Attachment 1 - SOW for FY21 ACC Replacement.pdf

FY20

REQUIREMENT DOCUMENTS:

INITIAL OUTFITTING & TRANSITION

Furniture, Fixtures, Equipment & Low Voltage Systems

FY21 ACC Replacement (13 Area), Camp Pendleton

Defense Health Agency – Facilities Enterprise

06 January 2021

INITIAL OUTFITTING & TRANSITION: REQUIREMENT DOCUMENTS

(FY21 ACC Replacement (13 Area), Camp Pendleton) V 5: 06 January 2021

TABLE OF CONTENTS

DOCUMENT REFERENCES & HISTORY

1 GENERAL

1.1 PROJECT DESCRIPTION

1.2 COST

1.2.1 Initial Outfitting Funds

1.3 DELIVERY SCHEDULE

1.3.1 Contract Duration

1.3.2 Definitions

1.3.3 Schedule Constraints

1.4 CORRESPONDENCE

1.4.1 Weekly Reports

1.4.2 Written Records

1.4.3 Request for Information (RFI)

1.4.4 Document Revisions

1.4.5 Documenting Contractor Performance

1.5 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

1.6 QUALITY CONTROL

1.7 FACILITY AND SITE PROVISIONS

1.7.1 Contractor Identification

1.7.2 Continued Occupancy

1.7.3 Hours of Operation

1.7.3.1 Security Provisions

1.7.3.2 Pass and Identification Items

1.7.3.3 Retrieving Identification Media

1.7.3.4 Traffic Laws

1.7.3.5 Safeguarding Property

1.8 CHANGE MANAGEMENT

1.8.1 Revisions or Changes to the Final Documents

1.8.2 Change in Personnel

1.8.3 FFE-LVS Adjustments

2 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, VERIFICATION & COORDINATION)

(254.210)

