0. DRAFT - SOW-FY22. IOT RD_PN89902_CSDC Charleston_2022.08.05.docx

IO&T REQUIREMENTS: FY22 Charleston CSDC (OM-IOT) PROJECT NO 89902 DATE: 24 June 22 (v.02)

Table of Contents

General Requirements General Requirements Overview The Defense Health Agency-Facilities Enterprise (DHA-FE) requires Initial Outfitting and Transition (IO&T) services for the FY22 MILCON Warehouse Replacement Project at Charleston AFB, SC.

Initial Outfitting means to provide new furniture, fixtures, equipment, and low voltage systems (FFE-LVS) classified as Personal Property[footnoteRef:1] in new or newly renovated facilities. [1: Personal Property = non-fixed modular, moveable furniture, fixtures, equipment, & low voltage systems (FFE-LVS). It is not Real Property Installed Equipment (RPIE)]

Transition services generally includes (1) relocating reuse FFE-LVS, (2) disposing of non-reuse FFE-LVS, (3) public relations (PR) support, (4) staff orientation & training, and (5) cleaning prior to occupancy of the new or newly renovated space.

Project Information

PROJECT INFORMATION

Permanent

Materiel Receiving/Processing, Materiel Staging, Materiel Storage, and Biomedical Equipment Repair

The existing Joint Base (JB) Charleston Medical Readiness mission is supported by Building 697 and a leased building off base. The Air Force Surgeon General (SG) approved Consolidated Storage and Distribution Center (CSDC) for CONUS-based War Readiness Material (WRM) so Building 697 will be replaced and the lease for the building off base will end.

Work Restrictions Continued Occupancy All departments within the existing facility will remain in operation during the entire Period of Performance (POP) unless specifically stated herein. Permission to interrupt operations must be submitted in writing within the timelines outlined in the section titled Schedule Constraints.

Base Access & Work Hours When arranging access to Charleston AFB, there is a minimum of 72hrs pre-notice to process Form 74. COR and Project officer will assist in processing base access and provide further details on what documents and forms are required.

Work hours within the existing facility, and on and around the site, are outlined in the following table. Work outside these hours requires approval and must be requested within the time outlined in the section titled Schedule Constraints.

Contractor Access and Use of Premises Contractor installation access instructions are defined in the Attachment: Installation Contractor Requirements.

Concurrent Projects

Progress & Completion Photos Provide pre-work, progress, and completion photos for the spaces outlined in the following table.

Meetings & Reporting Meeting Logistics Coordinate Agendas and meeting arrangements with the government prior to the meeting date. Notify the government of workspace requirements necessary to conduct the meeting (e.g., required number of meeting rooms, tables, chairs, presentation boards, teleconferencing ability, wi-fi connectivity, etc.). Provide equipment, accessories, and documents necessary to conduct the meeting. Include the meeting address, building, and room number on all agendas.

Potential Changes Documentation At the close of each meeting identify Potential Changes that may impact the project cost, scope, schedule, or safety. Document it as a risk on the IOT Project Status Report (PSR), circumstance or individual driving the change, and, if approved, government individual approving the change. Refer to section Project Status Report.

Government Representatives Coordinate agenda, meetings, activities, and deliverables with the government representatives listed in the table below. The IOT Contractor is not permitted to meet with CSDC representatives (aka “Users”) unless the DHA-FE Project Officer/Lead or IOT Planner (or their designee) can attend.

Interior Design Planner

Equipment Planner

Communications Rep (aka IM-IT Planner)

Architectural Planner/Representative

IOT Planner

Weekly Progress Meetings Conduct Weekly Progress Meetings with the government representatives. Provide agendas, meeting minutes, action items, and attendance records. At a minimum, include agenda items outlined in the table below.

IOT Project Status Report (PSR) Maintain the Attachment: IOT Project Status Report (PSR). Document project status, information, and issues. The PSR (also known as the Weekly [Risk] Report) outlines submittal distribution requirements. The purpose of the PSR is to keep senior leadership and the project team informed of risks related to cost, schedule, scope, and safety. The PSR serves as a repository of relevant and historical information and is used extensively for studies, analysis, and senior-level reporting. It enables team members to proactively manage issues and minimize risks real time.

Update the PSR weekly until receipt of the final DD Form 1354: Transfer and Acceptance of Real Property and final set of DD Form 250 is the Material Inspection and Receiving Report (MIRR).

Review the PSR during weekly progress meetings. Highlight changes, updates, and edits. It is critical the PSR reflect accurate and current information and all fields are complete. Failure to maintain this document could adversely impact the project, funding, programming decisions, prompt resolution, change management, and ultimately affect the contractor’s performance rating.

