PWS Corrected - 6.3.pdf

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS (VA)

Veterans Health Administration (VHA)

VA Palo Alto Health Care System (VAPAHCS)

Project Title:

Radiology Building Expansion (RBE)

Activation Services Performance Work Statement

Date:

June 3, 2020

PWS Version Number:

PERFORMANCE WORK STATEMENT (PWS)

ACTIVATION SERVICES

RADIOLOGY BUILDING EXPANSION (RBE)

December 19, 2019

1. OBJECTIVE

The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with activation services for the Palo Alto Radiology Building Expansion (RBE). The objective is to have the project completely activated by opening day, projected December2020.

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 Palo Alto RBE is in full planned operations on ‘Day One’ (opening day). Contractor services are often required to support the medical center's Activation Team.

3. BACKGROUND

The Department of Veterans Affairs (VA) is constructing a new 34,000 GSF RBE of which 17,000 GSF will be activated for healthcare occupancy. Construction of the RBE is estimated to be completed in March 2020 with activation completion estimated for December 2020 and opening at a date to be determined by the facility.

VA Palo Alto Health Care System (VAPAHCS) has developed an Integrated Project Team (IPT) to support this building activation project. The IPT, based at VAPAHCS headquarters in Palo Alto, CA, will direct resources onsite as appropriate. The IPT will be led by a VA project manager and will consist of a team to include a VA interior designer, VA equipment planner, VA material handler, VA property technician, and VA contracting officer.

4. SCOPE

The Contractor shall provide all resources necessary to perform initial outfitting, transition, and activation (IOT&A) services for the VAPAHCS RBE. Activation services include tasks related to (1) building commissioning, (2) Furniture, Fixtures and Equipment (FF&E) assembly and installation, and (3) Information Technology (IT) equipment installation required to activate the Radiology Building Expansion. This scope of work includes, but is not limited to, inspecting, inventorying, moving, assembling, and installing new FF&E and IT items.

See Section 37 for the list of attachments for supplemental information.

5. CHANGES TO THE PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence on a Standard Form (SF‐30) by a Contracting Officer (CO). A copy of each change and resulting contract modification shall be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be the total responsibility of the Contractor and no additional cost shall be charged to the Government.

6. APPLICABLE DOCUMENTS

Applicable documents are listed below. Contractor shall use the most current versions of all applicable documents listed below.

A. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

B. Federal Information Processing Standards (FIPS) Publication 140‐2, “Security Requirements For Cryptographic Modules”

C. FIPS Pub 201, “Personal Identity Verification of Federal Employees and contractors,” March

D. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

E. Public Law 109‐461, Veterans Benefits, Health Care, and Information Technology Act of 2006, title IX Information Security Matters

F. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

G. Department of Veterans Affairs (VA) Directive 0710 Personnel Security and Suitability Program dated May 18, 2007 (https://www.voa.va.gov/)

H. Department of Veterans Affairs (VA) Directive 6102 (Internet/Intranet Services) (https://www.voa.va.gov/)

I. Health Insurance Portability and Accountability Act (HIPAA); 45 CFR Part 160, 162, and 164;

Health Insurance Reform: Security Standards; Final Rule dated February 20, 2003

J. VHA Security Handbook 1600.01, Business Associate Agreements (https://www.voa.va.gov/)

K. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, L. Office of Management and Budget Circular A‐130, “Management of Federal Information Resources’, November 28, 2000

M. U.S.C. Section 552a, as amended

N. Title 32 CFR 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”

O. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

P. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. Section § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105‐220), August 7, 1998

Q. Homeland Security Presidential Directive (12) (HSPD‐12), August 27, 2004

R. Department of Veterans Affairs (VA) Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012

S. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program,” March 10, 2015

T. VA Handbook 6500.1, “Electronic Media Sanitization,” March 22, 2010.

U. VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information (SPI)”, January 6, 2012

V. VA Handbook 6500.3, “ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING OF VA INFORMATION SYSTEMS,” February 3, 2014.

W. VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle,” March 22, 2010

X. VA Handbook 6500.6, “Contract Security,” March 12, 2010

Y. Federal Travel Regulation (FTR) (www.gsa.gov/federaltravelregulation)

Z. VA Directive 6508, Implementation of Privacy Threshold Analysis and Privacy Impact Assessment, October 15, 2014

AA. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

BB. VA Handbook 7002/1 Logistics Management Procedures

CC. VHA DIRECTIVE 1761(1)/Supply Chain Inventory Management

DD. Medical Device Isolation Architecture (MDIA) 2015 Guidance, Version 7.0

EE. Medical Device Isolation Architecture (MDIA) 2015 Guidance, Version 7.0

FF. VA Directive 6404, VA Systems Inventory (VASI)

GG. HISD Medical Device Protection Program (MDPP) National Cyber Security Risk Assessment for VHA Networked Medical Devices, Version 2.1

HH. ANSI/EIA/TIA 568B Commercial Building Telecommunications Wiring Standard

II. VA Handbook, 0730/4, Security and Law Enforcement, March 29, 2013

JJ. U.S. Department Of Veterans Affairs, Office of Construction & Facilities Management, Physical Security Design Manual for Life‐Safety Protected Facilities, January 2015

KK. U.S. Department of Veterans Affairs, Office of Construction & Facilities Management, Physical Security Design Manual for Mission Critical Facilities, January 2015

LL. 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

MM. Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, PG‐18‐13 Barrier Free Design Standard

NN. VA PG‐18‐14 Room Finishes, Door, and Hardware Schedule

OO. VA PG 18‐4 Standard Details and CAD Standards

PP. VA H‐18‐8 Seismic Design Handbook

QQ. VA Signage Design Guide https://downloads.va.gov/files/CFM‐TIL/signs/

RR. VA BIM Standard

SS. International Building Code (IBC)

TT. NFPA 10: Standard for Portable Fire Extinguishers

UU. NFPA 70: National Electrical Code (NEC)

VV. NFPA 72: National Fire Alarm and Signaling Code

WW. NFPA 101: Life Safety Code

XX. International Plumbing code (IPC)

YY. Occupational, Safety, and Health Administration (OSHA) Standards

ZZ. Project Management Body of Knowledge

AAA. Federal Acquisition Regulation (FAR)

BBB. Veterans Affairs Acquisition Regulation (VAAR)

CCC. VA Acquisition Program Management Framework (APMF) Procedures

7. CONTRACT TYPE

Firm Fixed Price (FFP) Contract.

8. 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.

9. ORGANIZATIONAL CONFLICT OF INTEREST

Per FAR Subpart 9.5, Organizational Conflict of Interest (OCI), due to the requirement of the contractor providing 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 CO, 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 this contract.

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

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

d. Contractor to mitigate any risk associated with an OCI. Non‐disclosure agreements may become necessary as part of Contract award.

e. Contractor to work will all subcontractors in reviewing subcontract terms and conditions associated with the awarded Contract.

10. PERIOD OF PERFORMANCE

This contract has a Period of Performance of 120 days from date of award.

11. PROJECT SCHEDULE

a. The Contractor shall complete the work required in accordance with this PWS and the project management plan. The work shall begin immediately after contract award unless otherwise specified.

b. Significant project milestones include:

1. Project Planning Phase (28 days)

a. Kick‐off meeting within seven (7) days of Notice To Proceed (NTP). Contractor provides initial Project Management Plan (PMP).

b. VA provides comments on initial PMP within seven (7) days of kick‐off meeting.

c. Contractor revises and resubmits PMP within seven (7) days of receiving VA comments.

d. If no exception taken, VA approves PMP within seven (7) days, otherwise VA provides second round comments within seven (7) days of receiving revised PMP from Contractor.

2. Execution Phase (78 Days)

a. Installation Phase shall commence within 7 days of VA approval of PMP. Installation

Phase to be complete no later than seventy‐eight (78) calendar days after it starts.

3. Closeout Phase (14 Days)

a. Closeout meeting within fourteen (14) calendar days of the final Contractor‐ performed activity.