2.1 GENERAL

2.2 EXISTING FFE-LVS

2.3 SERVICES

2.3.1 Furniture, Fixture & Casework Services

2.3.1.1 Quality Standards: Furniture, Fixture & Casework

2.3.1.2 Quantity: Furniture, Fixture & Casework

2.3.1.3 Location: Furniture, Fixture & Casework

2.3.1.4 Configuration & Utility Interface: Furniture, Fixture & Casework

2.3.2 Artwork Services

2.3.2.1 Quality Standards: Artwork

2.3.2.2 Quantity & Location: Artwork

2.3.2.3 Configuration & Utility Interface: Artwork

2.3.3 Medical & Other Equipment Services

2.3.3.1 Quality Standards: Medical & Other Equipment

2.3.3.2 Quantity: Medical & Other equipment

2.3.3.3 Location: Medical & Other Equipment

2.3.3.4 Configuration & Utility Interface: Medical & Other Equipment

2.3.4 Low Voltage System Services

2.3.4.1 Quality Standards: Low Voltage Systems

2.3.4.2 Quantity: Low Voltage Systems

2.3.4.3 Location: Low Voltage Systems

2.3.4.4 Configuration & Utility Interface: Low Voltage Systems

2.3.4.5 Control Systems Planning Matrix

2.3.5 Signage Services (LVS and Non-LVS)

2.3.5.1 Quality Standards: Signage

2.3.5.2 Quantity, Configuration & Utility Interface: Signage

2.3.5.3 Location: Signage

2.4 SUBMITTALS

2.4.1 Submittals: General Instructions

2.4.1.1 Project Binders

2.4.1.2 MTF Binders

2.4.1.3 Departmental Binders

2.4.1.4 Drawings

2.4.1.5 Specifications

2.4.1.5.1 Manufacturer Product Literature (Catalog Cut Sheets & Illustration Sheets)

2.4.1.6 Color Boards

2.4.1.7 Electronic Submittals

2.4.1.8 Submittal Register & Reviews

2.4.1.9 Submittal Updates and Revisions

2.4.1.10 Format & Quantity

2.4.1.11 Government Reviews

2.4.1.12 Contractor Response to Submittal Comments

2.4.1.13 Early Design and Construction Phases

2.4.1.14 Written Records and Meeting Minutes

2.4.1.15 Equipment: Internal Government Approvals

2.4.2 Submittal 1: Draft/DoR VerificATION

2.4.2.1 Project Binder

2.4.2.1.1 Integrated Project Schedule

2.4.2.1.2 Price Information

2.4.2.1.3 Project Room Contents (PRC)

2.4.2.1.4 Existing Inventory

2.4.2.1.5 MTF Supplied FFE-LVS List

2.4.2.1.6 Attic Stock & Spare Parts List

2.4.2.1.7 Criteria

2.4.2.1.8 Narrative-Interior Design

2.4.2.1.9 Narrative-Low Voltage Systems (LVS)

2.4.2.1.10 Narrative-Medical Device Equipment (MDE)

2.4.2.2 MTF and Departmental Binders

2.4.2.3 Drawings

2.4.2.4 Specifications

2.4.3 Submittal 2: Corrected Final

2.4.3.1 Project Binder

2.4.3.1.1 Integrated Project Schedule

2.4.3.1.2 Price Information

2.4.3.1.3 Project Room Contents (PRC)

2.4.3.1.4 Existing Inventory

2.4.3.1.5 MTF Supplied FFE-LVS List

2.4.3.1.6 Criteria

2.4.3.1.7 Narrative-Interior Design

2.4.3.1.8 Narrative-Low Voltage Systems (LVS) and IM/IT Systems/Devices

2.4.3.2 MTF & Departmental Binders

2.4.3.3 Drawings

2.4.3.3.1 Floor Plans

2.4.3.3.2 Room Typicals/Room Placement Plans

2.4.3.4 Specifications

2.4.3.5 Color Boards

2.4.4 Closeout Submittals

2.4.4.1 Closeout Schedule

2.4.4.2 O&M Data

2.4.4.3 Cybersecurity Requirements for LVS and MDE

2.4.4.4 Final Record Documents

2.4.4.5 Transfer of Property Documents

2.4.4.6 DMLSS Data Information

2.4.4.7 Final payment

2.5 MEETINGS

2.5.1 Meeting Logistics

2.5.2 weekly Progress Meetings

2.5.3 Documenting Potential Changes

2.5.4 Project Kick Off

2.5.5 Site Investigation Meetings & Surveys

2.5.6 Existing Inventory Meetings & Surveys

2.5.7 Pre-planning (Requirements Confirmation)

2.5.8 DHA Subject Matter Experts (SMEs) User Meetings

2.5.9 Resolution Conferences

2.6 IO&T CONTRACTOR TEAM & QUALIFICATIONS

2.6.1 Project Manager

2.6.2 Quality Control Representative

2.6.3 Medical Equipment Planner

2.6.4 Biomedical Equipment Technicians

2.6.5 Communication Systems Engineer

2.6.6 Interior Designer

2.6.7 Wayfinding/Signage Consultant

2.6.8 Artwork Consultant

2.6.9 Public Relations Consultant

2.6.10 On-Site Personnel

3 REQUIREMENTS: TRANSITION SERVICES (MOVES, CLEANING & DISPOSITION) (254.220)

3.1 GENERAL

3.2 TRANSITION SERVICES

3.2.1 Existing Warranties

3.2.2 Transition Schedules

3.2.3 Public Relations

3.2.4 Coordination

3.2.5 Existing Inventory & Reuse

3.2.6 Warehousing & Staging

3.2.7 Security

3.2.8 Protection Of Areas

3.2.9 Excessing & Disposition

3.2.10 Staff Orientation

3.2.11 Housekeeping

3.2.12 Temporary Facilities/SPACE

3.2.12.1 Infrastructure Requirements

3.2.12.2 Government Field Office

3.2.12.3 Temporary [Swing] Space

3.2.12.4 Temporary Phasing Facilities

3.2.12.5 Shared and Sole Use of Space

3.2.13 Temporary Signage

3.3 TRANSITION SUBMITTALS

3.3.1 Submittal 1: Draft Transition Plan

3.3.1.1 Plans

3.3.1.2 Schedules

3.3.1.2.1 Department Activity Schedule

3.3.1.2.2 Master Move Schedule

3.3.1.2.3 FFE-LVS Training Schedule

3.3.1.2.4 FFE-LVS Testing & Certification Schedule

3.3.1.3 Presentation Slides

3.3.1.4 Transition: Lessons Learned Survey

3.3.2 CORRECTED FINAL Transition Plan

3.3.2.1 Plans

3.3.2.2 Schedules

3.3.2.2.1 Department Activity Schedule

3.3.2.2.2 Master Move Schedule

3.3.2.2.3 FFE-LVS Training Schedule

3.3.2.2.4 FFE-LVS Testing & Certification Schedule

3.3.2.3 Presentation Slides

3.3.2.4 Transition: Lessons Learned Survey

3.3.2.5 Inspection, Acceptance and Closeout Plan

3.3.2.6 DMLSS Data Information

3.4 TRANSITION MEETINGS

3.5 TRANSITION TEAM & QUALIFICATIONS

3.5.1 Transition Planner

3.5.2 Public Relations & Media Support Specialist

3.5.3 Contractor IO&T Team

3.5.4 On-Site Personnel

4 REQUIREMENTS: EQUIPMENT (FFE-LVS) (310.800)

4.1 TEMPORARY FACILITIES

4.2 EQUIPMENT PROCUREMENT

4.2.1 Furniture, Fixtures, Furnishings, and Casework

4.2.2 Medical and Other Equipment

4.2.3 Artwork

4.2.4 Signage

4.3 SHIPPING & DELIVERY

4.4 INTERIM STORAGE

4.5 INSTALLATION

4.6 TESTING & CERTIFYING

4.6.1 Testing List

4.6.2 Equipment Testing

4.6.3 Coordination

4.6.4 Systems Testing

4.6.5 Industry Standards

4.6.6 Documentation

4.7 INSPECTION & ACCEPTANCE

4.7.1 General

4.7.2 Project Acceptance

4.7.3 Contractor Identified Punch list & Inspections

4.7.4 Pre-IO Inspection – Facility

4.7.5 Pre-Final Inspection

4.7.6 Final Inspection

4.7.7 Final Acceptance

4.7.8 Inspection & Acceptance Documentation

4.8 TRAINING

4.9 CLEANING

4.10 WARRANTY

4.11 MEETINGS

4.12 O&M MANUALS & DATABASE

4.12.1 Changes to O&M Data Submittals

4.13 TRANSFER AND ACCEPTANCE OF PROPERTY

4.13.1 DMLSS Support

5 REFERENCES

5.1 CRITERIA & DOCUMENT APPLICABILITY

5.2 FEDERAL CRITERIA

5.3 CODES & INDUSTRY STANDARDS

5.4 US DEPARTMENT OF DEFENSE (DOD)

5.5 DEFENSE HEALTH AGENCY-FACILITIES ENTERPRISE (DHA-FE)

5.5.1 FFE References

5.5.2 Signage Criteria

5.5.3 LVS Criteria

5.5.4 Excessing & Disposition Criteria

