ATTACHMENT A - Amendment 2 IOTA PWS Canandaigua Activation Projects.pdf

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Initial Outfitting, Transition, and Activation Services (IOT&A) Contract

PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration

Canandaigua CARES Major Activation Support

Building 1 Renovation

Community Living Center Buildings and Community Center Building 9 Domiciliary

Building 3 – Physical Therapy Building

Date:

05/31/2022

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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 Canandaigua CARES Major – Building 1;

Community Living Centers Building 9; and building 3. The objective is to have the IOT&A project completed by the first day of clinical services, which is projected for each below. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

• Building 1 - Estimated BOD 2-1-2024; Estimated Day One 5-1-2024

• Community Living Centers - Estimated BOD 11-1-2023; Estimated Day One 2-1-2024

• Building 9 - Estimated BOD 11-1-2024; Estimated Day One 2-1-2025

• Building 3 Estimated BOD 11-1-2024; Estimated Day One 2-1-2025

2.0 Introduction

The National Activations Office (NAO) was approved by the Under Secretary of Health in Fiscal Year 2013 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 Projects and ensuring the Canandaigua Cares Activation Projects are 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. Activation services for each of the four Canandaigua projects will run concurrently.

Contractors should refer to the individual project schedules for timelines of tasks (Attachment B)

3.0 Background

VA has received approval for a super project (over 100 million) to revitalize the Canandaigua VA Medical Center.

This major construction project will renovate approximately 178,200 square feet of space in building 1. Services to be rendered in the renovated space in building 1 include outpatient mental health services, laboratory, pharmacy, and administrative support including the Director’s suite. 46,600 square feet in Community Living Center Small Houses and Community Building, CLC and Community building with accommodate 96 baseline nursing home beds and a community building. 48,600 square feet in building 9. Building 9 with house 48 beds of Domiciliary care as well as a new food and nutritional services department on the ground floor. 48,600 square feet in building 3. Building 3 will house rehab services, Adult Day Healthcare Services, Patient Resource and Recovery Center Service and offices for chaplain service, Prosthetics, and the Women Veteran Call Center.

4.0 Scope

Conduct all necessary Planning, and IOT&A activities, in accordance with the PWS, in support of the project(s) identified in paragraph 3.0 above. 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 management services, support for Interior Design, Furniture, Fixtures, and Equipment planning, and space planning for an already designed building; Acquisition planning and Procurement Packages; and Activation and Post Occupancy support associated with the projects. See the individual project schedules in Attachment B. Tasks for each project are expected to overlap during the different phases.

5.0 Applicable Documents

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

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A. Entire Construction contract W912QR-18-C-009 issued by Department of the Army January 18, 2018 and Entire Construction contract W912QR20C0001 issued by the Department of the Army October 23, 2019

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. 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, 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. Department of Veterans Affairs (VA) Directive 6500, “VA Cybersecurity Program,” January 23, 2019

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”, March 12, 2019

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, Logistics Management Procedures, January 8, 2020

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

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

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

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

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

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

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

JJ. 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/#/)

KK. 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.

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

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

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

OO. VA H-18-8 Seismic Design Handbook

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

QQ. VA BIM Standard

RR. International Building Code (IBC)

SS. NFPA 10: Standard for Portable Fire Extinguishers

TT. NFPA 70: National Electrical Code (NEC)

UU. NFPA 72: National Fire Alarm and Signaling Code

VV. NFPA 101: Life Safety Code

WW. International Plumbing code (IPC)

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

YY. Federal Acquisition Regulation (FAR)

ZZ. Veterans Affairs Acquisition Regulation (VAAR)

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 support services for Furniture, Fixtures, and Equipment (FF&E) and the possibility that any FF&E may be available through the https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/

5 | P a g e prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the Contracting Officer (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 course of 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.

9.0 Location and Hours of Work

The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the contractor’s facility. All Face-to-Face meetings will be held at the Government’s facility located at 400 Fort Hill Avenue, Canandaigua NY 14424. Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays 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 on Government site after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR). Some weekend hours are expected (i.e., inventory services, activation services).

Contractors must be on-site as needed during planning and activation activities for each of the projects at this location.

Government provided warehouse is located on-site.

