36A77619Q0133-016.pdf

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA)

Lincoln Community Based Outpatient Clinic (CBOC)

VHA Nebraska-Western Iowa Health Care System (VHANWI HCS)

Project Title:

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

Task Order #1

Activation Pre-Planning Services and Acquisition Support

Date:

17 July 2019

PWS Version Number:

TABLE OF PERFORMANCE WORK STATEMENT MODIFICATIONS:

Mod #

DATE OF

CHANGE:

AFFECTED PWS

SECTION: DESCRIPTION OF CHANGE:

CHANGE

MADE BY:

TABLE OF CONTENTS

Table of Contents

1.0 BACKGROUND / INTRODUCTION

2.0 SCOPE OF WORK

3.0 PERIOD OF PERFORMANCE

4.0 TYPE OF ORDER

5.0 PLACE OF PERFORMANCE

6.0 TRAVEL

7.0 SPECIFIC TASKS AND DELIVERABLES

7.1. General

7.2. Description of Services

7.2.1 Comprehensive Project Management Support Services

7.2.2 Design and Planning Services

7.2.3 Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support

7.2.4 Acquisition Services

7.2.5 Concept of Operations and Transition Planning

7.2.6 Relocation Services

7.2.7 Strategic Communications (STRATCOM) Support Services

7.2.8. Gap Analysis

8.0. QUALITY CONTROL AND PERFORMANCE

8.1. Quality Control Plan

8.2. Quality Performance Metrics

8.2.1. Government Remedies

8.2.2 Performance Metrics

9.0 GOVERNMENT FURNISHED MATERIALS

10. DELIVERABLES

10.1 Generally

10.2 Government Review of Deliverables

11.0. INHERENTLY GOVERNMENTAL FUNCTIONS

12. SECURITY

12.1 Position Sensitivity and Background Investigation:

1.0 BACKGROUND / INTRODUCTION

This project is to activate a new Community Based Outpatient Clinic (CBOC) in Lincoln, NE. This project will move CBOC services to a new leased location within a half mile of the existing Lincoln Veterans Affairs Medical Center (LVAMC). This lease provides a modern facility designed for Patient Aligned Care Teams (PACT) to replace a 90 year old legacy facility.

The new CBOC building includes approximately 72,000 Net Usable Square Feet with approximately 465 parking spaces.

2.0 SCOPE OF WORK

Contractor shall conduct all necessary Planning, Initial Outfitting, Transition, and Activation (IOT&A) activities in accordance with this Preformance Work Statement (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, outfitting, and transitioning the staff and patient services associated with the NWIHCS. This Task Order (TO) includes: Comprehensive Project Management Support Services;

Design and Planning Services; Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support; Acquisition Services; Concept of Operations (CONOPS) and Transition Planning; Relocation Services; Installation services, and Strategic Communications (STRATCOM) Support Services.

The Clinic ”Day One” date is tentatively expected in August 2021.

3.0 PERIOD OF PERFORMANCE

The period of performance under this TO shall be fifteen (15) months from date of award.

4.0 TYPE OF ORDER

Award will be made on a Firm-Fixed-Price basis.

5.0 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 within the VHA Nebraska-Western Iowa Health Care System (NWIHCS) ; the contractor will be required to meet at any or all of the facilities listed below including the surrounding VA buildings, where conference space is available:

VHA Nebraska-Western Iowa Health Care System, 4101 Woolworth Avenue, Omaha, NE 68105

VA Lincoln Clinic, 600 South 70th Street, Lincoln, NE 68510

VA Lincoln CBOC – To be constructed on the grounds of the existing Lincoln Clinic

6.0 TRAVEL

The Government anticipates travel to perform the tasks associated with the effort, as well as to attend program-related meetings throughout the Period of Performance. The Government will award firm-fixed price travel for this Task Order. Pre-approval by the COR is not necessary for any travel associated with this Task Order. The estimated number of trips, anticipated locations, and estimated duration of trips in support of the tasks is to be determined by the Contractor and provided as part of quote and Task Order award.

