STATEMENT OF WORKfor "Planning for Retirement" Pre-Retirement Seminars 1.0 GENERAL INFORMATION: 1.1 Date: August 18, 2008 1.2 Project Title: Pre-Retirement Planning Seminars 1.3 Introduction The Department of Veterans Affairs (VA) Austin Information Technology Center (AITC) is seeking a contractor to provide Pre-Retirement Seminars for Austin, Texas VA employees. The retirement seminars shall consist of the Civil Service Retirement System (CSRS and CSRS Offset), the Federal Employees Retirement System (FERS), Social Security and Medicare programs, Thrift Savings Plan (TSP), Long Term Care Insurance (LTCI), Flexible Spending Accounts (FSA) and Federal employees' health and life insurance programs. 1.4. Background The Department of Veterans Affairs (VA) Austin Information Technology Center (AITC) has a requirement for an experienced contractor to provide Pre-Retirement Planning Seminar for Austin VA employees. This program is provided yearly to the employees who are within 5-10 years of Federal retirement. 1.5 Scope and Objectives The Contractor shall provide approximately 100 employees with a detailed understanding of the benefits they are entitled to under the CSRS, CSRS Offset, FERS, Social Security and Medicare programs, TSP, LTCI, FSA and Federal employees' health and life insurance programs. Spouses may attend at no additional cost 1.6 Definitions: N/A 1.7 Contractor Furnished Property, Services, and Responsibilities Except as otherwise listed in this statement of work, the Contractor is responsible for providing all property and services required by this Statement of Work (SOW). 1.8 Government Furnished Equipment (GFE), Services, and Responsibilities The AITC will provide the following GFE for use by the vendor in performance of the contract: " Training facility - Meeting room within The Wyndham Hotel and Conference Center, 3401 South IH 35, Austin, TX 78745, (512) 448-2444 " Audio-visual equipment used during presentations " The vendor shall return all GFE to the AITC at the end of the contract performance. 2.0 SPECIFIC TASKS DELIVERABLES AND PERFORMANCE/QUALITY STANDARDS 2.1 Specific Tasks 2.1.1 Provide knowledgeable instructor 2.1.2 Provide VA employee seminar participants with a copy of training materials on the dates of scheduled training as well as the CSRS and FERS supplemental publications. 2.1.3 Provide two (2) one-day pre-retirement planning seminars which will cover the following topics: " CSRS, CSRS Offset (day one) and FERS (day two) retirements. " TSP, Medicare, Social Security, Long Term Care Insurance (LTCI), Flexible Spending Accounts (FSA) Federal life and health insurance programs (both days). 2.2 Deliverables The contractor is responsible for providing the deliverables identified below. Training materials will be sent to the Contracting Officer's Technical Representative (COTR) Rebecca Martinez (HR Specialist Division 35). # Description Frequency Mode of Delivery Due Date B.0 BASE YEAR - Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications 8:00 AM - 4:00 PM CST CSRS and FERS Supplemental Publications for all VA employee seminar participants Period of Performance: October 1, 2008 to September 30, 2009 TOTAL COST BASE YEAR: $__________ In Person Exact Dates TBD B.1 OPTION YEAR ONE (1) - Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications 8:00 AM - 4:00 PM CST CSRS and FERS Supplemental Publications for all VA employee seminar participants Period of Performance: October 1, 2009 to September 30, 2010 TOTAL COST OPTION YEAR ONE: $__________ In Person Exact Dates TBD B.2 OPTION YEAR TWO (1) - Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications 8:00 AM - 4:00 PM CST CSRS and FERS Supplemental Publications for all VA employee seminar participants Period of Performance: October 1, 2010 to September 30, 2011 TOTAL COST OPTION YEAR TWO: $__________ In Person Exact Dates TBD B.3 OPTION YEAR THREE (3) - Two (2) one-day Pre-Retirement Planning Seminars to include hardcopy training materials for all VA employee seminar participants, as well as the CSRS and FERS supplemental publications 8:00 AM - 4:00 PM CST CSRS and FERS Supplemental Publications for all VA employee seminar participants Period of Performance: October 1, 2011 to September 30, 2012 TOTAL COST OPTION YEAR THREE: $__________ In Person Exact Dates TBD TOTAL COST BASE YEAR OPTION YEAR ONE OPTION YEAR TWO OPTION YEAR THREE: $__________ 2.3 Quality Standards 2.3.1 Completion of scheduled seminar. 2.3.2 Feedback from attendees that information presented was pertinent and up-to-date. 2.4 Inspections and Acceptance Acceptance is contingent on deliverables being reviewed for conformance with the SOW requirements. The CO will reject Deliverables that do not meet the SOW requirements. 3.0 SUPPLEMENTAL REQUIREMENTS AND INFORMATION 3.2 Period of Performance The period of performance shall be in accordance with the negotiated agreement, culminating with final completion of all deliverables no later than September 30, 2009. Actual dates to be determined. 3.3 Place of Performance Seminars will take place at The Wyndham Hotel and Conference Center 3401 S. IH 35 Austin, TX 78745 (512) 448-2444 3.4 Contract Type: Firm Fixed Price 3.5 Travel Any contractor travel required by the Government in support of this contract shall be authorized by the CO and funded by the Government. Travel costs will be paid in accordance with the Federal Acquisition Regulations (FAR) and Government Travel Regulations (GTR) in effect at the time of the task order. Contractor invoices for travel shall comply with FAR 31.205.46. 3.6 Payment and Invoices 3.6.1 Payment of Contract An invoice for the contract price may be submitted upon completion, delivery, and acceptance of all deliverables. 3.6.2 Invoices The contractor shall submit invoices pursuant to FAR 52.232-25, PROMPT PAYMENT (JUN 1997). The contractor shall submit all invoices pertaining to this contract to the address specified on the Delivery or task order. 