0. SOW-FY22 Guantanamo Bay Veterinary Clinic IOT-18 Jul 22.docx

FY 22 GUANTANAMO BAY VETERINARY CLINIC REPL, CUBA, PROJECT NO. 89839 DATE: 2 MAY 22 (Version 5.0)

Table of Contents

Preface The Defense Health Agency-Facilities Enterprise (DHA-FE) requires outfitting/transition services for the Veterinary Clinic Replacement Project located at NS Guantanamo Bay, Cuba.

Procurement & Contracting Requirements

Procurement Information General Requirements Division 01 Requirements Summary of Work Project Information

PROJECT INFORMATION

Military Working Dog Treatment Facility

Project Information Requirement Description The existing Veterinary Clinic on NS Guantanamo Bay, Building GC87, is in extremely poor condition and is lacking appropriate surgical accommodations and will be replaced. The Government requires the services of an IOT Contractor that can outfit the new Veterinary Clinic with new Personal Property (PP), transition of occupants and reuse property, dispose of non-reuse furniture, fixtures, equipment, and low voltage systems, and support the clinic with public relations and orienting staff to their new space.

Real Property Installed Equipment (RPIE) & Personal Property (PP) Furnishings, Fixtures, Equipment and Low Voltage Systems (FFE-LVS) are classified as either Real Property Installed Equipment (RPIE/LOG CAT A) or Personal Property (PP/LOG CAT C).

RPIE FFE-LVS includes control systems, heating, cooling, electrical, emergency lighting, fixed non-movable medical equipment, communication systems, etc., are provided by the Construction Contractor (aka Builder) and funded with Project Funds (MILCON).

PP FFE-LVS includes non-fixed and moveable property and are funded with Operations & Maintenance-Initial Outfitting & Transition Funds (OM-IOT).

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. Transition (remove and relocate government property) in all areas scheduled to receive work. Refer to section entitled Schedule Constraints.

Base Access & Working Hours When arranging access to Naval Station Guantanamo Bay, Cuba, refer to the CNIC Website which contains detailed steps on how to obtain area clearance for individuals visiting on official visits.

Working hours within the existing facility, and around the site, are outlined in the following table and exclude all Federal and Host Nation holidays. Work outside these hours requires MTF Facility Management (FM) approval and must be requested within the time outlined in the section entitled Schedule Constraints.

24/7 on-call for emergencies

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

Security Requirements Installation and/or MTF security requirements are detailed in the Installation Contractor Requirements.

Administrative Progress and Completion Photos Provide professional pre-work, progress, and/or completion photos for the spaces outlined in the table below.

Post Award Meetings Meeting Logistics Coordinate Agendas and meeting arrangements with the government prior to proposed meeting dates. 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.

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

Post Award/Kickoff Meeting Attendees Coordinate activities and deliverables with the government representatives listed in the table below.

Interior Design Planner

Equipment Planner

Communications Rep (aka IM-IT Planner)

Architectural Planner/Representative

Mechanical Representative

Electrical Representative

Fire Protection Representative

Civil-Structural Representative

IOT Planner

Weekly Progress/Team Meetings Conduct weekly progress meetings with the government project team. Provide agendas, meeting minutes, action items, and attendance records. At a minimum, include agenda items outlined in the table below.

Project Status Report (PSR) Use the Attachment: Project Status Report (PSR) to document project status, information, and issues. The PSR also 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 set of DD Form 250 is the Material Inspection and Receiving Report (MIRR) (Personal Property).

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, programming decisions, prompt resolution, change management, and affect contractor performance rating(s).

Tracking Potential Changes (Process) Refer to Contract Clauses. Use the 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 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 Project Status Report (PSR) Distribution List for distribution requirements. Include agenda, subject, names of participants, document relevant details, action items, the party responsible, and resolution date. Illustrate and/or include drawings 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, and Distribution Provide standardized electronic naming conventions to ensure timely government responses. Include numerical date (year, month, day), fiscal year (FY), installation name, submittal/RFI/ASI number, and project number. Do not exceed thirty (35) characters or include special characters (e.g., 20210109_FY23 FtBragg _DS4_PNxxxxx). Distribute electronic submittals to the government team via a publicly accessible site (such as Microsoft® SharePoint® or equivalent). Provide electronic submittals in accordance with the 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.