7.0 SPECIFIC TASKS AND DELIVERABLES

7.1. General

The following specific tasks and deliverables shall be completed by the Contractor in accordance with PWS requirements.

7.2. Description of Services

7.2.1 Comprehensive Project Management Support Services

The Contractor shall provide comprehensive project management support to the NWIHCS 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 Project Manager (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 Contracting Officer (CO). The PM must be on-site to facilitate, schedule, and lead regular meetings with the NWIHCS staff, to ensure the timely and effective completion of tasks and deliverables required 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:

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 Contracting Officer Representative (COR). Revisions to schedules and plans since the last update shall be tracked and clearly identified.

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 TO, 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.

Deliverable

Deliverables Description Due Date

TO1-001 Activation Project Schedule

Contractor shall develop and update a detailed activation project schedule. The Activation Project Schedule shall track all major milestones to demonstrate effective management and execution of the project by the contractor, illustrate timely performance, and identifies delays or potential delays to the project. The Activation Project Schedule shall include dates from the construction schedule through Day One, and project closeout. The schedule shall identify key tasks, start and completion dates, duration of tasks to be completed by the contractor to satisfy the requirements of the PWS. The contractor shall annotate any schedule deviations in monthly updates.

1 month from Task Order award;

updated monthly

TO1-002 Individual Service Project Schedules

Contractor shall develop a detailed Individual Service Project Schedule created from the Activation Project Schedule to provide individual reports to specific services. The details included in the Activation Project Schedule shall also be included in the Individual Service Project Schedules.

1 month from Task Order award;

updated monthly

TO1-003 Activation Integrated

The AIMS shall be a color coded, time-lined graphic which marks the start and end dates of major element

1 month from Task

Deliverables Description Due Date

Master Schedule

(AIMS)

or sub-element milestones/gateway of construction which may impact the start, duration, or completion date of scheduled IOT&A tasks, shows major start and end dates of milestone/gateway events for purchased items, shows scheduled activities in activating or approving building systems and support contracts, and shows IOT&A events which may be impacted by schedule acceleration or slippage by others. A complete AIMS will include and demonstrate all construction milestone/gateway dependencies with both Government and contractor IOT&A-related processes from contract award to the completion of the contract itself.

Order award;

update as required

TO1-004 Monthly Project Status Report

The Monthly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items in the master project schedule, discuss moderate to high risk items, and a summary of meetings attended. The report shall discuss any “lessons learned” during the reporting/billing period.

The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice. The report shall cover the same time period as the invoice

1 month from Task Order award;

due monthly

TO1-005 Contractor (Activations) Project Management Plan

The Contractor shall develop and maintain a Project Management Plan addressing the main knowledge areas as defined in the Project Management Body of Knowledge (PMBOK) as they apply to the specific TO.

The Contractor’s PMP shall outline the Contractor’s execution plan with milestone schedules for performance of all work required under each TO. The plan shall define the roles, responsibilities, and accountabilities expected of key stakeholders required in the delivery of detailed tasks and milestones. These roles and responsibilities are not limited to the Contractor and include expectations of those outside the control of the Contractor to include medical facility staff, government agencies, and other contractors.

The PMP will assess risks, constraints, and uncertainties defined early in project requiring mitigation strategies for success.

1 month from Task Order award;

update as required

TO1-006 Risk Management Plan

The Contractor shall submit a Risk Management Plan.

The plan shall include an itemized listing of project-specific risks, challenges and perceived problems that are anticipated to threaten the project. Risks identified shall include probability of occurrence, and level of impact. With each issue specified, the Contractor shall list their proposed solution to mitigate or resolve the risk/challenge/problem. The plan shall cover all phases

1 month from Task Order award;

update as required

Deliverables Description Due Date of the work. When identifying risks/solutions the Contractor should consider items in areas that may cause the project to:

-not be completed on time;

-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.