5.5.5 Acceptance Criteria

5.5.6 Temporary FacilitieS Criteria

6 ATTACHMENTS

6.1 GOVERNMENT KEY PERSONNEL

6.1.1 AGENT

6.1.1.1 Contracting Officer (KO)

6.1.1.2 Contracting Officer Representative (COR)

6.1.1.3 Contracting Activity: Project Manager (PM)

6.1.2 Defense Health Agency-Facilities Enterprise (DHA-FE)

6.1.2.1 DHA-FE: Project Officer/Lead (PO/L)

6.1.2.2 DHA-FE: Planners

6.1.2.3 DHA-FE: IO&T Functional Experts/Planners

6.1.2.4 DHA-FE: Engineering Advisors

6.1.3 Facility Representatives

6.1.4 Site/Installation Representatives

6.2 PROJECT SCHEDULE (DESIGN/CONSTRUCTION PROJECT)

6.2.1 Project Schedule (FIO)

6.2.2 Phasing Schedule/Plan (N/A – this is not a phased project)

6.3 DESIGN ANALYSIS (DESIGN/CONSTRUCTION PROJECT)

6.4 DRAWINGS (DESIGN/CONSTRUCTION PROJECT)

6.4.1 Design/Construction Project (FIO)

6.4.2 Drawings (Furniture/Fixtures/Equipment) – REFERENCE 6.4.1

6.4.3 MHS ROOM TEMPLATES (See WBDG)

6.5 INSTALLATION & MAPS

6.5.1 Base/Facility Access and Haul Routes

6.5.2 IO&T Contractor Staging/Lay Down Area

6.5.3 IO&T Contractor Logistics Drawings (Elevator/Corridor Access Etc)

6.5.4 DRMO Facility Map

6.6 LISTS

6.6.1 Project Room Contents (FFE)

6.6.2 Low Voltage Systems (LVS) – Reference section 2.3.4.4

6.6.3 Program for Design (FIO)

6.6.4 DMLSS/RPIE List (Existing FFE-LVS) - Not Available for this project

6.7 PRICE SCHEDULE

6.8 SPECIFICATIONS

6.8.1 DOR Specifications

6.8.2 DHA-FE FFE-LVS Specifications – N/A

6.8.2.1 Furniture & Furnishings

6.8.2.2 Medical Equipment

6.8.2.3 Low Voltage Systems

6.8.3 Temporary Construction Facilities (N/A – No temporary construction facilities needed for this project) 81

7 APPENDICES

7.1 GLOSSARY (TERMS & ACRONYMS)

7.2 WEEKLY [RISK] REPORT (TEMPLATE)

7.3 CONTRACTOR PERFORMANCE FORM (TEMPLATE) – N/A, STILL UNDER DEVELOPMENT

7.4 SUBMITTAL EXAMPLES

DOCUMENT REFERENCES & HISTORY

References used to develop the “Requirement Documents” include:

1) DODI 6015.17 MHS Facility Portfolio Management (Facility Program Management & Oversight, Facility

Requirements Planning; Facility Transition & Activation; Facility Decommissioning & Disposal)

2) DODD 4270.5 Military Construction

3) DODI 5000.02 Operation of the Defense Acquisition System; Relationship Between Defense Acquisition, Requirements & Budgeting Process (Par 5.b(1))

4) MIL-STD 1691

5) FAR 1.102 Statement of guiding principles for the Federal Acquisition Systems; Acquisition Team & R&Rs

(par (c) and (d)

6) FAR 11 Describing Agency Needs

a. FAR 11.1 Selecting & Developing Requirement Documents

i. FAR 11.101 Order of precedence for requirement documents.

ii. FAR 11.102 Standardization program.

b. FAR 11.2 Using & Maintaining Requirement Documents

i. FAR 11.203 Customer Satisfaction

7) FAR 7 Acquisition Planning. FAR 7.104 General Procedures (“Acquisition planning should begin as soon as the agency need is identified, preferably well in advance of the FY in which contractor award or order placement is necessary” (Par (a)).

1 GENERAL

The Defense Health Agency – Facilities Enterprise (DHA-FE) is responsible for the Military Health System’s (MHS) facility portfolio which includes the program management of design, construction, initial outfitting/activation and disposition of property. The DHA-FE requires the services of a contractor who can provide furniture, fixtures, equipment1 (FFE), low voltage systems2 (LVS), and associated services for a new/newly renovated medical treatment facility (MTF). The required goods and services include: 1) “Equipment Services” (FFE-LVS planning, design, confirmation and coordination services); 2) “Transition Services” (relocation/move services to include disposition services related to FFE-LVS); and 3) “Equipment” (FFE-LVS goods and associated services related to its delivery, installation, testing, certifications and acceptance).

Any reference to “Contractor” throughout this document refers to the IO Contractor, unless differentiated by a different prefix or explanation.

Any reference to DOR Design/CID confirmation is for room contents and infrastructure support only (i.e. power, data, trenching, etc). The floorplan will not be changed.

1.1 PROJECT DESCRIPTION

1 FFE = furniture, furnishings, fixtures, medical and non-medical equipment, moveable casework, artwork, plants & signage 2 LVS = communications, electronic security systems and other related information management/technology systems (IM/IT) and facility related control systems (FRCS)

The project is a stand-alone IO project that follows the DBB project for this location. Transition is expected to include 58 personnel. The Contractor must use AutoCad for this project. The Contractor shall review and verify the

DOR’s plans, PRC, and End User’s mission needs. Minimal changes are expected and should be on a mission change only basis, unless FFE specified in the current plans is obsolete. Key equipment items to look at are listed in paragraph 2.3.3, Medical & Other Equipment Services.

The project overview is:

Name: FY21 ACC Replacement (13 Area) DHA PN 14021

Located at Camp Pendleton, CA

It includes 46,483 GSF of new construction; new construction is being completed by SOLTEK Pacific.

Includes vacating and moving 29,948 GSF of existing facilities

Designer of Record (DOR): RLF/SS&A

Construction contractor: SOLTEK Pacific

Design/Construction project is administered by the NAVFAC SW located in Camp Pendleton, CA

IO&T Contract is administered by the United States Army Corps of Engineers (USACE) located in Little Rock, AR

DOR was awarded on 5/10/2016 and the Construction award on 12/18/19

Refer to attached Project Schedule for estimated phasing and completion dates.

The project includes the following buildings:

1. Building: 13 Area Ambulatory Care Center, Building #: 13129. Scope: 46,483 SF of new construction,

2. Building: 13 Area Ambulatory Care Center, Building #: 13129. Scope: 20,588 SF of decommission,

3. Building: 14 Area Marine Centered Medical Home, Building #: 1401OT. Scope: 15 boxes of personal belongings transition for 15 staff members (1 per person) 9,360 SF (see section 2.2. for reuse details),

4. Temporary Facilities include: No temporary facilities for this project.

1.2 COST

FFE-LVS is classified as Personal Property (PP) or Real Property Installed Equipment (RPIE)]. The IO&T Contractor is required to provide FFE-LVS classified as PP unless otherwise noted on the attached Project Room Contents

(PRC) and the attached LVS List in section 2.3.4.4.

All PP is funded with two types of appropriations: 1) “Initial Outfitting” Funds (IO); and 2) “Procurement” Funds (P).

