted

2. Milestone payment schedule


d.

For E
ach Cost Task,
indicate
:

1. High level summary

2. Expenditures for the reporting period

3. SLIN expenditure

4. Burn rate

5. Percent of work completed






e.

General and Cumulative Performance
. Indicate the following:

1. Any general meetings

that occurred with Government representatives during the
repor
ting period

2. Total do
llars awarded to date (ceiling)

3. Total dollars invoiced to date, by fiscal year
,

and since contract award. These
figures shall be further broken out by dollars and percentage of time and materials
invoices vs. fixed price invoices.


7.7.2

Contract Performance Report

(CPR)


As required on individual Task Orders, the Contractor shall submit
a monthly Co
ntract Performance
Report.

Contractors may be required to support EVMS (Earned Value Management System) at the Task
Order

level.


a.

For
Each Time and Materials Task
, indicate:

1. Expenditures for the reporting period by labor, material and ODC
s

2. Labor costs shall be broken down by
assigned numbering system for contract,
Task Order

and labor category, entity (Prime or Subcontractor), rates and hours

3. Material costs and ODCs shall be identified by type, and vendor (as applicable),
and discu
ssed

4. Total task expenditures for the fiscal year to date, indicated as total, labor,
materials and ODCs

5. Total task expenditures since task award, indicated as total, labor, materials and
ODCs

6. The Contract Performance Report as set forth in Attachment
TBD
,
Section J, shall
be submitted monthly via
the VA TAC website
.



b.

For
Each Cost Task
, indicate:

1. Labor costs broken down by
assigned numbering system for contract, Task Order

and labor ca
tegory
, skill level, entity (Prime or Subcontractor) rate and hours,
material costs, ODCs, Cost of Money and fee
.

2. Total task expenditures for the fiscal year to date, indicated as total labor,
materials, ODCs, Cost of Money, and fee
.


27


3. Total task exp
enditures since task award, indicated as total, labor, materials,
ODCs, Cost of Money, and fee
.

4. The Contract Performance Report as set forth in Attachment
TBD
,

Section J, shall
be submitted monthly via
the VA TAC website.



7.8

Meetings and Reviews


For s
uccessful management and contract surveillance, the following meetings and reviews are required.


7.8.1

Project Office Initial Program Review (IPR)


The
VA TAC ARRO

shall

host an IPR within 30 days after contract award to review the PWS, business
policies, and procedures, introduce personnel, etc.


7.8.2

Post
-
Award Conferences


The Government intends to convene a Post
-
Award Conference with each awardee

within 60 days after
contract award. The
CO

shall

notify all Prime Contractors of a specific date, location and agenda
within 30 days after contract award.


7.8.3

Monthly Program Reviews


Monthly Program Review Meetings shall be conducted by the VA TAC ARRO

by the COR,

COTR, or
Procurement Coordinator for each contract. Dates, locations, agenda
,

and attendance requirements
shall

be specified by the appropriate Government representative, at least five (5) calendar days prior to the
meeting.


7.8.4

Quarterly Prim
e Program Reviews


The VA TAC ARRO
shall

host a quarterly Prime Program Review with the designated Prime Program
Manager and one attendee. Dates, locations, and agenda
shall

be specified at least five (5) calendar days
prior to the meeting.


7.8.5

Task Order
Kickoff Meetings


As required by the

COR, COTR,
or
CO, a kickoff meeting may be held on the Task Order level after
award. Dates, locations, and agenda
shall

be specified at least five (5) calendar days prior to the
meeting
.