Yes-2 workdays by phase

Schedule Constraints Due to DHA-FE and MTF operational and/or patient care constraints, schedules must account for the constraints outlined in the table below. Exclude Federal or Host Nation holidays from the number of required calendar days. These schedule constraints take precedence over those listed in the 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.

Acceptance Milestones & Terminology The following figure illustrates acceptance milestones, terminology, and associated documentation. Include acceptance milestones in project schedules and the Project Status Report.

Acceptance and Transfer Documentation Submit property transfer documentation (e.g., DD Form 1354: Transfer and Acceptance of Real Property (RP/RPIE) and/or final set of DD Form 250 is the Material Inspection and Receiving Report (MIRR) (Personal Property). The following table outlines the project phase and deliverables related to work acceptance[footnoteRef:2] and property type transfers. [2:

Final Acceptance

The following table outlines who are authorized to take acceptance.

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, (3) 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 item means an item, the failure of which is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the item; or is likely to prevent performance of a vital agency mission.

c. 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.

d. 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 Conditional Acceptance Conditional Acceptance, as defined in Federal Acquisition Regulation (FAR) 46.101, means acceptance of supplies or services that do not conform to contract quality requirements, or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date. In Accordance with (IAW) FAR 46.407 Nonconforming supplies or services, the contracting officer may determine acceptance or conditional acceptance of supplies or services when it is in the best interest of the Government. The contracting officer will work with the project sponsor (i.e., DHA-FE) to provide the specified date in which the contractor is to correct or otherwise complete the portion of the requirement[footnoteRef:3] that does not meet the quality requirements. Conditional Acceptance 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

Final Acceptance 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).

Contract Complete Contract Completion means if, and only if, all work is complete to include contract obligations, deficiencies and punch list items are corrected, and complied with all conditions for final payment.

Weekly Progress Meetings Refer to section entitled Administrative.

Submittals Quantity of Submittals Provide the number of submittals outlined on the Attachment: Project Status Report (PSR) (Distribution List). The distribution list identifies electronic vs. hard copy submittal requirements.

Project Submittal Register and Database Within 30-days of contract award, provide a Submittal Register for all project phases to include what’s listed in the table below.

Submittal Variations: Real Property Installed Equipment (RPIE) and/or Personal Property (PP) FFE-LVS Real Property Install Equipment (RPIE) and/or Personal Property (PP) Furniture, Fixtures, Equipment and Low Voltage System (FFE-LVS) documents submitted with the solicitation, and accepted by the government, are considered the contract documents and are used to track cost, scope, and schedule adjustments for the project duration.

During the course of the project, document all deviations to the contract documents to include but not limited to (1) quantity, (2) additional accessories and options to a particular JSN or system, (3) deletion or addition of a JSN or system, and/or (4) 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 justification for the change and highlight all deviations on the awarded or modified contract documents and include in each submittal. Use a different color to highlight submittal revisions.

Initial Outfitting & Furniture, Fixtures, Equipment & Low Voltage Systems (FFE-LVS) General The following FFE-LVS Requirements clarify or augments the provisions outlined in Unified Facilities Criteria. Provide the Furniture & Fixtures outlined in the section entitled Interior Design Requirements. Provide the Equipment outlined in the section entitled Equipment Requirements. Provide the Low Volage Systems (LVS) outlined in the section entitled Communication Requirements.

There are two types of Furniture, Fixtures, Equipment and Low Voltage Systems (FFE-LVS) (1) Real Property Installed Equipment (RPIE) which is procured and installed by the Builder, and (2) Personal Property (PP) which is procured and installed by the IOT Contractor. 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 and 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)

Government Representatives Coordinate FFE-LVS activities and deliverables with the government representatives listed in the table below.