TO1-007 Change Management Plan

The Contractor shall develop and submit a Change Management Plan for the Design and Construction Phases, with the purpose of minimizing cost and schedule risks associated with changes to the project scope. The Contractor shall identify appropriate members for a Change Management Committee, which will include key VA personnel and contractor personnel, and may include participation by representatives of the non-VA contributors to this project. The Change Management Plan shall develop processes for submitting, reviewing, and approving or disapproving change requests. The Change Management Committee will review all change requests and make recommendations to the NWIHCS Director, who is the final approval authority for all proposed changes.

1 month from Task Order award;

due monthly and updated as required between submissions

TO1-008 Share Site for Information

Develop and maintain a Share site for information sharing amongst all key stakeholders. The site shall be organized in a logical manner.

1 Month from Task Order award;

updated as required

TO1-009 Meeting Minutes

Minutes of all meetings to include agenda, attendees, discussions, action items and who is responsible, etc.

48 hours after meeting

TO1-010 Meeting Facilitation Report

Report to include all meetings scheduled and facilitated. Report should include a copy of all meeting minutes provided and proof of dissemination.

3 business days following meeting

7.2.2 Design and Planning Services

Provide Comprehensive Interior Design (CID) services or coordination of CID services, ensuring incorporation of evidence-based healthcare concepts. Furniture, Fixtures, and Equipment (FF&E) must complement any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the healthcare 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, and reinstall existing FF&E and visual arts in the healthcare 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 NWIHCS will use 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 database) will validate in the Attainia database clinical equipment to 95% to generic make/model. IOT&A Contractor will develop 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, 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 Contractoror 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 provided by the government. 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 DD2 submittal. The VA will be responsible to provide the correct points of contact for the user group meetings and the authority to make equipment decisions such as identification of make and model of equipment, locations of all equipment, and any Justifications and Authorizations (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 accelerated timelines below exist for submittal reviews:

Design Development 1 within 45 calendar days of award

VA Review 15 working days

Design Development 2 within 30 calendar days after VA review

75% Construction Documents within 45 calendar days after DD2 approval

VA Review 15 working days

100% Construction Documents within 30 calendar days after VA review

The IOT&A contractor will provide their own basis of design room typicals, salient characteristics, data sheets, room by rooms lists, and provide to the VA thirty days after signing the lease by t he VA. This is to give the general contractor’s A/E time to incorporate the provided basis of design into the first submittal back to the VA.

This information may be limited to specified furniture and equipment manufacturers pre-selected as a basis of design only.

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.

Deliverable # Deliverables Description Due

TO1-011 FF&E Cut Sheets

Cut Sheets shall include photos of the items and the specifications, salient characteristics, instructions, dimensions, etc., that apply to each specific item. Cut sheet information shall be specific enough to convey information to the VA as they will need to purchase and install the product but general enough to allow competition across multiple manufacturers.

2 Months after Task Order award; update as required

Contractor shall prioritize cut sheets for long lead-time items.

TO1-012 Artwork Cut Sheets

Artwork Cut Sheets shall include the following information:

1) Job name, number, location, and date

2) The title of the artwork and the artist’s name, manufacturer (if applicable), item number, size and room number it is to be placed

3) A picture of the proposed artwork in color. If the piece is recommended, provide a picture or brochure showing the artist’s work.

4) Frame description and sample

2 Months after Task Order award; update as required

TO1-013 Design Review Report

The Design Review Report documents the Contractor’s review of the as-designed mechanical, electrical, plumbing (MEP) to verify the building as designed will support the planned FF&E. The report shall document the Contractor’s gap analysis where discrepancies were identified between CONOPS, requirements and facility as designed, to include recommendations for workable solutions. The report shall also document the Contractor’s review of the space layout plan to verify planned placement of FF&E meets with applicable state, local and federal requirements (e.g., ADA, fire codes)

2 months after Task Order award; update as required

TO1-014 FF&E Layouts Space plans showing FF&E placement. FF&E layouts are to be used for user group meetings, to assist in the validation of the FF&E, and to facilitate outfitting. 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

2 months after Task Order award; update as required

TO1-015 3-Dimensional Design Renditions

3D design renditions of FF&E items and 3D renditions of FF&E items within planned paces Revit, or other similar program agreed upon between the Contractor and the VA Interior Designer

2 months after Task Order award; update as required

TO1-016 Artwork Placement Plan

The Artwork Placement Plan shall identify each piece of artwork and the planned location of each piece/composition of pieces. When applicable, the plan shall identify any unique mounting or other requirements/considerations for the piece(s).

