36A77618Q9073-017.docx

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA)

Orlando VA Medical Center (Daytona Beach Multispecialty Out-Patient Clinic)

Project Title:

INITIAL OUTFITTING, TRANSITION, AND ACTIVATION SERVICES (IOT&A)

Pre-Planning Services Task Order #1 Date:

June 22, 2018

Version Number:

1. Background The current location of the William V. Chappell Jr. Outpatient Clinic at 551 National Health Care Drive, Daytona Beach, FL 32114 is significantly undersized and does not have any room for growth. The new OPC will replace and expand the size to accommodate the needs of Veterans residing in the service area. This lease would consolidate the two, under-sized Daytona Beach Outpatient Clinic leases, consisting of a total of 74,013 NUSF. These leases are scheduled to expire in May 2021 and October 2022. The new facility would enhance VA outpatient services by closing space, utilization and parking gaps identified in the Strategic Capital Investment Planning (SCIP) process. This project will allow VHA to provide Primary Care, Mental Health, Dental, other Specialty Care services, Laboratory and Pathology, Pharmacy, and Radiology and Advanced Imaging services to Veterans in a right-sized, state-of-the-art, energy efficient health care facility. It is anticipated that the lease solicitation will be released in Summer 2018 and expected to be awarded no sooner than December 2018. The new Daytona Beach Multispecialty OPC project proposes to lease a new building, 106,826 net usable square foot (NUSF) outpatient clinic, including 750 parking spaces totaling approximately 107,000 within the vicinity of Volusia County.

Delineated area of proposed new location to be determined in the below boundaries:

North – W Granada Blvd South – Dunlawton Ave/Taylor Road East – N Ridgewood Ave West – S Tymber Creek Rd, a line connecting S Tymber Creek Rd and LPGA Blvd at Tournament Dr, and LPGA Blvd, E I95, S Tomoka Farms Rd to Taylor Rd.

2. Scope Conduct all necessary Planning, and OIT&A activities in accordance with the PWS. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope of this services acquisition includes compatible comprehensive project management, design and planning services, comprehensive equipment planning, and acquisition support services, for the identified leasing project.

3. PERIOD OF PERFORMANCE

2 years from date of award

In the event a schedule deviation impacts the period of performance of a task order, the Contractor shall provide in writing to the CO the reason for the delay, associated points of contact, and a request for extension. Extension requests must detail the amount of additional time required and are not automatically granted.

4. TYPE OF ORDER

Firm Fixed Price

5. PLACE OF PERFORMANCE

Tasks under this PWS shall be performed off-site at the contractor’s facility and at the Government sites listed below. For work performed at a Government facility, contractor will be required to meet at the existing William V. Chappel Jr. OPC, new OPC location TDB, and main hospital:

6.0 TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings throughout the Period of Performance. Firm Fixed Price travel is awarded according to the CLIN schedule. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the program related meetings for this effort is <TBD based on the TEP Workbook in the solicitation>.

7.0 SPECIFIC TASK AND DELIVERABLES

7.1 Comprehensive Project Management Support Services

The Contractor shall provide comprehensive project management support to Daytona Beach Multispecialty OPC for the IOT&A tasks identified below. The Contractor shall utilize Project Management Institute (PMI) best practices to manage cost, schedule, quality, risk and resources. The Contractor shall provide expertise to support contract execution per established strategies and plans, support all program milestones, and provide support for briefings and meetings as required. The Contractor shall submit a Monthly Status Report to communicate to the VA the status of the project, progress, and lessons learned.

The PM designated to serve as the Government’s primary point of contact shall be responsible for the overall coordination and scheduling of the contract team's work. The PM shall not be reassigned without notification to the CO and COR. The PM must be on-site to facilitate, schedule, and lead regular meetings with the OVAMC/Daytona staff, to ensure the timely and effective completion of tasks and deliverables.