All RPIE is funded with “Project Funds (PF)” also known as “design and construction” funds. The IO&T Contractor is required to price and track all IO contract related fund sources for the duration of the project. Refer to Table 1. Fund

Sources by Property Type/Service.

Cost

Line

Item

No

Appropriation

(Fund Source) Property Type/Service

Property

Type Cost

Accounting

001A

Initial Outfitting

(O&M)

Personal Property (PP) Equipment

Services

PP 254.210

001B Personal Property (PP) Transition

Services

PP 254.220

001C Personal Property (PP) Equipment PP 310.800

002 Procurement Personal Property (PP) Equipment that exceeds $250K

PP

Project Funds

(MILCON/O&M)

Real Property Installed Equipment

(RPIE)

RPIE

TOTAL

Table 1. Fund Sources by Property Type/Service

1.2.1 INITIAL OUTFITTING FUNDS

Reference the DHA Glossary for IO Funds, Procurement Funds, and Project Funds definitions.

1.3 DELIVERY SCHEDULE

1.3.1 CONTRACT DURATION

The contract will not expire until the government has received and accepted all line items. The contract period shall consist of one IO&T verification submittal, a Corrected Final submittal, execution of IO&T plans, and closeout. The estimated award date is 29 MAR 2021. The estimated BOD is 19 OCT 2021, and the estimated OFB is 19 NOV 2021. The contract delivery schedule will end 90 days after the actual OFB. If the delivery schedule is delayed, the contract does not expire until the government has received and accepted all line items. A bilateral modification for schedule delays will only be executed if the delay will result in additional costs to the government.

1.3.2 DEFINITIONS

Reference the DHA Glossary for BOD, Early Access, and Open for Business definitions.

1.3.3 SCHEDULE CONSTRAINTS

The Contractor shall consider the schedule and time constraints outlined in Table 2. Schedule Constraints when developing their proposal, transition plans and project schedules. Required Contractor Activity constraints are illustrated in the table below. This table may or may not capture all required Contractor activities. Days are listed in calendar-days unless otherwise noted.

The Contractor should coordinate early access with the Government and the General Contractor (GC) for appropriate early access needs as needed and incorporate any early access requirements in the Transition Plan. For Example:

Early access to install intrusion detection systems may be required. The Contractor shall account for local and US holidays which may impact delivery and installation.

# CONTRACTUAL REQUIREMENT CONTRACTUAL SCHEDULE CONSTRAINT

1 P r o g r e s s Meetings First meeting “Kickoff Meeting” w/in 14 days of Award. For this project, meetings should be held weekly.

2 Contractor Exceptions to Directed Changes 14 days of receipt of the revisions

Resolve and Closeout Risks on Weekly

Report

Red/Imminent Risks not to exceed 30 days of identification. All others should be resolved as quickly as possible.

4 Request for Information (RFI) As-needed; government review period = 14 days

5 Draft Agendas 14 days prior to meeting (due to Government travel approvals/country clearances)

Final Agenda & Confirmation of

Attendees 5 business days prior to meeting

7 Risk Identification Within 14 days of identification

8 Traffic Disruptions 14 days prior to work commencement or in accordance with Base Installation policy

9 Notice to work within an occupied space 30 days prior to work commencement so affected areas can adjust patient schedules as necessary

Notice to work holidays, weekends, after-hours 14 days prior to commencing work; Government review period = 7 days

11 Transition Period Departments will not be down for more than 2 duty-days

12 3rd Party Vendor Coordination

3rd party FFE-LVS de-installs/re-installs and GFE install coordination to begin with the

MTF and Vendors NLT 6 months prior to commencement of the Transition Period (i.e. FFE requiring 3rd party move assistance, Government Furnished Equipment (GFE), etc.)

13 LVS Coordination Meetings

Commence meetings 120 days prior to department moves. NOTE: Intrusion Detection and

Duress System testing and certification will be fully coordinated with Base Security Forces not later than (NLT) 120-days prior to system installation and/or move. Meetings will be held bi-weekly at a minimum.

14 Facility Cleaning Coordination Coordinate post-FFE installation and post-move facility cleaning activities with the COR

NLT 120 days prior to moves

15 Transition Planning Meetings Commence regular meetings 90 days prior to move date at intervals commensurate with the level of complexity for each department move

Preliminary and Final Move Notification

(by move/phase)

Preliminary Notification: 60 days prior to departmental move date (based on current target dates).

Final Notification: 21 days prior to Pre-IO Facility Inspection.

17 DMLSS Data & Support 30 days’ notice prior to the arrival of the FFE-LVS; data upon receipt by Contractor

18 Inspection Notifications 21 days prior to inspection

19 Notice of Final Acceptance 30 days prior to final acceptance (due to Government travel approvals)

20 BOD 19 October 2021

21 OFB 19 November 2021

22 POP Ends 90 days after OFB date

23 Performance Evaluation Response 14 days after receipt of evaluation

Table 2. Contractual Schedule Constraints

# DELIVERABLES REQUIREMENT DELIVERABLES SCHEDULE CONSTRAINT

1 Submittals & Deliverables Government review period = 21 days unless otherwise noted herein

2 Meeting Minutes and Written Records 5 business days following meeting/conference

Contractor submits Proposals in response to the Request for Proposal (RFP) As directed in the RFP from the KO/COR

4 Submittal 1 45 days following User Meeting 1

# DELIVERABLES REQUIREMENT DELIVERABLES SCHEDULE CONSTRAINT

5 Corrected Final Documents Within 10 days of change; Government Review period = 15 days

6 Systems & Equipment Testing List Update/provide 45 days prior to testing

7 Master Move Schedule Revise & distribute updates when construction schedule BOD changes

Final Public Relations Plan (Postings/

Handouts)

Update plan, including deliverables, and review with MTF NLT 45 days prior to release of public postings & handouts

9 Final Transition Plan Update & coordinate plan with MTF prior to final distribution. Distribute final plan 90 days prior to department move date.

10 Public Relations (Postings/ Handouts) Distribute a minimum of 90 days prior to move commencement

Final Public Relations Plan (Ceremonial

Activities)

Update plan, including deliverables, and review with MTF prior to final distribution.

