ATTACHMENT A - PWS Kearny Mesa Revised 6-9.pdf

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PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

VA San Diego Healthcare System

San Diego / Kearny Mesa Outpatient Center

Project Title:

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

Date:

May 26, 2021 ii

Table of Contents

1.0. Objective

2.0. Introduction

3.0. Background

4.0. Scope

5.0. Applicable Documents

6.0. Contract Type

7.0. Non-Personal Services

8.0. Organizational Conflict of Interest

10.0. Location and Hours of Work

11.0. Travel

12.0. Contractor Personnel, Disciplines, and Specialties

12.1. Key Personnel

12.2. Employee Identification

12.3. Conduct of Personnel

13.0 Contract Kick-Off Meeting

14.0. Specific Tasks

14.1. General

14.1.1. Tasks/Deliverables

14.2. Description of Services

14.2.1. Comprehensive Project Management Support Services

Deliverables:

14.2.2. Activation Planning and Support Services

14.2.3. Activation/Implementation

14.2.3.1 Testing

14.2.3.2 Training

14.2.3.3 Relocation

Deliverable:

15.0. Deliverables

15.1. Deliverable Formatting:

15.2. Files

16.0. Records Management:

17.0. Contract Authority

18.0. Contracting Officer’s Representative

19.0. Business Relations

19.1. Contract Management

19.2. Contract Administration

19.3. Personnel Administration

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19.4. Subcontract Management

19.5. Employee Identification

19.6. Inherently Governmental Functions

19.7. Non-Personal Service

20.0. Invoicing

20.1. Mandatory Electronic Invoice Submission

21.0. Coordination with Other contractors

22.0. Government Furnished Materials

22.1. Government Furnished Property, Equipment and Services

22.1.1. Government Furnished Property (GFP)

22.1.2. Government Furnished Property Close Out

22.1.3. Use of Government Furnished Property

22.2. Administration of Government Furnished Property

22.2.1. Property Control Plan

22.2.2. Inventory of Government Furnished Property

22.2.3. Reporting of Government Property

22.2.4. Loss, Damage, Destruction or Theft of Government Property

23.0. Quality Assurance

23.1. Government Surveillance

23.2. Government Remedies

23.3. Quality Control

23.4. Performance Metrics

24.0. Special Requirements

24.1. Security and Safety

24.1.1. Position/Task Risk Designation Level(s)

24.1.2. contractor Personnel Security Requirement Responsibilities

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B - VA INFORMATION AND INFORMATION SYSTEMS SECURITY/PRIVACY LANGUAGE VA HANDBOOK 6500.6, APPENDIX C, MARCH 12, 2010

GLOSSERY OF ACRONYMS

1.0. Objective

The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with Initial Outfitting, Transition, and Activation (IOT&A) services for the for Kearny Mesa Community Based Outpatient Clinic (CBOC) in VA San Diego Healthcare System. The objective is to complete the activation for the Kearny Mesa CBOC IOT&A project. The anticipated Beneficial Occupancy date is August 02, 2021 and activation work is expected to begin on that anticipated date. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2.0. Introduction

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 medical center is in full planned operations on ‘Day One’ (the first day clinical services are scheduled to be available to Veterans). Contractor services are often required to support the medical center's Activation Team.

3.0. Background

The existing Kearny Mesa Community Based Outpatient Clinic (CBOC) in VA San Diego Healthcare System, cannot accommodate the needs of Veterans residing in the service area due to space constraints. Demand for services has continued to increase. The existing 43,473 Net Usable Square Feet (NUSF) Kearny Mesa CBOC will expand into a 99,986 NUSF building to support audiology, mental health, laboratory and pathology, tele-medicine, optometry, podiatry, and primary care. This lease will support the Patient Aligned Care Team (PACT) and Integrated Mental Health models, which will help address current patient privacy standard concerns as well as provide adequately sized exam rooms that meet current VA space criteria. IOT&A services for warehousing and activation support are under another contract. The purpose of this contract is to support the activation of new CBOC.

4.0. Scope

Conduct all necessary Planning and IOT&A activities in accordance with the PWS, in support of project identified in paragraph 3.0. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope includes project support for planning, activating, outfitting, and transitioning staff and veterans/patients associated with the project during FY20 through FY21. The scope of this services acquisition includes compatible comprehensive project management, activation/implementation, testing and training, and relocation services.