In addition to the plans, schedules, and report requirements detailed in the deliverable schedule below, the following additional guidance shall be followed for submission of the Share Site, Integrated Master Schedule (AIMS), and Meeting Facilitation:

Activation Integrated Master Schedule (AIMS): The Contractor is responsible for developing and managing an AIMS. The AIMS must coordinate the Activation Project Schedule, IT Project Schedule, Construction Schedule, and any other applicable milestones dates that impact the activation of the project. This entails coordination with the VA Office of Construction and Facilities Management, the construction Contractor, the Office of Information & Technology, Contracting Office(s) involved and other programs/experts as required. Services may include the preparation of various professional reports and presentations, including verbal, graphic, slides, and photographs of projects.

In managing the AIMS, the Contractor shall advise the Government of suspense dates that need to be met by the Government and/or Government Contractors to ensure on-time execution such as, but not limited to, delivery dates for items purchased by the Government, information that the Contractor needs from the Government to complete the requirements of the tasks, and certain AIMS milestone dates. The Contractor is responsible for tracking these dates and keeping the parties informed. However, the Contractor is not responsible for enforcing dates or ensuring work is completed on schedule to the extent the dates and/or work are not a requirement of the Contractor as described herein. The Contractor shall report in a timely manner any schedule deviations to the Activation Team and COR. Upon the Government's acceptance of the schedule deviation, the Contractor shall prepare and submit for approval a revised AIMS.

Meeting Facilitation Services: The Contractor shall schedule meetings with key stakeholders and appropriate personnel (to be identified by the Government). Where meeting frequency is not specified herein, the Contractor shall establish the meeting frequency in manner that ensures the ability to meet the requirements of the task order. Meetings include project status meetings, CONOPs meetings, planning meetings, information management meetings, user group meetings, and any additional meetings as deemed necessary by the Contractor to meet the requirements of the task order.

The contractor shall prepare meeting agendas which shall be distributed to attendees 48 hours prior to the subject meeting. The Contractor shall prepare meeting minutes. Meeting minutes shall document the purpose of the meeting, discussions, and decisions reached. When applicable, meeting minutes shall include "ACTION ITEMS" to include a description of the item, the responsible individual(s), and due date. Meeting minutes will be distributed to attendees for review and approval.

The contractor shall organize and conduct user-group meetings with key stakeholders and working groups across the facility to the extent required to adequately manage this activation project. A list of key stakeholders will be provided to the Contractor after award.

The contractor shall provide group facilitation services to key stakeholders and work groups for meetings required to perform activation PWS tasks. Key stakeholders include, but not limited to, Activation Team Members and Program Support Staff from Facilities, Logistics, Medical Maintenance, the Construction contractor, sub-contractors, specialty consultants, designers, and other project-related Government and Medical Staff as necessary. At a minimum, each department will constitute a workgroup. The contractor may identify additional ad hoc groups as necessary. The contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions. The contractor shall coordinate meetings, and facilitate the groups to assess, analyze, recommend and document solutions as developed jointly by the contractor and the stakeholders and/or group members. Project status meetings shall cover, at a minimum, changes to schedule, risk, status of current action items, estimated completion and gateway reviews.

The contractor shall coordinate the meeting locations and audio/visual support as needed for meetings with the COR. The COR will finalize arrangement with the facility for rooms and audio/visual support. For meetings requiring teleconferencing capability, the contractor shall provide the teleconferencing service and call-in numbers, and host the meetings. The contractor shall not meet with any end users, the A/E firm, the construction contractor, etc. without first coordinating with the COR and VA PM.

The contractor shall assure that all appropriate personnel are invited to attend each meeting either telephonically or in person. The contractor’s PM should be available to attend all requested meetings in person, unless other arrangements have been approved by the COR prior to the meeting. Beyond the contractor’s PM, the total number of personnel required to attend meetings to support successful execution of the work for any given meeting is to be determined by the contractor with mutual agreement by the government. The contractor shall notify the COR and/or Government PM in instances where services are habitually absent or late in responding to RFIs.

