ATTACHMENT A - Updated El Paso HCC IOTA PWS 02.23.2026.pdf

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PERFORMANCE WORK STATEMENT (PWS)

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

El Paso VA New Health Care Center Activation

Initial Outfitting, Transition, and Activation Services (IOTA) Contract

Date:

02/23/2026

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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 New El Paso Health Care Center (HCC). The objective is to have the IOT&A project completed by the first day of clinical services, which is projected for September 2028. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

The activation of the El Paso Health Care Center shall be phased with three separate Substantial Completion Dates and one First Patient Date based on the construction schedule which is subject to change. The phasing and construction dates are estimated as follows:

• Phase 1 (*Central Energy Plant, Floors 2 & 3) Substantial Completion Date of August 2027

• Phase 2 (Floors 4, 5 & 6) Substantial Completion Date of November 2027

• Phase 3 (Basement, 1st Floor and Site) Substantial Completion Date March 2028

• Patient Day One Date of September 2028

*IOTA Contractor is not responsible for the activation of the Central Energy Plant.

The IOTA Contractor may propose an activation plan based on the three separate Substantial Completion Dates and one First Patient Date as they see fit to best serve the Government.

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 New El Paso Health Care Center (HCC) major construction is in full planned operations on ‘Day One’ (the first day clinical services are scheduled to be available to Veterans). IOTA Contractor services are often required to support the medical center's Activation Team.

3.0 Background

The United States Congress approved the construction of the New El Paso Health Care Center (HCC) for the El Paso Veterans Affairs Health Care System (EPVAHCS). This project is a Major Construction project that will construct a new health care center on Ft. Bliss Garrison land. The project will be a joint effort between VA, CFM, VHA, USACE and Ft.

Bliss.

The El Paso VA Health Care System has been approved for this major construction project to create an expanded service opportunity for Veteran health care. El Paso VA Health Care Center proposed to build a new El Paso VA Healthcare Facility with approximately 492,996 new usable square feet (NUSF). The types of Services to be offered in the new facility will include but will not be limited to the following:

• Prosthetics

• Geriatrics and Extended Care Clinic

• Audiology & Speech Pathology Service

• Dental

• Whole Health Clinic

• Pharmacy

• Primary Care

• Radiology

• Pathology & Laboratory Medicine Service

• Women’s Health

• Special Exams

• Surgical Services

• Medical Specialties

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• Behavioral Health

• Community Care Service

4.0 Scope

Conduct all necessary Planning, and IOTA activities, in accordance with the PWS, in support of the project(s) identified in paragraph 3.0 above. The IOTA contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOTA 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, Space Planning Support; CONOPS, Transition Planning and Project Staffing Planning; Warehousing and Warehousing Management Services; 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. IOTA contractor shall use the most current versions of all applicable documents listed below.

A. Construction contract No: W9126G24C004 B. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements for

Cryptographic Modules” C. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and contractors,” January 2022 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 2, H. Department of Veterans Affairs (VA) Directive 6102 (Internet/Intranet Services) 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 K. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2024 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, February 2024 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), March 27, 2024 R. Department of Veterans Affairs (VA) Directive 6500, “VA Cybersecurity Program,” February 24, 2021 S. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information

Security Program,” February 24, 2021 T. VA Handbook 6500.1, “Mobile Device Security Policy” February 15, 2018 U. VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information”, June 30, V. VA Handbook 6500.3, “ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING OF VA

INFORMATION SYSTEMS,” March 10, 2015 W. VA Handbook, 6500.5, “Incorporating Security and Privacy in System Development Lifecycle,” March 12, X. VA Handbook 6500.6, “Contract Security,” March 12, 2010

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Y. Federal Travel Regulation (FTR) July 1, 2021 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, August 11, 2000 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, October 1, 2020, Revised May 1, 2024 JJ. MIL-STD-1691 Construction and Material Schedule for Military Medical, Dental, Veterinary and Medical