2 months after Task Order

TO1-017 Design Submittal 1

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 contractors 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, like 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 to show who is responsible for the different FF&E in the facility

6) Initial CONOPS report, inventory of existing FF&E, recommended re-use report which includes data sheets for any selected reuse

45 calendar days after issuance of design drawings;

Government will review within 15 business days

TO1-018 Design Submittal 2

Design submittal 2 shall include:

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

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) Responsible party JSN Matrix updated to reflect updated design

30 calendar days after Government review and acceptance of

Design Submittal 1

Government will review within 15 business days

TO1-020 Room-by- Room Master Equipment List (MEL)

The Room-by-Room MEL identifies all items listed by room. The MEL shall include reuse when applicable. The MEL shall be web-based during the project with MEL delivered on a disc at project completion. Incorporate the use of Attainia

6 Months after Task Order award; update as required

TO1-021 Updated Drawings

After all reviews are completed, the Contractor shall provide the final updated documents to the Government. A copy of the Revit Model is to be included as part of the submittal. Floor plans are to be submitted in PDF and Revit format.

Final As Builds to be delivered at project closeout.

15 calendar days after Government review and acceptance of

Design Submittal 2

TO1-022 Signage/Way- Finding Plan

The Signage & Way-Finding Plan shall identify each type of sign and the planned location.

When applicable, the plan shall identify any unique mounting or other requirements/considerations for the piece(s).

Once the general contractor provides their portion of the signage plan, the IOT&A contractor will follow the VA signage and wayfinding guidelines to complete the remainder of the plan. The Way-Finding Plan shall be coordinated with the Artwork Plan, in coordination with VA Interior Deisgners.

Location and types of signs are to be shows on the 3-D renderings of the clinics.

6 Months from Task Order

7.2.3 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.

Contractor to work with the local Interior Designer to plan and develop the furniture Packages, art packages and packages for any fixtures or equipment for which is required to be purchased using the mandatory VHA Environmental Programs Service (EPS) Healthcare Furniture & Services IDIQ.

The Contractor shall utilize Attainia (license provided by the Government) to maintain update FF&E database during the activation project. The Contractor shall also validate the Integrated camera system, Robbery/Panic/Duress alarm systems, motion intrusion alarm systems (as required), Electronic Physical Access Control Systems if coded as “VC” of “VV” items.

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 or OEM responsible for uninstalling/reinstalling each resuse 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.

Deliverable # Deliverables Description Deliverable

TO1-023 FF&E change Manangement

The contractor shall document requested and approved changes to the FF&E in a change management log

1 month from Task Order award; due monthly with Monthly Status Report (Deliverable

TO1-004)

TO1-024 Warranty Management Plan (WMP)

The contractor will be required to provide a WMP for use by the end-user to ensure proper actions are taken to maintain and sustain medical and non-medical equipment installed as part of the contract. The WMP shall be delivered with the acquisition plan deliverable and with each design submittal. A final WMP is required with the final acquisition plan

3 months from Task Order award; update as required

TO1-025 FF&E Equipment Reuse and Disposal Plan

The contractor shall develop and maintain an Equipment Reuse and Disposal Plan to ensure full coordination of activities and that the information updated reflects status and changes as they occur throughout the life of the project.

Determinations for reusable furniture shall be made in coordination with VA Interior Designers.

The Equipment Reuse and Disposal Plan should outline how the contractor will determine if equipment is reusable. Equipment determined to be reusable shall be incorporated into the IO Procurement plan to ensure all reuse equipment is accounted for in the Final budget and procurement efforts. The Equipment Reuse and Disposal plan shall also describe how non-reusable equipment will be disposed and final location of disposed equipment. Accountable equipment whether reusable or designated for disposal will need to be coordinated with the Supply Chain Management Service to ensure

2 months from Task Order equipment property records are accurately updated

TO1-027 Existing FF&E Inventory Report

The contractor shall maintain the FF&E list provided by Attainia (separate contactor).

