36A77619Q0073-001.docx

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA)

North Florida/South Georgia Veterans Health System (NF/SGVHS)

Gainesville Primary Care and Mental Health Clinics Gainesville, FL

Project Title:

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

IDIQ

Date:

January 14, 2019

PWS Version Number:

1. Objective The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with Pre-Planning, Initial Outfitting, Transition, and Activation (IOT&A) services for both the Gainesville Primary Care and Gainesville Mental Health Clinics. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2. Introduction A National Activations Office (NAO) was approved by the Under Secretary of Health in Fiscal Year 2012 to serve as a focal point for VHA medical facility activations. Activation is defined as the process of identifying, planning, managing, and executing the logistical and operational requirements to bring a new medical center into full planned operations. The medical center assigns VHA staff to an Activation Team which is responsible for managing the Activation Project and ensuring the clinic is operational on ‘Day One’ (the first day clinical services are scheduled to be available to Veterans). Contractor services are often required to support the medical center's Activation Team.

3. Background

The U.S. Department of Veterans Affairs will construct both a Primary Care Clinic and a Mental Health Clinic in the Gainesville, FL area. This IDIQ will serve both projects at both locations. These facilities will replace the existing outpatient Primary Care Clinic and Mental Health Services provided at the Malcom Randall Veterans Hospital, as well as three (3) leased sites located in Gainesville, FL. The new Mental Health facility will support Mental Health Services that are currently provided at these separate sites. The construction projects will develop the properties located at TBD. This will enhance our ability to provide comprehensive services to the region’s Veteran population, including an expanded range of healthcare services in modern facilities. The project square footage for the Primary Care Clinic is approximately 70,849 ABOA square feet and 500 parking spaces. The project square footage for the Mental Health Clinic is approximately 39,932 ABOA square feet and 300 parking spaces. The construction is anticipated to be awarded in fourth quarter (FY19). Phasing will be performed depending of award date(s).

Site development includes:

· Gainesville Primary Care Clinic

· Medical Administrative Services (Business Services)

· Clinical Administrative and Support Areas

· Engineering Service (Bio-Medical Engineering)

· Women’s Health Clinic

· Lobby/Communal Areas/Receptions Areas/Toilets

· Logistics Services

· Mental Health Clinic

· OI&T Work Area

· Pathology and Laboratory Medicine Service

· Patient Aligned Care Team (PACT)

· Pharmacy Service

· Police Services

· Prosthetic and Sensory Aids Clinic

· Radiology Service/MRI

· Exterior

· Site lighting

· Maximize available parking area

· Roads, sidewalks, and access (entrance/exit) points

· Landscaping after construction

· Other required site amenities and improvements as approved

· Gainesville Mental Health Clinic

· Psychosocial Rehabilitation and Recovery Center

· Mental Health Intensive Case Management Program

· Substance Abuse Clinic

· Compensated Work Therapy Clinic

· Post-Traumatic Stress Disorder Clinic

· Mental Health Clinic

· Community Care Program

· Suicide Prevention Program

· Clinical Administrative and Support Areas

· Lobby/Communal Areas/Receptions Areas

· Logistics Services

· OI&T Work Area

· Police services

· Exterior

· Site lighting

· Maximize available parking area

· Roads, sidewalks, and access (entrance/exit) points

· Landscaping after construction

· Other required site amenities and improvements as approved

4. Scope Conduct all necessary Planning, and IOT&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 includes project support for planning, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project during FY19 through FY24. The scope of this services acquisition includes compatible comprehensive project management, comprehensive interior design development, comprehensive equipment planning, acquisition support services, transition and relocation services, receipt, storage and warehousing of new and existing equipment; FF&E Database management, installation (non-construction related integration), technical inspection, training/simulation for equipment/systems, technical request for information assistance, information technology installation, assembly and other IT related services, biomedical services and final turnover, closeout and post–occupancy evaluations.

5. Applicable Documents Applicable documents are listed below. Additional documents may be listed in individual Task Orders (TO). Contractor shall use the most current versions of all applicable documents listed below.

6. Contract Type A single award Indefinite Delivery/Indefinite Quantity (IDIQ) Contract will be awarded for performance-based services. Task Orders (TO) will be awarded individually using either a Performance Work Statements (PWS) or Statement of Objectives (SOO). This IDIQ is a 100% Service Disabled Veteran Owned Small Business (SDVOSB) set-aside under FAR Parts under 12, 13 and 37.

6.1 Pricing

The deliverables described associated with the tasks below as predefined are specific in nature. Individual TOs may encompass more than one specific requirement listed below. Tasks and deliverables will be priced at the TO level using the Labor and Labor Rates Matrix. The contractor shall include any escalation in labor rates necessary to propose pricing for all TOs for every year of the IDIQ Contract. The Government makes no guarantee that all tasks or deliverables will be ordered throughout the ordering period. Deliverables are not mutually exclusive to one specific Task. A deliverable may be required across multiple tasks. Any deliverables identified as Other Direct Costs (ODCs) will be proposed on an at cost basis. Not-to-exceed or firm-fixed-priced travel will be included as determined necessary.

