ATTACHMENT A - IOTA IDIQ PWS - St. Louis 10.20.2026.pdf

1 | P a g e PWS Version September 2026

PERFORMANCE WORK STATEMENT

(Attachment A)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Affairs St. Louis Health Care System John Cochran Veterans Affairs Medical Center

New Bed Tower

INITIAL OUTFITTING, TRANSITION, AND ACTIVATION SERVICES (IOTA)

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

Date:

10/20/2026

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1.0. Objective

The purpose of this acquisition is to provide the Department of Veterans Affairs with Initial Outfitting, Transition, and Activation (IOTA) services for the VA St. Louis Health Care System (VASTLHCS), John Cochran Veterans Affairs Medical Center, New Bed Tower. The objective is to have the IOTA project completed by first day of clinical services, projected to be September 2034. Activation may be completed in phasing, to be determined. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services. This IDIQ has an ordering period of eight (8) years from the effective date of award.

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 VA St. Louis Health Care System will assign a VA Individual, the Facility Activation Project Manager (FAPM) who is responsible for managing the Activation Project and ensuring the VA St. Louis Health Care System, John Cochran Veterans Affairs Medical Center New Bed Tower, Major Project is in full planned operations on ‘1st Use/Patient Day’ (the first day clinical services or other planned functions are scheduled to be available for intended use) of each phased opening. IOTA Contractor services are often required to support the medical center's activation resources.

3.0. Background

The VA St. Louis Health Care System - John Cochran Division (VA STLHCS-JC), located at 915 North Grand Boulevard, St.

Louis, Missouri, is part of a two-division health care system that also includes the Jefferson Barracks VAMC approximately 18 miles south of the John Cochran campus. These facilities serve Veterans in metropolitan St. Louis, Missouri, southwestern Illinois, and the broader Veterans Integrated Service Network (VISN) 15 service area.

The John Cochran campus is in a highly constrained urban setting in midtown St. Louis. The existing hospital infrastructure includes Building 1, constructed in 1953, and the Clinical Addition constructed in the mid-1980s. The campus requires modernization to address functional adjacency, physical security/force protection, aging infrastructure, seismic compliance, parking, and clinical capacity concerns.

The Department of Veterans Affairs Office of Construction and Facilities Management (CFM), VA St. Louis Health Care System, and the Kansas City District (NWK) U.S. Army Corps of Engineers (USACE) are partnering to provide new and replacement facilities for the John Cochran Division. The John Cochran Major Project will relocate inpatient functions to a new seismically compliant Bed Tower, add new functionality, improve departmental adjacencies, replace aging utility infrastructure, and address physical security requirements.

The John Cochran Major Project includes campus-wide expansion. Planned new facilities include, but are not limited to, parking garages, a Central Utility Plant, the Bed Tower, an Engineering/Administration building, a motor pool building, and supporting structures. The project includes more than 700,000 net usable square feet of new space. Clinical and administrative services anticipated to be supported include surgery, radiology, pharmacy, surgical services, spinal cord injury inpatient and rehabilitation services, emergency services, engineering, police, nutrition and food services, dialysis, and additional services as refined by the Government-approved program and design documents.

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, staffing, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project. The scope of services includes Comprehensive Project Management; Comprehensive Interior Design, Furniture, Fixtures, and Equipment (FF&E), and Space Planning Support; CONOPS and Transitioning

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Planning; Acquisition Planning; Acquisition Package Development; Activation; Delivery; Warehouse and Warehousing Support; Relocation and Installation; Training; and Turnover and Post Occupancy Support for the identified project.

5.0. Applicable Documents

Applicable documents are listed below and are incorporated only to the extent applicable to the services ordered under each Task Order. Unless a Task Order, approved project code basis, contract clause, or written CO/COR direction specifies a fixed edition, the Contractor shall use the version in effect at the time the applicable Task Order is solicited/awarded, including all amendments, notices, errata, interim updates, and successor documents.

Because the IDIQ ordering period spans multiple years, the Contractor shall monitor updates to applicable VA Technical Information Library (TIL) criteria, VA Directives/Handbooks/Notices, VA Directives, VA OI&T cybersecurity requirements, VA/HTM medical device cybersecurity requirements, FAR/VAAR/FTR, NIST/FIPS, NFPA/ICC/TIA, OSHA, accessibility/Section 508 requirements, and project-specific USACE/CFM/DOR/A-E design documents. Within 10 business days of identifying a change that may affect scope, cost, schedule, security, design, procurement, activation, acceptance, or deliverables, the Contractor shall notify the COR and CO in writing and record the item in the applicable risk/change log. The Contractor shall not implement changes that affect contract scope, price, schedule, or deliverables without CO direction.

