AutoCAD and GIS Support Request for Information (RFI)
Request for Information (RFI)
The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on capability, delivery and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following:
PERFORMANCE WORK STATEMENT FOR DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF ADMINISTRATION, SPACE AND RENOVATIONS SERVICE
GENERAL INFORMATION
Title of Project: AutoCAD and GIS Support
Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS) in providing CAD and GIS support with and through space analysis support for the VACO campus. The contractor will work with the program office, Space and Renovations Service (03R), to continue existing AutoCAD layer updates according to American Institute of Architects (AIA) standards for completed space redesign projects completed. Once the CAD drawings are updated, the contractor shall apply the updates to the GIS format through the GIS Manual attached, to maintain the CAD and GIS programs of (03R) for the entire VA Central Office (VACO) campus.
Background: Space and Renovations Service (03R) is held accountable for the leasing, construction and space management programs for the VACO campus, which currently consists of ten (10) buildings and 1.8M square feet in Washington DC. Several factors, including Presidential and OMB mandates regarding reducing the Federal real estate footprint and budgetary constraints have generated a series of phased realignments throughout the VACO campus to optimize space and increase occupancy rates throughout the campus. The existing CAD drawings have been updated and put into a standard format in order to be used in GIS. This GIS capability allows the Office of Administration to have real time information regarding space throughout the VACO campus. This contract will allow (03R) to continue to maintain and sustain accurate records for future projects.
Performance Period: The period of performance is for a base period of twelve (12) months plus two twelve (12) month option periods starting 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).
Type of Contract: Firm Fixed Price (FFP) task orders against a Blanket Purchase Agreement (BPA).
Place of Performance: The primary place of performance will be at the contractor s facilities; however, access shall be granted to VACO as needed to complete the deliverables described in the PWS.
B. Contract Award Meeting
The contractor shall not commence performance on the task order until the commencement of a kick-off meeting to confirm task scope. The contractor shall provide a draft Contractor Project Management Plan (CPMP) for government review at the kickoff meeting. At a minimum, the CPMP shall include the following sub-plans: Overall Project Plan, Risk Management Plan, Communications Plan, Testing Plan, Logistics Plan, and Transition Plan. The CPMP is not considered final until formal government acceptance. Issues identified by the government in the CPMP shall be addressed by the contractor within ten (10) business days of receipt of identified issues. Upon receipt of the updated CPMP, the government will notify the contractor of deliverable acceptance.
C. General Requirements
The following general requirements apply to all task orders issued under this contract:
The contractor shall provide a detailed monthly report to the COR or designated VA official by no later than the fifth (5) business day of the next month. At a minimum, the monthly report shall include completed tasks identified by CLIN, completed milestones and projections for the next reporting period, risks and issues, and the contractor s mitigation strategy to their listed risks and issues.
The contractor s task order 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), and proposed key personnel resumes. Resumes 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, the following schedule requirements apply: Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 7 calendar days from date of receipt. The contractor shall have 10 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 order.
Except for proprietary information in company quotes identified and marked in accordance with FAR52.215-1(e), the contractor shall not deliver to the Space and Renovations Service any proprietary products or information of any type in completing the requirements. The contractor s internal development tools (that is, those development tools not developed for Space and Renovations Service work and not required by Space and Renovations Service 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 a task order, the contractor shall request a specific exception, in writing, to the CO, and shall not use the proprietary tools or information in Space and Renovations Service work until approval is received from the CO. VA retains the rights to all deliverables produced under the execution of this task order.
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 (BC) to other Government personnel. Complaints or violation validated by the COR or VA staff will be reported in writing to the CO, OIG, or 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 in two phases; CAD update and preparation and GIS application, including space surveys for validation. Capability to perform the following activities:
Verify AutoCAD drawings
Survey as necessary
Upload validated drawings using GIS conversion manual into Space and Renovation Services designated site.
E. Initial Representative Task Order:
Task One. Past Renovation and Validation
The contractor shall provide CAD, in the most current available version of AutoCAD, updates for space redesign projects planned using AIA standards and layer applications currently on GFE. The initial representative task orders include the four projects listed below:
Office of Operations, Security, and Preparedness (OSP) 810 Vermont Ave., Area C6/C8 Approximately 1,400 sq. ft.
Office of Information and Technology (OIT) 810 Vermont Ave., 3rd Floor Approximately 12,500 sq. ft.
Office of Policy and Planning (OPP), 810 Vermont Ave., 3rd Floor and B34/B36 Approximately 15,600 sq. ft.
National Cemetery Administration (NCA), 810 Vermont, 4th Flr, and 1575 I St. 2 and 6th floors Approximately 13,439 sq. ft.
As-built drawings, in various forms; i.e. PDF, CAD, etc., for all projects will be provided by (03R) to the contractor and the contractor shall field verify to confirm the accuracy of drawings before updating the AutoCAD drawings.
Deliverable One:
The contractor shall provide the updated AutoCAD drawings for the four VACO campus projects listed above (OSP, OIT, OPP, and NCA) during the Period of Performance using AIA standards and current standard layering system.
b. Task Two: Current Facilities Validation Project
a. The contractor shall upload the most current AutoCAD drawings for each of the 10 VACO buildings into the GIS application using the GFE Manual attached.
b. The contractor shall upload the AutoCAD updates for the four space redesign projects (OSP, OPP, OIT, and NC) into the GIS application using the GIS Conversion Manual attached in accordance with GIS Conversion Manual.