There are eleven (11) 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

• Five (5) 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) Juneteenth – June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

• Any other Federal Holiday declared by the President of the United States

10.0 VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

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a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

a. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

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 purpose 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 is 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 C). 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 expenses will be reimbursed on an actual expenditure’s basis in accordance with FTR and FAR 31.205-46. Per diem expenses will be paid per the GSA daily rates https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C893248bc37af45d0c1c808d98e3a0180%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637697202044164525%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=%2BXogccMFSSDINRgqUy3EVVturB87oICMdmNouhFIzkI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C893248bc37af45d0c1c808d98e3a0180%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637697202044174479%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=jh3XrgT1VZkRCTvOK4DvFRKHPyAI7gnvkJHnOI5aWVc%3D&reserved=0

7 | P a g e for the location of travel. 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 Key Personnel

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 tasks assigned.

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 submitted proposal requirements identified in paragraph 12.0 of the PWS (Attachment A). Prior to substituting, removing or replacing any key personnel, the contractor shall notify the CO and COR 10 working days in advance. The contractor shall submit to the CO and COR 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 within 10 days of replacement. The CO and COR will evaluate the replacing person's resume to determine the experience and qualifications of the replacement are equal orto or exceeds those of the person's resume submitted with the contractor's proposal for that positionthe requirements identified in paragraph

12.0 of the PWS (Attachment A). New personnel shall not commence work until all necessary security requirements have been fulfilled and résumé provided and accepted. The CO and COR will evaluate such requests and promptly notify the contractor, within 5 business days, of approval or disapproval in writing

For the purposes of this contract, key personnel are listed below:

• Activation Project Manager o A minimum of seven (7) years’ experience as a Project Manager in healthcare IOT&A services, acting in a lead role over complex projects o A minimum of five (5) years’ experience in healthcare IOT&A services 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 Designer o A minimum of five (5) years of experience in healthcare facility design o National Council for Interior Design Qualification (NCIDQ) Certification or American Academy of Healthcare Interior Designers (AAHID) certification o Demonstrated experience in healthcare operations and related furniture, fixtures, casework/case goods and signage, and be able to translate requirements into design/construction/installation documents

• Senior Transition Planner http://www.gsa.gov/ftr

8 | P a g e o A minimum of three (3) years of experience in transition planning and relocation services on multi-phased healthcare projects o Experience in Federal Healthcare setting o 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, and relocation execution

13.0 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.

14.0 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.

15.0 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, site activation team, subject matter experts, NAO Program Manager, COR, CFM Resident Engineer, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The COR will include the Resident Engineer to complete a roles and responsibilities review of the construction project and activation project during the kick-off. The Contractor is to provide meeting minutes within three (3) business days after the Kick-Off meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security background process, reporting, COR responsibilities, invoicing, deliverable submission process), and contractual expectations. The Contractor shall be prepared to present the details of the intended approach, work plan, and project schedule, as well as make personnel introductions. Contractor will be given the opportunity to clarify contract requirements and expectations. The Government may elect to do a telephonic contract administrative kick-off meeting immediately following contract award, and an on-site programmatic kick-off meeting separately.

16.0 Tasks and Deliverables

This contract includes base tasks and optional tasks. Optional tasks are those tasks the Government may elect to award via contract modification at a future time if a need is identified during various phases of the construction and activation schedule. Optional tasks are pre-priced on a firm-fixed-price basis; however, optional tasks will be funded at the time they are exercised via a modification to the existing contract. The Government may elect to exercise none, some, or all of the optional tasks defined below, at any phase during the activation project. The Period of Period of Performance for the optional tasks will be established at time of exercise and shall not extend past the overall Contract’s end date.

16.1 Comprehensive Project Management Services

For all identified projects, Contractor is to provide Activation Project Management Services integral to the execution of tasks ensuring effective, efficient, and timely completion of contracted services. The Activation Project

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Manager shall not be reassigned without notification to the CO. The Project Manager may be required to be onsite as required per contract and lead user group meetings, installation activities, and project closeout. The Project Manager will ensure close coordination with the design and construction efforts of the building contractor

Project Plans, Schedules, and Reports:

The contractor shall support the VHA Activation Team’s planning, scheduling, and reporting requirements. The contractor is also responsible for developing an Activation Integrated Master Schedule (AIMS) which integrates activation activities, Activations Project Schedule, and the VA Information Technology Project Schedule, etc for all identified projects. The AIMS shall be coordinated with the CFM contract dates and the Lessor/building contractor’s construction schedule.

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

In the event a schedule deviation impacts the period of performance of this contract, the contractor shall provide in writing to the CO the reason for the delay, associated points of contact, and a request for extension. Extension requests must detail the amount of additional time required and are not automatically granted. The contractor shall document lessons learned throughout the project in the monthly status report.