Project Plan, Schedules and Reports: The contractor shall support the Daytona Beach Multispecialty OPC Activation Team’s planning, scheduling, and reporting requirements. The contractor is responsible for developing an Activation Project Management Plan which includes significant task details, critical path information, responsibilities, and costs. The contractor is also responsible for developing an AIMS which integrates activation activities, Activations Project Schedule, Construction Project/schedule, VA information technology project/schedule, etc.

Project schedules, project reports, and management plans shall be shared with the government by posting on OVAMC SharePoint-like site. Updating shall be completed weekly and posted on the share site by Friday, unless otherwise agreed upon by the COR. Revisions to schedules and plans since the last update shall be tracked and clearly identified.

The contractor shall provide digital copies of all final project schedules, reports, and plans on Daytona Beach Multispecialty OPC’s SharePoint site, and provide a copy of a CD (or other agreed upon delivery method) at the conclusion of the project to the COR. Updating shall be completed as required per the deliverable schedule and posted on the Contractor share site, unless otherwise agreed upon by the COR.

Orlando SharePoint site for sharing: The contractor shall maintain a VA Orlando SharePoint-like site for project documentation and information sharing and will provide a table of contents. The SharePoint site is located on the VA network. All project documentation shall be compatible with systems utilized by the medical facility and easily accessible with files downloadable by all parties. The database shall meet "for official use only" (FOUO) and sensitive but unclassified information handling requirements.

The site shall be organized in a logical manner. Deliverables shall be clearly identified as either submittals for review or final versions that have been approved by the Government. When applicable, revisions shall be clearly marked with the revision number and date.

The contractor shall conduct briefings and prepare comprehensive reports to keep managers and executives advised of project plans and progress and to communicate findings and recommendations. Contractor shall provide monthly status reports to the Activation Steering Committee and as needed or upon request.

The Execution Stage would involve assisting Services with development and maintenance of service specific move plans for existing and new services and coordination of training for new programs. Contractor will manage and maintain the overall master and service specific work breakdown structure(s) utilizing MS Project or other software management tool(s) the VA deems necessary. The contract shall prepare complex action plans and schedules for various phases of project accomplishment, both short and long-range; ensures that plans are consistent with service goals, schedules, and policies and establish a system to review, control and report on project status and adjusts work plans for project accomplishment. Contactor will conduct in-depth analyses of project data, identifying problem areas and define recommendation on problem resolution, conducts briefings and provides reports to inform managers and executive leadership of project plan and progress.

Due dates of “TBD” deliverables will be set after the kick-off meeting. Due dates of “TBD” deliverables will be identified by meeting with the Daytona Beach activation team, CO, VA resident engineer and construction contractor (if available).

· not be completed on time. Proposed execution schedule will be evaluated as part of the technical factor;

· not finish within budget;

· generate change orders;

· result in owner dissatisfaction;

· result in poor quality of services; and/or

· any other areas identified by the IOT&A contractor.

Risk Management should be a regular coordination meeting agenda item to ensure Risks are being managed per the RMP. The RMP shall be updated as additional risks are identified through coordination meetings or day to day project execution.

Updated Monthly

7.2 Design and Planning Services

Provide and coordinate comprehensive interior design (CID) services or coordination of CID services, ensuring incorporation of evidence-based health care concepts. FF&E must complement any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the health care facility’s standards as provided by the Government. The contractor may be required to identify FF&E to purchase, receive and install. Contractor shall identify any FF&E for visual arts and/or inventory. Contractor shall uninstall, pack, transport and reinstall existing FF&E and visual arts in the health care facility’s current inventory that is identified for reuse in the new facility. Design support services include developing a basis of design for the FF&E, laying in FF&E for each work area on floor plans, design reviews, developing 3D designs of space with FF&E, and preparing cut sheets for FF&E and artwork.

The Daytona Beach Multispecialty OPC will be using Attainia software (license provided by the Government for use by the IOT&A contractor) to manage its FF&E for this activation project. The site is in the process of validating FF&E (room content list) for this project. “Validating” in the sense means a generic item has been identified by a specific manufacturer and model has not yet been identified.