Space Planning & Document Updates Prior to Submittal 1 conduct a detailed Survey and Inventory of existing 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, and 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)(G) (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 MTF Biomedical Equipment Technician (BMET) will verify if equipment meets this definition and is scheduled for reuse or disposition.

Shipping & Receiving Provide an FFE-LVS Execution Plan: Shipping & Receiving Plan. Prior to each submittal coordinate plan details with project representatives from the MTF facility management and logistics. Containers shipping from the US to Guantanamo Bay ship from the Blount Island Marine Terminal located in Jacksonville, Florida. Refer to Blount Island Marine Terminal for port details. The table below outlines shipping and receiving details.

X

Storage & Staging Provide an FFE-LVS Execution Plan: Storage & Staging Plan. Prior to each submittal coordinate plan details with project representatives from the MTF facility management, information systems, logistics, equipment maintenance, and department point of contact(s). Staging requirements must be coordinated and approved by the MTF Facility Manager prior to need date. Replace in-kind all property damaged during moves or transport. Provide water line shock treatment in accordance with manufacturer recommendations.

Local Services Equipment rental and personnel services available on the installation are limited. The table below provides resource information for local businesses operating within the Naval installation.

Delivery & Installation Provide an FFE-LVS Execution Plan: Delivery & Installation Plan. Prior to each submittal coordinate plan details with project representatives from MTF 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.

Prior to installation, confirm placement of commodities with Government Representatives outlined in the table above. Ensure installation and placement of FFE-LVS complies with the Architectural Barriers Act (ABA) 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) Provide Building Information Modeling (BIM) Mock-Ups outlined in the table below. 3-D mock-ups do not need to display final finish materials but must accurately reflect the size of space represented and be of sufficient fidelity to allow for accurate evaluation of the space, equipment, and functionality. At a minimum, mock-ups must contain replication of walls, ceiling height indication, ceiling mounted lights/equipment, medical gases, medical functional equipment, identification of wall mounted and installed power, IT, and control items. Contractor to provide all equipment necessary for users to view 3-D models.

Document mock-up milestones on the project schedule. Mock-ups must be provided and accepted prior to the start of procurement. Refer to DHA-FE Example – PP Package-Interior Mockups for expected level of development.

Testing & Certification Provide an FFE-LVS Execution Plan: Testing & Certification Plan. Prior to each submittal, coordinate plan details with project representatives from the MTF 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 MTF 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 Develop and coordinate details of the FFE-LVS Execution Plan: Cleaning Plan and cleaning protocols with project representatives from the MTF facility management, infection control point of contact(s), and the COR 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. Clean finishes and property in accordance with manufacturer instructions, UFGS 01 78 00 Closeout Submittals, and UFGS 01 74 13 Progress Cleaning.

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 MTF 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 date it will be resolved.

At time of inspection, provide a current PRC & 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, (2) a scanned copy of the PRCs with Government inspectors’ initials and signatures.

The MTF Logistics Officer, or an officially designated representative, must sign all DD Form 250s for PP FFE-LVS at time of acceptance, and DD Form 1354s for all RPIE/EIP FFE-LVS.

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 MTF 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 MTF personnel 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 MTF is responsible to procure (i.e., soap dispensers, information technology gear and equipment, etc.). Indicate required delivery dates. Refer to the section entitled Schedule Constraints.

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

Qualifications: FFE-LVS 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.

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 entitled 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: 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 in the table(s) and the then requirements listed in the UFCs apply.

Government Furnished Documents Any government furnished document is designated with a (G) (e.g., Project Room Contents (PRC) lists, existing inventory list, etc.). Documentation updated and maintained by the contractor is designated with a (C).

Furniture, Fixtures, and Equipment (FFE) Package Provide a Furniture, Fixtures, and Equipment (FFE) Package in a single binder. Include content outlined in the table below. The table outlines whether the contractor is responsible for developing the design submittal and/or updating the submittal. Include narratives, lists, color boards, forms, and specifications/product data. Do not include pricing. 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.