Tracking Potential Changes Use the IOT Project Status Report (PSR) to clearly identify any adjustments which may have a potential cost, schedule, scope, safety, or quality change. Should one be identified, notify the Contracting Officer (KO) in accordance with the Contract Clauses. The PSR is the mechanism used to inform the project team of potential risks.

Meeting Minutes and Written Records Prepare detailed and accurate written records of each site visit and meeting. Refer to the IOT Project Status Report (PSR) Distribution List for distribution requirements. Include agenda, subject, names of participants, relevant details, action items, responsible team member, and required resolution date. Illustrate and/or include contract documents reflecting scope additions and deletions. Summarize work the contractor believes is outside the contract scope. Number written records in consecutive order. Provide electronic copies of all written records, agendas, presentations, and meeting minutes in each submittal.

File Naming Conventions, Electronic Submittals, & Distribution Provide standardized electronic naming conventions to ensure timely government responses. Include numerical date (i.e., 20220330 for 30 Mar 2022), fiscal year (FY), installation name, submittal/RFI/ASI number, and project number. Do not exceed thirty (30) characters or include special characters (e.g., 20220301_FY24_FtBragg_DS4_PNXXX). Distribute electronic submittals to the government via a publicly accessible site (such as Microsoft® SharePoint® or equivalent). Provide electronic submittals in accordance with the IOT Project Status Report (PSR). Provide electronic submittals with a single file structure with proper bookmarks. Each file size may not exceed 50 megabytes (MB).

Review & Resolution Conferences Review and resolution conferences are to be held following each submittal. Review open issues or actions from the last meeting, what occurred, and what is planned to occur before next meeting. Reviews should focus on critical path items and activities that may impact the project’s schedule/scope. The objective of the review or resolution conference is to resolve any outstanding compliance or conformance deficiencies identified by the government. No comment should be left unresolved before moving forward to the next submittal.

Schedule Project Schedule (Detailed Requirements) & Period of Performance (POP) The Period of Performance (POP) includes the activities and deliverables outlined in the tables below. Beneficial Occupancy Date (BOD) is determined by the Construction schedule. Open for Business (OFB) should occur within 60 days of BOD.

Current BOD is 19 Jan 2023

Yes, 2-workdays by phase

Schedule Constraints Due to DHA-FE and the CSDC operational constraints, schedules must account for the constraints outlined in the table below. These schedule constraints take precedence over those listed in the attached documents and/or specifications.

Operational Time Constraints The tables below outline functional, operational, and phasing time constraints. Consider these constraints during development of proposals, phasing/transition plans, and project schedules.

Submittals Quantity of Submittals Provide the number of submittals outlined on the Attachment: IOT Project Status Report (PSR) (Distribution List).

Submittal Register Within 30-days of contract award, provide a Submittal Register listing required submittals in the table below.

Submittal Deviations Documents submitted with the solicitation, and proposals accepted by the government, are considered the contract documents and must be used to track cost, scope, and schedule adjustments for the project duration. During the project, document any deviations to the contract documents by highlighting changes to the (1) PRC quantity, (2) CID, (3) specifications, (4) additional accessories to a particular JSN or system, (5) PRC deletions or additions of a JSN or system, and/or (6) PRC changes from a JSN or system from “reuse” to “new” or vice versa. The contractor is not authorized to execute changes, or exceed the contract price, without a contract modification. Summarize and highlight all deviations on the awarded or modified contract documents and provide with each submittal. Use a different color to highlight submittal revisions or deviations. Document deviations in the government accepted CLIN Schedule.

0. Acceptance & Transfer Documentation Acceptance Milestones & Terminology The following figure illustrates acceptance milestones, terminology, and associated documentation. Include transition, activation, real property, and personal property acceptance milestones in project schedules and the IOT Project Status Report (PSR). Incorporate this terminology in all project schedules.

Submit property transfer documentation (e.g., DD Form 1354: Transfer and Acceptance of Real Property and DD Form 250 is the Material Inspection and Receiving Report (MIRR). The following table outlines the project phase and deliverables related to work acceptance[footnoteRef:2] and property type transfers. Refer to UFC 1-300-08 Criteria for Transfer & Acceptance of DoD Real Property. [2:

Draft DD Form 250s (as part of Final Design Submittal)

Interim DD Form 250s, Punchlist, AHJ & ATO Docs

Activation (PH8)

Final DD Form 250s, Punchlist, AHJ & ATO Docs

Reuse

Reuse Property Transfer Documentation: (1) PRC (2) Existing Inventory List of Reuse Items; (3) Room-By-Room Drawings

The following table outlines who are authorized to take acceptance of the property.