5.0. 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 2006

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

H. 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, 2003

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. VA Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 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, 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. MIL-STD-1691 Construction and Material Schedule for Military Medical, Dental, Veterinary and Medical Research Laboratories, December 1, 2016 (https://ms1691.facilities.health.mil/milstd1691/#/)

MM. 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.

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

OO. VA PG-18-14 Room Finishes, Door, and Hardware Schedule

PP. VA PG 18-4 Standard Details and CAD Standards

QQ. VA H-18-8 Seismic Design Handbook

RR. VA Signage Design Guide https://downloads.va.gov/files/CFM-TIL/signs/

SS. VA BIM Standard

TT. International Building Code (IBC)

UU. NFPA 10: Standard for Portable Fire Extinguishers

VV. NFPA 70: National Electrical Code (NEC)

WW. NFPA 72: National Fire Alarm and Signaling Code

XX. NFPA 101: Life Safety Code

YY. International Plumbing code (IPC)

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

AAA. Federal Acquisition Regulation

BBB. Veterans Affairs Acquisition Regulation

6.0. Contract Type

This is a Firm-Fixed-Price (FFP) Contract. This Contract is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside under FAR Parts under 12, 13 and 37.

7.0. Non-Personal Services

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

8.0. Organizational Conflict of Interest

Per FAR Subpart 9.5, Organizational Conflict of Interest, due to the requirement of the contractor providing acquisition support services for Furniture Fixtures and Equipment (FF&E) and the possibility that any FF&E may be available through the prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the contracting officer, neither the prime contractor nor its subcontractors or consultants may participate as an offeror, https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/ 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 the task order.

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

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 the awarded Task order.

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

10.0. Location and Hours of Work

This PWS requires work to be performed offsite at contractor provided office space or alternate work site(s) (i.e., the warehouse, old clinic space, VA Medical Center Campus). Performance for this service will require a combination of on-site work at SD Kearny Mesa and off-site locations listed below:

• Activation Warehouse: 1330, 30th Street, Suite G, san Diego CA 92154

• Existing clinic: Mission Valley CBOC located at 8810 Rio San Diego Drive, San Diego CA 92108

• New Clinic- Kearny Mesa CBOC, located at 8875 aero Drive, San Diego CA 92123

• VA Medical Center (Main Campus) located at 3350 La Jolla Village Drive, San Diego CA 92161

• VA SCM storage: 9755 Birch Canyon Place, Suite #100, San Diego 92126

Normal workdays are Monday through Friday, except US Federal Holidays. Typical work days are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place after normal working hours, on weekends, or on Federal holidays unless specified at the TO level by the site COR. Some weekend hours are expected (i.e., inventory services).

The ten (10) Federal holidays set by law (USC Title 5 Section 6103) that the VA observes are as 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 1

(2) Independence Day - July 4

(3) Veterans Day - November 11

(4) Christmas Day - December 25

11.0. Travel

Cost-reimbursable travel will be included in the final award based upon the Government’s estimated need. The Government will not reimburse any living or relocation costs of contractor employees from other geographic areas. The purposes of staffing the contract is considered the cost of doing business and is not subject to reimbursement. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees, if it is necessary contractor personnel be located near project site.

Local travel, within a 50-mile radius from the place of performance will not be reimbursed. The Government will not pay travel charges for travel to and from the contractor employee’s home and government office or from one Government facility to another. Travel beyond a 50-mile radius of the contractor’s facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the Contracting Officer’s Representative (COR) via the Travel Authorization Request (Attachment B). The contractor must obtain written approval from the VA COR BEFORE any travel begins, utilizing the Travel Authorization Request form. Other documents or e-mails will not be accepted as pre-approval. Travel that occurs without written pre-approval will not be reimbursed. Travel and per diem expenses will be reimbursed on an actual expenditure’s basis in accordance with FTR and FAR 31.205-46. Travel that occurs without written pre-approval will not be reimbursed. To be reimbursed for travel, the Contractor shall submit supporting documentation as required by FTR with invoices. FTR requires for any temporary travel destination you must provide a receipt to substantiate your claimed travel expenses for lodging and a receipt for any authorized expenses costing over $75 (FTR 301-11.25). Expenses for subsistence and lodging will be reimbursed to the Contractor only to the extent where an overnight stay is necessary and authorized by FTR in effect at the time of the stay for the specific location.

Approval for rental vehicles is discouraged and will be approved on an individual basis. Additional information can be found at: http://www.gsa.gov/ftr.

