2026 Space Analysis
.
COMBINED SYNOPSIS/SOLICITATION FOR
Strategic Capital Investment Planning (SCIP) 2026 Space Analysis
General Information
Document Type:
Combined Synopsis/Solicitation
Solicitation Number:
36E77618Q0007
Posted Date:
10/19/2017
Original Response Date:
10/26/2017
Current Response Date:
10/26/2017
Product or Service Code:
R799
Set Aside:
Service-Disabled Veteran-Owned Small Business (SDVOSB)
NAICS Code:
541611
Contracting Office Address
Department of Veterans Affairs
Program Contracting Activity Central
6150 Oak Tree Blvd, Ste 300
Independence, OH 44131
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a separate written solicitation document will not be issued.
This solicitation is a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-95 effective January 19, 2017.
The associated North American Industrial Classification System (NAICS) code for this procurement is 541611, with a small business size standard of $15 Million.
The Program Contracting Activity Central (PCAC) is seeking the services of a qualified vendor to provide the VA with Space Analysis support and execution. Each year, VA runs a space analysis process as part of its overall Strategic Capital Investment Planning (SCIP) process. This space analysis combines baseline space data from the Capital Asset Inventory (CAI) system, in-process projects that have been approved but are not operational, and projected space need based on VHA workload projections and VHA s space planning tool Space Calculator. The model and data are all built into a large MS Excel database, with 15-20 tabs and a significant amount of data, functions, and lookups.
All interested companies shall provide a quotation for the following:
Services
PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF ASSET ENTERPRISE MANAGEMENT - 2026 SPACE ANALYSIS SUPPORT AND EXECUTION
A. GENERAL INFORMATION
1. Title of Project: 2026 Space Analysis Support and Execution
2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS). The contractor shall be responsible for the following:
Update of the 2025 space analysis model (MS Excel) to include updated space mapping from CAI and Space Calculator, pulling new baseline data from CAI, pulling gap closure data for Funded 2018 projects, execution of the space calculator program for all VHA stations (~170), update of space analysis model to include new space projections, and final execution of the space analysis with all inputs. Once delivered and accepted, the model and resulting space gap data will be managed by the VA.
3. Background:
VA has as its unique mission the delivery of comprehensive assistance and benefits to the nation s Veterans and their families. Through its Veterans Health Administration, the VA is one of the largest direct providers of health care in the world. The Department is also a major land holding agency, with an extensive and diverse portfolio of properties including over 34,000 acres of land and over 7,700 owned and leased buildings at approximately 300 locations nationwide. To manage its property, VA uses all the traditional authorities available to Federal agencies. In many instances these authorities do not adequately address the needs of specific mission or developmental issues. Because of these limitations, exacerbated by on-going budgetary constraints, privatization and income-generation programs have become increasingly important to the Department.
OAEM is held accountable for meeting several requirements pertaining to capital asset management. OAEM oversees capital asset activities to ensure a consistent and cohesive Departmental approach and effective portfolio and asset performance management throughout the asset life cycle. OAEM has primary responsibility for developing and promulgating the governance policies and principles, processes, decision-making and performance measuring systems related to the Department s capital asset management. OAEM coordinates the Department's capital investment planning process, including the production of the Department s Long Range Capital Plan. The office is also tasked to meet mandates in the areas of real property, sustainability, environment, transportation/fleet, and energy management. OAEM programs have Department-wide implications, affecting policy decisions, operation, and procedures for the development and management of VA s capital assets.
In 2004, the VA recognized a legitimate need for developing an analytical approach to estimate the future function, size and location for Veterans health care facilities. Subsequently, VA adopted and implemented the Capital Asset Realignment for Enhanced Services (CARES) Decision. The CARES Decision became VA s systematic, data driven national plan to maximize Veterans access to quality care and, through the Secretary s Priority List, the foundation for VA s capital asset management. However, VA also recognized that a substantial monetary investment would be needed and, without the necessary funding from Congress to pursue its much-needed vision, sought to use a highly innovative approach to financing its future by raising capital in private markets. In an effort to obtain significant operating cost reductions and pursue alternative funding sources for Veterans programs, VA is constantly developing and implementing new approaches.
