ATTACHMENT A - ROLLA IOTA - Performance Work Statement.pdf

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PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration

Harry S Truman VA Medical Center Multi-Specialty CBOC to be Located in Rolla, Missouri

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

Date:

05/13/2024

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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 Rolla, MO Community Based Outpatient Clinic (CBOC). The objective is to have the IOT&A project completed by the first day of clinical services, which is projected for July 2027. This date is based on Construction Facilities Management (CFM) current project award schedule, estimating a construction award by August 30, 2024.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 Bakersfield Community Based Outpatient Clinic (CBOC) 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 U.S. Department of Veterans Affairs has been approved for a Major Build-to-Suit lease to operate a new Multi- Specialty Community Based Outpatient Clinic (CBOC), location to be determined, in Rolla, Missouri. Currently the VA Office of Real Property and other support offices are working to secure award to a developer wanting to create this new site of care for VA use. The size of the facility is approved for 79,291 gross square feet with 58,734 net usable square feet. The facility will provide space for Primary Care, Mental Health, Physical Therapy & Prosthetics, Eye Clinic, Dental Clinic, Audiology Department, Imaging, and include a laboratory. The facility will include 400 parking spaces.

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 support for planning, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project.

The scope of services includes Comprehensive Project Management, Comprehensive Interior Design, FF&E, and Space Planning Support; Concept of Operations (CONOPS) and Transitioning Planning; Acquisition Support Services to include Package Development, Activation, Delivery, Relocation and Installation, Training, and Turnover and Post Occupancy Support for the identified project.

5.0 Applicable Documents

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

A. Entire Lease/Construction contract (Contract# TBD) to include the L100 from the Lease, Lease Design Narrative Appendix A-F

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

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

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

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

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

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

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

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

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

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

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

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

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

(CHAMPUS)”

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

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

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

R. Department of Veterans Affairs (VA) Directive 6500, “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

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

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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 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 https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/

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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 800 Hospital Drive, Columbia, MO 65201. 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).

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 Reserved

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 expenses will be reimbursed on

6 | P a g e 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 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. 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 or exceed those of the person's resume submitted with the contractor's proposal for that position. 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, acting in a lead role over healthcare space related projects o A minimum five (5) years’ experience in initial outfitting, transitioning, and activating (IOT&A) healthcare facilities o Demonstrated experience in healthcare infrastructure and operations o

• 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 o

• Senior Transition Planner o A minimum of three (3) years of experience in transition planning and relocation services on multi-phased healthcare projects o Experience in healthcare setting http://www.gsa.gov/ftr

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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. Additionally, the Harry S Truman VA Medical Center (VAMC) requires onboarding contractor employees to follow local contractor badging protocols as well as construction safety coursework.

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, Alternate COR, Construction & Facilities Management (CFM) Resident Engineer (RE), and the CO. The Contractor, in collaboration with the COR/ACOR 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. If feasible, the IOTA contractor will also participate in the CFM construction Kick-Off (post-award) Meeting. Ideally, these would occur on the same day.

16.0 Tasks and Deliverables

This contract includes base contract 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. The Government may elect to exercise none, some, or all of the optional tasks defined below, at any phase during of the activation project.

16.1 Comprehensive Project Management Services

Provide comprehensive Pre-planning and Activation Project Management Services integral to the execution of tasks ensuring effective, efficient, and timely completion of contracted services. The Activation Project 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 and/or participate in user group and Integrated Project Team (IPT) meetings, manage and provide installation activities, and project closeout support. The Project Manager will ensure close coordination between the COR (OCAM Activation Office), ACOR (Medical Center Activation Office), and the CFM Resident Engineer Office during the design and construction activities.

Project Plans, Schedules, and Reports:

The contractor shall support the VHA Activation Team’s planning, scheduling, and reporting requirements.

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The contractor shall support the Facility Activation Project Manager in establishing a local level Integrated Project Team (IPT). The purpose of the IPT is to provide timely input to concept and design development, identification, planning, and execution of procurement functions, and logistical and operational requirements in order to bring the project into operation. Stakeholder engagement is vital to a successful outcome. IPT members should include, at a minimum: local OI&T, Infection Control, Emergency Safety & Preparedness, Supply Chain Management Service (SCMS), Patient Safety, Fiscal office, Privacy, Engineering , Police, Environmental Management, project RE, local Union representation, Biomedical Engineering, Interior Design, Network Contracting Office, Public Affairs, and other key end users as defined by COR/ACOR.

The contractor is also responsible for developing an Activation Integrated Master Schedule (AIMS) which integrates activation activities, Construction Project/Schedule, and the VA Information Technology Project Schedule, etc. The AIMS shall be coordinated with the CFM contract dates and the Lessor’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 COR/ACOR, 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.