7. Non-Personal Services In accordance with FAR 37.104 and 5 U.S.C. 3109, this requirement has been determined to be a non-personal services contract. A non-personal services contract is a contract under which the contractor personnel providing the services are not subject to continuous Government supervision and or control, either by the contract's terms or by the manner of its administration.

8. Organizational Conflict of Interest Per FAR Subpart 9.5, Organizational Conflict of Interest, due to the requirement of the contractor providing acquisition support services for Furniture Fixtures and Equipment (FF&E) and the possibility that any FF&E may be available through the prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the contracting officer, neither the prime contractor nor its subcontractors or consultants may participate as an offeror, subcontractor, or consultant on any procurement of FF&E conducted by the prime contractor or its subcontractors/consultants under this contract.

a. Contractor to provide a complete list as part of the proposal submission of all proposed subcontractors in performance of any awarded Task Order.

b. Contractor to provide notice to the contracting office immediately if any proposed subcontractors are changed during the period of performance of such task order

c. If procurement related tasks are divided by prime and sub, contractor to provide a list of which activities are performed by which contractor

d. Contractor to mitigate any risk associated with an OCI. Non-disclosure agreements may become necessary as part of awarded Task orders.

e. Contractor to work with all subcontractors in reviewing subcontract terms and conditions associated with awarded Task Orders and as stated in the base IDIQ contract.

9. Ordering Period This IDIQ contract will have a maximum ordering period of five (5) years from date of award. A specific period of performance will be set under each individual TO.

10. Location and Hours of Work This PWS requires work to be performed offsite at contractor provided office space or alternate work site(s) (i.e., the warehouse, old clinic space, VA Medical Center Campus). Normal workdays are Monday through Friday, except US Federal Holidays. Typical work days are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place after normal working hours, on weekends, or on Federal holidays unless specified at the TO level. Some weekend hours are expected (i.e., inventory services).

There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that the Department of Veterans Affairs follows:

· Six (6) Federal holidays are set by day of the week and month:

(1) Martin Luther King's Birthday - Third Monday in January

(2) Washington's Birthday - Third Monday in February

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

· Four (4) Federal holidays are set by date. If any of these dates fall on a Saturday, the Friday before shall be observed as a holiday. If any of these dates fall on a Sunday, the following Monday shall be observed as a holiday.

(1) New Year's Day - January 1st

(2) Independence Day - July 4th

(3) Veterans Day - November 11th

(4) Christmas Day - December 25th

11. Travel Travel shall be in accordance with individual TO requirements. Cost reimbursable-not to exceed (NTE) or firm fixed price travel will be funded at the TO level, if requested. The Government will not reimburse any living or relocation costs of contractor employees. The primary place of performance is at the location of the facility. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees. Reimbursement for travel is limited to that required in the performance of the contract, and specifically requested by the Government. All travel shall be in accordance with the Federal Travel Regulations (FTR). Local travel, within a 50-mile radius from the place of performance or the relocation of contractor personnel from other geographic areas for the purpose of staffing a TO is considered the cost of doing business and is not subject to reimbursement. The Government will not pay travel charges for travel to and from the contractor employee’s home and government office or to and from one company building to another. Travel beyond a 50-mile radius of the contractor’s facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the Contracting Officer’s Representative (COR) via the Travel Authorization Request (Attachment B). Travel costs subject to reimbursement are limited to travel occurring at the direction of the Government, performed in conjunction with a specific requirement for a trip authorized in the TO. Travel shall be reflected on the TO as a separate, reimbursable line item with a NTE total expenditure. Travel will be requested, approved, and reimbursed in accordance with the TO. For any firm fixed price travel, pre-approval by the COR is not necessary.

For NTE - cost reimbursable travel, the contractor must obtain written approval from the VA COR BEFORE any travel begins, utilizing the Travel Authorization Request (see Attachment B). Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with FTR and FAR 31.205-46. Travel that occurs without written pre-approval will not be reimbursed. The contractor must use Attachment B - Travel Authorization Request for travel pre-approval. Other documents or e-mails will not be accepted as pre-approval.

To be reimbursed for travel, the contractor shall submit supporting documentation as required by FTR with invoices. FTR requires for any temporary travel destination you must provide a receipt to substantiate your claimed travel expenses for lodging and a receipt for any authorized expenses costing over $75 (FTR 301-11.25). Expenses for subsistence and lodging will be reimbursed to the contractor only to the extent where an overnight stay is necessary and authorized by FTR in effect at the time of the stay for the specific location. Approval for rental vehicles is discouraged and will be approved on an individual basis. Additional information can be found at: http://www.gsa.gov/ftr.