Government Provided Share Site for Information Sharing:

The Contractor shall use the Government-provided SharePoint site for project documentation and information sharing. Project deliverables, schedules, reports, and management plans (all versions and final) shall be shared with the Government by posting on the Government-provided SharePoint site. Contractor shall update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. Revisions to schedules and plans since the last update shall be tracked and clearly identified. The project SharePoint site is the official repository for all project working documents and deliverables.

All project documentation shall be compatible with systems utilized by the medical facility with files downloadable by all parties.

# Deliverable Name Deliverable Description

16.1.1 Monthly Project

Status Report The Monthly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items in the Master Project Schedule, discuss moderate to high-risk items, and a summary of meetings attended. The report shall discuss any “lessons learned” during the reporting/billing period. If any changes to staff (prime or sub), or Key Personnel change during the month, and updated Attachment D, Contract Staff Roster shall be included. The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice.

The report shall cover the same time period as the invoice.

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During the months of acquisition support, the report shall provide a graph of equipment purchased, remaining, pending market research, approval or deferred to include percentages complete and dollar amounts.

16.1.2 Activation

Integrated Master Schedule (AIMS)

The AIMS shall be a color coded, time-lined graphic which marks the start and end dates of major element or sub-element milestones/gateway of construction which may impact the start, duration, or completion date of scheduled IOT&A tasks, shows major start and end dates of milestone/gateway events for purchased items, shows scheduled activities in activating or approving building systems and support contracts, and shows IOT&A events which may be impacted by schedule acceleration or slippage by others. A complete AIMS will include and demonstrate all construction milestone/gateway dependencies with both Government and contractor IOT&A-related processes from contract award to the completion of the contract itself. The schedule shall be coordinated with the lessor/building contractor’s AIMS to ensure contractor’s deliverables, reviews, submittals, and milestones do not delay or conflict with the lessor/building contractor’s schedule.

The lessor/building contractor’s schedule shall be given priority.

16.1.3 Individual Service

Project Schedules

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

16.1.4 Activation Project

Schedule

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

16.1.5 Risk Management

Plan and Log (Attachment E)

TEMPLATE PROVIDED ON GOVERNMENT SHAREPOINT SITE.

The contractor shall update and maintain the Risk Management Plan. The plan shall include an itemized listing of project-specific risks, challenges and perceived problems that are anticipated to threaten the projects. Risks identified shall include probability of occurrence, and level of impact. With each issue specified, the contractor shall list their proposed solution to mitigate or resolve the risk/challenge/problem. The plan shall cover all phases of the work. When identifying risks/solutions the contractor should consider items in areas that may cause the project to:

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

• not finish within budget;

• generate change orders;

• result in owner dissatisfaction;

• result in poor quality of services; and/or

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

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

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16.1.8 Change

Management Plan and Log (Attachment G)

TEMPLATE PROVIDED ON GOVERNMENT SHAREPOINT SITE.

Change Management applies to requests from user/user groups for changes to equipment lists resulting in impact to infrastructure requirements, and equipment and building layouts. The contractor shall coordinate with the SRE (or R/E) through the COR to identify cost, schedule, and scope impacts. The contractor shall identify appropriate members for a Change Management Committee, which will include key VA personnel and contractor personnel, and may include participation by representatives of the non-VA contributors to this project. The Change Management Plan shall develop processes for submitting, reviewing, and approving or disapproving change requests. The Change Management Committee will review all change requests and make recommendations to the Medical Center Director, who is the final approval authority for all proposed changes.

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

The contractor shall document requested and approved changes to the FF&E in a change management log. Contractor shall not direct changes. Any changes with infrastructure or space impacts will need coordination with the RE to determine any scope, schedule, or cost impacts prior to submitting for approval.

16.1.9 WBS

(Attachment H)

TEMPLATE PROVIDED ON GOVERNMENT SHAREPOINT SITE.

The contractor shall maintain/update/track the Government provided WBS on the SharePoint site. The WBS is to be updated to reflect current status and changes as they occur throughout the life of the projects

Government Provided Share Site for Information Sharing:

The Contractor shall use the Government-provided SharePoint site for project documentation and information sharing. Project deliverables, schedules, reports, and management plans (all versions and final) shall be shared with the Government by posting on the Government-provided SharePoint site. Contractor shall update and

16.1.6 Transition Plan The contractor shall develop and maintain a transition plan ensuring that it is updated to reflect the current status and changes as they occur throughout the life of each project. The transition plan at a minimum should address all major actions necessary for successful completion of the projects. The transition plan should, at a minimum include a:

- Delivery and installation plan

- Government acceptance plan

- Temporary, building protection plan

- Security plan

- Sequencing and outfitting plan

- Department master move schedule

- Department activity (individual service report)

- Training plan

16.1.7 Integrated Move

Plan (Attachment F)

TEMPLATE PROVIDED ON GOVERNMENT SHAREPOINT SITE.