Acceptance Classifications All inspection and acceptance items specified for correction via the “punch list” will be assigned an acceptance classification to include (1) Counterfeit, (2) Critical Non-Conformance, (4) Major Non-Conformance or (5) Warranty.

a. Counterfeit Item means an unlawful or unauthorized reproduction, substitution, or alteration that has been knowingly mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer (e.g., used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics).

b. Critical Nonconformance means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

c. Major Nonconformance means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

Acceptance Terms

a. Conditional Acceptance is when the government accepts the contractor’s work even though it is not yet complete and/or does not conform to the contract quality requirements. It includes a specified date to correct or otherwise complete the work[footnoteRef:3] and occurs once the Contracting Officer notifies the project sponsor (i.e., DHA-FE) that the work has reached Substantial Completion. Construction Conditional Acceptance is synonymous with Placed in Service (PIS) date and Beneficial Occupancy Date (BOD). [3: FAR 46.5 Acceptance, UFC 1-300-08 Criteria and Transfer and Acceptance of Real Property, FAR 46.101 Quality Assurance

b. Final Acceptance means an authorized government representative assumes ownership of the property, determines services rendered are complete, in accordance with the contract. Final acceptance includes Authority to Operate (ATO) documentation. Final Acceptance is synonymous with Construction Complete and Open for Business (OFB).

Initial Outfitting General Provide new Furniture & Fixtures outlined in the section titled Interior Design Requirements. Provide the Equipment outlined in the section titled Equipment Requirements. Provide the Low Voltage Systems (LVS) outlined in the section titled Communication Requirements.

There are two types of Furniture, Fixtures, Equipment and Low Voltage Systems (FFE-LVS) (1) Real Property Installed Equipment (RPIE) and (2) Personal Property (PP). The table below outlines (1) the property types, (2) nomenclature, (3) appropriation or fund source, (4) definitions, and (5) which set of criteria typically applies. Attachment: Project Room Contents (PRC) outlines what FFE is considered RPIE versus PP. MIL-STD-1691 Military Medical & Dental Facilities: Policy Document (FFE-LVS) outlines what LVS is considered RPIE versus PP.

Comply with referenced criteria and standards outlined in the table below unless otherwise explicitly stated. Exceptions: Some equipment or systems such as Electronic Security Systems (ESS) must comply with both and . Other exceptions are noted throughout this document.

FUND SOURCE

DEFINITION[footnoteRef:4] [4: Reference: UFC 1-300-008 Criteria for Transfer and Acceptance of DoD Real Property]

APPLICABLE CRITERIA & STANDARDS*

Also known as “Project Funds”

(1-year money)

Investment/Expense Equipment (2-year money)

Equipment in Place (EIP) or Investment Equipment (3-year money)

Space Planning & Document Updates Prior to Submittal 1 conduct a detailed Survey and Existing Inventory of FFE-LVS for all departments and spaces impacted by construction or moves. Based on these findings, markup[footnoteRef:5] the DOR or government-provided (“G”) documents to reflect field-verified conditions; prior to FFE-LVS procurement date, and 6-months prior to expected installation. The scope of this effort includes: [5: Markup = colored highlights, clouds, etc. ]

a. Field Verification (field verify room configuration, infrastructure, structural conditions, and impact on FFE-LVS)

b. Project Room Contents (PRC) (confirm new versus reuse and logistical responsibility)

c. MEP/Architectural Drawings (new and reuse FFE-LVS)

d. FFE/Equipment Drawings (new and reuse FFE)

e. Communication Drawings (new and reuse LVS)

f. Specifications/Cutsheets (new equipment and LVS)

g. Room Data/Illustration Sheets (new furniture and fixtures)

h. Change Summary (Document summarizing required changes to infrastructure/structural)

i. Existing Inventory List (C): All existing property must be documented on an updated and contractor-maintained Existing Inventory List (C) derived from the Attachment: Existing Inventory List(s) (also referred to as the Defense Medical Logistics Standard Support (DMLSS) Accountable Medical Device Equipment (MDE) List and DMLSS RPIE List). In addition to what is listed as reuse on the contractual PRC, incorporate findings from the Existing Inventory List (C) on a sortable Microsoft® Excel® spreadsheet. Include information found in the table below.

j. Space Planning. Prior to the placement of the FFE-LVS, field verify existing site conditions to include architectural, mechanical, electrical, communications, fire protection, and civil-structural conditions. Contractor updated FFE space plans (drawings) must show all electrical, communications, mechanical (i.e., fume/exhaust hoods), and plumbing interface (i.e., sinks, water connections, medical gas) on the same drawing.

k. Reuse FFE. Reuse is defined as property with 24-months of useful life remaining at the time of re-installation. As part of the submittal review process, the Biomedical Equipment Technician (BMET) will verify if equipment meets this definition and is scheduled for reuse or disposition.