If applicable documents conflict, the Contractor shall notify the COR and CO before proceeding. Contract clauses, Task Order requirements, CO direction, the approved project code basis, and project-specific design/construction documents take precedence over general reference documents unless otherwise directed by the CO.

For VA TIL/PG documents, the Contractor shall use the current TIL edition and shall avoid hard-coding outdated dates unless the DOR/USACE/CFM project code basis requires a fixed edition. Applicable TIL/PG references include the current VA TIL, PG-18-4, PG-18-10, PG-18-13, PG-18-14, H-18-8/VA seismic requirements, VA BIM Standard, VA Physical Security and Resiliency Design Manual (PSRDM), and applicable VA design manuals, standards, and alerts.

Applicable documents include, but are not limited to, the following:

A. All applicable USACE/CFM/DOR/A-E design and construction contract documents, approved project criteria, design submissions, specifications, appendices, amendments/modifications, approved code basis, and project-specific technical requirements provided by the CO/COR.

B. Federal Acquisition Regulation (FAR), current acquisition.gov/eCFR version, as incorporated by the CO.

C. Veterans Affairs Acquisition Regulation (VAAR), current acquisition.gov/eCFR version, as incorporated by the CO.

D. Federal Travel Regulation (FTR), 41 CFR Chapters 300-304, current eCFR/GSA version, and FAR 31.205-46.

E. FIPS PUB 140-3, Security Requirements for Cryptographic Modules, current NIST Cryptographic Module Validation Program transition guidance, and successor requirements.

F. FIPS PUB 201-3, Personal Identity Verification of Federal Employees and Contractors, current NIST PIV guidance, and successor requirements.

G. Homeland Security Presidential Directive 12 (HSPD-12), Policy for a Common Identification Standard for Federal Employees and Contractors; VA Directive 0735, Homeland Security Presidential Directive 12; VA Directive 6510, VA Identity Credential and Access Management; and related VA PIV/ICAM requirements.

H. 5 U.S.C. 552a, Privacy Act of 1974, as amended.

I. Public Law 109-461, Title IX, Information Security Matters, and applicable codified VA information security statutes/policies, as amended.

J. 42 U.S.C. 2000d, Title VI of the Civil Rights Act of 1964, as amended.

K. HIPAA Administrative Simplification regulations, 45 CFR Parts 160, 162, and 164, including the current Security Rule, Privacy Rule, Breach Notification Rule, and applicable updates.

L. NIST SP 800-66 Revision 2, Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule: A Cybersecurity Resource Guide.

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M. Sections 504 and 508 of the Rehabilitation Act of 1973, as amended, including 29 U.S.C. 794 and 794d, and implementing accessibility and ICT standards.

N. 36 CFR Part 1194, Information and Communication Technology Standards and Guidelines, current eCFR version, and Section 508 requirements.

O. OMB Circular A-130, Managing Information as a Strategic Resource, current version.

P. VA Directive 0710, Personnel Vetting Program, and current VA personnel security/suitability requirements applicable to contractor staff.

Q. VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including amendments, notices, and successors, if applicable to contractor work.

R. Current VHA/VA privacy policy and Business Associate Agreement requirements/templates, including VHA Handbook

1600.01 or successor as confirmed by the Privacy Officer.

S. VA Directive 6500, VA Cybersecurity Program, including all current VA Notices/amendments and successors.

T. VA Handbook 6500, Risk Management Framework for VA Information Systems - Tier 3: VA Information Security Program, including current VA RMF/A&A guidance and successors.

U. VA Handbook 6500.10, Mobile Device Security Policy, if mobile devices or mobile computing are applicable to the ordered work.

V. VA Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information.

W. VA Handbook 6500.3, Assessment, Authorization, and Continuous Monitoring of VA Information Systems, or successor/current VA A&A/RMF guidance.

X. Current VA system development lifecycle, security/privacy-by-design, and VA Information Security Knowledge Service requirements, including VA Handbook 6500.5 or successor, if applicable.

Y. VA Handbook 6500.6, Contract Security, including VA Notice 24-12 replacement of Appendix C and all current notices/successors.

