R--MMO Support Services

VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4

Original Date: 10/12/17

Revision 01 Date: 01/08/18

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C77619Q0086

Posted Date:

04/23/2019

Original Response Date:

05/15/2019

Current Response Date:

05/15/2019

Product or Service Code:

R431

Set Aside (SDVOSB/VOSB):

SDVOSB Set Aside

NAICS Code:

541612

Contracting Office Address

Program Contracting Activity Central

6150 Oaktree Blvd, Suite 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; quotes are being requested, and a written solicitation document will not be issued. This combined synopsis/solicitation is set-aside exclusively for SDVOSB concerns.

This solicitation is a request for quotes (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-01 effective January 22, 2019.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541612, with a small business size standard of $15 million.

The Department of Veterans Affairs (VA) Manpower Management Office (MMO) is issuing this combined synopsis for the provision of services to provide Human Resources support services to the VHA Manpower Management Office and various stakeholder groups through initiation, planning, and development of standardized position descriptions (PD) for 200 VHA occupations to include Title 5, Title 38 and Title 38 Hybrid. Support acquired through this contract includes human resources and classification subject matter expertise regarding position descriptions and functional statements, planning and execution of activities at the work group level to include workgroup stand-up, facilitation, and guidance through completion, development of artifacts, integrated master schedule development and maintenance, and administrative support.

All interested companies shall provide quotations for the following:

Base Year Period of Performance: 05/27/2019 05/26/2020

Line Item

Description

Quantity

Unit Price

Total Price

0001

Project Management Plan - Draft

1

0002

Project Management Plan - Final

1

0003

Integrated Master Schedule

1

0004

Work Breakdown Structure

1

0005

Executive-Level Briefing Materials

4

0006

Weekly Project Status Reports

52

0007

Document Review Process

1

0008

Position Description/Functional Statement Development Process

1

0009

Completed Position Description/Functional Statements

40

0010

Meeting Agendas

52

0011

Meeting Minutes

52

0012

Monthly Progress Reports

12

0013

Kick-Off Meeting

1

0014

Kick-Off Meeting Minutes

1

Total Base Year

Option Year 1 Period of Performance: 05/27/2020 05/26/2021

Line Item

Description

Quantity

Unit Price

Total Price

1001

Executive-Level Briefing Materials

4

1002

Weekly Project Status Reports

52

1003

Completed Position Descriptions and Functional Statements

40

1004

Meeting Agendas

52

1005

Meeting Minutes

52

1006

Monthly Progress Reports

12

Total Option Year 1

Option Year 2 Period of Performance: 05/27/2021 05/26/2022

Line Item

Description

Quantity

Unit Price

Total Price

2001

Executive-Level Briefing Materials

4

2002

Weekly Project Status Reports

52

2003

Completed Position Descriptions and Functional Statements

40

2004

Meeting Agendas

52

2005

Meeting Minutes

52

2006

Monthly Progress Reports

12

Total Option Year 2

Option Year 3 Period of Performance: 05/27/2022 05/26/2023

Line Item

Description

Quantity

Unit Price

Total Price

3001

Executive-Level Briefing Materials

4

3002

Weekly Project Status Reports

52

3003

Completed Position Descriptions and Functional Statements

40

3004

Meeting Agendas

52

3005

Meeting Minutes

52

3006

Monthly Progress Reports

12

Total Option Year 3

Option Year 4 Period of Performance: 05/27/2023 05/26/2024

Line Item

Description

Quantity

Unit Price

Total Price

4001

Executive-Level Briefing Materials

4

4002

Weekly Project Status Reports

52

4003

Completed Position Descriptions and Functional Statements

40

4004

Meeting Agendas

52

4005

Meeting Minutes

52

4006

Monthly Progress Reports

12

Total Option Year 4

SERVICES

Please see attached Performance Work Statement (PWS).

The period of performance (PoP) shall be one (1) year, with four (4) twelve (12) month option periods.

PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at VA Central Office, Washington D.C. The Government will provide space to work on-site. Work may be performed at remote locations with prior concurrence from the Contracting Officer s Representative (COR). Staff will need to be on-site to facilitate workgroups, feedback sessions and any other group work towards creating the standard PDs. Actual writing can be done off-site.

COMPARATIVE EVALUATION/BASIS FOR AWARD

A comparative evaluation will be performed in accordance with FAR 13.106-2(b)(3). Evaluation factors/subfactors are not required.

The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate price, technical capabilities, and past performance.

Following receipt of quotes, the Government will perform an evaluation using a comparative evaluation of the services quoted. The Government will compare quotes to one another to select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in the request for quote will determine suitability.

Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote.

Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited services to address any remaining issues. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement.

The Government reserves the right to select a response that provides benefit to the Government that exceeds the minimum. The Government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement statement.

To receive an award the offeror must be registered/active with no exclusions in System for Award Management (SAM) database which can be accessed at https://www.sam.gov/portal/public/SAM at submission of quote. SAM will be checked to verify the quoter s status before evaluations are conducted.

This requirement is a 100% Service-Disabled Veteran-Owned Small Businesses (SDVOSB) set-aside. In order for a quote to be eligible for award, the contractors submitting a quote shall be registered and CVE verified in the Vendor Information Page (VIP VetBiz) at www.vetbiz.gov.