VA s capital asset management process has evolved since the CARES decision was implemented. In 2012, with the strategic goal to improve the delivery of services and benefits to Veterans, VA established the Strategic Capital Investment Planning (SCIP) process. The SCIP process is the basis for the Department s capital budget request. The SCIP process includes all capital projects and takes a long-term, data driven, departmental approach, linking planning efforts of the Administrations and staff offices for both capital and non-capital solutions for gaps in services. SCIP encourages investments that ensure delivery of services in a Veteran-centric, forward-looking, and results-driven manner.
Laws, Executive Orders, directives and regulations (links can be found in Appendix B) containing requirements that affect this particular contract include:
Executive Order (EO) 13327, Federal Real Property Asset Management
GAO Report 08-939, Federal Real Property Progress Made in Reducing Unneeded Property, but VA needs Better Information to Make Further Reductions
GAO Report 11-197, VA Real Property, Realignment Progressing, but Greater Transparency about Future Priorities Is Needed
GAO Report 13-14, Federal Real Property - Improved Cost Reporting Would Help Decision Makers Weigh the Benefits of Enhanced Use Leasing
OMB Memorandum 12-12 -Promoting Efficient Spending to Support Agency Operations - Freeze the Footprint policy
VA Directive and Handbook 0011, Strategic Capital Investment Planning Process
OAEM follows instructions and guidance issued by the Office of Management and Budget and other agency instructions, directives and guidance containing specific capital asset performance metrics
4. Performance Period: The period of performance is for 75 calendar days from date of award. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).
5. Type of Contract: Firm Fixed Price
6. Place of Performance: The primary place of performance will be at the contractor s facilities; however, some tasks may require work to be performed at a Government facility. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).
B. CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Post-Award Conference (PAC) or has advised the contractor that a PAC is waived.
C. GENERAL REQUIREMENTS
The following general requirements apply to all tasks in this contract:
The contractor shall identify its proposed technical approach in writing. The contractor s quote shall include its proposed labor categories, rates and number of hours by task, together with associated delivery dates and sub-milestone dates (if any), and proposed key personnel rC)sumC)s if not on file. RC)sumC)s are not required for clerical personnel.
All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.
Unless otherwise specified in an individual task, the following schedule requirements apply: Where a written milestone deliverable is required in draft form, the VA will complete its review of the draft deliverable within 5 calendar days from date of receipt. The contractor shall have 5 calendar days to deliver the final deliverable from date of receipt of the Government s comments.
The contractor shall provide, via email, minutes of all Government-contractor meetings. The contractor shall provide these minutes within one calendar day after completion of the meeting unless otherwise specified in an individual task.
Except for proprietary information in company quotes identified and marked in accordance with FAR 52.215-1(e), the contractor shall not deliver to the OAEM any proprietary products or information of any type in completing the requirements of the PWS. The contractor s internal development tools (that is, those development tools not developed for OAEM work and not required by OAEM to install, use, or revise the deliverables) are exempted from this requirement. If the contractor believes an exception to this requirement is necessary for the effective or efficient execution of the contract, the contractor shall request a specific exception, in writing, to the CO, and shall not use the proprietary tools or information in OAEM work until approval is received from the CO.
The contractor shall ensure contract employees maintain an open and professional communication with the staff at the VA facilities. For transparency purposes, email to the CO shall not be blind carbon copied (BCC) to other Government personnel.
Complaints or violation validated by the COR or VA staff will be reported in writing to the CO, Office of the Inspector General (OIG), or Head of the Contracting Activity (HCA) for action. If the contractor fails to correct validated complaints raised by the COR and or CO, it will be considered a failure in performance.
The CO may require the contractor to meet with the CO, contract administrator, and other Government personnel at least quarterly, and as often as deemed necessary. The contractor may request a meeting with the CO when deemed necessary.
D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this PWS.
Task One: PMP and Briefing
The contractor shall provide a PMP and briefing for the project team, which presents the contractor's plan for completing the contract. The contractor's plan shall be responsive to this PWS and describe, in further detail, the approach to be used for each aspect of the contract as defined in the technical proposal. The contractor shall keep the PMP up to date throughout the period of performance.
No data is required for this task; however, VA will provide the full 2025 model to be used for updates in all remaining tasks.
Deliverable One: PMP and briefing
Task Two: Modify/Enhance Space Analysis Model with New Mapping
The contractor shall update the Space Analysis Model for 2026 to accommodate changes in the space mapping and changes in the description of some departments, but space categories are expected to remain unchanged at 12 final breakdowns. All space breakdown mapping changes will be provided by VA and is estimated at 10-12 department mapping changes. In addition to the department mapping updates, there are expected to be 2-4 new facility mappings that will need to be rolled into the model.