The total estimated number of trips, anticipated locations, and estimated duration of trips will be detailed in support of individual TO requirements as provided in the table below:

12. Contractor Personnel, Disciplines, and Specialties The contractor shall provide the necessary qualified personnel, materials, resources, and infrastructure to manage, perform, and administer the contract. The contractor shall accomplish the assigned work by employing and utilizing the identified key personnel with appropriate combinations of education, training, and experience as well other identified personnel with education and experience appropriate for the task assigned. The contractor shall ensure the labor categories as defined in the Labor and Labor Rates Matrix, and man-hours utilized in the performance of each TO deliverable line item issued here under will be appropriate to accomplish the task.

TOs will require personnel experienced with the following labor disciplines: Project Management, Clinical Operations, Facility Planning, Systems Engineering, Fire Protection, Data management, Interior Design, Space Planning, Medical Equipment, Transition/Relocation, Low Voltage Systems, Information Management/Information Technology (IM/IT), Logistics, Procurement, and Biomedical Equipment.

The personnel should have experience with hospital projects and have the appropriate educational background, certifications, and experience to demonstrate expertise in their field. The CO reserves the right to determine whether the team members meet the requirements of the contract.

The contractor shall include a designated Project Manager (PM) serving as the Government's primary point of contract and responsible individual for overall coordination and scheduling of the contract team's work.

12.1. Key Personnel

The personnel identified herein are considered essential to the work being performed. In the event changes to key personnel are required during the performance of this contract, replacement key personnel must meet or exceed the experience and qualifications of the individual the contractor included in its proposal submittal. Prior to substituting, removing, replacing, or diverting any key personnel, the contractor shall notify the CO 10 working days in advance. The contractor shall submit to the CO the resume of the replacing individual that demonstrates skills and background at least equivalent to those of the individual the contractor included in its proposal. The CO will evaluate the replacing person's resume to determine the experience and qualifications of the replacement are equal or exceed those of the person's resume submitted with the contractor's proposal for that position.

For the purposes of this contract, key personnel are listed below with minimum qualifications as identified in the solicitation:

· Project Director

· A minimum of ten (10) years of experience in Project Management

· A minimum of five (5) years of experience specifically in healthcare initial outfitting, transition, and activation services

· A minimum of three (3) years of experience working in a federal healthcare setting

· Certified Project Management Professional (PMP). Other certifications the offeror believes to be equivalent may be provided and the Contracting Officer will determine its equivalency.

· Well versed in healthcare infrastructure, operations, and/or practice and have direct experience in transition activities

· Project Manager

· A minimum of five (5) years of experience in Project Management

· A minimum of three (3) years of experience in healthcare initial outfitting, transition, and activation services

· Certified Project Management Professional (PMP). Other certifications the offeror believes to be equivalent may be provided and the Contracting Officer will determine its equivalency.

· Experience in activating Federal healthcare facilities

· Well versed in healthcare infrastructure, operations, and/or practice and have direct experience in transition activities

· Senior Transition Planner

· A minimum of three (3) years of experience in transition planning and relocation services on multi-phased healthcare projects

· Experience in Federal healthcare setting

· Well versed in conceptual advance planning, identifying occupancy milestones, detailed implementation planning and move sequencing, preparation and setup, compiling documents of detailed move plans for each department impacted, relocation execution, lessons learned documentation and post-move cleanup

· Senior Designer

· A minimum of five (5) years of experience in healthcare facility design

· National Council for Interior Design Qualification (NCIDQ) Certification o or American Academy of Healthcare Interior Designers (AAHID) certification

· Well versed in healthcare operations and related furniture, fixtures, casework/case goods and signage, and be able to translate requirements into design/construction/installation documents

· Medical Equipment Planner

· A minimum of five (5) years of experience in medical equipment planning and implementation

· Experience in Federal healthcare setting

· Well versed in healthcare operations and related medical equipment and systems, and be able to translate requirements into design/construction/installation documents

12.2. Employee Identification

All contractor employees working at a Government facility shall wear company Identification and Government issued identification to distinguish themselves as contractor personnel. When conversing with Government personnel during business meetings and over the telephone, contractor employees shall identify themselves as such. Where practicable, contractor employees occupying space within a Government facility should identify their workspace area with their name and company affiliation.

12.3 Conduct of Personnel

The CO may require the contractor to remove from the job site any employee working under this contract for reasons of misconduct, security violations, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the CO that such action is in the best interests of the Government. Such removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this contract.

