ATTACHMENT A - American Lake VAMC B201 - Pre-Planning Support.pdf

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PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration

VA Puget Sound Healthcare System - American Lake VA Medical Center 9600 Veterans Drive Southwest, Tacoma, WA 98493-0003

663-403 Outpatient Medical Center/Building 201 Activation Pre-Planning Support

Date:

04/02/2024

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1.0 Objective

The purpose of this acquisition is to provide the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) with Activation Pre-Planning Support for the VA Puget Sound Healthcare System - American Lake VA Medical Center, Outpatient Medical Center Major project. The objective is to have activation pre-planning support services through, approximately, Design Build (DB) RFP issuance (RFP estimated issue date January 10, 2025). North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2.0 Background

In Fiscal Year 2020, the United States Congress approved a major construction project for the Department of Veterans Affairs to enhance services for Veterans. The parent facility, VA Puget Sound Healthcare System, is working with VA Office of Construction and Facilities Management and Army Corps to secure award of the Design-Build to contractors who can construct the new building for VA use.

VA Puget Sound Healthcare System – American Lake VAMC has been approved for a major construction project to construct a new building with updated services for Veteran health care. The new Outpatient Medical Center building 201 is scheduled to be 77,280 GSF design-build (DB) with 52,811 NSF dedicated to department and/or services consisting of two-stories and a partial basement. Expected departments and/or services for building 201 consists of the following:

Cardiology Service (11,295 GSF), Environmental Management Service (1,152 GSF), Gastrointestinal/Endoscopy Service (7,118 GSF), Lobby area (1,796 GSF), Pathology and Laboratory Medicine Service (10,449 GSF), Pharmacy Service (10,071), Pulmonary Medicine Service (7,760 GSF), Social Work Service (338 GSF), Sterile Processing Service (8,557 GSF), Surgical/Endovascular Services (16,951 GSF) and Office of Information and Technology (1,794 GSF).

3.0 Scope

Conduct all tasks in accordance with the Performance Work Statement (PWS), in support of the project identified in paragraph 2.0 above. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide activation pre-planning support to accomplish the PWS tasks. The scope includes Project Management Services and activation pre-planning support services. The purpose of this contract is to provide VHA with activation pre-planning support.

4.0 Applicable Documents

Applicable documents, but not limited to, are listed below. Contractor shall use the most current versions of all applicable documents.

A. Construction contract to be determined (TBD)

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

C. FIPS Pub 201, “Personal Identity Verification of Federal Employees and contractors,” March 2006

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

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

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

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

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

I. Health Insurance Portability and Accountability Act (HIPAA); 45 CFR Part 160, 162, and 164; Health Insurance Reform: Security Standards; Final Rule dated February 20, 2003

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

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K. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003

L. Office of Management and Budget Circular A-130, “Management of Federal Information Resources’, November 28, 2000

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

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

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

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

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

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

S. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program,” March 10, 2015

T. VA Handbook 6500.1, “Electronic Media Sanitization,” March 22, 2010.

U. VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information”, March 12, 2019

V. VA Handbook 6500.3, “ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING OF VA INFORMATION SYSTEMS,” February 3, 2014.

W. VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle,” March 22, 2010

X. VA Handbook 6500.6, “Contract Security,” March 12, 2010

Y. Federal Travel Regulation (FTR) (www.gsa.gov/federaltravelregulation)

Z. VA Directive 6508, Implementation of Privacy Threshold Analysis and Privacy Impact Assessment, October 15, 2014

AA. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

BB. VA Handbook 7002, Logistics Management Procedures, January 8, 2020

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

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

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

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

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

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

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

JJ. MIL-STD-1691 Construction and Material Schedule for Military Medical, Dental, Veterinary and Medical Research Laboratories, December 1, 2016 (https://ms1691.facilities.health.mil/milstd1691/#/)

KK. 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

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

MM. VA PG-18-14 Room Finishes, Door, and Hardware Schedule https://ms1691.facilities.health.mil/milstd1691/#/

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

OO. VA H-18-8 Seismic Design Handbook

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

QQ. VA BIM Standard

RR. International Building Code (IBC)

SS. NFPA 10: Standard for Portable Fire Extinguishers

TT. NFPA 70: National Electrical Code (NEC)

UU. NFPA 72: National Fire Alarm and Signaling Code

VV. NFPA 101: Life Safety Code

WW. International Plumbing code (IPC)

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

YY. Federal Acquisition Regulation (FAR)

ZZ. Veterans Affairs Acquisition Regulation (VAAR)

5.0 Contract Type

This is for a Firm-Fixed-Price (FFP) Contract. This Contract is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside under Federal Acquisition Regulation (FAR) Parts under 12, 13 and 37.