No data is required for this task and all mappings will be provided by VA.
Deliverable Two: Updated Model with revised mapping
Task Three: Update Space Analysis Model with new inventory and funded project data
The contractor shall update the Space Analysis Model for current inventory data, likely to be removed inventory data, and in process inventory data. The model currently has last year s data, which needs to be updated and new analysis performed. All necessary data will be provided by the VA in Excel format, the contractor will be responsible for putting into the correct format for inclusion into the model and updating any calculations in the model. In addition, the contractor will use the funding FY 18 SCIP project list to adjust the space analysis appropriately, based on data provide in MS Excel format by VA.
Both current inventory data and in-process data will be provided by VA; however the model should remain flexible enough to allow for updated data to be loaded quickly with no impact to the overall schedule. This task is completely independent of the space calculator (task 4) execution.
The primary purpose of this task is to incorporate data into the overall model, however QA should be performed as part of the incorporation of data. Any major anomalies should be provided to VA for correction, however that process should not impact the overall schedule and incorporation of data.
Deliverable Three: Updated Model with updated inventory and in-process projects
Task Four: Execute Space Calculator output for all VHA stations, both detail and roll up levels
The contractor shall execute the Space Calculator program for all ~170 VHA stations. The contractor will work with VA representatives to gather the necessary inputs for the Space Calculator, and then execute the program for each VHA facility. The results should be combined into a single spreadsheet as output of the process. The results should be available at the detailed level, i.e. direct output of space calculator, and the rolled up level, i.e. the final 12 space breakouts.
VA will provide an updated Space Calculator and appropriate workload data to be used for executing the Space Calculator for each site. This task is independent of the current and in-process inventory (task 3).
The primary purpose of this task is to execute the Space Calculator and incorporate the results in the model, however QA should be performed as part of the incorporation of data. Any major anomalies should be provided to VA for correction, however that process should not impact the overall schedule and incorporation of data.
Deliverable Four: Fully executed space calculator runs for all 170 VHA stations
Task Five: Final FY2026 Space Analysis Results
The contractor shall incorporate the output from Space Calculator into the Space Analysis model. The result will be the space gap used for SCIP. The final space gaps, at the station and space breakout level, should be provided in report format at the VISN level as well. The contractor should review the final analysis and compare results to last year s model to identify any potential outliers or issues. Any outstanding issues should be resolved with VA assistance and adjustments made to the analysis before finalizing. The final space analysis model will be executed twice, once for review by VA and again after any changes are made to the inputs or space calculation projections.
All data required for this task will have already been provided for tasks 3 and 4. This task simply brings all of the results together into the master sheet to form the actual space model. Final QA should be performed and identified to VA upon delivery of the final draft model.
Deliverable Five: Fully populated and executed 2026 space analysis model
E. SCHEDULE FOR DELIVERABLES
See Attachment A Schedule of Deliverables.
If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.
Any hard copy documents the Contractor provides to OAEM must be printed double-sided on recycled paper with at least 30 percent post-consumer fiber.
F. CHANGES TO PERFORMANCE WORK STATEMENT
Any changes to this PWS and all Tasks shall be authorized and approved only by the CO in writing. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
G. TRAVEL
The contractor may be required to travel to Washington, D.C., or to other VA locations. Travel and per diem shall be reimbursed in accordance with Federal Travel Regulations. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. No General and Administrative (G&A) fees or costs, and no other fees or costs shall be added to travel expenses. Local travel within a 50-mile radius from the Contractor's facility is considered the cost of doing business and will not be reimbursed.B This includes travel, subsistence, and associated labor charges for travel time.B Local travel within a 50-mile radius from the Contractor's employee s residence is considered the cost of doing business and will not be reimbursed.B This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor's facility will not be reimbursed.B Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the Contractor's facility are authorized on a case-by-case basis and must be pre-approved by the CO at least 10 calendar days in advance for the requested travel.
H. GOVERNMENT FURNISHED PROPERTY AND INFORMATION
Government Furnished Property and Information, if required, will be specified in each task. Except for those items or services specifically stated to be Government furnished, the contractor shall furnish everything required to perform the tasks. For contractors required at VA facilities, the Government will provide office space including a desk, telephone, and computer to perform the required work.