The IOT&A contractor (through Attainia support) will validate in the Attainia database to the Approved phase. “Approve” in this sense means the manufacturer and model has been selected, to include the salient characteristics of the item. The IOT&A contractor will be responsible for finalizing furniture, fixtures, equipment and artwork with end users with the purpose of moving the items from “validated” to “approved” in the Attainia database. The IOT&A Contractor shall upload and update the Attainia database. The IOT&A contractor shall coordinate with the Attainia contractor for database training for project maintenance.

The IOT&A contractor will be responsible for identifying salient characteristics for all FF&E with the end users and for recording in the Attainia database. This also ties in to the acquisition support services required under this PWS as the end-user identified salient characteristics will be included in “brand name or equal” procurement packages. A completed Justification and Approval (J&A) form will be required to be included in any procurement packages for any items that require a specific manufacturer or model.

The contractor shall develop the initial design based upon the FF&E list (Attachment C). The contractor will lay into the drawings provided by the VA all the FF&E based upon the equipment list and program for design information. The drawings provided by VA may be limited to walls and mechanical, electrical, and plumbing (MEP) locations. The general contractor will be required to identify all MEP information necessary and timelines needed. The IOT&A contractor is to develop the make and model of all equipment with the DD2 submittal. The VA will be responsible to provide the correct POC’s for the user group meetings who has the authority to make equipment decisions, such as identification of make and model of equipment, locations for all equipment, and any justifications and approvals (J&As) planned for the procurement of specified equipment. Upon completion of the contractor's initial design (to include all furniture, equipment, medical equipment, artwork, desktop technology equipment, copiers, printers, fax machines, etc.) the contractor shall review for code and work flow efficiency. In addition, the contractor shall call out in each room all utility conflicts and recommended resolutions. Items shall be color-coded on the drawings (i.e. reuse = red, construction contractor provided = black, IOT&A installed = blue) for easy identification.

After the initial layouts have been completed, the contractor shall send the drawings and room equipment lists to the COR for government review and comment. The Government will have 15 days to review and comment and will return the drawings to the contractor to update.

Activation contractors can assume that the timelines below exist for submittal reviews:

User group meetings shall be scheduled approximately seven days after the Government provides the contractor its comments to the initial design. At the user group meetings, the contractor and Government stakeholders will go through each room and discuss the layout and equipment designed in each room. Any corrections will be made at this meeting along with an update of salient characteristics for the FF&E so that the Basis of Design can be completed. Estimation is one-day charrettes for each department. Once completed, a sign-off from the COR will close the effort.

The contractor shall verify the as-designed MEP will support the new design and identify any potential issues related to required utilities for planned FF&E. The contractor shall verify the design meets with applicable state, local, and federal requirements (e.g. ADA, Building Codes, NFPA 101, etc.). The contractor shall notify the COR of any discrepancies. A gap analysis will be performed where discrepancies are identified between Concept of Operations (CONOPS), requirements, and infrastructure provided in accordance with the construction documents, with facilitation towards workable solutions. The contractor shall develop finish selections to complement the interior design package provided by the Government. These selections shall be presented in a finalized color board.

The contractor shall develop the artwork package. Artwork involves a detailed design process which includes selection of the artwork, sizing, and placement. Each piece of art shall be matted and framed. The design shall include the selection of the artwork, matting, glazing, and framing. Each piece of art shall be individually placed and mounted using approved security mounting. The design effort shall consider all types of artwork to include, but not limited to, donated art, recognition walls, purchased art, commissioned art, original art, installation/security, and matting/framing. Each piece of art should only be used once in the facility. The contractor shall provide an artwork placement plan and artwork cut sheets.

The contractor shall present at a minimum two complete design submittals prior to sign-off by the Government.

The contractor shall provide cut sheets for all FF&E items. The contractor will be required to update the cut sheets as appropriate if options and accessories change the provided cut sheet and/or change design requirements. The contractor shall utilize Space, Equipment, and Planning System (VA-SEPS) Joint Service Number (JSN) nomenclature in accordance with the VA BIM Guide (available at www.cfm.va.gov/til/bim/BIMGuide/modreq.htm) for all unique ID numbering. The cut sheets shall identify the basis of design item and shall show appropriate VA-SEPS JSNs. New JSN requests and JSN searches can be conducted at https://ms1691.facilities.health.mil/milstd1691/#/.