Storage & Staging Provide an FFE-LVS Execution Plan: Storage & Staging Plan. Prior to each submittal coordinate plan details with project representatives from the facility management, information systems, logistics, equipment maintenance, and department point of contact(s). Government provided storage space is not available. Staging requirements must be coordinated and approved by the Facility Manager prior to need date. Provide warehousing and storage necessary to deliver, move, stage, and install property. Replace in-kind all property damaged during moves or transport. Store property in environmentally controlled spaces and provide water line shock treatment in accordance with manufacturer recommendations.

Delivery & Installation Provide an FFE-LVS Execution Plan: Delivery & Installation Plan. Prior to each submittal coordinate plan details with project representatives from facility management, information systems, logistics, equipment maintenance, and department point of contact(s). Deliver and install all new FFE-LVS. Protect areas and equipment from damage during moves and installation. Provide drop cloths and other coverings necessary to protect all surfaces. Mask and cover wall fixtures, plaques, pictures, bulletin boards, communication equipment, and cables. Move furniture, equipment, or other items necessary to install the property. Return areas to the original condition or as directed by the Contracting Officer.

Prior to installation, confirm placement of commodities with Government Representatives. Ensure installation and placement of FFE-LVS complies with the American Disability Act (ADA) and does not block access to sinks, doors, etc. All Government installed/provided FFE-LVS (e.g., paper towels, hand soap, hand sanitizer, etc.) must be installed and operational prior to inspections. Provide labels for users to distinguish apart hand soap and hand sanitizer dispensers if JSNs are the same.

Mock-Ups (Interior) Not applicable.

Testing & Certification Provide an FFE-LVS Execution Plan: Testing & Certification Plan. Prior to each submittal, coordinate plan details with project representatives from the facility management, information systems, logistics, equipment maintenance, and department point of contact(s). Test and certify new FFE-LVS. Test and certify all property in accordance with manufacturer instructions. Certify that testing, measurement, and diagnostic equipment complies with calibration certifications and National Institute of Standards and Technology (NIST) requirements. Provide operational and safety results to the government prior to acceptance and use. Provide qualified Biomedical Equipment Technicians (BMETs) to perform safety checks, inspections, and calibrations on relocated medical equipment.

Security Provide an FFE-LVS Execution Plan: Security Plan. Prior to each submittal coordinate plan details with facility management and safety and security personnel. Secure new FFE-LVS and existing department property. Provide necessary security provisions to keep property safe, secure, and in its designated location. The government is not responsible for the property until formal acceptance. Provide security measures to guard against damage and theft. Employ procedures to track product movement until time of acceptance.

Cleaning/Cleanup Develop the FFE-LVS Execution Plan: Cleaning Plan and coordinate cleaning protocols with project representatives from the facility management and infection control point of contact(s) in advance of cleaning. Include measures to take to ensure a clean work area and compliance with site-specific trash disposal and recycling policies. Provide cleaning services for all areas impacted by installation of new property.

Inspections & Acceptance Provide an FFE-LVS Execution Plan: Inspection & Acceptance Plan. Prior to each submittal, coordinate plan details, inspections, and acceptance activities with project representatives from the facility management, information systems, logistics, equipment maintenance, and department point of contact(s). Include copies of all required property transfer forms. Acceptance cannot occur until all property is installed, tested, and certified. Provide deliverables at time of the conditional and final acceptance to ensure the process is efficient and well organized.

Prior to inspections provide (1) a Punch List stating what activities are yet to be accomplished, (2) a Pending JSN & LVS List of FFE-LVS not yet installed to include nomenclature, ECNs, a brief explanation of the issue, and a (3) date it will be resolved.

At time of inspection, provide a current PRC and LVS List and post at the entrance/door of all areas where FFE-LVS is required. The PRC must include all current RPIE and PP JSNs, nomenclature, and ECNs. Update each ECN with the ECN of the item it replaces. This is not required for items not replaced. The current PRC will serve as a checklist for inspections and acceptance.

Upon inspection completion submit (1) Inspected Commodities List in Microsoft® Excel® format, and (2) a scanned copy of the PRC with Government inspectors’ initials and signatures.

The Logistics Officer, or an officially designated representative, must sign all DD Form 250s and DD Form 1354s at time of acceptance.