12.0. Contractor Personnel, Disciplines, and Specialties

The contractor shall provide the necessary qualified personnel, materials, resources, and infrastructure to manage, perform, and administer the contract. The contractor shall accomplish the assigned work by employing and utilizing the identified key personnel with appropriate combinations of education, training, and experience as well other identified personnel with education and experience appropriate for the task assigned.

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

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

12.1. Key Personnel

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

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

• Activation Project Manager o A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over complex projects o A minimum of five (5) years’ experience in healthcare IOT&A services http://www.gsa.gov/ftr o A minimum three (3) years’ experience in activating Federal healthcare facilities o Demonstrated experience in healthcare infrastructure, operations, and have direct experience in transition activities

• Senior Transition Planner

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

- Experience in Federal healthcare setting

- Demonstrated experience 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, and post-move cleanup

12.2. Employee Identification

All contractor employees working at a Government facility shall wear company Identification and/or 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. When communicating with other contractors or businesses relative to market research or acquisition planning services required under this contract, the contractor Employee shall state that the purpose of the communication is to conduct market research on behalf of the Government for the activation of the applicable project.

12.3. Conduct of Personnel

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

13.0 Contract Kick-Off Meeting

The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees should include the contractor, key stakeholders and subject matter experts, VHA Activation Program Manager, COR, CFM Resident Engineer, and the CO. The COR, in collaboration with the contractor and CO, shall coordinate dates and an agenda. The COR will include, the contractor and the Resident Engineer to complete roles and responsibilities of the construction project and the activation project during the kick-off. The contractor is to provide an agenda to all attendees prior to the meeting. The contractor is to provide meeting minutes within five (5) business days after the Kick-Off meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security background process, reporting, COR responsibilities, invoicing, deliverable submission process), and contractual expectations. The contractor shall be prepared to present the details of the intended approach, work plan, and project schedule, as well as make personnel introductions and have the opportunity to clarify contract requirements and expectations. If an on-site Kick-Off meeting is not feasible, a teleconference may be set up.

If feasible, the IOTA contractor will also participate in the building contractor Kick-Off. Ideally, these would occur on the same day as the IOTA contract kick-off.

14.0. Specific Tasks

14.1. General

The contractor shall provide deliverables as described in the PWS. Delivery schedule for deliverables are identified in the PWS. 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 Integrated Master Schedule for verification. Deliverables with a schedule and/or format to be determined are identified as "TBD" in the PWS.

14.1.1. Tasks/Deliverables

The deliverables described associated with the tasks below as predefined are specific in nature. Contract may encompass more than one specific requirement listed below. Deliverables are not mutually exclusive to one specific task; a deliverable may be required across multiple tasks.

14.2. Description of Services

14.2.1. Comprehensive Project Management Support Services

The Contractor shall deliver a Comprehensive Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support.

Vendor comprehensive management combines experienced Project Managers (PMs) with an integrated and multidisciplinary team approach; our experienced PM(s) follow the Project Management Body of Knowledge (PMBOK) which includes schedule and resource management, communication, quality and risk monitoring, and stakeholder engagement.

Project Management, Quality Management, Risk Management, Resource Management and Communications Management Plans will be developed within the first project month and updated throughout the performance. Contractor shall employ a structured implementation of both Quality Assurance (a planned approach to doing work and providing confidence that our team will meet expectations) and Quality Monitoring (the act of checking work against a standard and ensuring established criteria are met). Quality monitoring will include both review of the Performance Work Statement (PWS) by the PM to ensure on-time submittals and effective resource utilization, and review by the Contractor functional leads for technical acceptance.

The Risk Management Plan involves three basic steps. First the Contractor PM/Team identifies risks and documents their characteristics. Then risks are evaluated and prioritized based on the potential impact to project activities and objectives. Finally, Contractor will develop courses of action to monitor and mitigate risks. If the risk cannot be mitigated, a contingency plan will be developed. Both risk mitigation and contingency plans are generated when the consequences of the risks are determined to be high or unacceptable.

The PM and members of the Contractor multidisciplinary team shall be on-site to conduct executive briefings, participate in installation activities and complete project closeout. Meeting agendas will be developed when the meeting is scheduled and distributed accordingly (a minimum of one business day prior to the meeting). Meeting minutes shall be provided within three business days. For meetings that occur over several days meeting minutes shall be provided within three business days of the final meeting.

The PM shall support the local activation team with reports, presentations, graphics, and photos as needed to communicate next steps, accomplishments or engage project stakeholders.