Z. VA Directive 6508, Implementation of Privacy Threshold Analysis and Privacy Impact Assessment, or successor/current privacy compliance process, if applicable.

AA. VA Handbook 6300.1, Records Management Procedures, and current VA/NARA records management requirements.

AB. VA Directive 7002, Logistics Management Policy, and VA Handbook 7002, Logistics Management Policy/Procedures, current versions.

AC. VHA Directive 1761, Supply Chain Management Operations, and any current notices/amendments/successors, including local SCM/NX procedures as applicable.

AD. VA Directive 6404, VA Systems Inventory (VASI), and applicable VA technology/security inventory requirements.

AE. VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, VA Form 6550, and current VA 6550/ePAS/SDCD-ERM medical device cybersecurity documentation required by HTM/OI&T.

AF. Current VA medical device cybersecurity/pre-procurement risk assessment process, HTM/OI&T networked medical device requirements, EHRM Federal Baseline requirements, and VA-approved networked medical device, interoperability, and cybersecurity requirements as provided by the Government.

AG. NCO15 ePAS, SBAR/contract pre-approval documentation, FITARA/ARMS, 6500/6550, SEPG, EER, 2237, FORCE, eCMS, NAC, SAC, TAC, and other applicable acquisition or contracting office procedures as applicable to the procurement package and contracting office.

AH. VA-SEPS, VA Space/Equipment/Planning guidance, MIL-STD-1691, VA BIM Standard, VA TIL requirements, and VA room contents/equipment planning guidance applicable to equipment planning, room contents, and acquisition planning.

AI. ANSI/TIA-568 Commercial Building Telecommunications Cabling Standards, current ANSI/TIA-568 family, VA Telecommunications Design Manual/current VA telecom design criteria, and project-specific OI&T telecommunications requirements.

AJ. VA Handbook 0730/4, Security and Law Enforcement, and current VA physical security/law enforcement requirements.

AK. VA Physical Security and Resiliency Design Manual (PSRDM), current edition, and applicable project physical security/force protection requirements.

AL. Federal Records Act, 44 U.S.C. chapters 21, 29, 31, and 33; FOIA, 5 U.S.C. 552; Privacy Act, 5 U.S.C. 552a; and NARA regulations at 36 CFR Chapter XII, Subchapter B, including applicable parts such as 1222 and 1230.

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AM. Architectural Barriers Act Accessibility Standards (ABAAS) and VA PG-18-13, Barrier Free Design Standard, current TIL edition and updates.

AN. VA PG-18-14, Room Finishes, Door, and Hardware Schedule, current TIL edition and alerts/updates.

AO. VA PG-18-4, Standard Details and CAD Standards, current TIL edition and applicable BIM/CAD standards.

AP. VA H-18-8/current VA Seismic Design Requirements and applicable VA Directive 7512, Seismic Safety of VA Buildings.

AQ. VA Signage Design Manual/PG-18-10, current TIL edition.

AR. VA Directive 7531, Acquisition of Artwork, Decorative Furnishings and Decorative Items.

AS. VA BIM Standard, BIM Manual V2.2/current TIL edition, and any USACE/CFM project BIM Execution Plan requirements.

AT. International Building Code (IBC), current edition adopted by VA/AHJ or edition established in the approved project code basis.

AU. NFPA 10, Standard for Portable Fire Extinguishers, current edition adopted by VA/AHJ/project code basis.

AV. NFPA 70, National Electrical Code (NEC), current edition adopted by VA/AHJ/project code basis.

AW. NFPA 72, National Fire Alarm and Signaling Code, current edition adopted by VA/AHJ/project code basis.

AX. NFPA 101, Life Safety Code, current edition adopted by VA/AHJ/project code basis.

AY. International Plumbing Code (IPC), current edition adopted by VA/AHJ or edition established in the approved project code basis.

AZ. OSHA standards applicable to the work, including 29 CFR Parts 1910 and 1926, current eCFR/OSHA standards, and VA safety policies.

BA. VHA Directive 1043 or successor guidance for clinical restructuring review/approval when applicable to new or expanded clinical programs, high-cost/high-tech equipment, certification-driven programs, or significant workload expansion.

BB. VA Directive 6519, VA Cybersecurity Supply Chain Risk Management, if applicable to devices/software/services under Task Orders.