1 month from Task Order award; update as required

TO1-028 Rough Order of Magnitude

(ROM)

The ROM is the total estimated cost by item to purchase, warehouse, deliver, install, test, and train (as applicable) for the project. The ROM to be provided at DD1, DD2, CD2 and final acquisition plan.

2 months from Task Order

7.2.4 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). NOTE: The number of acquisition packages has not been determined. The development of procurement packages will be defined/awarded under a separate TO. Acqisition Planning services include:

• 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

• Complete and update the JSN Reponsibility Matrix (Attachment K)

Contractor to work with the local Interior Designer to plan and develop the furniture Packages, art packages and packages for any fixtures or equipment for which is required to be purchased using the mandatory VHA Environmental Programs Service (EPS) Healthcare Furniture & Services IDIQ.

TO1-030

Acquisition Plan

The contractor shall develop the Acquisition Plan to include a procurement package list (how the procurement packages should be organized), how many packages are anticipated to be needed, milestone dates to ensure the FF&E is available to meet the construction project schedule, and any identified associated risks and mitigation suggestions.

2 months from Task Order award; update as required

TO1-031 Acquisition Schedule

The contractor shall identify the number of procurement packages by type, date needed to “procure by” to account for acquisition timelines as well as manufacturing lead times, planned installation dates, and where each package is in the process. The schedule shall also identify the

2 months from Task Order deadline to have the package in for government review prior to submission to contracting for acquisition

TO1-032 Initial Outfitting (IO) Procurement Plan

The contractor shall develop and maintain an IO Procurement plan incorporating factors identified during the FF&E validation process and the FF&E reuse determination process as well as any other requirements identified during the life of the project ensuring that it is updated to reflect current status and changes as they occur throughout the life of the project. The IO Procurement Plan shall describe the steps for procuring IO FF&E, scheduling the procurements to ensure on time delivery and installation, and how procurement packages will be submitted to the Government for review and approval. The IO Procurement Plan should highlight equipment identified as long lead time items to ensure time frames can be incorporated into the transition plan. The plan should be utilized to monitor ongoing reconciliation of the equipment budget and schedule.

2 months from Task Order award; update as required

TO1-033 IO Equipment Scheduling, Installation & Maintenance Plan

The Contractor shall develop and maintain an Initial Outfiitting (IO) Equipment Scheduling and Installation and Maintenance Plan incorporating factors identified in the IO Procurement Plan, Transition Plan, and AIMS to ensure full coordination of activities ensuring that the information updated to reflect status and changes as they occur throughout the life of the project.

2 months from Task Order award; update as required

TO1-034 JSN

Responsibility Matrix (Attachment K)

The contractor shall develop and maintain JSN Responsibility Matrix. The matrix is to be updated to reflect current status and changes as they occur throughout the life of the project. The matrix shall highlight FF&E identified as long lead time items to ensure time frames can be incorporated into the transition plan. The matrix should be utilized to monitor ongoing reconciliation of the FF&E budget and schedule. It should contain any specific information related to equipment procurements, responsibility of FF&E (VA, VV, CC, etc.)

2 months from Task Order award; update as required

TO1-035 Procurement Packages

Procurement packages shall be developed in accordance with the terms specified in the PWS.

Procurement packages shall be prioritized by estimated lead times. contractor shall report on all Procurement packages submitted through FORCE to the acquiring contracting office.