I. CONTRACTOR EXPERIENCE REQUIREMENTS KEY PERSONNEL
1. Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. The contractor shall include in the technical proposal at least 2 rC)sumC)s of key professional and/or technical personnel who will perform the tasks in the contract. RC)sumC)s are not required for clerical personnel. The personnel whose rC)sumC)s are submitted are defined as key personnel. The contractor agrees that the key personnel listed in their proposal shall not be removed, diverted, or replaced from work without approval of the CO and COR.
2. Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that are being replaced. Requests to substitute personnel shall be approved by the COR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COR and the CO at least 15 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete rC)sumC) for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing
Note:
a. Standards of Conduct. The Contractor shall ensure that personnel assigned to this contract comply with the Standards of Ethical Conduct specified by the Office of Government Ethics at 5 CFR 2635.
b. Personnel assigned by the Contractor to perform work on this contract shall be acceptable to VA in terms of personal and professional conduct and technical knowledge. The Contracting Officer may notify the Contractor and request that a person be immediately removed from assignment on this contract should any contractor personnel be determined to be unacceptable in terms of technical competency or personal conduct during duty hours. The contractor shall immediately remove and replace the unacceptable on-site personnel at no additional costs to the Government. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties shall not be justification for failure to meet established schedules.
c. Contractor personnel shall be able to communicate effectively in English, both written and oral.
d. The contractor shall notify the CO whenever an employee of the United States Government is utilized by the contractor in the performance of the contract. The notification shall include sufficient information for the Contracting Officer to review the matter in accordance with FAR Part 3 and Subpart 9.5.
e. The contractor shall verify employee eligibility through the E-Verify system.
J. SECURITY REQUIREMENTS
1. The contractor shall follow the following (or other established procedure) contractor personnel security guidance:
a. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at:
http://checklists.nist.gov
b. To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov.
c. These provisions shall apply to all contracts in which VA sensitive information is stored, generated, transmitted, or exchanged by VA, a contractor, subcontractor or a third-party, or on behalf of any of these entities regardless of format or whether it resides on a VA system or contractor/subcontractor s electronic information system(s) operating for or on the VA s behalf.
d. Clauses (a) and (b) shall apply to current contracts and acquisition vehicles including, but not limited to, job orders, task orders, letter contracts, purchase orders, and modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. B' 6301 et seq.
2. The required contractor employee Position Sensitivity level is Limited Risk and the level of Background Investigation is NACI for contractor employees who require access.
3. The COR or the designated Government employee will provide the contractor a Background Investigation Request Worksheet within 2 days of contract award listing the place of performance, type of investigation requested, the VA sponsor and requesting the applicant s name, date of birth, social security number, company name and point of contact and other required data.
a. The contractor shall complete the Background Investigation Request worksheet and return it to the COR within five days of receipt. The COR will review the documents and forward them to the Security Investigations Center (SIC).
b. The CIS will send an email notification to the contractor identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation.
c. The COR will notify the contractor when the investigation has been favorably or unfavorably completed and adjudicated by the Government. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.
4. The contractor shall not commence performance prior to the initiation of the process that requests the appropriate investigative action be taken. During the time required to conduct the appropriate investigation, the contractor shall be responsible for the actions of its respective employees until official notification of a favorable determination is received from the Office of Security and Law Enforcement.
5. Cost of Background Investigations will be borne by the organization requesting the investigation. For contractors and its personnel performing the contract, the VA office or organization that is requesting the procurement will coordinate with the designated contracting officer to ensure VA initiates the necessary investigations and/or screenings for contractor personnel. For those contractors and its personnel, the contractor will bear the cost of such investigations
6. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default also please reference to VA Directive 0710 for further guidance
K. CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the COR with a copy to the CO at the conclusion of the contract.
2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response.
3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
L. ORGANIZATIONAL CONFLICT OF INTEREST
The contractor shall disclose any actual or potential organizational conflicts of interest at the time of submitting the quotes for contract. The contractor may be precluded from bidding on or working on future contracts in accordance FAR 9.5.
ATTACHMENT A: Schedule of Deliverables
Deliverable No.
Item
Quantity
Delivery Date
1
A PMP and briefing
1
5 calendar days after award
2
Updated Space Analysis Model
1
14 calendar days after award
3
Space Analysis with updated inventory data
1
21 calendar days after award
4
Fully executed Space Calculator results
2
Draft 30 calendar days after award
Final 40 calendar days after award
5
Final FY2026
Space Analysis Results
2
Draft 50 calendar days after award
Final 60 calendar days after award
Delivery shall be provided: See Attachment A, Delivery Table above. All delivery dates are subject to change/shift based on the award date.