13. Contract Kick-Off Meeting The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees must include the Contractor, key stakeholders and subject matter experts, NAO Program Manager, COR, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The COR will attempt to include the Resident Engineer, in order to complete a gap analysis of the construction project and the activation project during the kick off. If not feasible, a gap analysis will be scheduled at a later time. The Contractor is to provide an agenda to all attendees prior to the meeting. The Contractor is to provide meeting minutes within three (3) business days after the Kick-Off meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security background process, reporting, COR responsibilities, invoicing, deliverable submission process), and contractual expectations. The Contractor shall be prepared to present the details of the intended approach, work plan, and project schedule, as well as make personnel introductions and have the opportunity to clarify contract requirements and expectations. A contract gap analysis may be a topic of discussion depending on relevant attendees. If an on-site Kick-Off meeting is not feasible, a teleconference may be set up. The contractor will be responsible for coordinating Kick-Off teleconferences or on-site meetings for each subsequent to awarded under this IDIQ.

14. Specific Tasks

14.1. General

Each project requires a multi-disciplinary team that may include transition, medical equipment, clinical expertise, logistical, architectural & engineering, interior design, and information management/information technology (IM/IT) planning and services for the Gainesville Primary Care and Mental Health Clinics. Each project will be clearly defined at the TO level along with specific tasks and deliverables.

The Predefined tasks described below do not encompass all potential tasks/deliverables that may be included at the TO level. Additional Undefined Tasks may be identified at the TO levels that are determined to be within the IDIQ Scope of Work. Due dates of tasks/deliverables and quantities will be determined at the TO level.

14.1.1. Predefined Tasks/Deliverables

The deliverables described associated with the tasks below as predefined are specific in nature. Individual TOs may encompass more than one specific requirement listed below. Tasks/deliverables will be priced at the TO level using the Labor and Labor Rates Matrix. The Government makes no guarantee that all tasks or deliverables will be ordered throughout the ordering period. Deliverables are not mutually exclusive to one specific Task. Any deliverables identified as Other Direct Costs (ODCs) will be proposed on an at cost basis. To facilitate the award of a TO under this section, the Government will issue a Request for Quotation (RFQ) that will include a detailed PWS or SOO with specific tasks and deliverables. The RFQ will require the contractor to provide the appropriate labor mix using the Labor and Labor Rates Matrix awarded in this IDIQ. The result will be a firm-fixed price TO award.

14.1.2. Undefined Tasks/Deliverables

Individual TOs may encompass more than one Undefined Task/Deliverable. The details for Undefined Tasks/Deliverables will be provided for in the TO requirements. These tasks/deliverables are not mutually exclusive and may apply across multiple requirements. To facilitate the award of a TO under this section, the Government will issue a Request for Quotation (RFQ) that will include a detailed PWS or SOO with specific tasks and deliverables. The RFQ will require the contractor to provide the appropriate labor mix using the Labor and Labor Rates Matrix awarded in this IDIQ. The result will be a firm-fixed price TO award.

14.2. Description of Services

14.2.1. Comprehensive Project Management Support Services

The Contractor shall provide comprehensive project management support to the Gainesville Primary Care and Mental Health Clinics is 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. The PM must be on-site to facilitate, schedule, and lead regular meetings with the Gainesville Primary Care and Mental Health Clinics under each task order.

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 (IMS), 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, CO and COR. Upon the Government's acceptance of the schedule deviation, the Contractor shall prepare and submit for approval a revised AIMS.

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.

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.

At a minimum, each department will constitute a working group. 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 as a part of the documentation of meeting minutes. The Contractor shall facilitate the groups to assess, analyze, recommend, and document solutions as developed jointly by the Contractor and the stakeholders and/or group members.

Contractor Share Site for Information Sharing: The Contractor shall develop and maintain a SharePoint-like site for project documentation and information sharing. The site or software shall be able to provide automatic email updates to designated members as new documents are uploaded or require Government review (example: Submittal Exchange). 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.

Project schedules, project reports, and management plans shall be shared with the Government by posting on the Contractor's SharePoint-like site. Updating shall be completed as required per the deliverable schedule and posted on the Contractor share site, unless otherwise agreed upon by the COR. Revisions to schedules and plans since the last update shall be tracked and clearly identified.

Project status meetings shall cover, at a minimum, changes to schedule, risk, status of current action items, estimated completion and gateway reviews. Project status meetings are to occur every week at location specified by COR.

· 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.

The Contractor shall provide a monthly report of the Change Management Committees activities, including minutes from any meetings, and maintain a running tally of all change requests, their status, and their impact on project cost and schedule.

14.2.2. Design and Planning Services

Contractor shall 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 FF&E and visual arts and/or inventory, uninstall, pack, transport and reinstall existing FF&E and visual arts in the health care facility’s current inventory identified for reuse in the new facility following approval by the COR. 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 Gainesville Primary Care and Mental Health Clinics 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 the Attainia list 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 Contract 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 C1 and C2). 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 POCs 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 justification 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)…