TBD After Award and Contract Kick-off

7.2.5 Concept of Operations and Transition Planning

Provide transition planning and relocation services for the reorganization and consolidation of existing facilities and/or the opening of new facilities. Services should include all necessary actions to ensure efficient and effective transition of functions to new locations. The services may include the development of work and relocation plans and schedules; verification of critical field dimensions prior to installation; coordination of relocation plans and schedules with other professional, crafts, and trades persons; and moving and installation of existing or new equipment; FF&E, or otherwise identified items. Services should be provided and completed with maximum cost efficiency and minimum disruption to operations. The contractor shall facilitate clinic micro- CONOPS (departmental) and macro CONOPS (global: i.e. patient transport, infection control, security) that are interdependent across departments. The contractor shall meet with key stakeholders in processes that involve multiple departments throughout NWIHCS and facilitate groups to identify, determine and document key organizational CONOPS for use in the new facilities.

• Micro (departmental) level CONOPs: assess current operations, define new operations, and obtain facility approval of business practices based on new conditions in space, equipment, staffing, and operations. Includes assessing how the programmed space and design will be used in the new facility in terms of patient care delivery and best practices for patient outcomes, and document departmental hours of operation, work flow, staff work spaces, staff efficiency, egress of patients and staff, movement of equipment and supplies within the department, and safety and security for patients and staff.

• Macro (clinic wide operations) level CONOPs: assess current operations, define new operations, and obtain facility approval of business practices based on new conditions in space, equipment, staffing, and operations. Includes overall workflow assessment, departmental adjacency requirements, staffing efficiency recommendations, shared support spaces, patient transport, signage/wayfinding, staff egress, movement of equipment and supplies, safety, emergency management planning, security, infection control, and best practices.

• Information Management CONOPs: determine IT governance, determine roles and responsibilities, and review supporting infrastructure and functionality of each system; define system CONOPS, system functional and technical requirements, and identify any necessary changes to infrastructure indicated in construction drawings.

• IT/IM CONOPS: assess and determine the infrastructure required to support low-voltage systems (medical and non-medical). The contractor shall provide support to research technologies available to improve efficiency of clinic operations.

• Human Resources Plan (HR Plan): A detailed HR Plan will define the schedule and requirements for all Human Resource requirements created from the shift of location and duties. The change in location and change in model create a need for additional staffing, changes in duties, and changes in training. The HR Plan will combine all human resource actions for each service affected by the change to the new CLC.

• Medical Equipment/Medical network CONOPs: determine Medical Equipment/Medical network governance, determine roles and responsibilities, and review infrastructure and functionality of each system; define system CONOPS, system functional and technical requirements, and identify any necessary changes to infrastructure indicated in construction drawings.

• Management CONOPs: management processes affecting activation activities: meet with key stakeholders involved in short, medium, or long-range IOT&A activities; identify, determine, and document best business practices for managing activities in the transition to the new building. Likely areas include equipment planning, information management, medical logistics, transition planning, and governance.

• Workflow CONOPs: looking for opportunities to optimize flexibility in the space, patient flow, material flow, and staffing to maximize efficiencies in the design.

• Transition and Preplanning Governance CONOPs: high-level requirements and processes required to accomplish activation and preplanning activities. Transition CONOPs will build upon STRATCOM and other CONOPs and details how to transition from current state to the required future state at the new facility. Transition CONOPs shall support the schedule development and acquisition, installation, and occupancy timelines. The contractor shall provide detailed transition CONOPs by functional area. The contractor shall identify key requirements and constraints that will empower or impede decision making processes, approvals, or the ability to manage well the activation activities. The contractor shall make recommendations for improvement where constraints, impediments, or other problems are identified.

This information shall be documented in the Transition Plan.

• General CONOPS: Develop welcome/orientation kits for new employees, (i.e. facility maps, policies, service access, contact information, etc.)

Deliverable # Deliverables Description Due Date

TO1-037 Micro-CONOPs Micro CONOPS shall define how each specific operational unit conducts business. See task description above.

2 months from Task Order award; update as required

TO1-038 Macro CONOPs Macro CONOPS shall be developed at the departmental level. See task description above.