BC. Executive Order 14028; OMB M-22-18 and M-23-16; FAR Part 40 and applicable VA software supply chain/security clauses, if applicable to software, firmware, applications, cloud services, or connected devices supported under Task Orders.

BD. VASTLHCS local procedures for HTM/Biomed, Supply Chain Management, NX Section, Equipment Committee, Interior Design, OI&T, Privacy/ISO, Logistics, Fiscal, Engineering, Safety, Public Affairs, and property management.

BE. Government-provided Quality Assurance Surveillance Plan (QASP), PDAT Matrix, staff roster, Form 1A, procurement package checklist, and other PCAC/CO-required attachments and templates.

6.0. Contract Type

A single award IDIQ contract will be awarded for performance-based services. Task Orders (TOs) will be awarded individually using either a Performance Work Statements (PWS) or Statement of Objectives (SOO). This IDIQ is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside under Federal Acquisition Regulation (FAR) Parts 12 and 37.

6.1. Pricing

Labor rates will be established at the IDIQ level using the Labor Rates Matrix, and later applied at the TO level. The contractor shall include any escalation in labor rates necessary to propose pricing for all TOs for every out-year of the IDIQ ordering period. Task Orders will be awarded as Firm-Fixed-Price. Not-to-exceed travel costs will be included as determined necessary.

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

6 | 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 the task order.

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

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

d. Contractor to mitigate any risk associated with an OCI. Non-disclosure agreements may become necessary as part of the awarded Task Order.

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

9.0. Period of Performance

This IDIQ contract will have a maximum ordering period of eight (8) years from the effective date of award. A specific period of performance will be set under each individual TO.

10.0. 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 915 N Grand Blvd. St.

Louis, MO. 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 (local time). Work shall not take place on federal holidays. 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 COR. Some weekend hours may be necessary.

Weekend, evening, or holiday work may be required during inventory, delivery, installation, activation, move, testing, training, and first-use periods.

There are eleven (11) federal holidays established by law (USC Title 5 Section 6103) that the Department of Veterans Affairs observes:

A. Six (6) federal holidays are established by the 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

B. Five (5) federal holidays are established 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

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2. Juneteenth – June 19th

3. Independence Day - July 4th

4. Veterans Day - November 11th

5. Christmas Day - December 25th

C. Any other federal holiday declared by the President of the United States

11.0. Travel

Travel shall be in accordance with individual TO requirements. Cost-reimbursable (CR) travel will be funded at the TO level, if requested, and is limited to travel directed by the Government and performed in conjunction with a specific, authorized requirement. All travel shall be listed on the TO as a separate cost-reimbursable line item with a Not to Exceed (NTE) amount, and will be requested, approved, and reimbursed in accordance with the TO, the Federal Travel Regulations (FTR), and FAR 31.205-46. The Government will not reimburse any living or relocation costs for IOTA Contractor employees from other geographic areas. Mobilizing personnel and paying living expenses for non-local staff is considered a cost of doing business.

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 is authorized for reimbursement on a case-by-case basis and must be pre-approved by the COR via the Travel Authorization Request (Attachment C). The IOTA contractor must obtain written approval from the 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 contractor shall ensure the labor categories as defined in the Labor and Labor Rates Matrix, and the labor hours utilized in the performance of each TO deliverable line item issued here under will be appropriate to accomplish the task.

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 Pass meeting minimum requirements. 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 which meet minimum requirements 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 meet minimum requirements. 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.

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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

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. Active 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. 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 will 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. All IOTA employees shall follow the VASTLHCS process for acquiring PIV access badges. The VA Activation Team will assign a sponsor and begin the process once IOTA Contractors are identified.

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. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security

9 | P a g e 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.

16.0. Tasks and Deliverables

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

To facilitate the award of a TO, the Government will issue a Request for Quotation (RFQ) that will include a detailed PWS with specific tasks and deliverables or Statement Of Objectives (SOO) with the Governments Objectives and desired outcomes. The RFQ will require the contractor to provide the appropriate labor mix using the Labor and Labor Rates Matrix awarded in this IDIQ. The result will be a firm-fixed price TO award.

16.1. Comprehensive Project Management Services

Provide comprehensive 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 may be required to be onsite as required per contract and lead UGM 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 FAPM’s planning, scheduling, and reporting requirements.

The IOTA contractor shall support the FAPM in establishing a local level 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 a Work Breakdown Structure (WBS) and an associated 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 any other milestone dates for all tasks associated with bringing the space into operation. 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 COR and CO. Upon the Government's acceptance of the schedule deviation, the IOTA contractor shall prepare and submit a revised AIMS for approval.