12. LOCATION AND WORK HOURS

The Government will provide temporary office space, large enough to accommodate two (2) work stations. The work location is the Palo Alto Division Campus, VAPAHCS RBE, located at 3801 Miranda Avenue, Palo Alto, CA.

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 0700 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.

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

13. TRAVEL

The Government anticipates travel under the PWS to perform the tasks associated with the effort, as well as to attend program‐related meetings throughout the period of performance. Travel costs will be awarded on a firm fixed price basis.

The Government will not reimburse any living or relocation costs of contractor employees. The primary place of performance is at the location identified in section 12 above. It is the responsibility of the contractor to mobilize employees and pay living expenses for non‐local employees. 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 the contract 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.

14. 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 develop a proposed multidisciplinary team to fully execute all components of this contract. The Contractor shall provide a proposed staffing roster for all phases (see Section 11) on the project along with resumes of proposed team members and relevant work experience on previous medical facility activation projects. 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 personnel should have proven experience with medical facility activation projects and have the appropriate client references, 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.

14.1. 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 ten (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:

Project Director o A minimum of ten (10) years of experience in Project Management o A minimum of five (5) years of experience, specifically in medical facility IOT&A o Certified Project Management Professional (PMP) or PMP equivalent 1) FAC‐P/PM; (2)

DAWIA – Program Manager Level 2 or 3; and (3) certifications identified at https://www.pmpro.org/getting‐started/alternatives‐to‐the‐pmp‐credential‐a‐ comprehensive‐guide/

Project Manager o A minimum of five (5) years of experience in Project Management o A minimum of three (3) years of experience in medical facility IOT&A o Certified Project Management Professional (PMP) or PMP equivalent 1) FAC‐P/PM; (2)

DAWIA – Program Manager Level 2 or 3; and (3) certifications identified at https://www.pmpro.org/getting‐started/alternatives‐to‐the‐pmp‐credential‐a‐ comprehensive‐guide/

Senior Transition Planner o A minimum of three (3) years of experience in transition planning and relocation services on multi‐phased medical facility IOT&A o 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 Move Coordinator o A minimum of three (3) years of experience in move coordination on multi‐phased medical facility IOT&A o Shall be organized, detail oriented, and have good communication skills

14.2 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.

14.3 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 enough personnel to perform the services as required by this contract.

General Rules for Contractor Personnel

a. Contractor personnel shall maintain a professional appearance while visiting the Palo Alto campus, and the Contractor's employees and contractors shall always wear visible identification and VA’s visitor badge while on the premises of the VAPAHCS.

b. The VA will designate no greater than 10 onsite parking for the Contractor’s employees and subcontractors. The Contractor agrees to arrange additional parking for employees and subcontractors during onsite installation activities. The VAPAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

c. The VA Palo Alto campus is a smoke‐free campus. No smoking shall be allowed.

d. Cellular phones and two‐way radios are not to be used within six feet of any medical equipment.

e. Enclosed containers, including tool kits, shall be subject to search.

f. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

g. The Contractor shall provide waste and recycling dumpsters at the site and arrange for waste collection.

h. The Contractor shall provide Personal Protective Equipment (PPE) to their employees when required by OSHA.

i. The Contractor shall direct its staff to use only toilet facilities identified by the COR.

j. The Contractor shall notify COR of deliveries by truck at least 24 hours prior to the anticipated delivery time. This will give the COR time to communicate this to VA Police and others.

k. The Contractor truck drivers shall obey the speed limit at the VAPAHCS.

l. The Contractor shall communicate to its employees that VAPAHCS Police are Federal police with full authority to make arrests, investigate crime, and issue citations. Citations issued for driving or parking violations, or other offences, may require an appearance in court and/or payment of a fine.

m. The Contractor shall coordinate access to locked areas with COR, including obtaining keys required to access site.

n. The Contractor shall coordinate with COR to identify lockable storage areas onsite. The VAPAHCS will not be responsible for any tools or equipment stored on its property.