Research Laboratories, June 1, 2022 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 August 3, 2017 PP. VA Signage Design Guide: PG-18-10 May 16, 2023, Revised February 19, 2025 QQ. VA Directive 7531 Acquisition of Artwork, Decorative Furnishings, and Decorative Items March 1, 2017 RR. VA BIM Standard “BIM Manual V2.2” November 1, 2016, Revised November 1, 2023 SS. International Building Code (IBC)` TT. NFPA 10: Standard for Portable Fire Extinguishers UU. NFPA 70: National Electrical Code (NEC) VV. NFPA 72: National Fire Alarm and Signaling Code WW. NFPA 101: Life Safety Code XX. International Plumbing code (IPC) YY. Occupational, Safety, and Health Administration (OSHA) Standards ZZ. Federal Acquisition Regulation (FAR) AAA. Veterans Affairs Acquisition Regulation (VAAR) BBB. Cost Estimating Manual and Guides https://www.cfm.va.gov/til/catalog.asp CCC. Cultural Resource Management (H-7545) https://www.cfm.va.gov/til/catalog.asp DDD. Sustainable Design https://www.cfm.va.gov/til/catalog.asp EEE. VA Equipment Guide List (PG-18-5) https://www.cfm.va.gov/til/catalog.asp FFF. Facility Guidelines Institute Design and Construction Manuals for Outpatient Facilities and Hospitals https://shop.fgiguidelines.org/

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 and 37.

7.0 Non-Personal Services

In accordance with FAR 37.201-2 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

5 | P a g e 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 quote 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 IOTA contractor’s facility. All Face-to-Face meetings will be held at the Government’s facility located at 5001 N. Piedras, El Paso, TX 79930 or at the Contractor and/or Government construction trailers located at 18549 Heavy Metal Medics Street Ft. Bliss Texas 79918, adjacent to the William Beaumont Army Medical Center on Fort Bliss. 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 am to 1630 pm daily. All IOTA 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:

A. Six (6) Federal holidays are set by day of the week and month:

A. Martin Luther King's Birthday - Third Monday in January B. Washington's Birthday - Third Monday in February C. Memorial Day - Last Monday in May D. Labor Day - First Monday in September E. Columbus Day - Second Monday in October F. Thanksgiving - Fourth Thursday in November

B. 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.

A. New Year's Day - January 1st B. Juneteenth – June 19th C. Independence Day - July 4th D. Veterans Day - November 11th E. Christmas Day - December 25th

C. Any other Federal Holiday declared by the President of the United States

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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 IOTA 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 IOTA contractor to mobilize employees and pay living expenses for non-local employees, if it is necessary IOTA 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 IOTA 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 IOTA 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 for the location of travel. To be reimbursed for travel, the IOTA 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 IOTA 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 GSA FTR.

12.0 Key Personnel

The IOTA contractor shall provide the necessary qualified personnel, materials, resources, and infrastructure to manage, perform, and administer the contract. The IOTA 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 quote. Prior to substituting, removing or replacing any key personnel, the IOTA contractor shall notify the CO and COR 10 working days in advance.

The IOTA 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 IOTA contractor included in its quote 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 IOTA contractor's quote for that position. New IOTA 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 IOTA contractor, within 5 business days of approval or disapproval in writing

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

A. IOTA Activation Project Manager

1. A minimum of seven (7) years of experience as a Project Manager, acting in a lead role over healthcare space related projects

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2. A minimum of five (5) years of experience in initial outfitting, transitioning, and activating (IOT&A) healthcare facilities

3. Demonstrated experience in healthcare infrastructure and operations

B. IOTA Senior Designer

1. A minimum of five (5) years of experience in healthcare facility design

2. National Council for Interior Design Qualification (NCIDQ) Certification or Certified Healthcare Interior

Designer (CHID) certification

3. 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

C. IOTA Senior Transition Planner

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

2. Experience in healthcare setting

3. 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 IOTA 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, IOTA contractor employees shall identify themselves as such. Where practicable, IOTA 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 IOTA 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. IOTA 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 IOTA 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 general contractor, key stakeholders, site activation team, IOTA Contractor, subject matter experts, Regional Activation Support, COR, CFM Resident Engineer, and the CO. The IOTA 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 IOTA 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 IOTA contractor shall be prepared to present the details of the intended approach, work plan, and project schedule, as well as make IOTA personnel introductions. IOTA 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. Ideally, these would occur on the same day.

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

Project Plans, Schedules, and Reports:

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

The IOTA 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, Logistics, Patient Safety, facility Fiscal office, Privacy, Lock Shop, Police, Environmental Management, project Resident Engineer, local Union representation, Biomedical Engineering, Interior Design, local Contracting, public affairs, and others as required depending on project type and scope.

The IOTA 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/building contractor’s construction schedule.

In managing the AIMS, the IOTA 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 IMS milestone dates. The IOTA contractor is responsible for tracking these dates and keeping the parties informed. However, the IOTA 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 IOTA contractor as described herein. The IOTA 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 IOTA 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 IOTA 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 IOTA contractor shall document lessons learned throughout the project in the monthly status report.