Contractor shall develop and maintain a SharePoint-like site for project documentation and information sharing amongst all key stakeholders. The site shall be organized in a logical manner. Deliverables shall be clearly identified as either submittals for review or final versions that have been approved by the Government. When applicable, revisions shall be clearly marked with the revision number and date.

Tasks include but not limited to:

• Contractor shall maintain a risk register that will call attention to any identified project risks that will be updated and reviewed on all project calls.

• Contractor shall provide ongoing support for the warehouse/activation contractor staffing plan that will provide the VA the names of contractor personnel, their specialty, and their schedule to be onsite.

• Contractor shall continue maintaining a project schedule that includes construction milestones and is updated during the performance of this service bi- monthly.

• Contractor shall continue maintaining a share site that will hold all the project deliverables developed as part of this service. Access will be provided to specified VA stakeholders to access.

• Contractor shall maintain meeting agendas that will be developed when the meeting is scheduled and distributed accordingly.

• Contractor shall perform a gap analysis as part of the technical approach to validate provided documentation to prevent redundant efforts and identify any potential issues impacting outfitting and activation.

• Contractor shall conduct a knowledge transfer meeting at the beginning of contract award to receive all prior finalized documentation for turn-over.

Deliverables:

• Contractor Project Management Plan

• Activation Project Schedule (APS)

• Monthly Progress Status Report

• Risk Management

• RFI Support

• Meeting Facilitation/Meeting Minutes

• Activation Planning Meeting

• Gap Analysis

• Share Site for Information Sharing

• Documentation Transfer / Closeout

• Lesson Learned

14.2.2. Activation Planning and Support Services

The contractor shall develop and maintain a transition plan ensuring that it is updated to reflect the changes as they occur before and throughout the life of the project.

Contractor shall continue at a minimum to address all major actions necessary for successful completion of project or as described in this request. The transition plan should include a delivery and installation plan, a government acceptance plan, a temporary building protection plan, a sequencing and outfitting plan, a calibration and testing plan, a department master move schedule, a departments/activities individual service reports, a cleaning and housekeeping plan, and training plan.

Tasks include but not limited to:

• Transition Planning

• Building Walk-Through

• Building Protection

Deliverables:

• Activation Plan

• Move Plan

14.2.3. Activation/Implementation

Contractor shall provide testing, and training services for all FF&E. Testing milestones shall be identified and tracked on AIMS.

Contractor shall provide delivery, installation, testing, and training services in conjunction and coordination with the Procurement Package activation. Delivery, installation, and testing milestones shall be identified and tracked on APS and AIMS.

Contractor will apply protective materials to the floors and walls to protect the facility surfaces during the Installation and Testing phases

A walk-through will be conducted at BOD, prior to any outfitting, to note existing damages in the building.

Protective materials are then installed throughout the building according to the plan. This will include floor protection, wall protection, etc. At the end of outfitting, the building protection materials are removed.

Another walk-through is conducted to note any new damages that were not identified during the initial inspection.

Tasks include but not limited to:

• Contractor shall coordinate with vendors for the tracking of and shipping information, delivery services, receiving (including receipt information), anticipated and real time delays of FF&E .

Installation of all items shall be in accordance with manufacturer instructions. The contractor shall install all FF&E except for those items designated by the Government to be installed by the manufacturer/vendor or general contractor.

• Contractor shall oversee and test (if applicable) items installed in accordance with manufacturer instructions by the Vendor or BPA contractor.

• Contractor is responsible to make sure that all trash and debris generated during the installation process are removed by the vendor who performed the install (e.g. removing debris offsite).

However, should oversight or unforeseen conditions occur that result in unaccounted trash/debris, the IOT&A contractor shall dispose of them properly. No dumpsters will be provided onsite for use.

• Government acceptance of installation services will occur after installation of items is complete.

For items that the Government does not accept due to installation issues by the vendor, or when acceptance is contingent upon additional work by the vendor, the IOT&A contractor shall provide a punch list and a punch list schedule to the COR.

• The Government will identify items that require Clinical Engineering checks / testing. The IOT&A contractor shall provide testing services as required for equipment that requires certification prior to use. Verification of testing shall be provided to the COR.

14.2.3.1 Testing

Contractor will deliver, install, and test VA designated medical equipment and furnishings for the new Kearny Mesa CBOC.