o. The Contractor shall notify its staff that removal of VAPAHCS property is prohibited, unless specifically approved by COR or CO.

p. The Contractor shall notify its staff that sexual harassment, drugs and alcohol, and firearms are strictly prohibited at the VAPAHCS.

q. The Contractor shall provide proof of drug screening upon COR or CO request. The COR may request the removal of any Contractor employee without cause if the Government suspects the employee of violating this condition.

r. The Contractor shall comply with applicable OSHA and CAL‐OSHA regulations.

s. The Contractor tell employees to call 911for emergency medical assistance, notify COR, and VAPAHCS Police, in case of an injury accident.

t. Contractors shall comply with fire safety precautions. In the event of a fire the contractor shall vacate the building and go to the safe area identified by the COR.

15. CONTRACT KICK‐OFF MEETING

The Government activation team will schedule an onsite Kick‐Off meeting for this contract after award.

Attendees may include the Contractor, key stakeholders and subject matter experts, VA Project Manager, COR, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The Contractor is to provide an agenda to all attendees prior to the 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 as well as a possible site visit. 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.

16. GENERAL CONTRACTOR REQUIREMENTS

a. The items on the FF&E inventory list are currently stored in the basement of the VAPAHCS RBE, located at 3801 Miranda Avenue, Palo Alto, CA. The contractor shall perform an inventory of these items, note any discrepancies with the inventory list, and accept responsibility for managing the inventoried items. The Contractor shall move and install these items in accordance with the installation floor plans.

b. The Contractor shall plan for and install a total FF&E quantity up to five (5) percent greater than specified in this activation services’ scope of work.

c. All proposed key personnel shall be dedicated full‐time to work on this project.

d. The Contractor shall consider quality as the primary project constraint during project planning and execution.

e. The Contractor shall be responsible for providing office software, equipment (e.g., computers, printers) and internet connectivity for their own use.

f. The Contractor shall coordinate with the COR or designated representative for access to the radiology building expansion.

g. The Contractor shall provide access for VA personnel to inspect and asset tag FF&E and IT items during business hours.

h. The Contractor shall pull any FF&E and IT items from the radiology inventory at the request of the

COR.

i. Following the acceptance of FF&E and IT items by the contractor, the Contractor shall be liable for any lost or damaged FF&E and IT items.

j. The Contractor shall use PlanGrid web‐based software to manage the installation of FF&E and IT items and record punch list items. The Contractor shall obtain licenses for their own use as needed.

k. The Contractor shall include ten (10) PlanGrid licenses with unlimited sheet downloads/uploads for the VA’s use for one year starting fourteen (14) calendar days after the project kick‐off meeting.

l. The Contractor shall provide portable electronic devices for their own use to access PlanGrid.

m. The Contractor shall coordinate and maintain signage and, if necessary, traffic control for VA designated parking. Parking location to be coordinated with COR.

n. The Contractor shall provide a wall and walkway protection plan for VA review, prior to starting the installation phase. The Contractor shall provide Masonite and ram boards to protect walkways, doors, elevator cabs and walls in high traffic areas as mutually agreed by the Contractor and the COR.

o. The Contractor shall maintain the required General Public Liability Insurance and Workman’s

Compensation and Employer’s Liability Insurance throughout the life of the contract.

p. The facility contains operational MRI magnets. The contractor shall comply with medical center safety requirements for working in the vicinity of operational MRI magnets, fill out VAPAHCS Radiology Magnetic Resonance Assessment Form for Level 1 – MRI Personnel form, and watch the DVD training video.

17. DESCRIPTION OF SERVICES

a. Project Planning Phase

1. The Contractor shall develop and maintain a Project Management Plan (PMP) to include the following:

a. Phase‐based integrated master schedule (IMS)

b. Communication Management Plan

c. Quality Management Plan

d. Risk Management Plan with risk register

e. Staffing Management Plan with staffing matrix

f. Inventory Management Plan

g. Installation Plan

h. Lessons learned

2. Requirements and schedule for developing the PMP are specified in section 11.

3. The Contractor shall use the proposed technical and management approach as the basis for the PMP unless otherwise directed by the COR.