6.0 Non-Personal Services

In accordance with FAR 37.104 and 5 United States Code (U.S.C.) 3109, this requirement has been determined to be a non-personal services contract. A non-personal services contract is a contract under which the contractor personnel providing the services are not subject to continuous Government supervision and or control, either by the contract's terms or by the manner of its administration.

7.0 Organizational Conflict of Interest

Per FAR Subpart 9.5, Organizational Conflict of Interest (OCI), due to the requirement of the contractor providing support services for Furniture, Fixtures, and Equipment (FF&E) and the possibility that any FF&E may be available through the prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the Contracting Officer (CO), neither the prime contractor nor its subcontractors or consultants may participate as an offeror, subcontractor, or consultant on any procurement of FF&E conducted by the prime contractor or its subcontractors/consultants under this contract.

a. Contractor to provide a complete list as part of the proposal submission of all proposed subcontractors in performance of this contract.

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

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

d. Contractor to mitigate any risk associated with an OCI. Non-disclosure agreements may become necessary as part of Contract award.

e. Contractor to work will all subcontractors in reviewing subcontract terms and conditions associated with the awarded Contract.

8.0 Location and Hours of Work

The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the contractor’s facility. All Face-to-Face meetings will be held at the Government’s facility located at VA Puget Sound Healthcare System - American Lake VA Medical Center 9600 Veterans Drive Southwest, Tacoma, WA 98493. Normal workdays are Monday through Friday, except United States (US) Federal Holidays. Typical workdays are eight (8) hours https://downloads.va.gov/files/CFM-TIL/signs/

5 | P a g e per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place on Government site after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR). Some weekend hours are expected (i.e., inventory services, activation services).

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that the Department of Veterans Affairs follows:

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

(1) Martin Luther King's Birthday - Third Monday in January

(2) Washington's Birthday - Third Monday in February

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

• Five (5) Federal holidays are set by date. If any of these dates fall on a Saturday, the Friday before shall be observed as a holiday. If any of these dates fall on a Sunday, the following Monday shall be observed as a holiday.

(1) New Year's Day - January 1st

(2) Juneteenth – June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

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

9.0 Travel

Cost-reimbursable travel will be included in the final award based upon the Government’s estimated need. The Government will not reimburse any living or relocation costs of contractor employees from other geographic areas. The purpose of staffing the contract is considered the cost of doing business and is not subject to reimbursement. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees, if it is necessary contractor personnel be located near project site.

Local travel, within a 50-mile radius from the place of performance will not be reimbursed. The Government will not pay travel charges for travel to and from the contractor employee’s home and government office or from one Government facility to another. Travel beyond a 50-mile radius of the contractor’s facility is authorized for reimbursement on a case-by-case basis and must be pre-approved by the Contracting Officer’s Representative (COR) via the Travel Authorization Request (Attachment B). The contractor must obtain written approval from the VA COR BEFORE any travel begins, utilizing the Travel Authorization Request form. Other documents or e-mails will not be accepted as pre-approval. Travel that occurs without written pre-approval will not be reimbursed. Travel expenses will be reimbursed on an actual expenditure’s basis in accordance with Federal Travel Regulation (FTR) and FAR 31.205-46. Per diem expenses will be paid per the General Services Administration (GSA) daily rates for the location of travel. To be reimbursed for travel, the Contractor shall submit supporting documentation as required by FTR with invoices. FTR requires for any temporary travel destination you must provide a receipt to substantiate your claimed travel expenses for lodging and a receipt for any authorized expenses costing over $75 (FTR 301-11.25). Expenses for subsistence and lodging will be reimbursed to the Contractor only to the extent where an overnight stay is necessary and authorized by FTR in effect at the time of the stay for the specific location. Approval for rental vehicles is discouraged and will be approved on an individual basis.