2 months from Task Order award; update as required

TO1-039 Information Management

CONOPS

Information Management CONOPS shall be developed as described in the task above

2 months from Task Order award; update as required

TO1-040 Medical Equipment/Medical Network CONOPS

Medical Equipment/Medical Network CONOPS shall be developed as described in the task above

2 months from Task Order award; update as required

TO1-041 Management

CONOPS

Management CONOPS shall be developed as described in the task above

2 months from Task Order award; update as required

TO1-042 Workflow CONOPS Workflow CONOPS shall be developed as described in the task above

2 months from Task Order award; update as

TO1-043 Transition and Pre-planning (Planning Governance)

CONOPS

Transition CONOPS shall build upon STRATCOM and other CONOPS.

Transition CONOPS support the schedule development, acquisition, installation, and occupancy timelines. The contractor shall provide Transition CONOPS by functional areas. The Transition CONOPS shall also include a Day in the life Plan.

The Day in the Life plan describes the contractor’s plans for preparing Day in the Life scenarios to help prepare employees to work in the newly activated space

2 months from Task Order award; update as required

TO1-044 General CONOPS General CONOPS shall be developed to include welcome kits/orientation kits for new employees to include new facility maps, policies, contact information, etc.)

2 months from Task Order award; update as required

TO1-045 IT/IM CONOPs IT/IM CONOPS shall define requirements and determine infrastructure required to support low-voltage systems (medical and non-medical). contractor shall provide support to research technologies available to improve efficiency of clinic operations

2 months from Task Order award; update as required

TO1-046 Project Phasing and Facility Staffing Plan

The Plan shall identify the number and types of positions that are recommended for hire and/or transfer from existing facility to staff the new facility. VA staffing requirements can be located at http://vaww.va.gov/ohrm/HRLibrary/Dir- Policy.htm. The plan shall be submitted with each stage of the AIMS submissions.

2 months from Task Order award; update as required

TO1-047 Integrated Staff “Faces and Spaces” Program

The contractor shall provide a program which identifies personnel, service, equipment, and location which is flexible to location and changes for the existing location in transition to the new location.

The contractor shall use the program to create a move plan and identify any special characteristics of the space. In addition, the Faces to Spaces will show any re-use equipment, existing jack numbers for personnel that will be relocating and any equipment this is relocating that is currently connected to the VA network.

6 months from Task Order

TO1-048 Transition Plan The contractor shall develop and maintain a transition plan for each TO ensuring that it is updated to reflect the current status and changes as they occur throughout the life of the project. The transition plan at a minimum should address all major actions necessary for successful completion of project or as described in the TO. The transition plan should, at a minimum, include a delivery and installation plan, a government acceptance plan, a security plan, a sequencing and outfitting plan, a calibration and testing plan, a department master move schedule, a department activity (individual service report), a cleaning and housekeeping plan, a training plan and a Day in the Life plan.

6 months from Task Order

7.2.6 Relocation Services

Provide relocation services for miscellaneous supplies, employee belongings, equipment, etc. into the new space.

The contractor shall complete the following tasks:

• Physical movement of files

• Physical movement of accountable equipment (barcoded non-expendable supplies/equipment

• Physical movement of expendable supplies

• Physical movement of FF&E identified to be reused in the Reuse Plan

• Physical movement of all reused equipment to/from warehouse

• Physical movement of new FF&E to/from warehouse

• Packing and unpacking of FF&E

• Labeling of all items to be moved to coordinate with floorplans

• Developing and executing a Move plan

• Work with site NX Technician to rescan equipment into new locations (temporary move or final move)

TO1-049 Relocation Services contractor shall provide for all labor, materials and equipment for relocation services from old facility to new facility

TBD

TO1-050 Move Plan contractor shall develop a Move Plan to show the plan for execution of the relocation of FF&E, miscellaneous supplies, employee belongings, equipment, file, etc.

into the new space

2 months from

Task Order

7.2.7 Strategic Communications (STRATCOM) Support Services

In collaboration with NWIHCS Leadership, provide communications with all levels of the organization, the media and other stakeholders. The contractor shall be responsible for drafting communication releases, and handling public conferences and meetings regarding the project. STRATCOM includes external and internal communications support for community outreach and engagement, media and public relations; Congressional partners, Veterans Service Organizations, medical center staff and other key stakeholders.