# Deliverable Name Deliverable Description

16.1.1 Monthly Project

Status Report

** mandatory part of this contract

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 C, 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 period as the invoice.

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)

** mandatory part of this contract

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

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16.1.5 Change

Management Plan and Log

(Attachment E is a representation

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC 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 COR/ACOR to assist end users with Change Request submissions to Medical Center Director for approval prior to incorporation as project change to be logged and tracked by IOTA contractor IOT&A-related processes from contract award to the completion of the contract itself. The schedule 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 schedule shall be coordinated with the lessor’s IMS to ensure contractor’s deliverables, reviews, submittals, and milestones do not delay or conflict with the lessor/building contractor’s schedule. The lessor’s schedule shall be given priority.

The schedule shall include dates from the construction schedule through Day One (commencement of clinical services) and project closeout. The activation 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. Milestones must include Activations FY2026-2027 budget requests, Activation Management Plan complete, construction contractor need by date for VC items, Order VC items, construction contractor need by date for High-Cost High Tech (HCHT) equipment, funds to the NAC by date for HCHT equipment, Equipment testing, First Use.

16.1.3 Individual Service

Project Schedules

** mandatory part of this contract

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 Risk Management

Plan and Log

(Attachment D is a representation of required data/information.

Actual deliverable data/information requirements are defined in SharePoint tool

Note: contractor shall utilize SharePoint to enter data directly into system)

** mandatory part of this contract

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE

The contractor shall update and maintain the Risk Management Plan (RMP). The plan shall include an itemized listing of project-specific risks, challenges and perceived problems that are anticipated to threaten the project. Risks identified shall include probability of occurrence, and level of impact. With each issue specified, the contractor shall list their proposed solution to mitigate or resolve the risk/challenge/problem. The plan shall cover all phases 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 approved activation budget;

• generate change orders (user requested changes);

• 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.

10 | P a g e of required data/information.

Actual deliverable data/information requirements are defined in SharePoint tool

Note: contractor shall utilize SharePoint to enter data directly into system)

** mandatory part of this contract

Contractor. Those approved local Change Requests requiring the Contractor to coordinate with the SRE (or R/E) through the COR are any changes implying infrastructure or space changes that require CFM to identify cost, schedule, and scope impacts. All construction changes will require ultimate CFM approval to be incorporated into the project. The Change Management Plan shall develop processes for submitting, reviewing, and tracking approved Medical Center change requests with the CFM RE Office.

The contractor shall provide a monthly report of all Change Management activities and maintain a running tally via the VA provided SharePoint site 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.

16.1.6 WBS

(Attachment F)

** mandatory part of this contract

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE

The contractor shall maintain/update/track the Government provided WBS on the SharePoint site. The WBS is to be updated to reflect the current project, current status and changes as they occur throughout the life of the project. Contractor can utilize the provided file by changing and updating as needed, or can create a new file with consideration of tasks on the VA provided file, using software which can be opened by VA team members.

16.1.7 Integrated Project

Team (IPT)

Contractor shall operate under current facility IPT Charter,. The contractor shall update the IPT letters and charter throughout the requirement accounting for any changes as applicable to project needs

Government Provided Share Site for Information Sharing:

The Contractor shall use the Government-provided SharePoint site for project documentation and information sharing through the provided SharePoint lists and subsites. The VA SharePoint can only be accessed by individuals with a VA email address and network access. Project deliverables, schedules, reports, and management plans (all versions and final as applicable) shall be shared with the Government by posting on the Government-provided SharePoint site document libraries, lists, and subsites. Contractor shall complete, update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. All project documentation shall be compatible with systems utilized by the medical facility with files downloadable by all parties.

Project deliverables, schedules, reports, and management plans 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 SharePoint site, unless otherwise agreed upon by the COR, CO and VHA Program Manager. Revisions to schedules and plans since the last update shall be tracked and clearly identified. The project SharePoint site is the official Activation Project Management site for all project working documents and deliverables, as well as the location for lists and subsites for all data sets to be worked throughout the lifecycle of the Activation project. At the end of the contract, all deliverables are to be turned over and/or coordinated for download between the contractor and the COR.

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Where SharePoint tools are available, the contractor must utilize the tool and complete and update as necessary, all fields. Data shall be input directly into the SharePoint tool, in lieu of other formats (i.e. excel). Contract attachments provided are representations of required data/information. Actual deliverable data/information requirements are defined in SharePoint tool. Tools shall be completed and updated as the project works through the Activation process. The SharePoint tools are intended to be live databases, where the actual work is done. As a result, periodic bulk updates from other formats such as excel, should not be necessary.