Additional information can be found at: http://www.gsa.gov/ftr.

10.0 Key Personnel

The contractor shall provide the necessary qualified personnel, materials, resources, and infrastructure to manage, perform, and administer the contract. The contractor shall accomplish the assigned work by employing and utilizing the http://www.gsa.gov/ftr

6 | P a g e identified key personnel with appropriate combinations of education, training, and experience as well other identified personnel with education and experience appropriate for the tasks assigned.

The personnel identified herein are considered essential to the work being performed. In the event changes to key personnel are required during the performance of this contract, replacement key personnel must meet or exceed the experience and qualifications of the individual the contractor included in its submitted proposal. Prior to substituting, removing, or replacing any key personnel, the contractor shall notify the CO and COR 10 working days in advance. The contractor shall submit to the CO and COR the resume of the replacing individual that demonstrates skills and background at least equivalent to those of the individual the contractor included in its proposal within 10 days of replacement. The CO and COR will evaluate the replacing person's resume to determine the experience and qualifications of the replacement are equal or exceed those of the person's resume submitted with the contractor's proposal for that position. New personnel shall not commence work until all necessary security requirements have been fulfilled and résumé provided and accepted. The CO and COR will evaluate such requests and promptly notify the contractor, within five (5) business days of approval or disapproval in writing

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

• Project Manager o A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over healthcare IOT&A projects o A minimum three (3) years’ experience in activating Federal healthcare facilities o Demonstrated experience in healthcare infrastructure, operations, and have direct experience in transition activities

• Senior Designer o A minimum of five (5) years of experience in healthcare facility design o National Council for Interior Design Qualification (NCIDQ) Certification or American Academy of Healthcare Interior Designers (AAHID) certification o Demonstrated experience in healthcare operations and related furniture, fixtures, casework/case goods and signage, and be able to translate requirements into design/construction/installation documents

• Medical Equipment Planner o A minimum of five (5) years of experience in medical equipment planning and implementation o A minimum of three (3) years of experience in healthcare facility design at Federal healthcare facilities o Experience in Federal healthcare setting o A minimum of five (5) years’ experience in Healthcare Technology Management and Operations within a medical facility as related to medical device selection, installation, operation, testing, maintenance, 7 | P a g e

11.0 Employee Identification

All contractor employees working at a Government facility shall wear company Identification and Government issued identification to distinguish themselves as contractor personnel. When conversing with Government personnel during business meetings and over the telephone, contractor employees shall identify themselves as such. Where practicable, contractor employees occupying space within a Government facility should identify their workspace area with their name and company affiliation.

12.0 Conduct of Personnel

The CO may require the contractor to remove from the job site any employee working under this contract for reasons of misconduct, security violations, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the CO that such action is in the best interests of the Government. Such removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this contract.

13.0 Contract Kick-Off Meeting

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

14.0 Tasks and Deliverables

14.1 Project Management Services

Provide Project Management Services integral to the execution of tasks ensuring effective, efficient, and timely completion of contracted services. The Project Manager shall not be reassigned without notification to the CO. The Project Manager may be required to be onsite as required per contract and lead user group and Integrated Project Team (IPT) meetings. The Project Manager will ensure close coordination with the VA, Army Corps, and the design team in development of the design build request for proposal (D-B RFP)

Project Plans, Schedules, and Reports:

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

The contractor shall support the Facility Activation Project Manager in establishing a local level Integrated Project Team (IPT). The purpose of the IPT is to provide timely input to pre-RFP development. Stakeholder engagement is vital to a successful outcome. IPT members should include, at a minimum: local Office of Information and Technology (OI&T), Infection Control, Emergency Safety & Preparedness, Logistics, Patient Safety, facility Fiscal office, Privacy, Lock Shop, Police, Environmental Management, project Resident Engineer or CFM Project Manager, local Union representation, Biomedical Engineering, Interior Design, local Contracting, public affairs, and others as required depending on project type and scope.

In the event a schedule deviation impacts the period of performance of this contract, the contractor shall provide in writing to the CO the reason for the delay, associated points of contact, and a request for extension. Extension

8 | P a g e requests must detail the amount of additional time required and are not automatically granted. The contractor shall document lessons learned throughout the project in the monthly status report.