The contractor shall deliver line item from column #1 (Deliverable No.) of the Delivery Table to:
Office of Asset Enterprise Management (OAEM)
810 Vermont Avenue
Washington D.C. 20420
Evaluations of Offers
Award shall be made to the offeror whose quote offers the best value to the government, considering technical capability, past performance, and price. The government will evaluate information based on the procedures authorized in FAR Part 13.106-2 Evaluation of Quotations of Offers using the following evaluation criteria:
Technical Evaluation The evaluation process will consider whether the proposal demonstrates a clear understanding of the technical features involved in meeting the requirements of the solicitation.
Price The contractor s quote shall include their proposed labor categories, rates and number of hours by task, together with associated delivery dates and sub milestone dates (if any). The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum.
Past Performance The Vendor s quote must include a summary description of at least three but no more than five prior contracts/orders per team member/sub-contractor for projects completed within the last five years with organizations with similar mission and functional domains, and of comparable size, complexity and scope. These references must also include:
Contract/Order Number, brief description of the project, type of contract, amount of the contract
Contracting Officer s Name and Phone Number, Government agency
Contracting Officer s Representative Name and Phone Number
The contractor must indicate whether they were the prime contractor, sub-contractor or other teaming arrangement. Prime shall indicate which aspect they are directly responsible for of this requirement.
The Offeror is required to provide references for the above projects. In the event the company itself does not have relevant past performance, references may be submitted on contracts performed by the Key Personnel of the company. The VA reserves the right to contact all the references that the Offeror lists.
Evaluation Approach
All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. However, it may be determined necessary to conduct discussions if award cannot be made on the initial quotes submitted.
All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the evaluation in the most effective manner.B The Government also reserves the right to evaluate all Offerors technical quotes should it desire to conduct discussions, or otherwise determine it to be in the Government s best interest.
The quote will be evaluated strictly in accordance with its written content.B Quotes which merely restate the requirement or state that the requirement will be met, without providing supporting rationale, are not sufficient.B Offerors who fail to meet the minimum requirements of the solicitation will be rated Unacceptable and thus, ineligible for award.
Unbalanced Pricing - The Government may evaluate whether the Offeror has submitted unbalanced pricing.B An unbalanced price is one where the price of one or more contract line items is significantly overstated or understated and which will result in the Government paying an unreasonably high price for contract performance or otherwise present an unacceptable level of risk to the Government.B If the Contracting Officer determines that the risk is unacceptable, then the bid or offer can be rejected.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
1. 52.209-5 REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (DEVIATION) (MAR 2012)
2. 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)
3. 52.216-1 TYPE OF CONTRACT (APR 1984)
4. 52.233-2 SERVICE OF PROTEST (SEP 2006)
5. VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008)
6. VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998)
7. 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
8. 52.212-2 EVALUATION COMMERCIAL ITEMS (OCT 2014)
9. 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (JAN 2017)
Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
FAR 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)
VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)
VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS HOTLINE POSTER (DEC 1992)
VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)
VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)
VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2016) (DEVIATION)
52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS COMMERCIAL ITEMS (JAN 2017) VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008)
52.204-16 --COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (JUL 2016)
52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (JUL 2016)
52.212-4 -- CONTRACT TERMS AND CONDITIONS -- COMMERCIAL ITEMS (JAN 2017)
52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (JUN 2016)
52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE PLAN (MAR 2015)
Addendum to FAR 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS
Submission of Quotes:
Quotes shall be received on or before 2:00 PM ET - October 26, 2017. All quotes shall be sent to the Contract Specialist Jason Phillip at jason.phillip@va.gov. Note: Quotes received after the due date and time shall not be considered.
Quotes shall be based on the documents issued in the solicitation.
Technical Questions: Questions of a technical nature must be provided in writing and shall be submitted by the prospective offerors only via e-mail to: jason.phillip@va.gov. The subject line must read: 2026 Space Analysis Technical Questions. Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. THE CUT-OFF DATE AND TIME FOR RECEIPT OF QUESTIONS IS October 23, 2017 at 2:00 PM ET
Amendments: Amendments to this solicitation will be posted on FBO. FBO copies of the amendments will NOT be individually mailed or sent via email. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your proposal being considered non-responsive or unacceptable.
System for Award Management (SAM): Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.