Tasks include but not limited to:

• Delivery, Installation and Testing Medical Equipment (Certain Pieces)

• Coordination of Vendor Delivery and Vendor Installed Equipment

• Biomedical Support Plan & Reports

• Equipment Inspection Record

• Technical Inspection Checklist

14.2.3.2 Training

Provide training for Clinical, Biomedical Engineering, Environmental Services and Safe Patient Handling (SPH) staff on operation of installed equipment to include, but not limited to, patient lift equipment, slings, and maintenance equipment. Specific task(s) associated with this type of work will be identified and qualified in each individual task.

Contractor will provide and document required training and certification for the Kearny Mesa staff. Specialized equipment training will also be included, as part of Contractor oversight to ensure that staff is oriented with all new equipment. Contractor will place special emphasis on train-the- trainer to develop proficient staff experts who are thoroughly oriented to the new care environment (equipment, systems, and furniture). These trained staff members will be utilized as peer mentors that support DIL exercises and simulation of high-risk and high- volume scenarios prior to the first patient day. Original equipment manufacturer/vendor training will be provided in accordance with the requirements set by the specific manufacturer. Contractor also understands that VA BMETs and Clinical Staff will assume responsibility for all post-move operations.

Tasks include but not limited to:

• Initial training for the following types of staff:

• Clinical

• Biomedical Engineering

• Environmental Services

• Provide training reports

• Provide training plan for future new staff

• Provide an excel spreadsheet to track all training completed.

14.2.3.3 Relocation

Contractor shall provide relocation services for miscellaneous supplies, employee belongings, equipment, etc. into the new space.

Tasks include but not limited to:

• 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

As move-day approaches, Contractor will initiate intensive management that includes red-zone review and targeted meetings to identify and correct issues. One of Contractor’s highest priorities for a successful move is constant and effective communication to ensure the staff remains informed and up to date.

Contractor’s Activation Manager and Transition Planner will conduct multiple meetings with each department to develop and implement a targeted transition and relocation plan. The department-based plan will consider the type of care provided, patient scheduling, the amount and type of reuse equipment, information technology and how to best support current staffing.

Status briefings will be conducted to keep everyone affected by the move informed.

Tasks include but not limited to:

• Contractor shall provide fall labor, materials, and equipment for relocation services from old facility to new facility.

• 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

Deliverable:

• Delivery, Install, and Equipment Testing

• Training

• Relocation

15.0. Deliverables

The contractor shall provide deliverables per the task/delivery schedule:

Deliverable NO. Deliverable Name Description Due Date

Contractor Project Management Plan

Describes how the project will be executed, monitored, and Controlled.

Contains (2) major components:

• Project Baselines

• Scope baseline (incl.

Work Breakdown Structure, or WBS) ○ Schedule baseline ○ Cost baseline • Subsidiary Plans ○ Management plans for change, communications, configuration, cost, resource, process improvement, procurement, quality, requirements, risk, schedule, scope and stakeholder

Initial – TBD days after NTP

Updated - as required, formally updated/submitted at the end of the month in which a change has occurred

Activation Project Schedule (APS)

Develop and update a detailed Activation Project Schedule (APS). The APS shall track all major milestones to demonstrate effective management and execution of the project by the contractor, illustrate timely performance, and identify delays or potential delays to the project. The APS shall include dates from the construction schedule through Day One, and Project Closeout. The APS shall identify key tasks, start and completion dates, duration of tasks to be completed by the contractor to satisfy the requirements of the contract. Any schedule deviations will be annotated in the Monthly Project Status Report. The Initial APS must be reviewed by the Government and the agreed upon Initial APS shall be set as the Schedule Baseline for the Activation Project.

Baseline Draft (Initial) - 15 days after NTP, or NLT the date of the Contract Kickoff/Gap Analysis, whichever comes first • Baseline Final (Initial) - 15 days after the conclusion of the Contract Kickoff/Gap Analysis • Updated -updated weekly as required, formally submitted monthly

Monthly Progress Status Report

Provide 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 activation project schedule, discuss moderate- to high-risk items, and a summary of meetings attended. The report shall discuss any "lessons learned" from the reporting/billing period. This report shall correlate to and be submitted with the monthly invoice and shall cover the same time as the invoice.