4. The Contractor shall develop and maintain an IMS that details the Contractor’s work in the Project Planning, Moving, and Installation phases.

5. The Contractor shall confirm with the COR all rooms to be used as mockups during the Installation Phase.

6. The Contractor shall identify rooms with FF&E installation requirements like the mockup rooms.

7. The Contractor shall coordinate with the VA to determine the installation sequencing.

8. The Contractor shall obtain the VA’s approval on the Installation Plan prior to the commencement of installation work.

9. The Contractor shall obtain the VA’s approval for changes to the PMP before executing the activities affected by the change.

b. Installation Phase

1. The Contractor shall be responsible for the inspecting, moving, installing, and controlling of

FF&E and IT items for the radiology building expansion. The Contractor shall move FF&E and IT items to identified holding and/or secured storage areas, and to each item’s destination as identified by the Appendix A documents and as instructed by the COR.

2. The Contractor shall provide appropriate materials handling equipment (MHE) needed to move and install normal FF&E items as well as high value, sensitive medical equipment.

3. The Contractor shall follow the approved Inventory Management Plan during the Installation Phase unless otherwise directed by the COR.

4. The Contractor shall perform a visual inspection of FF&E and IT items to identify possible damage prior to accepting these items into contractor’s inventory.

5. The Contractor shall notify the COR of any FF&E or IT items not suitable for acceptance by the

Government due to damage.

6. The Contractor shall immediately notify the COR of damage to FF&E and IT items detected after acceptance by the Government.

7. The Contractor shall provide a web‐accessible inventory management system with up to ten

(10) user licenses for VA personnel.

8. The Contractor’s web‐accessible inventory management system shall provide inventory query reporting capability based on the following fields:

a. Item description

b. Purchase Order (PO) number

c. Vendor

d. Quantity

e. Current location (e.g., storage room, item destination)

9. The Contractor shall ensure all VA‐affixed barcodes and/or tracking devices are intact.

10. The Contractor shall follow the approved Installation Plan, including safety and security requirements, unless otherwise directed by the COR.

11. Prior to proceeding with the installation phase, the Contractor shall perform an onsite inspection with the COR to assess, evaluate, and confirm existing site conditions and to identify existing damage of the work site.

12. The Contractor shall document pre‐existing work site damages in PlanGrid prior to the commencement of the Installation Phase.

13. The Contractor’s onsite project manager and, if necessary, key personnel shall participate in daily coordination meetings with the COR during the Installation phase.

14. The Contractor shall schedule and administer weekly meetings with the VA activation team.

Contractor shall prepare agenda and meeting minutes. Contractor shall upload agendas and meeting minutes onto PlanGrid.

15. The Contractor shall check in daily with the COR to coordinate daily activities and review progress of installations.

16. The Contractor shall consider VA’s need to move 100 VA‐packed boxes from the existing hospital to the new radiology building expansion.

17. The Contractor shall coordinate with the COR to identify staging areas for FF&E and IT items.

18. The Contractor shall coordinate with the COR and appropriate VA vendors for scheduling and phasing FF&E and IT items installations.

19. The Contractor shall be liable for damage to FF&E and IT items, the building infrastructure, and work site caused by the Contractor (accidentally or purposefully).

20. The Contractor shall document in PlanGrid all damage to FF&E and IT items, the building infrastructure, and the work site identified by the Contractor and notify COR within one (1) business day of identification.

21. The Contractor shall develop a remediation plan to address damaged FF&E and IT items, the building infrastructure, and/or the work site and present it to the COR for approval within five (5) business day of identification.

22. The Contractor shall replace any damaged FF&E and IT items. The replacement must be the same make, model, accessories, color/finishes unless otherwise agreed to by the COR.

23. The Contractor shall obtain an approval by the COR and the manufacturer/vendor for any proposed repair. The proposed repair must not void the manufacturers and vendors’ warranty.