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# 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 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 time 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)

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 IOTA 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 IOTA 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 IOTA-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 IOTA contractor, illustrate timely performance, and identify delays or potential delays to the project. The schedule shall be coordinated with the lessor/building contractor’s IMS to ensure IOTA 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. The schedule shall include dates from the construction schedule through Day One (commencement of clinical services) and project closeout. 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 IOTA contractor shall annotate any schedule deviations in monthly updates. Milestones must include Activations FY2026-FY2028 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

IOTA 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

IOTA CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE

The IOTA 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 project. Risks identified

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16.1.5 Change

Management Plan and Log

Attachment E

(Attachment E 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)

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 IOTA contractor shall work with the COR to 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 or their designee, who is the final approval authority for all proposed changes.

The IOTA contractor shall provide a monthly report of the Change Management Committees activities, including minutes from any meetings, 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 IOTA contractor shall document requested and approved changes to the FF&E in a change management log. IOTA 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.

16.1.6 WBS

(Attachment F)

The IOTA 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. IOTA 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.

(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) 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:

A. Not be completed on time. Proposed execution schedule will be evaluated as part of the technical factor

B. Not finish within budget C. Generate change orders D. Result in owner dissatisfaction E. Result in poor quality of services; and/or F. Any other areas identified by the IOTA 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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16.1.7 Integrated Project

Team (IPT)

IOTA contractor shall draft an IPT Charter, to include IPT roles and responsibilities of stakeholders and the identification of individual members, and IPT member nominations letters. The IOTA contractor shall update the IPT letters and charter throughout the requirement accounting for any changes.

Government Provided Share Site for Information Sharing:

The IOTA 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. IOTA 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. IOTA 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 Activation 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 IOTA contractor and the COR.

Where SharePoint tools are available, the IOTA 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.

# Deliverable Name Deliverable Description

16.1.8 SharePoint Site

IOTA 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 IOTA contractor shall provide group facilitation services to key stakeholders, Integrated Project Team (IPT) and work groups for meetings required to perform contract PWS tasks. Key stakeholders include, but not limited to, Activation Team Members, Integrated Project Team members, and Program Support Staff from Facilities, Medical Maintenance, and other project-related Government and Medical Staff as necessary. The IOTA contractor may identify additional ad hoc groups as approved by the COR. The IOTA contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions. The IOTA 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 IOTA contractor shall be responsible for coordinating and planning. The IOTA 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

12 | P a g e capability, the IOTA contractor shall provide the teleconferencing service and call-in numbers and host the meetings. The IOTA 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 IOTA contractor shall participate in design/construction meetings as determined by the COR.

It should be noted that prior to award of this contract, CFM has 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, and janitorial requirements produced in the awarded Construction contract.

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. In regard to changes to the room contents list, the IOTA contractor is allowed to make changes only within the lease/building contract parameters, with approval of user groups. 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 IOTA contractor will be responsible for the equipment planning within the contractual boundary of the CFM Contract Room Content List and defined floor layouts. Any deviations will have to be routed through the COR and approved through the CFM RE and CFM CO.

The IOTA contractor shall assure that all appropriate personnel are invited to attend each meeting either telephonically or in person. The IOTA contractor’s PM should be available to attend requested meetings in person, as determined by the COR prior to the meeting. Beyond the IOTA 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 IOTA contractor and must be approved by the COR.

16.1.9 Meeting Minutes

and Meeting Agendas

Agendas shall be distributed no less than 3 days prior to the meeting. IOTA 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 3 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.

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

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

15.1.11 update for 15.2.1)

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

IOTA contractor is to work closely with the VA Interior Designer on all furnishings, space planning, and selections.

IOTA contractor shall ensure all selections are in accordance with the CD’s to avoid conflict resulting in either design or construction modifications.

IOTA 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 IOTA 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 IOTA contractor will be maintaining and revising all FF&E cut sheets. The IOTA contractor will be responsible for finalizing furniture, fixtures, and artwork with the appropriate VA IPT representative to sign off on the final cut sheets and specifications. The COR (or other designated representative decision authority) will direct the IOTA contractor to the appropriate stakeholder for approval.