Distribute final documents 90 days prior to ceremonial activities.

12 Final Orientation Plan Update plan and review with MTF 60 days prior to move

13 Cybersecurity Plan (aka RMF) Provide an updated plan and distribute 45 days prior to outfitting FINAL project phase

14 Cybersecurity Testing Documentation Within 5 days of the Design Submittal 1 Resolution Conference. See sections 2.3.3 and

2.3.4 for more information.

15 Final Department Move Guide Finalize and distribute 14 days prior to moves

16 O&M Manuals (FFE-LVS) Upon receipt of FFE-LVS or training, whichever occurs first

Final Draft DD Form 1354

/NAVMED6700/13, NAVMED6700/12

Coordinate NAVMED Forms with Project Officer at beginning of project for procurement of equipment/systems and submit again 21 days prior to final acceptance Upon Receipt

18 Final DD250 Upon Gov’t acceptance

Accepted Final Design FFE-LVS

Documents

Distribute electronic copies of all required documents 14 days prior to inspection upon

BOD

20 Warranty & Maintenance Documents 14 days following acceptance; government review period = 21 days

21 Punch Lists & Inspection Findings Within 7 days following government inspection

Submit Initialed PRC/Room by Room

Lists Within 7 days following PP Pre-Final and Final Inspections

23 Record Documents (Red-lines) Prior to Prefinal Inspection (Facility); Government review period = 21 days

Record Documents (Final FFE

Installation Layout) 14 days from receipt of Government comments; Government review period = 21 days

25 Changes to O&M Data Submittals Provide manufacturer-originated changes or revisions within 14 days

26 Existing Inventory Spreadsheet Update and distribute Existing Inventory spreadsheet reflecting the accurate location of reuse commodities within 14 days following each move phase (temporary and final moves)

Lessons Learned Surveys – PR &

Transition

Distribute survey within 14 days following moves. Submit survey results to the IPT PDT within 45 days following distribution

28 Final Cybersecurity Plan (aka RMF) Provide 45 days after Final Acceptance

Table 2a. Deliverables Schedule Constraints

1.4 CORRESPONDENCE

1.4.1 WEEKLY REPORTS

Provide a Weekly Risk Report and document project information and weekly issues. Refer to the attached Weekly

Risk Report Template. The purpose of this report is to keep management and the Integrated Project Team (PDT) informed of issues relative to cost, schedule and scope. It’s a tool for Contractor and Government personnel to proactively manage issues and address risks before they compound.

Update the report weekly for the project’s life-cycle, unless otherwise directed. Provide to the PDT prior to the Weekly

Progress Meetings. It’s critical Weekly Reports reflect accurate and current information and all data fields are complete. Failure to maintain this document could adversely impact the project, programming decisions, prompt resolution, change management, etc. and adversely affect the Contractor’s performance ratings. The document serves as a repository for both relevant and historical information and is used extensively for studies, analysis and senior level reporting. Review the Weekly Report with the PDT at Weekly Progress Meetings. Highlight and document changes, updates, and edits. Weekly Report tabs include:

1) Tab 1-Project Overview. Include: 1) key contract information; 2) the project management team; 3) key dates;

4) scope; 5) cost data by fund source; and 6) cost of the base bid, options, modifications and pending changes.

2) Tab 2- Costs. N/A for this project. Should it become applicable, include: 1) costs, scope and performance periods of awarded work; 2) modification costs, and 3) estimated costs relative to pending and potential changes. This enables the PDT to quickly ascertain the cost and time exposure on a given project and take measures to proactively cost contain and make necessary adjustments to the schedule if necessary.

3) Tab 3-Schedule. Summarize key milestones relative to design, construction and outfitting. Document and update milestone dates. Its imperative dates are current and accurate. PDT members use this document to program funds, plan travel, keep customers informed, report to senior leadership, de-conflict calendars, etc. All inspection and acceptance dates will be shown.

4) Tab 4-Scope. N/A for this project. If applicable, summarize the departments under renovation/construction, building classification and type, and levels of renovation. It is used as tool to monitor shifts in requirements, analyze opportunities to descope and cost contain, and negotiate cost and no-cost changes.

5) Tab 5-Risks. Summarize risks to the projects. Document, manage and resolve risks as they present. It requires the PDT to identify risk and attempt to resolve it before it impacts scope, schedule, costs, safety or quality. It is the responsibility of the Contractor to identify and document risks. As soon as the risk presents itself, the Contractor shall document the risk on this tab, date the risk was identified, title the risk, note who is responsible for working the issue, the plan to minimize the risk, planned resolution date, the date it was resolved, possible impact to the critical path, possible cost exposure, and whether the risk requires the owner or the contractor to address.

Identify the level of risk. Red denotes immediate impact, yellow denotes impact within 30 calendar days and green denotes impact within 45 calendar days. Provide an estimated time and cost impact (if applicable) within the timelines outlined Table 2. Schedule Constraints. The actions to resolve each risk will be chronicled on a weekly basis until the risk is closed. Members of the PDT may also identify a risk and request that it be noted on the Weekly Report. Every attempt will be made to close a risk within the timelines outlined in Table 2. Schedule Constraints (closed risks may be crossed out or shaded but cannot be deleted from the record). The PDT will diligently review the Risk Tab and take immediate action to resolve urgent risks. The Contractor shall update and chronicle the progress of each listed risk on a weekly basis.

6) Tab 6- PDT & Distribution. This tab documents the PDT names and contact information and distribution requirements. The PM will work closely with the Government Project Officer/Project Manager to ensure this list remains current and accurate. PDT members may change so it’s important this tab is kept current. “Core” PDT members will be invited to all conferences and meetings.

7) Tab 7-Request for Information (RFI) Log. Track RFI correspondence accordingly.

8) Tab 8-Submittal Register. N/A for this project.

1.4.2 WRITTEN RECORDS

Address correspondence to the Contracting Officer, or their appointed representative. Label all correspondence with project year, project number, title and contract number. Confirm, in writing, any oral instructions, decisions, or important communications exchanged between the Contractor and the Contracting Officer, or their appointed representative. Prepare detailed and accurate written records of each site visit, meeting (either telephonic or in-person) and provide to the PDT within the timelines outlined in Table 2. Schedule Constraints.