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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.

# Deliverable Name Deliverable Description

16.1.1 Monthly Project

Status Report

The Monthly Project Status Report shall cover the same reporting period as the monthly invoice, correlate to the invoice, and be submitted with the invoice. It shall summarize project progression and work completed; AIMS and major milestone status; moderate- and high-risk items; risk and change-management status; meetings attended; decisions and action items; lessons learned; schedule deviations; SharePoint/OCAMS data-quality issues; design-support and A/E review-event status; procurement and acquisition progress; and HTM, SCM, OI&T, Interior Design, and service coordination. If prime-contractor, subcontractor, or Key Personnel staffing changes occurred during the month, the report shall include an updated Contract Staff Roster (Attachment D). During acquisition-support, the report shall include a graph showing equipment purchased, remaining to be purchased, pending market research, pending review or approval, and deferred items, including percentages complete and dollar amounts.

Monthly reports are to be uploaded to a document library on the project’s SharePoint site.

16.1.2

Activation Integrated Master Schedule (AIMS)

(Attachment E is a representation of required data/information

Actual deliverable data/information requirements are defined in SharePoint tool)

The AIMS shall be provided as a work breakdown structure (WBS) and 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 activation tasks, shows 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 activation 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 an activation-related processes.

The Government-approved CFM/USACE project IMS and A/E design schedule shall be the schedule-of-record inputs, with the construction contractor's schedule coordinated as applicable. The AIMS shall include A/E user-group, interim, Government-review, pre-final, final-review, final/backcheck, BCOES, and IFC events; extend through Day One and project closeout regardless of task owner; and identify Government and contractor suspense dates.

Mandatory milestones shall include construction need-by and order dates for VC items; HCHT and architecturally significant equipment need-by, funding, and procurement dates; equipment testing; First Use (commencement of clinical services); and other milestones required for activation regardless of task owner or responsibility. Schedule changes, including new milestones and tasks, shall be annotated in monthly updates, and all prior accepted versions shall be archived in SharePoint document library. Additional task milestones must be added to the AIMS as those tasks are identified.

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# Deliverable Name Deliverable Description

Initial submittal and updates are to be uploaded in a document library on the project’s SharePoint site.

16.1.3 Individual Service

Project Schedules

IOTA contractor shall develop a detailed individual service project schedule to be utilized by services in planning and executing departmental Activation. The details included in the AIMS shall also be included in the individual service project schedule as they apply to that service. Individual service project schedules shall be built on the needs of each specific service, with input from the COR, the impacted service, and IOTA contractor to determine specific milestones.

Examples of potential individual service specific requirements could be clinical grid creation, pharmaceutical informatics, service specific equipment set up, or 1st Patient Day clinic requirements.

Initial planning baselines shall be submitted within 30 calendar days after the TO effective date, using available milestones and identifying unresolved inputs.

Detailed activation planning shall be refined as dates become available; the 180-day period before planned 1st Patient/Use Date is a later refinement milestone and does not defer the TO1 baseline. For major construction projects, additional time may be required, this need will be determined by the COR.

Initial schedules and updates are to be uploaded in a document library on the project’s SharePoint site.

16.1.4 Risk Management

Plan and Log

(Attachment F is a representation of required data/information

Actual deliverable data/information requirements are

The contractor shall use the OCAMS Activation Tool in the Government-provided SharePoint site (Risk Register SharePoint List).

The register shall provide a list of identified project-specific risks, challenges, and perceived problems for all phases of work; probability of occurrence; level of impact; risk owner; stakeholder-informed mitigation or resolution strategy; due date; status; escalation path; and residual risk. Risks shall include matters that may prevent timely completion, exceed budget, generate change orders, result in owner dissatisfaction, reduce service quality, or adversely affect design, equipment, acquisition, HTM/SCM/OI&T coordination, construction, activation, training, move, safety, security, or operational readiness. Risk management shall be a regular coordination-meeting agenda item to ensure risk are being managed.

Initial Risk identification and subsequent additional identified risks are to be entered on the project’s SharePoint site Risk Register list.

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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.

16.1.5 Change

Management Plan

Change Management applies to requests from user/user groups for changes to equipment lists or other user requested changes, which are not a construction requirement by code or other mandatory source, but may impact infrastructure requirements, and/or equipment and building layouts.