Monthly beginning with the month of contract award and ending with a final submission at Project Closeout. Contractor to use Attachment I to record all Meeting Minutes

004 Risk Management

Provides the approach for identifying, analyzing, and monitoring risks. Contains the following elements:

• Risk strategy • Methodology

• Roles and responsibilities

• Funding; timing • Risk categories (incl. Risk Breakdown Structure, or

RBS)

Initial-15 days after NTP or NLT the date of the Contract Kickoff, whichever comes first• Updated (Risk Register) -informally updated weekly, formally updated/submitted monthly• Updated (all except Risk Register)

- as required, formally updated/submitted at the end of

• Stakeholder risk appetite

• Definition of risk probability and impacts

• Probability and impact matrix

Reporting: and tracking Risks shall be discussed regularly during project meetings.

the month in which a change has occurred

005 RFI Support

Provide RFI support for questions pertaining to the project from the contractor in support of VA, as pertains to the activation of the Kearny Mesa CBOC

Various TBD of the status of the project

006 Meeting Facilitation/Meeting Minutes

Provide group facilitation services to key stakeholders and work groups for meetings required to perform the requirements of the contract.

The Contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting all decisions. The Contractor shall coordinate meetings, and facilitate the groups to assess, analyze, recommend, and document solutions as developed jointly by the Contractor and the stakeholders. Prepare, distribute, and post Agendas and Meeting Minutes.

Sign-in sheets/rosters) for all meetings facilitated by the Contractor. Provide Meeting Facilitation Reports to include all meetings scheduled and facilitated.

Report should include a copy of all Meeting Minutes provided and proof of dissemination.

Facilitation as required meet the objectives of the Contract

• Meeting Agenda

- delivered at least 1 business day prior to the meeting for regular and recurring meetings; delivered at least 5 business days prior to the meeting for larger events, such as User Group Meetings

• Meeting Minutes delivered within

3 business days of the meeting;

for multi-day affairs, will be delivered within 3 business days of the final day of meetings.

• Meeting Facilitation Report submitted monthly

007 Activation Planning Meeting

Provide testing, and training services for all FF&E and relocation services

Activation planning meetings going to weekly 8 weeks from activation and the daily in the final week or 2 before activation

008 Gap Analysis

To identify what needs to be done against the VA provided FF&E validation, provided documentation to provide a technical approach to services rendered.

Initial-60 days after NTP, will provide recommendation based on government provided documents

009 Share Site for Information Sharing

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

Daily updates, as required by Deliverable and project schedule

010 Documentation transfer/ closeout

Transfer of all project documentation before end of contract.

Various, TBD in detail the time of Option execution based on then current project status

011 Lesson Learned

Develop and provide a list of all lessons learned at project close-out.

Various, TBD in detail the time of Option execution based on then

012 Activation Plan

Provide IOT&A services based on the gap analysis completed by the PM and documents provided by the government.

Initial-60 days after NTP, will provide recommendation based on government provided documents

013 Move Plan

Provide executable move plan.

At least 60 days before construction completed

014 Delivery, Install, & Equipment testing

• Delivery, installation and testing of medical equipment.

Coordination of vendor delivery & installation (3rd party vendor management).

Within 60 days of construction completion

015 Training

Training to be provided as needed to staff and personnel on the orientation and proper use of new equipment.

Various, TBD in detail at the time of Option execution based on then

016 Relocation

Provide all labor, materials, and equipment for relocation services from old facility to new facility.

• Hand receipts

• Installation Reports

• Red Zone review • Walk-through Daily Job Activity Report

(JAR)

At least 60 days before construction completion

15.1. Deliverable Formatting:

The contractor shall provide deliverables per the above schedule. For deliverables with a schedule yet to be determined, a mutually agreed upon schedule and/or format will be determined during the performance period.

Deliverables may be a “moving target date” depending on construction schedule. Deliverables with a “moving target date” dependent on construction schedule will be identified as "Building Occupancy Date (date building is turned over for outfitting etc.) minus X number of days”. The agreed upon date must not delay the project schedule and must be tracked in the AIMS for verification.

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 contractor shall deliver all project documentation in electronic format to the Government provided sharepoint site unless otherwise directed in the solicitation/contract. Computer licenses for the use of delivering contract deliverables is the responsibility of the contractor.

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.

15.2. 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. The Government provided project sharepoint site is the official project file. All versions (drafts and final) are to be uploaded, updated and maintained on this site. No other sharepoint site is to be used for maintaining project files.

16.0. Records Management:

The 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.

The 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.

The 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.

The 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.

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.

The 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.

The 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.

17.0. 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 COR.

18.0. Contracting Officer’s Representative

A 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.

The contractor shall only accept instruction from the Contracting Officer or the designated COR, and only perform work that is under 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.

19.0. 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.

19.1. 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.

19.2. 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.