16.1.8 SharePoint Site

** mandatory part of this contract

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 site is the official Activation Project Management site for all project documents/information.

Meeting Facilitation Services:

The contractor shall participate and/or provide group facilitation services to key stakeholders, Integrated Project Team (IPT) and user work groups for meetings required to perform contract PWS tasks. Key stakeholders include, but not limited to Activation Team Members, Integrated Project Team members (end users), and Program Support Staff from Facilities, Medical Maintenance, and other project-related Government and Medical Staff as necessary. The contractor may identify additional ad hoc groups as approved by the COR/ACOR. The contractor shall guide groups to consensus by identifying requirements, facilitating group discussions to assess, analyze, recommend, and document solutions as developed jointly by user group members. The contractor shall support the COR/ACOR with coordinating and planning meetings to include the scheduling of meeting locations and audio-visual support needs for all required IPT and/or User Group Meetings. For meetings requiring teleconferencing capability, MS Teams will be utilized as the conferencing platform, and the contractor shall provide the appropriate Teams invite/call-in number to all required attendees. The contractor shall not meet with any end users, the A/E firm, the construction contractor, etc. without first coordinating with the COR/ACOR. The contractor shall participate in design/construction meetings as determined by the COR/ACOR.

It should be noted that prior to award of this contract, CFM has worked diligently with the Harry S Truman VAMC to produce the Lease 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 (found in Lease Design Narrative), IT requirements, security requirements, and janitorial requirements produced in the awarded Lease contract. The Lessor is the only party that is allowed to make changes to the items above (with the exception of the room contents list). All Lessor changes must be approved by the CFM Administrative Contracting Officer (ACO). Otherwise, it is the Lessor’s responsibility to ensure contract compliance regarding these items.

The IOTA 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 IOTA contractor. Regarding changes to the room contents list, the IOTA contractor is allowed to make changes only within the lease contract parameters, with approval of COR/ACOR with user group input. This would entail further defining equipment listed in the room contents list. The IOTA contractor will also be responsible for scrubbing the equipment list via user group meetings, to identify any equipment that is to be deleted or added.

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

The contractor shall ensure all appropriate personnel are invited to attend each meeting either via MS Teams or in person consider use of Teams (video conferencing). The contractor’s PM should be available to attend requested

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16.1.9 Meeting Minutes

and Meeting Agendas

Agendas shall be distributed no less than 3 days prior to the meeting. Contractor to work with COR or designee in creating the agendas and approving prior to distribution. 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. If the facility has a standardized template, that template must be used. Minutes to be approved by COR/ACOR prior to distribution.

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.

16.1.10 PWS Deliverable

Updates

** mandatory part of this contract

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

Provide and coordinate comprehensive FF&E planning services, interior design (CID) services or coordination of CID services, ensuring incorporation of evidence-based health care concepts. FF&E must complement any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the health care facility’s standards as provided by the Government. Selections for FF&E shall be programmed in accordance with the construction documents in terms of utilities, space constraints, and security to avoid conflicts resulting in construction modifications. The project baseline equipment list can be found in Attachment R– Rolla Room Contents List. The contractor may be required to identify FF&E to purchase, receive and install FF&E and visual arts and/or inventory. The IOT&A contractor shall also be required to identify existing FF&E to uninstall, pack, transport and reinstall within the health care facility as approved by the Activation COR/ACOR. Design support services include preparing cut sheets for FF&E, signage, and artwork as well as updating the room’s content list on the Government’s SharePoint site, including updating spaces to be consistent with A/E drawings through design development and final construction documents. Contractor is to work closely with the COR/ACOR, Activation Team, Biomed, and VA Interior Designer on all FF&E, space planning, and selections.

The COR/ACOR will provide all decision-making capable departmental user group members required for input regarding equipment decisions, to include identification of equipment make/model, locations for all equipment (staying consistent with the design development and final construction documents as the process progresses), and any applicable Justification & Approvals (J&A) needed for the procurement of specified equipment. The IOTA contractor is to ensure all identified FF&E or architectural significant items are in accordance with the construction documents minimizing any need to change the Mechanical, Electrical, Plumbing (MEP) 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 via the COR/ACOR. The contractor shall utilize Space, Equipment, and Planning System (VA-

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SEPS) Joint Service Number (JSN) nomenclature in accordance with the VA BIM Guide (available at VA BIM GUIDE, https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf) for all unique ID numbering for identification of all FF&E utilized in project from design development to acquisition. 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://dha.max.gov/milstd1691. The contractor shall develop a ROM to include estimated costs for storage, delivery, and installation.