The contractor shall use construction drawings to update the existing move plan on the Government SharePoint site. Contractor shall identify any special characteristics of the space.

12 | P a g e maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. Revisions to schedules and plans since the last update shall be tracked and clearly identified. The project SharePoint site is the official repository for all project working documents and deliverables.

All project documentation shall be compatible with systems utilized by the medical facility with files downloadable by all parties. At the end of the contract, all deliverables are to be turned over and/or coordinated for download between the contractor and the COR.

There are three separate SharePoint sites to manage contract deliverables, plans and reports. The three SharePoint sites are Phase 1, Building 1; Phase 2 CLC; and Phase 2, Dom & Bldg. 3. Deliverables for each project are to be kept and maintained on their assigned SharePoint site.

16.1.10 SharePoint Site Contractor shall update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. The SharePoint Like site is the official repository for all project documents/information.

Meeting Facilitation Services:

The contractor shall provide group facilitation services to key stakeholders and work groups for meetings required to perform contract PWS tasks. Key stakeholders include, but not limited to, Activation Team Members and Program Support Staff from Facilities, Logistics, Medical Maintenance, CFM RE, interior designers, and other project-related Government and Medical Staff as necessary. The contractor may identify additional ad hoc groups as approved by the COR. The contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions. The contractor shall coordinate meetings, and facilitate the groups to assess, analyze, recommend and document solutions as developed jointly by the contractor and the stakeholders and/or group members.

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

COR.

It should be noted that prior to award of this contract, CFM and the United States Corp of Engineers have worked diligently with the VAMC to produce the construction Contract and its corresponding appendices. This includes workflows, the program for design (PFD), floor layouts, room contents list (i.e. general equipment list), agency specific requirements, IT requirements, security requirements in the contract. The United States Army Corp of Engineers is the only party that is allowed to make changes to the items above (with the exception of the room contents list).

The contractor may not make changes to the items above (with the exception of the room contents list – provided there is no impact to infrastructure requirements). Any changes resulting from such an instance without the approval of the CFM RE will be borne on the contractor. In regard to changes to the room contents list, the contractor is allowed to make changes only within the lease/building contract parameters. This would entail further defining equipment listed in the room contents list. The contractor will also be responsible for scrubbing the equipment list to identify any equipment that is to be deleted or added.

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The contractor will be responsible for the equipment planning within the contractual boundary of the USACE Contract Room Content List and defined floor layouts. Any deviations will have to be routed through the COR and approved through the USACE RE and USACE CO.

The contractor shall assure that all appropriate personnel are invited to attend each meeting either telephonically or in person. The contractor’s PM should be available to attend requested meetings in person, as determined by the COR prior to the meeting. Beyond the contractor’s Project Manager, the total number of personnel required to attend meetings to support successful execution of the work for any given meeting is to be determined by the contractor and must be approved by the COR.

16.1.11 Meeting Minutes

and Meeting Agendas (Attachment P1 and P2)

Agendas shall be distributed no less than 5 days prior to the meeting.

Contractor to work with COR or designee in creating the agendas. VA meeting agenda template to be used if available Minutes shall be distributed no more than 5 days post meeting. Minutes of all meetings shall include agenda, attendees, action items and who is responsible for completion of the action items.

PWS Deliverable Updates:

After initial acceptance of any developed deliverable under any of the task(s) identified in the PWS, those deliverables will be updated and maintained as part of the Comprehensive Project Management Services Task.

16.1.12 PWS Deliverable

Updates Updates must be completed no later than 10 business days after identification of need by either the Government or the Contractor. Note: all updates shall reference this deliverable and the original deliverable numbers (i.e 15.1.11 update for 15.2.1)

16.2 Interior Design, FF&E, and Space Planning Services

Interior Design, FF&E, and Space Planning Services for Phase 1 Building 1, and for Phase 2 CLC will be awarded during the base year. Interior Design, FF&E, and Space Planning Services for Phase 2 Building 3 and Phase 2 Domiciliary will be awarded as Optional Tasks (Described in Section 16.0) at time of need. Contractors to reference Attachments R1-R4 for FF&E lists associated with each building/project. Contractor to reference Attachments S1-S4 for the drawings associated with each building/project. The services required under Interior Design, FF&E, and Space Planning Services are the same for each project, as described in the task below:

FF&E must complement any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the health care facility’s standards as provided by the Government. The contractor may be required to identify FF&E to purchase and install FF&E and visual arts and/or inventory, uninstall, pack, transport and reinstall existing FF&E and visual arts in the health care facility’s current inventory identified for reuse in the new facility following approval by the COR. Design support services include preparing cut sheets for FF&E and artwork, updating the room’s content list on the Government’s Sharepoint site, including updating spaces to be consistent with A/E drawings. Contractor is to work closely with the VA Interior Designer on all furnishings, space planning, and selections. Contractor shall ensure all selections are in accordance with the CD’s to avoid conflict resulting in either design or construction modifications.