Include agenda, subject, names of participants, outline of discussion, all relevant details regarding issues discussed, participants involved in the discussion, action items and the party responsible for resolution or follow-up, timeframes for resolution, drawings and/or illustrations reflecting requirement additions/deletions, recommendations, conclusions and a separate summary listing of all work the Contractor believes is outside the contract requirements.

Number written records in consecutive order. To ensure timely responses and coordination, follow standardized electronic naming conventions. Electronic document titles (to include e-mail) will include (in this order): Project Fiscal

Year, Project Title, Document Type, Number and Date. Do not exceed 30 characters, if possible, or include special characters, examples:

1) Submittals = PN14021CP13Area_Rpr_S1_1Nov19

2) Agendas = PN14021CP13Area_IO Mtg 1_Agenda_1Dec19

3) Meeting Minutes = PN14021CP13Area_IOMM_1Nov19

4) Weekly Reports = PN14021CP13Area_ER_WR_1Nov19

5) Schedules = PN14021CP13Area_Rpl_Sch_1Jan19

1.4.3 REQUEST FOR INFORMATION (RFI)

A Request for Information (RFI) is an informal written request (not formal contract communication) initiated by the

Contractor asking a question, clarification, raising an issue, etc. RFIs will adopt a standardized form. The Government will provide review/response within the timeframes outlined in Tables 2 and 2a. Schedule Constraints, unless otherwise indicated in support documents (e.g. RMF process and deliverables). Note: Content within an RFI, or response to a Requirements Package, cannot change or modify the contract. If an RFI communicates an issue that drives a change in the contract, a modification must be issued to formalize the change.

1.4.4 DOCUMENT REVISIONS

Revisions to any documents will be reissued to the PDT. Include: 1) new issuance date; 2) updated revision block written with the IO PM signature; 3) clouded drawing and/or specification, 4) narrative summarizing revisions, and 5)

Index listing all current changes.

1.4.5 DOCUMENTING CONTRACTOR PERFORMANCE

Contractors will be evaluated on their performance. The Contractor is permitted to resolve or address the rating(s) within the timeframe outlined in Tables 2 and 2a. Schedule Constraints. The Contracting Officer, or their appointed representative, will concur/non-concur with the final ratings within the timeframe outlined in Schedule Constraints. The performance evaluation is typically reviewed and updated at the:

1) Completion of Submittal 1 and Corrected Final

2) Final closeout and acceptance

1.5 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

[RESERVED]

1.6 QUALITY CONTROL

The IO QCM will ensure adequate quality control coverage of all work phases to include planning, design, outfitting, delivery, installation, cybersecurity compliance, testing, certifications and acceptance. The QCM will be allowed sufficient time to carry out their responsibilities. The QCM will develop, implement, and document an effective quality control plan for the project and check and certify all submittals. The QCM will not be dual-hatted with another role within this project (i.e. the IO Project Manager cannot be the QCM).

1.7 FACILITY AND SITE PROVISIONS

1.7.1 CONTRACTOR IDENTIFICATION

All contract personnel will wear company picture identification badges so as to distinguish themselves from

Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, contract personnel will identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contract personnel will identify themselves on any attendance sheet or any coordination documents they may review (electronic mail signature blocks) and will identify their company affiliation. Where acceptable, contract personnel occupying co-located space with the

Government will identify their workspace area with their name and company affiliation or as a minimum “Contractor” after name.

1.7.2 CONTINUED OCCUPANCY

The Contractor shall not negatively impact medical operations. For renovation and addition projects, work is required to be performed within the existing building. For new construction projects, the Contractor may be required to work in occupied areas to execute the FFE-LVS requirements of the project.

The Contractor shall have access to areas in which the work occurs. The user will occupy the existing building during the life of this project. The Contractor shall provide all interim life-safety, infection control and environment of care measures.

Schedule all work at such time and in such a manner to minimize interference and inconvenience to public, staff and

MTF operations. The Contractor shall be prepared to conduct work before and/or after normal business or duty hours for tasks that create excessive noise with no cost adjustment and/or premium provided by the Government.

The Contractor must obtain authorization of COR, as approved by the user, before starting any work within any occupied area. See #9 in Contractual schedule constraint table. The area immediately surrounding all areas of Work will be protected from danger of materials being dropped or dislodged. Work will be carried out in a manner that will not impose avoidable hardship, danger, or inconvenience to public or staff.

Prior to commencement of work, the Contractor and the COR will jointly survey the construction site/facility and surrounding areas, making permanent record of such existing damage as cracks, malfunctioning utility equipment and fixtures, or other similar damage. This record will serve as a basis for determination of subsequent damage to these structures and adjacent areas due to Contractor's operations. Any damage of any nature to these structures and adjacent areas not noted in original survey but subsequently noted will be reported immediately to COR.

1.7.3 HOURS OF OPERATION

Normal work hours will occur between a ten-hour period of 0700 to 1700 hours Monday through Friday (exclusive of

Federal Holidays) unless otherwise specified herein. Work may be permitted on Federal Holidays, weekends and after hours at no additional cost to the Government with advance notice and coordination of the COR and Project Officer.

Notice must be given within the timelines outlined in Schedule Constraints. For most projects the work will be done while the building is occupied. The Government reserves the right to change hours of operation or restrict Contractor access. Government agencies will not be available during scheduled holidays, possibly during inclement weather, weekends, after duty hours, or Using Military Department “down days”. All chargeable work will be directly attributable to the task being performed by the individual. Scheduled holidays include standard Federal holidays as found here: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ (all subject to change via

Congressional directive).

1.7.3.1 SECURITY PROVISIONS

The Contractor shall observe and comply with all security provisions in effect at the installation and MTF and any other Government facility visited in performance of this SOW. The Contractor shall be responsible for all work permits and clearances. The Contractor shall notify the appropriate Servicing Security Activity (SSA), working through the Project Officer, 14 business days before on-installation performance of the contract. The Contractor shall be provided the addresses of the appropriate SSAs. The SSA will advise the Contractor concerning any required permits and clearances required to perform. Contact the Project Officer for permits and clearances requests/ information. See Supplemental, C. Base Access Requirements.