The IOTA contractor will be responsible for acquisition support services required under this PWS. 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 IOTA contractor must rework the artwork package submitted by the architect of record. The rework involves reselection of proposed artwork to meet all VA requirements and guidelines to include but not limited to VA directive 7531, VA directive 1850.05 & purchasing vehicles such as IDIQ and GSA contracts. The IOTA contractor shall provide an artwork package with detailed cost estimates to include installation. To the greatest extent possible, specify artwork at or below the $999 approval threshold. The IOTA contractor shall maintain and revise the Master Artwork Plan and artwork package. IOTA contractor shall save facility approval for selection and placement in SharePoint document library. Master Artwork Plan shall include the selection of the artwork. Any art shall be individually placed and mounted using approved security mounting. The design effort shall consider all types of artwork to include, but not limited to, donated art, recognition walls, purchased art, installation/security, and matting/framing. Each piece of art should only be used once in the facility. The IOTA contractor shall maintain and revise the artwork placement plan and artwork cut sheets. Artwork is generally to be located in public and patient care areas. Private offices where veteran care is not provided are not to receive artwork. Limit sizes to commercial-off-the-shelf standard industry sizes. Label each piece of artwork individually, for example triptychs are to be identified as three items. Specify artwork with installation hardware that meets all clinical safety and security requirements. Provide Full frame specs and finish coats. Ensure materials meet Minimum Technical Requirements on the VHA HF IDIQ and are appropriate for the healthcare environment for Infection Prevention & Control requirements. IOT&A contractor shall evaluate a suitable area to relocate a paint on canvas. Potentially one current paint on canvas to be removed at current facility and rehung. Artwork is composed of stretched canvas in two (2) sections, is approximately 3’-9” x 16’-8”.

The IOTA 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 IOTA contractor shall utilize Space, Equipment, and Planning System (VA-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. 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 IOTA contractor shall maintain and revise the Rough Order of Magnitude (ROM) to include estimated costs for storage, delivery, and installation.

https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf https://dha.max.gov/milstd1691

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The general contractor will be required to identify all Mechanical Electrical Plumbing (MEP) information necessary, and timelines needed. The IOTA contractor is to confirm and revise the make and model of all equipment with the Design Documents. The VA will be responsible to provide the correct POC’s as designees to the IPT, for the user group meetings who have the authority to make equipment decisions, such as identification of make and model of equipment, locations for all equipment, and any J&As planned 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 Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations.

IOTA Contractor is to provide 3D rendering mock-ups of complex spaces and patient rooms. Spaces to be included in mock-ups will be determined in coordination with the IOTA Activation Project Manager. The mock-ups shall be built using available computerized design software. IOTA Contractor shall report on all mock-up services completed with recommendations and findings as a result of the mock-ups. The contractor will note on drawings where overhead cubicle tracks are located along with the door swing and drape impacts the space and identify where items on the walls will be located. The contractor will indicate power, data, light switches, thermostats, panic alarms and other devices attached to the walls.

16.2.1 FF&E Cut Sheets Maintain and revise Cut Sheets as needed. Cutsheets 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. IOTA contractor shall prioritize cut sheets for long lead time items.

16.2.2 Artwork Cut Sheets Maintain and revise Artwork Cut Sheets. Shall include the following information:

A. Unique identifier code for each piece of artwork to correspond with Artwork Placement plan

B. 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.

C. A picture of the proposed artwork in color.

D. Frame description and sample E. Matte details, if applicable, Color, size, type etc.

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

16.2.3 Artwork Placement

Plan

Maintain and revise 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).

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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.

A. Provide a list of new cores and staff assignment to assist VA Locksmith in making the cores and keys required and PIV access

B. Develop Key plan and access control plan should be based on security design requirements for access control

C. Confer with EP VA locksmith to plan for proper cores and other equipment to be installed.

16.2.5 Room-by-Room

Master Equipment and Furniture List

(MEL)

Attachment G

(Attachment G is a required data/information.

Actual deliverable data/information requirements are defined in SharePoint tool

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

Maintain and revise the Room-by-Room MEL (captured using the SharePoint list), identifies all items listed by room. The MEL shall include reuse when applicable. The IOTA contractor shall revise and maintain the 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 lead and install times, funding appropriation, recurring vs non-recurring expense.

16.2.6

FF&E Layouts Maintain and revise space plans showing FF&E furniture and equipment placement. Items shall be color-coded on the drawings for easy identification (i.e. red for reuse, black for construction contractor provided and installed, green for manufacturer installed).

The initial layouts will be for the typical rooms in the concept drawings for the VHA Medical Center. Updated drawings will be provided to update FF&E placement using basis of design dimensions using Revit. The IOTA 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. The IOTA contractor will work closely with VA Interior Designer.

Hard copies and digital copies shall be available to the VA as soon as an update is completed. Floor plans and elevations to be printed on half-size sheets (15”x21”).