14.1.2 Integrated Project

Team (IPT) Charter

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

Meeting Facilitation Services:

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

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

The Activation Pre-Planning Support contractor may not make changes to the items above including the room contents list, without prior coordination with the COR. The Activation Pre-Planning Support contractor shall assist in refining the initial room contents list. Any changes resulting from such an instance without the approval of the COR and CFM PM will be borne on the Activation Pre-Planning Support contractor. In regard to changes to the room contents list, the Activation Pre-Planning Support contractor is allowed to make changes only within the contract parameters, with approval of COR. This would entail further defining and/or updating equipment listed in the room contents list. The Activation Pre-Planning Support contractor will also be responsible assisting in review, scrubbing the equipment list via user group meetings with the designer, to identify any equipment that is to be deleted or added, and provide comments to the COR. This task shall be closely coordinated with the COR to ensure further close coordination with CFM, Army Corps and the designer.

# Deliverable Name Deliverable Description

14.1.1 Monthly Project

Status Report

The Monthly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items and a summary of meetings attended.

The report shall discuss any “lessons learned” during the reporting/billing period. If any changes to staff (prime or sub), or Key Personnel change during the month, and updated Attachment C, Contract Staff Roster shall be included. The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice.

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

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The contractor’s PM should be available to attend requested meetings in person, as determined by the COR prior to the meeting. Beyond the contractor’s PM, the total number of personnel required to attend meetings to support successful execution of the work for any given meeting is to be determined by the contractor and must be approved by the COR.

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

# Deliverable Name Deliverable Description

14.1.3 Meeting Minutes

and Meeting Agendas

Agendas for meetings attended by the IOTA contractor shall be distributed no less than 3 business days prior to the meeting. Contractor to work with COR or designee in creating the agendas. VA meeting agenda template to be used if available.

Minutes shall be distributed no more than 3 business days post meeting.

Minutes of all meetings shall include agenda, attendees, action items and who is responsible for completion of the action items. If the facility has a standardized meeting minutes template, that template must be used.

14.2 Activation Pre-Planning Support

Contractor is to work closely with the VA Interior Designer on all furnishings and space planning. The contractor is required to identify FF&E and visual arts.

Contractor may provide their own system for tracking, managing, and validating FF&E. Contractor will reconcile their list with the A/E’s DB list. Any discrepancies must be brought to the attention of the COR, until consistency exists between lists. The contractor shall identify whether an item is VA Furnished, VA Installed (VV), VA Furnished, Contractor Installed (building contractor) (VC), or Contractor Furnished, Contractor Installed (building contractor) (CC); using the VA provided template in Attachment D. The Activation Pre-Planning Support contractor will be validating all FF&E. The FF&E acquisition codes on the Attachment D Room Contents Plan for RFP Development shall be updated and maintained. Contractor to complete all columns within the Attachment D. Contractor to identify for each FF&E; the Department, Functional Area, Room Code, # of Rooms, Room Name, appropriate Joint Service Number (JSN), quantity per room, estimated cost, projected need by date, historical contracting and vendor lead time, appropriation, and acquisition method. The contractor is not required to perform market research.

FF&E must be consistent with any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the health care facility’s standards as provided by the Government. Design support services include updating spaces on the template to be consistent with A/E developed spaces to be included in the Project RFP. Contractor is to work closely with the VA Interior Designer on all initial furnishings and space planning.

The contractor shall utilize Space, Equipment, and Planning System (VA-SEPS) Joint Service Number (JSN) nomenclature in accordance with the VA BIM Guide (available at VA BIM GUIDE, https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf) for all unique ID numbering. The cut sheets shall identify the basis of design item and shall show appropriate VA-SEPS JSNs. New JSN requests and JSN searches can be conducted at https://dha.max.gov/milstd1691.

Contractor to create discrepancy report between the final room contents list and the building contracting agency.

Activation Pre-Planning Support contractor responsible for working with building contracting agency via the COR, to https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf https://dha.max.gov/milstd1691

10 | P a g e resolve any discrepancies to ensure lists match. Contractor to track discrepancies through resolution for a final report.