Restrictive or Proprietary Data: Contractors that include in their quotes data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes shall:
Mark the title page with the following legend:
This quote includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed-in whole or in part-for any purpose other than to evaluate this quote. If, however, an Order is awarded to this Vendor as a result of-or in connection with-the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]; and
Mark each sheet of data it wishes to restrict with the following legend:
Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this quote.
Use of Advisors: Contractors are advised that VA contractor personnel may assist the Government during the Government s evaluation of Quotes. These persons shall be authorized access to only those portions of the quote and discussions that are necessary to enable them to provide specific technical advice on specialized matters or on particular problems. These individuals will be required to protect the confidentiality of any specifically identified trade secrets and/or privileged or confidential commercial or financial information obtained because of their participation in this evaluation. They shall be expressly prohibited from scoring, ranking or recommending the selection of a Vendor.
Quote Preparation Costs: The Contracting Officer is the only individual legally authorized to commit the Government to the expenditure of public funds in connection with this procurement. The solicitation does not commit the Government to pay any costs for the preparation and submission of an offer in response to this solicitation.
Quote Format
General: The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. All files will be submitted as either a Microsoft Excel file or an Acrobat (PDF) file or compatible as indicated in Table One (1) (below). Page size shall be no greater than 8 1/2" x 11". The top, bottom, left and right margins shall be a minimum of one inch each. Font size shall be no smaller than 12-point. Arial font is required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Footnotes to text shall not be used. The use of hyperlinks or embedded attachments within the proposal is prohibited. The written quote including title page, detailed table of contents, preface, for Volume 1 Technical shall not exceed a total of 50 pages in size 12 Arial font. Volume II Price Quote shall not exceed a total of 20 pages in size 12 Arial font. Use graphic presentations where such use will contribute to the compactness and clarity of the quote. The Vendor s signed copy of their GSA Schedule contract with all modifications will not be counted in the page limit. The solicitation with completed Pricing Schedule, the Draft Project Plan, and any Contractor Teaming Arrangement documentation will not be counted to include samples in the page limit.
File Packaging: All the proposal files may be compressed (zipped) into one file entitled proposal.zip using WinZip version 6.2 or later version. The proposal files may also be submitted individually using the naming convention identified in Table One (1) (below).
Content Requirements: All information shall be confined to the appropriate volume. The titles and file type requirements for each volume are shown in the Table below:
Table 1
Volume Number
Evaluation Factor
File Name
Page Limitations
Volume I
Technical
Tech.pdf
50
Volume II
Price
Price.xls
20
Volume III
Solicitation, Amendments, Offer, Award Documents and complete FAR 52.209-5 and 52.209-7
Certs.pdf
NONE
Volume I - Technical Requirements -- Offerors shall propose a detailed approach that addresses the following which will be considered in the Technical Evaluation:
The Offeror shall provide a summary that details their technical strategy for completing the 2026 Space Analysis contract in accordance with the PWS.
The Offeror shall provide a summary that outlines their approach for completing the 2026 Space Analysis in accordance with the PWS; this should include all work schedules and staffing levels.
Volume II Price Requirement -- The Pricing Volume shall consist of the following which will be considered in the PRICE evaluation:
The prices shall be Firm Fixed Price. The CLIN pricing shall be in accordance with the labor categories, rates, and proposed discount.
The quote submitted shall be entered on the priced Pricing Schedule below. Any costs associated with Reports/Deliverables/Travel shall be included in the CLIN price and not separately priced.
PRICING SCHEDULE
CLIN
DESCRIPTION
QUANTITY
UNIT
PRICE
0001
Project Management Plan (PMP) and briefing
1
JB
0002
Updated Space Analysis Model
1
JB
0003
Space Analysis with updated inventory data
1
JB
0004
Fully executed Space Calculator results
2
JB
0005
Final FY2026
Space Analysis Results
2
JB
PERIOD FOR ACCEPTANCE OF QUOTES. The Contractor agrees to hold the prices in its quote firm for ninety (90) calendar days from the date specified for receipt of quotes.
Volume III Solicitation, Offer and Award Documents and Certifications/Representations: Solicitation, Amendments, Offer, Award Documents and complete FAR 52.209-5 and 52.209-7.
This is an open-market combined synopsis/solicitation for services as defined herein.B B The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Offeror shall list exception(s) and rationale for the exception(s).
Point of Contact
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Jason Phillip at jason.phillip@va.gov.
Jason Phillip
jason.phillip@va.gov