Contractor to provide a system for tracking, managing and validating FF&E. The contractor will be validating all FF&E and defining all salient characteristics. “Validating” in the sense means a generic item has been identified by a specific manufacturer and model has not yet been identified. The contractor shall then develop the list to the

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“Approved” phase. “Approve” in this sense means the manufacturer and model has been selected, to include the salient characteristics of the item. The contractor will be responsible for finalizing furniture, fixtures, and artwork with VA Interior Designer and the COR (or other designated representative decision authority) with the purpose of moving the items from “validated” to “approved” in the database.

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

The general contractor will be required to identify all MEP information necessary and timelines needed. The IOT&A contractor is to develop the make and model of all equipment with the Design Documents. The VA will be responsible to provide the correct POC’s for the user group meetings who has the authority to make equipment decisions, such as identification of make and model of equipment, locations for all equipment – consistent with A/E drawings, and any J&As planned for the procurement of specified equipment. The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations. Any future changes to FF&E that have an impact on MEP will be routed through the Change Management process.

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

The contractor shall provide cut sheets for all FF&E items to VA Interior Designer. The contractor will be required to update the cut sheets as appropriate if options and accessories change the provided cut sheet and/or change design requirements. The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations. Any impact to MEP resulting from equipment changes must go through the Change Request process. The contractor shall utilize Space, Equipment, and Planning System (VA-SEPS) Joint Service Number (JSN) nomenclature in accordance with the VA BIM Guide (available at www.cfm.va.gov/til/bim/BIMGuide/modreq.htm) for all unique ID numbering. The cut sheets shall identify the basis of design item and shall show appropriate VA-SEPS JSNs. New JSN requests and JSN searches can be conducted at https://ms1691.facilities.health.mil/milstd1691/#/. The contractor shall develop a ROM to include estimated costs for storage, delivery, and installation

Contractor to provide physical mock-ups of complex spaces and patient rooms for the CLC only. The mock-ups shall be built using cardboard and available equipment from the site. Contractor shall report on all mock-up services completed with recommendations and findings as a result of the mock-ups. Contractor is to provide life size (to scale spaces by laser cutting of Gatorboard, foam core, or other temporary construction substrate. The contractor is to determine the construction method to allow minor wall accessories to be mounted and notes to be pinned.

Walls are to be constructed to be free-standing and appropriately braced. Location of cubicle curtains and door swings to be demonstrated by overhead tracks and/or drawn on the floor to show where the door swing and drapes impact space. The rom layout and items reflected on the walls shall be laid out to match the floor plan locations with the flexibility to move them around to find optimal layout. Contractor to provide laminated/Velcro cutouts for power, data, light switches, thermostat, panic buttons, and other small devices attached to the walls.

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Sinks, cabinets, and casework to be built out of cardboard to scale. Contractor is to coordinate with the site to obtain samples of furnishings, equipment, and other FF&E items to use in the mock-up rooms. All coordination or delivery and installation is to be done by the contractor. If the site does not have room to provide the space needed for building mock-ups, contractor to provide temporary space using Other Direct Costs.

16.2.1 FF&E Cut Sheets Cut Sheets shall include a photo of the item, finishes, specifications, instructions, dimensions, etc., that apply to that specific item. Cut sheet information shall be specific enough to convey information to the VA as they will need to purchase and install the product, but general enough to allow competition across multiple manufacturers. Contractor shall prioritize cut sheets for long lead time items.

16.2.2 Artwork Cut Sheets Artwork Cut Sheets shall include the following information:

1) Job name, number, location, and date.

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

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

4) Frame description and sample

5) Installation type (i.e. Security hardware, cleats, stand-offs, etc.)

16.2.3 Artwork Placement

Plan

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

16.2.4 Master Key Plan Develop Master Key plan to include door/furniture cores and electronic and mechanical access control devices. The plan should include an assessment of compliance with applicable Homeland Security and VA security requirements.

1) Provide a…