Contractor to review the entire RFP related to activation including the division 01 specifications for concurrence, compliance, and completeness in meeting all end user and VA requirements. Contractor shall review and provide written comments at each RFP submission and attend related review conferences, including interim RFP, and draft final RFP submissions. Activation Pre-Planning Support contractor responsible for working with COR to resolve any discrepancies. Contractor to track all activation related RFP comments through final resolution.

14.2.1 Room Contents Plan

for RFP Development

(Attachment D is government provided template.

Actual deliverable data/information requirements are defined in template.

** mandatory part of this contract

The Room-by-Room room contents (captured in the provided template), identifies all items listed by room. The contractor shall provide a complete and finalized room by room contents list for each room throughout the project. This includes, but is not limited to, artwork, OI&T equipment, other equipment, and furniture. The Activation Pre-Planning Support contractor shall perform QA against the design documents to avoid conflict.

Initial Data collected, updated, and maintained includes space identification that matches schematic drawings, VV vs VC vs CC, historical item cost to include any purchased install and/or training, contracting and historical vendor lead times, funding appropriation, recurring vs non-recurring expense, functional area, room code, # of rooms, room name, quantity per room, estimated historical costs, projected need by date, historical vendor lead time, and acquisition method as well expected need by dates based on preliminary construction award and building delivery date

14.2.2 Discrepancy Report

between final Room Contents and UACE equipment list

Report to show any discrepancies between the Activation Pre-Planning Support contractor final room contents list and those found in the building contracting agencies list. Final report due after Activation Pre-Planning Support contractor has made final resolutions, which tracks the resolutions. Final report should show no discrepancies.

14.2.3 Pre-Construction

RFP Comment Tracker

Tracker to show comments and ongoing resolution progress. Final tracker to show final resolution of all comments, to include rationale. Final report should show no open comments.

15.0 Deliverables

Deliverables have established delivery schedules as specified in the PWS. Failure to comply with the delivery schedule will cause the contractor to be delinquent in performance. Such tardiness will be annotated in the Contractor Performance Assessment Rating System (CPARS) interim and/or final ratings.

15.1 Deliverable Schedule

Submittals are required deliverables mutually agreed upon within the contract. Submittals have established delivery schedules as specified in the PWS. Failure to comply with these delivery schedules makes the contractor delinquent in performance. Such tardiness will be annotated in the contractor Performance Assessment Rating System (CPARS) interim and/or final ratings.

Delivery schedule for deliverables is identified below. Due to the variations in project schedules, construction timelines, etc., deliverable due dates may be adjusted with prior notification and approval by the VA CO. For

11 | P a g e deliverables with a schedule yet to be determined, a mutually agreed upon schedule and/or format will be determined during the performance period. The agreed upon date must not delay the project schedule and must be tracked in the Activation Project Schedule for verification.

The contractor shall provide deliverables per the task/delivery schedule. Deliverables may be a “moving target date” depending on construction schedule. Deliverables with a “moving target date” dependent on construction schedule will be identified as "Building Occupancy Date (BOD) (date building is turned over for outfitting etc.) minus X number of days".

Deliverable No.

Deliverable Name Due

14.1.1 Monthly Project Status Report Monthly

14.1.2 IPT Charter 1 Month after effective date of Contract

14.1.3 Meeting Agendas and Meeting

Minutes Meeting Agendas due 3 business days prior to meeting Meeting Minutes due 3 business days post meeting

14.2.1 Room Contents Plan for RFP

Development

Final due five business days before Final RFP Completion – estimated December 18, 2024

14.2.2 Discrepancy Report between final

Room Contents and UACE equipment list

Initial report due 5 business days before Interim RFP Completion – estimated October 4, 2024 Final report due 5 business days before Final RFP Completion - estimated December 18, 2024

14.2.3 Pre-Construction RFP Comment

Tracker

At each RFP Submission

15.2 Deliverable Formatting

Reports and documents delivered by the Contractor in performance of this contract will be considered "technical data" as defined in the applicable "Rights in Data" clause of the contract. All documentation shall reflect the latest version number, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with standard industry practices, ensuring electronically produced documents, which reflect logical flow of material, tables of contents, indices, and page numbering. The unexcused failure to comply with the delivery schedule makes the contractor delinquent in performance. Such tardiness will be annotated in the Contractor's past performance evaluation.