For the duration of the contract, access to the Installation may be delayed between 30 minutes to an hour or more due to security precautions, including the checking of vehicle occupants' IDs, vehicle manifests, and the search of all vehicles.

Any general or specific threat to the safety of those working or living at the installation could result in longer waiting times. The following are requirements for Contractor employees entering the Installation. Provide the required documents within the timeframes outlined in Schedule Constraints.

1) One form of picture ID; either a valid/REAL ID compliant driver’s license, a valid passport and/or military ID

2) A memo from the company on their letterhead stating the reason for entry, contract number, and the location at the Installation where the jobsite is located.

3) All delivery trucks must have a bill of lading and delivery truck drivers must have a picture ID.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

4) Employee Identification Badges: Contractor personnel will wear visible Contractor- furnished employee identification badges while physically on the Installation. Each badge will include, as a minimum, the company name, employee name, photograph, Contract Title, Contract Number, and the expiration date of the badge.

5) Employees or sub-contractors are subject to apprehension contingent upon warrants, outstanding child support, etc. Do not expect individuals with these types of issues to be allowed onto the installation.

6) The above items are examples. Contractor shall coordinate with Project Officer to determine installation specific access requirements.

1.7.3.2 PASS AND IDENTIFICATION ITEMS

The Contractor shall follow all installation Pass and ID procedures. Furnish to each employee, and require each employee engaged on the work to display identification as approved and directed by the Contracting Officer, or their appointed representative.

When required the Contractor shall:

1. Obtain and provide fingerprints of persons employed on the project.

2. Maintain a current listing of employees and ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles.

a. The installation security office will furnish installation identification badges and/or installation passes for each Contractor employee upon presentation of evidence of assignment.

b. Other access badges, such as computer facilities access badges, computer access ID numbers and passwords, will be furnished by the Government as necessary to complete task requirements.

3. In process on beginning of work and out-process on completion of work or termination of employment.

4. Turn-in all Government issued identification in accordance with Installation Access requirements at the completion of the project.

5. Immediately deliver prescribed identification to the Contracting Officer, or their appointed representative, upon termination or release of any employee.

6. Provide the required to documents within the timeframes outlined in Schedule Constraints.

1.7.3.3 RETRIEVING IDENTIFICATION MEDIA

The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

1.7.3.4 TRAFFIC LAWS

The Contractor and employees will comply with Installation’s traffic regulations.

1.7.3.5 SAFEGUARDING PROPERTY

The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for

Contractor use. At the end of each work period, all Government facilities, equipment, and materials will be secured. The Contractor shall have control over the building during FFE installation and transition periods.

1.8 CHANGE MANAGEMENT

Contractor shall clearly identify any design adjustments which may have a potential cost, schedule, requirements, safety, and/or quality component. The objective is to complete the project within the awarded firm-fixed price and within the defined requirements. Should a cost, schedule, requirement, safety, and/or quality component be identified, the Contractor shall immediately notify the contracting officer in writing. The Weekly [Risk] Report will be used to generally inform the PDT of these potential risks. The Change Tracker will be used to inform the PDT of PRC/global

JSN changes at each submittal. The Change Tracker will be an editable, sortable, filterable Excel document consisting of the original PRC contents and any changes from the original PRC. These changes could be quantities, global changes for a specific JSN, etc. These examples are not inclusive of the changes that are expected to be tracked. A justification for each line item changed is expected in the Change Tracker as well.

1.8.1 REVISIONS OR CHANGES TO THE FINAL DOCUMENTS

Refer to Contract Clauses. Accepted documents corresponds to the Corrected Final, where the Government has reviewed and all comments have been resolved. Once the Corrected Final Submittal(s) have been accepted by the

Government, the Contractor shall not revise or delete any item from the project shown on the Corrected Final

Documents without prior Contracting Officer approval. The Contractor shall provide all items shown on the Corrected

Final Submittal, as accepted and released for execution. The Contracting Officer’s review or acceptance of submittal packages including the Corrected Final Documents will not be construed as a waiver from requirements where those requirements may have been erroneously expressed or omitted from the Contractor prepared design documents, unless the Contractor has specifically noted such variations and the Contracting Officer has accepted them in writing. These documents will define the requirements for this project.

The Contractor must obtain both the approval of the respective SME and the Contracting Officer concurrence for any

Contractor proposed revision to the Government reviewed and concurred Corrected Final Documents. Unless the

Government initiates a change to the requirements, or the Government determines that the Government furnished design criteria are incorrect and must be revised, any Contractor initiated, proposed change to the requirements, which results in additional cost, will not be accomplished. The Contractor shall annotate and track all approved revisions to the reviewed and accepted documents in their design narrative, and the change tracker, and incorporate them into the record documents.

1.8.2 CHANGE IN PERSONNEL

Personnel submitted and accepted at the time of the proposal will be maintained for the life of the contract. Once personnel are selected to perform duties in accordance with the SOW, they will not be removed, replaced or reassigned either permanently or temporarily to another task order without written concurrence by the Contracting Officer. If the person becomes unable to work under this contract, the Contractor shall immediately notify the Contracting Officer and replace them with one of equal qualifications, to that in their original proposal. The Government reserves the right to accept or reject personnel identified for tasks under this contract.

1.8.3 FFE-LVS ADJUSTMENTS

The PRICE SCHEDULE, JSN PRICE SCHEDULES and Project Room Contents are the ‘legacy documents’ used to track cost and adjustments to FFE-LVS for the project's duration. The only adjustments will be for Government issued modifications driving a change in quantity, a change requiring a previously unlisted item, or a change deleting the need for an item. The Contract is firm-fixed-price and the Contractor is not authorized to exceed the awarded contract price without justification and a modification. Summarize and highlight any adjustments made at each submittal on legacy documents. When highlighting, do not use the same color for each submittal version. Adjustments may drive a cost or no-cost modification.

2 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, VERIFICATION &

COORDINATION) (254.210)

2.1 GENERAL

The Contractor shall provide equipment services to include design support, verification/coordination services.