The contractor shall develop a ROM to include estimated costs for storage, delivery, and installation. The contractor shall develop a Warranty Management Plan for FF&E items.

Specific task(s) associated with this type of work will be identified and qualified in each individual TO.

Tasks include but not limited to:

· Validate design documents against room-by-room equipment lists

· Validate the rooms as designed to accommodate specified equipment

· Evaluate clinical workflow

· Provide interior design services

· Provide wayfinding/signage design services

· Provide mockup services

· Verify compliance with applicable accessibility and building code regulations

· Drafting/CAD services for architectural interior furnishings (using BIM/Revit, SPEXX)

· Validate lessor signage/wayfinding conforms with VA Orlando Medical Center’s signage standards and identify and coordinate to resolve any discrepancies. Ensure VA specs are maintained.

The initial layouts will be for the typical rooms in the concept drawings for VA Daytona Beach OPC. When the construction contract is awarded, updated drawings will be provided to update FF&E placement using basis of design dimensions using REVIT.

Contractor to provide three (3) hard copies and post digital versions on the file sharing site. Hard copies and digital copies shall be available to the VA as soon as an update is completed. Floor plans and elevations to be printed on half-size sheets (15”x21”). All others may be printed on 11”x17” or 8.5”x11” paper with a 1/4" scale.

Finalized FF&E layouts are by room are to be affixed to each room (on the door or other prominent location) to facilitate installation, inspection, and acceptance. Each layout shall identify the applicable location/room TBD, based upon design reviews

Contractor must deliver to the landlord A/E all latest project information such as CONOPS, Attainia Updates and specific design requests as a result of user group meetings that occur prior to the delivery of DD1. Site activation team to provide due date of information to the A/E Contractor to the activation Contractor so to ensure A/E has time to include.

Design submittal 1 shall include:

1) Revit drawing showing typical rooms according to the TIL or existing layouts done by the A/E or based upon the IOT&A contractor’s room typical design which was developed using the VA TIL as a start plus any consistent changes found during the design of other projects

2) Generic Cut Sheets for all JSNs for the equipment on the drawings if selected by the VA prior to activation contractor on-board.

3) Room by room should match drawings

4) Listing of MEP needed per room to support equipment. The listing of the MEP will show recommended locations but not specifications for the MEP, such as circuits, loads, amps, etc. It will be the responsibility of the A/E to size the MEP based upon the excel spreadsheet equipment list which is based upon the MEP infrastructure as specified in the MILSTD 1691.

5) Responsible party JSN matrix updated to reflect updated design (Attachment K) 6)Initial CONOPS report, inventory of existing FF&E, recommended re-use report which includes data sheets for any selected re-use TBD, based up on construction schedule

Design submittal 2 shall include:

1) Revit drawing showing all rooms based upon information in the TIL and updated information and drawings from the A/E and from user group meetings

2) BOD Cut Sheets for all JSNs for the equipment on the drawings if selected by the VA prior to the activation contractor on board

3) Room by Room should match drawings

4) Listing of MEP needed per room to support equipment

5) Responsible party JSN Matrix (Attachment K) updated to reflect updated design TBD, based up on construction schedule

7.3 Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support The Contractor shall provide FF&E planning services to support the systems necessary to meet functional requirements of the facility. The Contractor shall use MILSTD 1691, JSN, for all FF&E, new and potential reuse (CAT R) equipment. All FF&E shall be identified using JSN nomenclature. The contractor shall utilize Attainia (license provided by the Government) to update FF&E during the course of the activation project.