24. The Contractor shall repair damaged building infrastructure and work site with product materials of equal quality, size, grade, and color, to match existing work.

25. The Contractor shall install FF&E and IT items during normal business hours unless alternative arrangements are made with the COR.

26. If the Contractor has any questions related to the work required by this contract, the

Contractor shall submit a request for information (RFI) in writing to the COR and CO.

27. The Contractor shall assemble all applicable FF&E and IT items in accordance with manufacturer’s instructions, drawings, and specifications.

28. The Contractor shall install FF&E and IT items in accordance with all local, state and federal requirements and regulations including, but not limited to, seismic standards in accordance with California Administrative Code Title 24, Part 2, Section 2‐2312.

29. The Contractor shall provide all materials and equipment required to satisfy FF&E and IT installation and seismic bracing requirements. This includes providing appropriate fasteners for the required installation conditions.

a. The contractor shall provide submittals of products/shop drawings to the government for review and approval prior to procurement for installation.

b. The contractor shall provide seismic anchoring that meets NFPA, OSHA, applicable codes, and local ordinances for equipment taller than 54 inches, including refrigerators, Metro Racks, and Omnicells.

c. The contractor shall field‐verify conditions at each location and make necessary adjustments to accommodate site conditions

30. The Contractor shall install all new FF&E and IT items according to the VA’s layout drawings.

31. The Contractor shall install FF&E and IT items in designated rooms after the COR approves the FF&E and IT installation in the associated mockup rooms.

32. The Contractor shall install wall/desk‐hung items (e.g. fire zone signage and surface mounted backing).

33. The Contractor shall develop and maintain a punch list using PlanGrid to track final inspection issues.

34. The Contractor shall resolve the punch list items within fourteen (14) calendar days of the completion of the Installation Phase.

35. The Contractor shall keep the work site clean, including staging and storage areas used by the

Contractor.

36. The Contractor shall maintain a clearance path for exiting requirements at all time.

37. The Contractor shall remove all trash and recyclable materials created by the execution of the contract from the site daily.

38. The Contractor shall remove all site preparation materials, including, but not limited to, wall and walkway protection, within three (3) business days of resolving the punch list items unless otherwise directed by the COR.

c. Installation Closeout

1. The Contractor shall provide project closeout services which consist of coordinating the final clean‐up and inspection of all installed equipment and fixtures, and to obtain VA activation team sign‐off on all items. The Contractor shall resolve items on the punch‐list report within the scheduled closeout time period. The Contractor shall remove all recycling and waste materials, site preparation and building protection materials, including wall and walkway protection, within a week of resolving all punch list items, unless otherwise directed by CO.

After materials are removed, the Contractor shall provide final cleaning of the building floors, walls, doors, and equipment. Floors shall be swept (for hard surfaces) and vacuumed (for carpet). Other surfaces shall be cleaned of any blemishes from move. All waste materials removed from site.

2. The Contractor shall provide a final report to document cleaning and inspection of all building areas and FF&E.

3. The Contractor shall turn all FF&E and IT item user and operating manuals over to the VA COR upon closeout activities.

18. BUILDING COMMISSIONING

The Contractor shall receive two (2) weeks’ notice prior to required date of super chlorination. The entire potable water system is to be super chlorinated.

19. REPORTING AND MEETING REQUIREMENTS

a. The Contractor shall provide the COR with weekly progress reports (original plus one copy).

Reports are due to the COR by the second workday of each week throughout the project's duration.

b. Agenda shall be distributed to the VA activation team one (1) business day prior to any meeting.

c. The Contractor shall record meeting minutes and provide the minutes to the COR and CO within three (3) business days of any meeting, including kick‐off meeting.

d. The weekly progress report shall cover:

1. All work completed during the preceding status period compared to the planned activities, including:

a. FF&E items moved and installed

2. The work to be accomplished during the subsequent status period relative to approved schedule

3. Any problems that arose, along with a statement explaining how the problem was resolved.

4. Any problems that have arisen but have not been completely resolved, with an explanation.

5. Any new risks identified during the preceding status period.

e. The Contractor shall attend a kick‐off meeting expected to be scheduled within fourteen (14) calendar days of contract award. The kick‐off meeting will be held at VA Palo Alto.