3.7 Contract Management Not withstanding the contractor's responsibility for total management responsibility during the performance of the contract, the administration of the contract will require maximum coordination between the AITC and the contractor. In order to facilitate this coordination, the AITC will assign a contracting officer (CO) and a contracting officer's technical representative (COTR) to serve as the AITC point of contact during the performance of the contract and the Contractor shall assign a Project Manager. 3.7.1 Contracting Officer's Authority The contracting officer is the only person authorized to make or approve any changes in any of the requirements of this contract. Notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the CO. If the contractor makes any changes at the direction of any person other than the CO, the changes will have been made without authorization. Consequently, no adjustment will be made in the contract price to cover any increase in costs incurred by the contractor. All contract administration will be by, and all communications pertaining to contractual or administrative matters under the contract shall be addressed to: Sylvia Thomas, Contract Specialist Department of Veterans Affairs Austin Information Technology Center 1615 Woodward Street Austin, TX 78772 (512) 326-6877
[email protected] 3.7.2 Contracting Officer's Technical Representative (COTR) Authority The COTR for this contract is: Rebecca Martinez, HR Specialist (Employee Benefits) (512) 326-7439/6052
[email protected] A letter of designation will be issued to the COTR with a copy supplied to the contractor stating the responsibilities and limitations of the COTR. The types of actions within the purview of the contracting officer's technical representative (COTR) are: 3.7.2.1 Provide technical direction and guidance 3.7.2.2 Assure that the contractor performs the technical requirements of the contract. 3.7.2.3 Perform or cause to be performed inspections necessary in connection with performance of the contract; 3.7.2.4 Monitor the contractor's performance under the contract and notify the contractor and the CO of any deficiencies observed. 3.7.2.5 Maintain record of written and oral communications with the contractor concerning the aspects of the contract within his/her purview. 3.7.2.6 Coordinate Government furnished property availability and provide for site entry of contractor personnel if required. 3.7.2.7 Other tasks as outlined in the written delegation of authority that will be provided to the Contractor at time of award. 3.7.3 Contractor Management The contractor shall appoint a supervisor/Project Manager who will be the contractor's Authorized Representative for technical and administrative performance of all tasks or services required hereunder. The supervisor shall provide the single point of contact through which all contractor/Government communications; work and technical direction shall flow. The supervisor shall receive and execute, on behalf of the contractor, such technical direction as the COTR may issue within the terms and conditions of the contract. All administrative support of contractor technical personnel required to fulfill the tasks assigned under this contract shall be the responsibility of the contractor. 3.7.4 Contract Interpretation No interpretation of any part of this contract, including applicable specifications, shall be binding on the Government unless furnished or agreed to in writing by the contracting officer. 3.8 Contractor Personnel Requirements 3.8.1 Qualification Requirements Contractor shall be knowledgeable and have the ability to present pertinent and up to date information on CSRS/CSRS Offset and FERS retirement systems, information on Federal life and health insurance, TSP, Social Security, and Medicare programs. The contractor shall be able to interpret and explain Code of Federal Regulations for retirement and payroll processing. Contractor shall be familiar with various automated retirement software products, especially FRC/CALC and GRB Assist latest year. FRC/CALC and GRB Assist latest year software products are used at the AITC to compute federal retirement calculation estimates for employees. It is important that VA employees receive consistent pre-retirement training because the decisions they make based on the training may impact their financial future. Contractor shall have experience providing Pre-Retirement Seminars with clear and concise explanations and information that is always correct. Contractor shall be familiar with the Federal employee community and be able to answer all questions. Contractor shall be able to provide sufficient documentation to substantiate their experience and knowledge distributed to attendees. 3.8.2 Other Personnel Considerations Personnel assigned by the contractor(s) to perform work on this contract shall be acceptable to the government in terms of personal and professional conduct and technical knowledge. Should the assignment to this contract of any person in the contractor's organization create a conflict with the interests of the government, the government will notify the contractor and request the person's immediate removal from the assignment. The CO will document the reason for removal in writing within ten (10) workdays of the contractor notification. The contractor shall begin personnel replacement action immediately upon receipt of notification. Replacement personnel qualifications shall be equal to or greater than those of the personnel being replaced. Employment and staffing difficulties will not be justification for failure to meet established schedules 3.8.3 Restrictions and Standards of Conduct The contractor and its employees shall conduct only business covered by this contract during periods paid for by the government and shall not conduct any other business on government premises. Contractor employees assigned to each contract shall not solicit business that may be within the scope of the contract.