The Contractor shall perform a physical inventory of all existing FF&E, medical equipment, and IM/IT systems. The Contractor shall assess existing FF&E for reuse in new facility by conducting a life-cycle analysis on each FF&E item from the inventory and provide this analysis to the VA with recommendations. In general, if an item has an estimated useful life of two years or more from the date of anticipated occupancy of the new facility it should be reused. The life cycle analysis shall include maintenance histories and any other information the Contractor deems relevant. The inventory reuse analysis shall be documented in a report. At a minimum, the report shall identify factors used in determining whether an item was fit for reuse, identify the items to be reused, identify the items to be dispositioned during the implementation phase, and a brief explanation of why the item is unfit for reuse.

The Contractor shall identify which items will require testing, the type of testing required, and who is responsible for performing the testing and training.

The Contractor shall identify the items that must be installed by a 3rd party vendor/OEM vendor responsible for uninstalling/reinstalling each reuse item identified.

The Contractor shall develop a Rough Order of Magnitude (ROM) Cost Estimate for FF&E to include the cost of each item to purchase, transport, warehouse, install, test, and train, as applicable

The contractor shall use MILSTD 1691 (JSN numbers) for all FF&E, new and potential reuse (CAT R) equipment. All FF&E shall be identified using JSN Nomenclature. The current FF&E list for the Orlando/Daytona Beach activation project is provided in Attachment C.

Tasks include but not limited to:

· Conduct a comprehensive equipment inventory of existing and new items

· Develop or update the facility equipment inventory listing database

· Assess existing FF&E for reuse in new facility(s)

· Identify the entity responsible for purchasing each new item

· Identify the entity responsible for installing each new item

· Identify which items will require testing, the type of testing required, and who is responsible for performing the testing and training

· Maintain the Furniture, Fixtures and Equipment (FF&E) list using Attainia, and MS Excel

· Develop Rough Order of Magnitude (ROM) Cost Estimate for FF&E

· Information from IFCAP such as 2237s approved, purchase orders awarded to be uploaded into Attainia on a daily or weekly basis (description, manufacturer, model, JSN, quantity, unit and total cost, delivery date and purchase orders. Report to be linked to POs housed for Orlando VA site only.

· FF&E packages provided to Orlando are to be imported into workflow tracker on Orlando VA SharePoint for approval/disapproval.

· The contractor shall meet with interdisciplinary team to establish standardization and compatibility requirements of medical equipment throughout the clinic. Analyze comparable equipment to determine if compatibility and standards considerations differ significantly from the requested item being that related capabilities can vary significantly by vendor. Compatibility considerations to be annotated for data handling, network, wireless network, HR7 interface, CPRS, and Vista integration. Common equipment to be identified throughout clinic unless otherwise deemed unique.

The Contractor shall determine strategies for reuse of existing items (CAT R), acquisition of new items, and disposition of all other items. Each strategy shall be under a separate heading in the plan for clarity. The disposition strategy may include VA facility reuse within the same campus or through the GSA disposal/reuse process, as determined. The acquisition strategy should include strategies to procure (purchase) new items required to activate the facility.

TBD

7.4 Acquisition Services

The contractor shall develop the Acquisition Plan for the activation project. The Acquisition Plan shall identify, at a minimum, long lead time items, number of packages, and estimated timelines for procurement by package group. The contractor shall ensure employees performing acquisition services are well-versed in federal acquisition regulations prescribed by the Federal Acquisition Regulation (FAR) and the Veterans Affairs Acquisition Regulation (VAAR). The contractor will determine the number of acquisition packages to be created based off of the ROM and the Acquisition Plan.

The contractor shall develop procurement packages for items to be procured based on information provided by end users during user group meetings. The contractor shall use the Procurement Package Checklist (Attachment D) to determine package completeness. The Procurement Package shall include a completed Procurement Package Checklist and all documentation needed in accordance with the completed checklist. Minimum procurement package requirements are as follows:

· VA Form 2237 Procurement Request

· Completed Procurement Package Checklist (Attachment D)

· Completed Market Research Form (Attachment E)

· Completed Handbook 6500.6 Attachment A with appropriate signatures (Attachment F)

· Completed 6550 for equipment that connects to network, cprs or vista.