Deliverable Two:
The contractor shall maintain and update the GIS application with current AutoCAD drawings using the GIS conversion manual attached.
Performance Standards and Methods as specified in each task. Past performance will be documented in accordance to IL 001Al-10-03, dated February 22, 2010.
Surveillance Area
Performance Standards
Method of Assessing Performance
Management of price and schedule
Timely delivery to the COR within the contract/order schedule
Status Meetings are scheduled on time, with appropriate Vendor staff attending and issues addressed satisfactorily to VA
Review of Biweekly Status Reports and Status Meetings 100% inspection
Technical quality of deliverables
Deliverables are high quality, address required performance work statement areas and contain three (3) or fewer defects identified in the Final deliverable submittal
Review of Final deliverables and Status Meetings 100% inspection
Quality of Project Management and Relationship Management
Timely Responses to open acquisition issues 98% of the time
Corrections and Re-submittal to VA within five business days of rejected deliverables
Low Turnover of Key Personnel
Contractor develops and maintains a staffing plan that adequately supports the requirements of the task orders 98% of the time
Open communication between VA and Vendor
Contractor provides a single point of contact responsible for task order performance. Ability to meet the within scope changing demands of the program as it evolves
Review of Final deliverables, Status Reports and Status Meetings
Review and approval of Key Personnel changes
VA customer satisfaction
GOVERNMENT FURNISHED PROPERTY AND INFORMATION
The Government will provide existing/current AutoCAD drawings for the VACO campus buildings and access to GIS application and the GIS Sustainment Maintenance Document (Manual).
CONTRACTOR EXPERIENCE REQUIREMENTS KEY PERSONNEL
These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and options. The contractor shall include in the technical proposal for each task order the resumes on all proposed professional and/or technical personnel who will perform the tasks in the task order. Resumes are not required on clerical personnel. The personnel whose resumes are submitted are defined as key personnel. The contractor agrees that the key personnel listed below shall not be removed, diverted, or replaced from work without approval of the CO and COR (resumes do not need to be provided if it already in the contract file).
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 30 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 resume 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:
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.
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.
Contractor personnel shall be able to communicate effectively in English, both written and oral.
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 3 and Subpart 9.5.
The contractor shall verify employee eligibility through the E-Verify system.
I. SECURITY REQUIREMENTS
The contractor shall follow the following (or other established procedure) contractor personnel security guidance:
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.
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.
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.
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. Contractors do not include grants and cooperative agreements covered by 31 U.S.C. & 6301 et seq.
The required contractor employee Position Sensitivity level is Limited Risk and the level of Background Investigation is NACI for contractor employees who require access.
The COR or the designated Government employee will provide the contractor a Background Investigation Request Worksheet within 2 days of task order 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.
The contractor shall complete the Background Investigation Request worksheet and return it to the COR within five days of receipt. The COTR will review the documents and forward them to the Security Investigations Center (SIC).
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.
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.
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.
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.
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.
J. CONFIDENTIALITY AND NONDISCLOSURE
It is agreed that:
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 task order 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 task order.
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 task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response.
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.
K. ORGANIZATIONAL CONFLICT OR INTEREST
The contractor shall disclose any actual or potential organizational conflicts of interest at the time of submitting the quotes for the basic of this 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
One
CAD Support
Per Task Order
10 Days After Award
Two
GIS Support
Per Task Order
5 Days After Completion of each space redesign project
Attachment B: Project Timeline/Milestones
Task
Activity
Start
End
Task One: CAD Support
Contract Award
Contractual Kick-Off
Using AIA standards and standard existing layering system
Update the CAD drawings using AutoCAD version 2015
Task Two: GIS Support
Maintain through current CAD, GIS and dashboard application utilizing the provide Manual as requested
THERE IS NO SOLICITATION AT THIS TIME. This request for capabilities information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus the information received will not be considered proprietary.
If your organization has the potential capacity to perform these contract services, please provide the following information:
Cover Sheet 1 page
Please provide the following information:
1. Organization name, address, and web site.
2. Point of contact to include e-mail address and telephone number.
3. Business size (large or small). If small, please provide type of small business.
4. North American Industry Classification System (NAICS) that best fits these task areas.
5. Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.)
6. SAM record (www.sam.gov)
7. VIP record (SDVOSB/VOSB firms only) (https://www.vip.vetbiz.gov/)
8. DUNS number
9. If applicable, GSA contract number, schedule, and SIN category.
Index 1 page
Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement and Market Information. Please provide question number and corresponding page and section heading and/or paragraph number.
Capabilities Statement and Market Information
Please respond to the following questions by providing a capabilities statement and market information.
1. Similar procurements have used the following NAICS ad PSC codes:
NAICS: 518210 for Data processing, hosting and related services
PSC: D313 for IT and Telecom computer Aided Design/ Computer aided Manufacturing (CAD/CAM)
Are these NAICS and PSC the best suited for this work as well?
Is this considered an IT purchase?
Do you foresee any issues or concerns with providing this work?
STRUCTURE AND SUBMISSION OF RESPONSES
Contractors should respond to this RFI by July 10, 2018 by 4:00 PM EST via e-mail to David.Rupert@va.gov and Melissa.Maloy@va.gov. Limit all responses to 10 pages single-sided, type-written pages using 11-point font or larger. Published literature may be any number of pages.
David S Rupert
Contracting Specialist
(240) 215-0603
David.Rupert@va.gov