The IOTA contractor shall work with the COR to develop a change management plan. The Change Management Plan shall develop processes for submitting, reviewing, and approving or disapproving user requested changes. The process should include review by the local facility subject matter experts (SME), the Resident Engineer (RE), and medical center leadership to determine impact to project scope, cost, and schedule.

Plan is to be uploaded to a document library on the project’s SharePoint site.

16.1.6 Change

Management Log

(Attachment G is a required data/information)

Actual deliverable data/information requirements are

IOTA CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE (Change Requests SharePoint List)

The IOTA contractor shall document requested and approved or disapproved user requested changes in a change management log. Any approved changes to VA purchased FF&E must also be accounted for in the Acquisition Plan. 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 impact prior to submitting for approval through the change management process.

Maintain the log in the Change Request list on the project’s SharePoint site.

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. 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 shall update the IPT letters and charter throughout the project, accounting for any changes.

Initial submission and updates are to be uploaded to a document library in the

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

Where SharePoint tools are available, the IOTA contractor must utilize the tool and complete and update all fields as necessary. 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.

Meeting Facilitation Services:

The IOTA contractor shall provide group facilitation services to key stakeholders, the IPT, and work groups for meetings required to perform contract PWS tasks. Key stakeholders include, but are not limited to, FAPM, IPT 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 coordinate the meeting locations and audio/visual support as needed for these meetings, with the COR. The COR will finalize arrangements with the facility for rooms and audio/visual support. For meetings requiring teleconferencing 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 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 (except for 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 by the IOTA contractor.

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

The IOTA contractor shall ensure all appropriate personnel are invited to attend each meeting either telephonically or in person. The IOTA contractor’s project manager should be available to attend requested meetings in person, as

14 | P a g e 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.

16.1.8 Meeting Minutes

and Meeting Agendas

The contractor shall work with the COR or designee to prepare agendas and minutes for all meetings required to perform the PWS, including User Group Meetings, weekly progress meetings, IPT/workgroup meetings, design workshops, review conferences, and HTM/SCM/OI&T coordination meetings.

The VA or facility standard template shall be used when available. Agendas shall state meeting objectives, topics, attendees, required decisions, and pre-read materials. Minutes shall include the agenda, attendees, decisions, comments, action items, responsible parties, due dates, unresolved issues, and required follow-up.

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.

16.1.9 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. 16.1.9 update for 16.2.1). Where a deliverable specifies a different update or correction deadline, that specific deadline applies.

16.2 Comprehensive Interior Design, FF&E, and Space Planning Services Provide and coordinate comprehensive 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 A/E firm associated with the construction project and/or the health care facility’s standards as provided by the Government.

The IOTA contractor may be required to identify FF&E to purchase, receive and install FF&E and visual arts and/or inventory, uninstall, pack, transport and reinstall existing FF&E and visual arts in the health care facility’s current inventory identified for reuse in the new facility following approval by the COR. Design support services include preparing cut sheets for FF&E and artwork, updating the room’s content list on the government SharePoint site, including updating spaces to be consistent with A/E drawings. 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 construction documents to avoid conflict resulting in either design or construction modifications.

IOTA contractor must keep the government provided SharePoint site updated and always maintained. SharePoint site is the official repository for all project information and is utilized by outside bodies for budgetary and tracking purposes. The IOTA contractor will be validating all FF&E and defining all salient characteristics. “Validating” in the sense means a generic item has been identified by a specific manufacturer and model has not yet been identified.

The IOTA contractor shall then develop the list to include the manufacturer and model and salient characteristics of the item. The IOTA contractor will be responsible for finalizing FF&E and artwork with the appropriate IPT

15 | P a g e representative(s) to sign off on the final cut sheets and specifications. The COR (or other designated representative with decision authority) will direct the IOTA contractor to the appropriate stakeholder for approval.

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

The IOTA contractor shall develop the Artwork Placement Plan, artwork cut sheets, and artwork package. The Artwork Placement Plan shall include the selection of the artwork with associated cut sheets. Any art shall be individually placed and mounted using approved security mounting. The design effort shall consider all types of artworks to include, but not limited to, donated art, recognition walls, purchased art, installation/security, and proper matting/framing. Each piece of art should only be used once in the facility.

The IOTA contractor is to ensure all identified FF&E or architecturally significant items are in accordance with design documents to minimize any need to change the mechanical,…