· Complete description of the Governments requirement (e.g. item description, quantity, basis of design to include model and salient characteristics (as defined in VAAR 811.001) for "or equal quotes”

· Estimate of cost

· Delivery requirements (e.g. warehouse address, required delivery date range, warehouse points of contact)

· Vendor installation/delivery requirements (e.g. instructions for coordinating delivery with warehouse POCs, special requirements for installation)

· Additional items may be needed depending on the procurement package. These include, but are not limited to a Statement of Work, Justification and Approval (J&A) document for other than full and open competition, and other relevant attachments.

The government shall submit the VA Form 2237 and all package documents produced as required by this section to the contracting office via Forecast of Opportunities and Requirements Center for Excellence (FORCE), which can be accessed at http://vaww.ecms.va.gov/CARE/ on any computer that has VA network access. An Electronic Contract Management System (eCMS) account is required. Contractor employees performing this function will require a PIV card. contractor employees performing this function shall review the training slides located on the FORCE site as well as any additional FORCE training as required. Government will sign off on the electronic 2237 and transmit the procurement package entered by contractor to eCMS/Force creating the submitted Acquisition Plan to Contracting.

The contractor shall determine if any items are available through sources listed on the National Acquisition Center Contract Catalog Search Tool (CCST), available at https://www.va.gov/nac. If an item is available through a CCST listed source, that information shall be documented on the market research form. Items available through a mandatory source should be grouped, when possible, into one package.

For items not available through a mandatory source, the contractor shall group items into procurement packages in a manner which enables maximum competition among sources listed in priority order at VAAR 819.7004 Contracting Order of Priority when possible (i.e. SDVOSBs, VOSBs, other Economically Disadvantaged Small Businesses, Small Businesses, and then Other Than Small Businesses). The contractor is responsible for providing complete and accurate procurement packages. Procurement packages must be approved by a CO at the Contracting Office that is responsible for procuring the items/service in the acquisition package.

Contractor employees shall identify themselves as such when communicating with vendors when conducting market research. Contractor employees shall not give the impression that they are obtaining quotes on behalf of the government when obtaining estimated prices for market research. contractor employees shall not communicate with vendors regarding an open solicitation. All communication with vendors regarding an open solicitation shall be through the Contracting Office responsible for the solicitation.

The contractor shall work with the Contracting Office in the event of incorrect or damaged items are received.

· Identify the number of procurement packages for the project using FF&E list

· Develop an activation project acquisition plan

· Identify new items to be purchased

· Identify long lead-time items

· Identify items that require early installation

· Provide contractor support to develop complete procurement packages of the FF&E to include, but not limited to, the Statement of Work (SOW), Independent Government Cost Estimates (IGCEs), market research, brand name/sole source justifications, and route security documents for signature

· Work with the identified Government contracting office to submit complete procurement packages for award

· Make edits/changes to procurement packages based on review and approval by identified service Government POC and/or recommendations from the identified Government contracting office making award

· contractor shall identify special delivery requirements based warehousing site constraints (e.g. life gates, loading dock)

TO1-032

8.0 PERFORMANCE STANDARDS/AQL

This section describes the Quality Assurance components for this effort. The following sub-sections provide details of various considerations on this effort.

8.1. Government Surveillance

Contractor performance is subject to surveillance by the COR to ensure compliance with this contract to include all elements of the Performance Metrics. The contract identifies two types of non-conformances: major and minor. All records of non-conformance and corrective actions will be documented in Corrective Action Reports (CAR), Quarterly Surveillance Reports, and CPARS.

8.1.1. Quality Assurance Surveillance Plan (QASP)

The Government will monitor the Contractor’s performance under this PWS in accordance with the Government QASP (see Attachment G to the contract). The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. A Performance Based Service Assessment Survey will be used in combination with the QASP to assist the Government in determining acceptance performance levels. A Performance Based Service Assessment Survey (see Attachment G to the contract) will be used in combination with the QASP to assist the Government in determining acceptable performance levels.

8.1.2. Non-conformances

The Contractor shall identify and control non-conformances through root cause analysis,…