Required FFE is listed on the attached Project Room Contents (PRC). The PRC is developed from the DHA-FE

Space and Equipment Planning System (SEPS) software. The IO&T Contractor is responsible for maintaining the

PRC and ensuring it’s updated to reflect awarded and current changes or refinements (refer to the attached PRC

Example). Remarks and issues will be documented in the most current PRC. Contractor shall not have access to

SEPS; it is the expectation for the Contractor to use their proprietary system to track and provide an updated PRC.

Note: The PRC released as part of the solicitation does not include LVS. The PRC contains the following information:

1) Department and Room Location

2) Room Code

3) Joint Schedule Numbers = A number assigned to each type of RPIE and PP. The first alpha character denotes the various equipment groups:

a. A Architectural

b. C Fixed Casework

c. D Dental Equipment and Casework

d. E Modular Casework

e. F Furniture and Furnishings

f. K Food Service Equipment

g. L Laboratory Equipment

h. M Miscellaneous Medical Equipment

i. P Plumbing Fixtures

j. R Refrigeration Equipment

k. S Sterilizers, Decontamination and Associated Equipment

l. T Shop Equipment and Tools

m. U User Defined Items

n. V Veterinary Equipment

o. X X-Ray Equipment and Accessories

4) Logistical Categories (Log Cat) = identifies who is responsible for furnishing and installing RPIE/PP:

a. Log Cat A = GC Contractor purchased and installed.

b. Log Cat B = Government purchased and GC installed.

c. Log Cat R = Reuse (Contractor is required to relocate and install all reuse items to the interim and final space)

d. Log Cat C = Contractor purchased, on behalf of the Government, and installed by third-party vendor.

5) Fund Type = Either RPIE or PP (refer to section entitled Cost for additional information)

6) PRC Notes (Salient Features/Quality Standards) = The Contractor shall provide the product (or equal

to) described in the PRC. If silent, then refer to the supporting Service’s specifications.

2.2 EXISTING FFE-LVS

1) Existing Furniture, Fixtures and Casework. At the time of this RFP for FY20 P-021 Medical Replacement

Clinic, 13 Area, some, but minimal, reuse Furniture, Fixtures, or Casework is expected. All reuse is expected to come from the 14 Area building.

2) Existing Artwork At the time of this RFP for FY20 P-021 Medical Replacement Clinic, 13 Area, reuse artwork is expected to move from 14 Area’s building to the new 13 Area building. A list of existing artwork for reuse is unavailable at this time. An existing FFE-LVS inventory will need to be accomplished, and reuse incorporated into the

PRC accordingly.

3) Existing Medical Equipment. At the time of this RFP for FY20 P-021 Medical Replacement Clinic, 13 Area, reuse equipment is expected to move from 14 Area’s building to the new 13 Area building. A list of existing equipment for reuse is unavailable at this time. An existing FFE-LVS inventory will need to be accomplished, and reuse incorporated into the PRC accordingly.

4) Existing Inventory (reuse) and the PRC. The attached PRC does not list existing inventory nor reuse items.

See items 1 through 3 above and incorporate reuse into the PRC accordingly. Any reuse items will be determined at

First Users Meeting.

5) An Existing Inventory list will be maintained and submitted at each submittal starting at Design Submittal 1

(DS1), indicating which items will be reuse, excess, or DRMO. Reuse will be defined as any FFE-LVS item that is being relocated to the new facility from the current space. Excess will be defined as any FFE-LVS item that is in the current space and will stay there and/or be handled by MTF Personnel. DLA will be defined as any FFE-LVS item that needs to be disposed of through DLA. The Project Officer will provide a list of reuse items as soon after award as possible. The assumption will be any item that is not reuse or DLA will be excessed. For the purposes of this project, Excess does not need to be tracked on the Existing Inventory list.

2.3 SERVICES

2.3.1 FURNITURE, FIXTURE & CASEWORK SERVICES

The Interior Designer will verify the DOR’s final design related to the furniture, fixtures and casework. The Interior

Designer will prepare comprehensive interior design (CID) documents/submittals including room layouts, room illustration sheets, project contents list, infrastructure interface, and specifications. They are responsible for coordinating the DOR-generated Structural Interior Design (SID) documents with the CID. They also assist with the development of execution plans for procurement, delivery, installation and training related to furniture, fixtures and casework/casegoods.

2.3.1.1 QUALITY STANDARDS: FURNITURE, FIXTURE & CASEWORK

Products will meet the level of quality described in the:

1) DOR-Generated Specifications. At a minimum, the furniture and fixtures will meet the quality standards outlined in the attached DOR-Generated Specifications.

2) Supporting Service’s FFE Performance Specifications. If the DOR-Generated Specifications (to include illustration sheets/cutsheets) are silent or discontinued, then the Contractor shall meet the quality standards outlined in the supporting Service’s specifications. (Refer to MIL-STD 1691 for JSN Nomenclature and Description).

3) DMLSS and/or RPIE List. If the supporting Service’s specifications are silent, then the Contractor shall provide a product that meets the same level of quality of the make/model listed on the DMLSS/RPIE List (if available) or current technology.

2.3.1.2 QUANTITY: FURNITURE, FIXTURE & CASEWORK

Product quantity is detailed on the attached Project Room Contents.

2.3.1.3 LOCATION: FURNITURE, FIXTURE & CASEWORK

Room locations are detailed on the attached Project Room Contents.

2.3.1.4 CONFIGURATION & UTILITY INTERFACE: FURNITURE, FIXTURE & CASEWORK

Room and space configuration and utility interface requirements are illustrated on the attached [DOR-Generated

Equipment Drawings] [MHS Room Templates].

2.3.2 ARTWORK SERVICES

The Artwork Consultant should coordinate with DHA Interior Designer and Project Officer to select all artwork and prepare all artwork submittals. The distributor and/or supplying vendor is not permitted to select the art nor prepare the submittals. At a minimum, the Artwork Consultant will:

1) Develop an existing inventory list and document reuse, new and disposition or excess requirements.

2) Develop an artwork plan that includes purchased, commissioned, heritage, and reuse art in a variety of media.

3) Research and specify artwork for function, aesthetics, materials and…