QUOTE SUBMISSION

QUOTING CONTRACTORS 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 RFQ does not commit the Government to pay any costs for the preparation and submission of an offer in response to this RFQ.

Communications regarding this RFQ: The due date for communications and questions concerning the RFQ is Wednesday May 15, 2019 at 10:00 AM EST. Any communications or questions shall be submitted electronically to Kymberly Morgan, kmberly.morgan@va.gov.

As soon as an Offeror is aware of any problems or ambiguities in interpreting the specifications, terms or conditions, instructions or evaluation criteria of this solicitation, the Contracting Specialist shall be immediately notified. When submitting questions and comments, please refer to the specific text of the RFQ in the following format:

Subject: RFQ No. 36C77619Q0086

Pertinent questions will be answered in the form of an amendment and provided to all Offerors. It is the responsibility of the Offeror to locate the amendment.

DUE DATE AND SUBMISSION INSTRUCTIONS FOR RFQ: Contractors must complete and return all information prior to the time specified to be considered for award. Quotes, including amendments, received at the issuing office after the closing date and time specified on the cover page of this solicitation will be considered late submissions and handled accordingly. An Offeror s quote shall be submitted electronically via email to kymberly.morgan@va.gov by the date and time indicated in the solicitation in the file set forth below. The use of hyperlinks in quotes is prohibited.

QUOTE FILE. Offeror s responses shall be submitted in accordance with the following instructions:

Format. The submission shall be clearly indexed and logically assembled. Each section shall be clearly identified and shall begin at the top of a page. All pages shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count for the Offeror s quote shall be 20 pages*. All files will be submitted as either a Microsoft Excel (.XLS) file or an Acrobat (PDF) file or compatible as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1 ) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are 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. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated. Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.

File Packaging. All of the quote files may be compressed (zipped) into one file entitled quote.zip using WinZip version 6.2 or later version or the quote files may be submitted individually.

Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

*Use when using page limitations: A Cover Page, Table of Contents and/or a glossary of abbreviations or acronyms will not be included in the page count of the technical Volume. However, be advised that any and all information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror s quote will not be evaluated by the Government.

The quote shall be broken down in the following sections:

(i) TECHNICAL VOLUME. Offerors shall, at a minimum, demonstrate a clear understanding of all features involved in meeting and supporting the requirements in the Performance Work Statement (PWS) in a format that follows the PWS tasks and/or deliverables. The Offeror shall provide a summary of corporate experience and knowledge to include experience working with HR to assess, update and/or create functional statements and/or position descriptions based on job tasks, experience defining processes to vet HR policies and coordinating comments to generate final products, and experience with evaluation and standardization of processes and practices.

(ii) PRICE VOLUME. The Offeror shall submit a firm-fixed price quote for each task outlined in the PWS and complete the price schedule in the appropriate table above. The task price shall be for the whole task regardless of the actual time to complete the task as it varies depending on the status of the contract. The total price must match the amount provided in the Total Evaluated Price table.

(iii) PAST PERFORMANCE VOLUME. The Past Performance will assess the aspects of cost, schedule, and performance experience as it relates to the tasks and/or deliverables of the PWS. Past Performance provided shall be for work performed within the last three (3) years by the Offeror as either a prime or subcontractor. Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor.

1. The name, address, and dollar value of each project

2. The Prime Contract Type, Firm Fixed-Price, or Time and Material

3. The name, telephone and address of the owner of each project

4. A brief description of each project and why it is relevant to this requirement., including difficulties and successes

5. Your company s role and services provided for each project

This is an open-market combined synopsis/solicitation as defined herein.  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:"

Quotes shall list exception(s) and rationale for the exception(s).

Note: any proposed deviations from the standard terms and conditions herein may render a quote unacceptable as the Government intends to award without discussions.

Submission shall be received not later than Wednesday May 15, 2019 at 10:00 AM EST via email. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

PROVISIONS AND CLAUSES

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:

FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018)

FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal 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 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)

The following clauses are included as addenda to FAR 52.212-4:

FAR 52.232-40 Providing Accelerated Payments to Small Businesses to Subcontractors (DEC 2013)

VAAR 852.203-70 Commercial Advertising (JAN 2008)

VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (JUL 2016)

VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012)

VAAR 852.237-70 Contractor Responsibilities

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2019)

The following subparagraphs of FAR 52.212-5 are applicable:

FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016)

FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)

FAR 52.219-28 Post Award Small Business Program Representation (JUL 2013)

FAR 52.222-26 Equal Opportunity (SEP 2016)

FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)

FAR 52.222-50 Combating Trafficking in Persons (MAR 2015)

FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)

FAR 52.225-13 Restriction on Certain Foreign Purchases (JUN 2008)

FAR 52.232-33 Payment by Electronic Funds Transfer Systems for Award Management (JUL 2013)

FAR 52.222-41 Service Contract Labor Standards (MAY 2014)

FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)

FAR 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015)

FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

POINTS OF CONTACT

Submit offers or any questions to the attention of Kymberly Morgan via email to: Kymberly.Morgan@va.gov . Offerors who fail to complete and submit the requirements above may be considered non-responsive and as a result, ineligible for award.