f. The Contractor shall attend (in person) and participate in weekly project meetings with the VA team during the Installation Phase.

g. The Contractor PM and, if necessary, key personnel shall attend a daily morning coordination meeting with the COR at the radiology building expansion during Installation Phase.

h. Throughout the Installation Phase, the Contractor shall immediately communicate to the COR any issues identified that may create or have created a schedule delay.

i. The Contractor shall attend (in person) a closeout meeting expected to be scheduled within fourteen (14) calendar days of the final Contractor‐performed activity. The closeout meeting will be held at the Palo Alto campus.

j. The Contractor shall provide the VA all outstanding deliverables at the closeout meeting.

20. DELIVERABLES

a. In accordance with this PWS, the Contractor shall produce the following deliverables:

1. Project management plan and its components

2. Web‐accessible inventory management system

3. Final inventory report

4. PlanGrid licenses

5. Final damage report

6. Final building and FF&E cleaning and inspection report

7. Weekly progress reports during the Installation Phase

8. Meeting minutes and Agendas

9. Excess parts and items

10. Equipment manuals

11. Door report reconciliation

b. The Contractor shall create, edit, and manage documents/deliverables in the English language using office automation software and provide the following deliverables in the identified formats, as needed:

1. Project management plan and its components ‐ .docx, .doc, .pdf, .xls, .xlsx, .ppt, .pptx

2. Integrated master schedule (IMS) ‐ .mpp

3. Progress reports ‐ .docx, .doc, .pdf

c. If for any reason any deliverables cannot be completed within the scheduled time frame required to meet the activation date, within three (3) business days of discovery the Contractor shall submit in writing to the COR and to the CO the reason for the delay including a firm commitment as to when the work will be completed. This notice to the CO and COR shall cite the impact on the overall project and include the project’s schedule, budget, quality, and risk.

The CO shall then review the facts and issue a response, in accordance with applicable regulations.

d. Submittals are required deliverables mutually agreed upon within the contract. Submittals have established delivery schedules as specified in the PWS. Failure to comply with these delivery schedules makes the contractor delinquent in performance. Such tardiness will be annotated in the contractor Performance Assessment Rating System (CPARS) interim and/or final ratings.

20.1. DELIVERABLE FORMATTING

The contractor shall provide deliverables as described in this PWS. Delivery schedule for deliverables are identified in the PWS. Due to the variations in project schedules, construction timelines, etc., deliverable due dates may be adjusted with prior notification and approval by the VA CO. For deliverables with a schedule yet to be determined, a mutually agreed upon schedule and/or format will be determined during the performance period. The agreed upon date must not delay the project schedule and must be tracked in the Activation Project Schedule for verification. Deliverables with a schedule and/or format to be determined are identified as "TBD" in the PWS.

Reports and documents delivered by the Contractor in performance of this contract will be considered "technical data" as defined in the applicable "Rights in Data" clause of the contract. All documentation shall reflect the latest version number, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with standard industry practices, ensuring electronically produced documents, which reflect logical flow of material, tables of contents, indices, and page numbering. The unexcused failure to comply with the delivery schedule makes the contractor delinquent in performance. Such tardiness will be annotated in the Contractor's past performance evaluation.

The Contractor shall deliver documentation in electronic format unless otherwise directed in the solicitation/contract. Contractor may be required to submit deliverables using software, such as MS Word 2010/2016, MS Excel 2010/2016, MS PowerPoint 2010/2016, MS Project 2010/2016, MS Access 2010/2016, MS Visio 2010/2016, AutoCAD 2010/2016, Adobe Postscript Data Format (PDF), Adobe Acrobat Pro, Revit 2010/2016, SPEXX, Submittal Exchange or similar, and Bluebeam, unless otherwise directed in the PWS, solicitation, or contract. All deliverables must be submitted in an editable format, such as Word. Example, PDFs are acceptable for final deliverables, as long as the Government is provided an editable version, should edits be required by the Government

The contractor is responsible for determining additional software needs, acquiring the software licenses, installing and maintaining necessary software (to include PlanGrid) throughout the project.