The Contractor shall deliver documentation in electronic format unless otherwise directed in the solicitation/contract. Contractor may be required to submit deliverables using software, such as MS Word 2010/2016, MS Excel 2010/2016, MS PowerPoint 2010/2016, MS Project 2010/2016, MS Access 2010/2016, MS Visio 2010/2016, AutoCAD 2010/2016, Adobe Postscript Data Format (PDF), Adobe Acrobat Pro, Revit 2010/2016, SPEXX, Submittal Exchange or similar, and Bluebeam, unless otherwise directed in the PWS, solicitation, or contract. All deliverables must be submitted in an editable format, such as Word. Example, PDFs are acceptable for final deliverables, as long as the Government is provided an editable version.

The contractor is responsible for determining additional software needs, acquiring the software licenses, installing and maintaining necessary software (to include PlanGrid) throughout the project is at the cost of the contractor.

15.3 Files

The contractor shall maintain complete and accurate files of documentation, records, copies of original results and reports, verified original data, corrected data, and corrected supporting final report required under the terms of the contract. The contractor shall not allow access to the files by any Government agency, non-Government agency, or individual unless specifically authorized by the CO or designated representative. Files shall be made available to the CO, COR, or designated representative upon request. All files will become the property of the

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Government and shall be turned over to the CO, COR, or designated representative at the completion or termination of this contract. All briefings, reports, and other files produced by the contractor for the Government under the terms of this contract shall be property of the Government.

15.4 Government Submission Review

Unless specifically stated in the deliverable schedule, the Government has 10 business days to review and provide comments on submitted deliverables, unless deliverable reviews and changes are dependent upon third parties (i.e., construction Contractor, A/E firm, RE, etc.), in which case a reasonable review period will be discussed with the Contractor. The Contractor has five (5) business days to complete any necessary revisions and resubmit for Government review and acceptance. Any deliverable submitted to the Government that is not reviewed and returned within 10 business days shall be considered “accepted” by the Government, except in the case described above regarding third party dependencies. The Government will make every effort to accomplish review in as little time as practicable.

16.0 National Archives Records Administration (NARA) Management A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Ch.

21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA Puget Sound Healthcare System and its contractors are responsible for preventing the alienation or unauthorized

13 | P a g e destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA Puget Sound Healthcare System destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency/ VA Puget Sound Healthcare System must report to promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Purchase Order. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Puget Sound Healthcare System control, or the Contractor must hold it until otherwise directed.

Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government VA Puget Sound Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Puget Sound Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public VA Puget Sound Healthcare System information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VA Puget Sound Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA Puget Sound Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract and require written subcontractor acknowledgment of same.

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2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

17.0 Records Management

• Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the

Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

• Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government Information Technology (IT) equipment and/or Government records.

• Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

• Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

• The Government Agency owns the rights to all data/records produced as part of this contract.

• A master Record Plan will be maintained and updated on a weekly basis per VA standard.

• The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

• Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

• No disposition of documents will be allowed without the prior written consent of the CO. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

• Contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

18.0 Contract Authority

Only a warranted CO, acting within their delegated limits, has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the CO attempts to make changes to the terms and conditions of this contract you shall not proceed with the change and shall immediately notify the CO. Coordination of routine technical matters with project members shall be accomplished through the COR.

19.0 Contracting Officer’s Representative

A Contracting Officer’s Representative (COR) will be designated for this contract. The COR is authorized to act as an official representative of the CO. CORs are authorized to act within the limitations specified herein and according to their COR delegation letter (signed by the COR, CO and Contractor) and written restrictions specifically imposed under the terms of the contract and by the CO. If delegations and restrictions of the COR delegation letter differ from the delegations and restrictions of the PWS, the delegation and restrictions of the COR delegation letter shall take precedence. The COR will be the primary Government point of contact for the contractor regarding general "tasking" requirements, deliverables, and other requirements under the contract.

CORs do not have the authority to direct changes in scope, price, or terms and conditions of the contract. CORs do not have the authority to execute modifications to the contract which require the signature of the CO to bind the Government by contract in terms of a proposed change.

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20.0 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

21.0 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the facilities where IOT&A services are being performed and the contractor's corporate offices. The Contractor shall designate an Activation Project Manager and alternate whom shall serve as the Government's primary point of contact and be responsible for overall coordination and scheduling of the work.

22.0 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirements.

The contractor shall respond to…