Operations & Maintenance Data Provide Operations & Maintenance Data for all new FFE-LVS in accordance with the and the .

Training Provide an FFE-LVS Plan: Training Plan and coordinate with project representatives from the facility management, information systems, logistics, equipment maintenance, and department point of contact(s). Train designated personnel to properly operate and maintain new FFE-LVS.

Warranty Provide Warranty Documents in accordance with the and the .

Government Furnished Equipment & Communication Systems Coordinate all Schedules with project delivery team on government-furnished procurement efforts and government managed third-party installations. For each project phase, provide and maintain a Microsoft® Excel® Government Furnished Equipment List (GFE) of all FFE-LVS the facility is responsible to procure (i.e., soap dispensers, information technology gear and equipment, etc.). Indicate required delivery dates. Refer to the section titled Schedule Constraints.

Cybersecurity Provisions Refer to section titled Communication Requirements, Division 25: Integrated Automation (Cybersecurity).

Qualifications: Initial Outfitting Personnel Project Manager Provide an IO/T Project Manager (PM) responsible for the overall life-cycle management and coordination of FFE-LVS and transition services. They serve as the central point of contact for government personnel for all FFE-LVS correspondence, activities, and deliverables. The FFE-LVS PM must have an intimate knowledge of the project requirements, be able to anticipate and control risks related to (1) trades and third-party contractor coordination, (2) space planning of interim and final locations, (3) utilizing reuse property, and (4) transition. They are responsible for adequate internal controls and to minimize operational risks, conflicts, and misunderstandings. The table below outlines the required qualifications.

IOT Personnel Contractor personnel involved with FFE-LVS services are to be present on-site during all moves, installation, testing, certifications, inspections, and acceptance. The Contractor is responsible for coordinating all FFE-LVS activities. Refer to section titled Qualifications: Equipment, Qualifications: Interior Design, Qualifications: Communications.

Submittals: FFE-LVS Submittal Procedures Provide the submittals within the time constraints outlined in Schedule Constraints. Include content listed below. Submittals must comply with applicable , , and . Refer to the Attachment: IOT Project Status Report (PSR) for distribution requirements. Refer to DHA-FE Examples for expected level of submittal development. In addition to electronic updates, provide hard copy updates since the last submittal. Provide a cover sheet for each binder section summarizing the changes within that section.

Prior to mobilization include provisions required in the Health Insurance Portability and Accountable Act (HIPAA). NOTE: If there are submittal discrepancies between what is listed in the table(s) and the then requirements listed in the UFCs apply.

Government Furnished Documents Any government-furnished PRC or Existing Inventory List is designated with a (G). Documentation updated and maintained by the contractor is designated with a (C).

Furniture, Fixtures, Equipment (FFE) Package Provide and/or update the Furniture, Fixtures, and Equipment (FFE) Package in a single binder, and in accordance with the criteria and deliverables outlined in the table below. Include narratives, lists, color boards, forms, and specifications/product data. Large presentation boards and drawings may be provided under separate cover. For additional information refer also to Division 10: Specialties, Division 11: Equipment, and Division 12: Furnishings.

DOR-provided the following deliverables. The following table outlines whether they apply to this project.

· Drawings: Furniture Schedule (with quantities), Furniture & Equipment Plan (placement) (Drawing IF101, IF101A, IF101B)

· Room/Product Data Sheets & Samples (with Manufacturer)

· Drawings: Finishes, Signage, Furniture & Equipment Plan,

· Specifications Project Room Contents (PRC) list (Dated 21 Jan 21):

IOT Contractor to Provide

Low Voltage System (LVS) Package Provide and/or update LVS Package (i.e., Communication Package) in a single binder in accordance with UFC 4-510-01 Design: Military Medical Facilities, (PP), DD Form 250 Material Inspection & Receiving Report. Include the deliverables listed in the table below. Refer also to the sections titled Division 25: Integrated Automation (Cybersecurity), Division 27: Communications, and Division 28: Electronic Safety & Security. LVS Drawings may be provided under separate cover.

IOT Contractor to Provide

Content: LVS Package FFE-LVS Execution Plan Provide an FFE-LVS Execution Plan that describes how the contractor will plan, coordinate, and execute the work. Include content outlined in the table below. Include narratives, schedules, and supporting documents. Do not include pricing. List all activities in the order they are to be performed. Coordinate all plans and schedules with the project’s most current schedule. Refer to Attachment: Drawing: Installation Map in the development of the FFE-LVS Execution Plan. Provide in electronic form and one hard copy (2” 3-ring binder) for facility use. Provide cut sheets and specifications in electronic form only.

FFE-LVS EXECUTION PLAN