20.2. FILES

The contractor shall maintain complete and accurate files of documentation, records, copies of original results and reports, verified original data, corrected data, and corrected supporting final report required under the terms of the contract. The contractor shall not allow access to the files by any Government agency, non‐Government agency, or individual unless specifically authorized by the CO or designated representative. Files shall be made available to the CO, COR, or designated representative upon request. All files will become the property of the Government and shall be turned over to the CO, COR, or designated representative at the completion or termination of this contract. All briefings, reports, and other files produced by the contractor for the Government under the terms of this contract shall be property of the Government.

20.3 GOVERNMENT REVIEW OF DELIVERABLES

Unless specifically stated in the deliverable schedule, the Government has ten (10) business days to review and provide comments on submitted deliverables, unless deliverable reviews and changes are dependent upon third parties (i.e., construction Contractor, A/E firm, RE, etc.), in which case a reasonable review period will be discussed with the Contractor. The Contractor has five (5) business days to complete any necessary revisions and resubmit for Government review and acceptance.

Any deliverable submitted to the Government that is not reviewed and returned within ten (10) business days shall be considered “accepted” by the Government, except in the case described above regarding third party dependencies. The Government will make every effort to accomplish review in as little time as practicable.

21. RECORDS MANAGEMENT:

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

A master Record Plan will be maintained and updated on a weekly basis per VA standard.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e‐mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the CO. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub‐contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The contractor (and any sub‐ contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

22. CONTRACT AUTHORITY

Only a warranted CO, acting within their delegated limits, has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the CO attempts to make changes to the terms and conditions of this contract you shall not proceed with the change and shall immediately notify the CO. Coordination of routine technical matters with project members shall be accomplished through the CO’s Representative.

23. CONTRACTING OFFICER’S REPRESENTATIVE

A Contracting Officer’s Representative (COR) will be designated for this contract. The COR is authorized to act as an official representative of the CO. CORs are authorized to act within the limitations specified herein and according to their COR delegation letter (signed by the COR, CO and contractor) and written restrictions specifically imposed under the terms of the contract and by the CO. If delegations and restrictions of the COR delegation letter differ from the delegations and restrictions of the PWS, the delegation and restrictions of the COR delegation letter shall take precedence. The COR will be the primary Government point of contact for the contractor regarding general "tasking" requirements, deliverables, and other requirements under the contract.

CORs do not have the authority to direct changes in scope, price, terms and conditions of the contract. CORs do not have the authority to execute modifications to the contract which require the signature of the CO to bind the Government by contract in terms of a proposed change.

24. BUSINESS RELATIONS

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

24.1. CONTRACT MANAGEMENT

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the facilities where IOT&A services are being performed and the contractor's corporate offices.

24.2. CONTRACT ADMINISTRATION

The contractor shall establish processes and assign appropriate resources to effectively administer the requirements. The contractor shall respond to government requests for contractual actions in a timely fashion. The contractor shall identify a single point of contact between the Government and contractor personnel assigned to support the contractor. The contractor shall assign work effort, maintaining proper and accurate time keeping records of personnel assigned to work on the requirements.

24.3. PERSONNEL ADMINISTRATION

The contractor shall provide personnel management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

24.4. SUBCONTRACT MANAGEMENT

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The Prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI).

25. INHERENTLY GOVERNMENTAL FUNCTIONS

The Contractor shall not perform any inherently Governmental functions as defined by Federal Acquisition Regulation (FAR) Subpart 7.5. All program decisions shall be the sole responsibility of the Government.

The Contractor shall not counsel, mentor, make judgments and/or discretionary decisions or perform any other activities related to supervision of Government personnel.

If the Contractor believes that any actions constitute or are perceived to constitute inherently Governmental functions, the Contractor shall notify the CO immediately.

26. 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…