Contractor may provide their own system for tracking, managing and validating FF&E, however the Government provided SharePoint site must also be updated and maintained at all times. It is the official repository for all project information and is utilized by outside bodies for budgetary and tracking purposes. The Contractor is responsible for promptly transferring and/or updating to the Government provided SharePoint, all information tracked and managed using any other contractor provided system. The contractor will be validating all FF&E and defining all salient characteristics with input from COR/ACOR, Biomed, and requesting departmental user group.

“Validating” in the sense means a generic item has been identified by a specific manufacturer however model has not yet been identified. The contractor shall then further develop the list to the “Approved” phase. “Approve” in this sense means the manufacturer and model has been selected, to include the salient characteristics of the item.

The contractor will be responsible for finalizing all equipment for final approval of the cut sheets and specifications by the COR/ACOR, Biomed and departmental user group to develop the acquisition package associated with pending Electronic Equipment Requests (EERs).

The IOT&A contractor will be responsible for identifying salient characteristics for all furniture and fixtures with identified end users provided by COR/ACOR and the VA Interior Designer for recording in the FF&E tracking system.

As above with equipment specific process, the contractor must work directly with VA Interior Designer to specify furniture selections meeting facility standards to ensure interoperability with existing systems furniture footprint.

VA Interior Designer will provide design concept and any necessary furniture dealer/representative contacts to ensure cohesive products are submitted to both the COR and Interior Designer for approval for procurement.

Contractor maybe be required to submit finishes, upholstery, and other product samples as they apply to furnishing selections to assist VA Interior Designer with approval process. As above with equipment specific process, the contractor must work directly with VA Interior Designer to specify furniture selections meeting facility standards to ensure interoperability with existing systems furniture footprint. VA Interior Designer will provide design concept and any necessary furniture dealer/representative contacts to ensure cohesive products are submitted to both the COR and Interior Designer for approval for procurement. Contractor maybe be required to submit finishes, upholstery, and other product samples as they apply to furnishing selections to assist VA Interior Designer with approval process. The contractor shall develop the artwork package as part of the mandatory Furniture IDIQ contract requirements. 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. Like equipment requirements above, 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.

Contractor to provide 3-D modeling (REVIT or similar) mock-ups of complex spaces and patient rooms. Spaces to be included in mock-ups will be determined in coordination with the COR/ACOR. Modeled room mock-ups to be used in acquisition planning to ensure that all specified FF&E will fit in the identified space while maintaining all appropriate clearances.

Additionally, these modeled mock-ups shall be utilized largely during Activation Planning to provide feasibility reviews for specific room layouts regarding wall mounted FF&E, hygiene product installs, and other furniture and equipment placement. These models will assist the Activation Team and end users with understanding workflow, 14 | P a g e patient flow, etc. Contractor shall report on all digital mock-up services completed with recommendations and findings resulting from these mock-ups. Reports shall be provided to the COR/ACOR for dissemination and potential action and should be uploaded to SharePoint.

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 list of core numbers required for each departmental space included in activation as coordinated with applicable end user groups and Activation Office to assist VA Locksmith in making required cores.

2) Provide a list of both new and existing staff to assist both the VA Locksmith and Electric shop with identifying keys required and PIV access.

3) Develop key plan and access control plan based on door schedule provided in stamped construction documents. This shall be in the form of a schedule indicating referenced room and door numbers per construction documents. Schedule will indicate type of core required for each door and/or access control partitions required at each card reader hardware scenario. Plans should be based on security design requirements for access control: Dept. of Veterans Affairs Physical Security Design Manual, October 2020-Rev. July 2022, Section 10.4.

16.2.5 Room-by-Room

Master Equipment and Furniture List

(MEL)

(Attachment G is a representation of

The Room-by-Room MEL (captured using the SharePoint list, identifies all items listed by room. The MEL shall include reuse FF&E when applicable. The contractor shall provide a complete and finalized room by room activation SharePoint list for each service/area throughout the clinic. The IOTA contractor shall perform QA against the Design Documents to avoid conflict.

Initial Data collected, updated, and maintained in the SharePoint list includes space identification that matches construction drawings, VV vs VC vs CC, item cost to include any purchased install and/or training, contracting and vendor

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Actual deliverable data/information requirements are defined in SharePoint tool

Note: contractor shall utilize SharePoint to enter data directly into system)

** mandatory part of this contract lead and install times (PALT), funding appropriation, recurring vs non-recurring expense.

16.2.6

FF&E Layouts Space plans showing FF&E furniture and equipment placement. FF&E layouts are to be used for end-user/VA designer group meetings, to assist in the validation of the…