ATTACHMENT A _ FINAL PWS _ BIOXI IOTA 03132024.docx

PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration

Gulf Coast Veterans Health Care System/Biloxi VA Medical Center Building 1 Major Renovation Activation

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

Date:

03/13/2024

Objective The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with Initial Outfitting, Transition, and Activation (IOT&A) services for the Renovation of Building 1 at the Gulf Coast Veterans Health Care System/Biloxi VA Medical Center (VAMC). The objective is to have the IOT&A project completed by the first day of clinical services, which is projected for April 2027. This date is based on Construction Facilities Management (CFM) current project award schedule, estimating a construction award by June 30, 2024. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

Introduction Activation is defined as the process of identifying, planning, managing, and executing the logistical and operational requirements to bring a new medical center into full planned operations. The medical center assigns VHA staff to an Activation Team which is responsible for managing the Activation Project and ensuring the three floors of Building 1 are in full planned operations on ‘Day One’ (the first day clinical services are scheduled to be available to Veterans). Contractor services are often required to support the medical center's Activation Team.

Background The Biloxi VA Medical Center received congressional funded Capital Asset Realignment of Enhanced Services (CARES) funds to support multiple Major construction project efforts on its historic campus in 2006. The last of these Major construction efforts is the Building 1 Renovation project to restore the historic landmark hospital building’s exterior envelope and rehab the 3rd, 4th, and 5th floors for patient care services. The project touches approximately 74,000 building gross square feet of full building renovation. Building 1 is connected to two other buildings creating a unique construction site and activation area. Renovation efforts on Floors 3 and 4 create 26 private medical surgical beds with centralized nursing stations to support a Central Monitoring unit and other supporting services such as Kinesiotherapy, Pharmacy, etc. Existing 20-bed Acute Care Inpatient Unit will be relocating from connecting Building 3-4th Floor. Renovation of Floor 5 includes administrative space to support Medicine Service operations and touch-down space for Acute Care providers, a large facility conference room, and an expanded Dental Clinic (12 operatories) and Dental Laboratory relocating from Building 1-1st Floor.

Currently the project is fully designed. The period of performance to complete the construction is approx. 2.5 years with no specific phasing of the three included floors. The only phasing requirement present is on the occupied Floor 2 where overhead structural and plumbing work is required in support of above construction requirements. The overhead activities must be conducted into three significant zones and phases.

Scope Conduct all necessary planning, and IOT&A activities, in accordance with the Performance Work Statement (PWS), in support of the project(s) identified in paragraph 3.0 above. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope includes project support for planning, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project. The scope of services includes Comprehensive Project Management, Comprehensive Interior Design, Furniture, Fixtures, and Equipment (FF&E), and Space Planning Support; Concept of Operations (CONOPS) and Transitioning Planning; Acquisition Support Services to include Package Development, Activation, Delivery, Relocation, and Installation, and Turnover and Post Occupancy Support for the identified project.

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

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

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

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 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.

Location and Hours of Work The primary place of performance is at the Government’s facility. All Face-to-Face meetings will be held at the Government’s facility located at 400 Veterans Ave, Biloxi, MS 39531. Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place on Government site after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR). Some weekend hours are expected (i.e., inventory services, activation services).

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

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

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

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

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

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

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

(2) Juneteenth – June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

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

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 FTR and FAR 31.205-46. Per diem expenses will be paid per the GSA daily rates for the location of travel. To be reimbursed for travel, the Contractor shall submit supporting documentation as required by FTR with invoices. FTR requires for any temporary travel destination you must provide a receipt to substantiate your claimed travel expenses for lodging and a receipt for any authorized expenses costing over $75 (FTR 301-11.25). Expenses for subsistence and lodging will be reimbursed to the Contractor only to the extent where an overnight stay is necessary and authorized by FTR in effect at the time of the stay for the specific location. Approval for rental vehicles is discouraged and will be approved on an individual basis. Additional information can be found at: http://www.gsa.gov/ftr.

12.0 Key Personnel

The contractor shall provide the necessary qualified personnel, materials, resources, and infrastructure to manage, perform, and administer the contract. The contractor shall accomplish the assigned work by employing and utilizing the identified key personnel with appropriate combinations of education, training, and experience as well other identified personnel with education and experience appropriate for the tasks assigned.

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

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

· IOT&A Activation Project Manager

0. A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over healthcare IOT&A projects

0. A minimum three (3) years’ experience in activating Federal healthcare facilities

0. Demonstrated experience in healthcare infrastructure, operations, and have direct experience in transition activities

· Senior Interior Designer

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

0. National Council for Interior Design Qualification (NCIDQ) Certification or American Academy of Healthcare Interior Designers (AAHID) certification

0. 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

· Transition Planner

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

0. Experience in Federal Healthcare setting

0. Demonstrated experience in conceptual advance planning, identifying occupancy milestones, detailed implementation planning and move sequencing, preparation and setup, compiling documents of detailed move plans for each department impacted, and relocation execution

13.0 Employee Identification

All 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.

14.0 Conduct of Personnel

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

15.0 Contract Kick-Off Meeting

The Government Activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees should include the IOT&A Contractor, key stakeholders, facility activation office, subject matter experts, National Activation Office (NAO) Program Manager, COR, Construction & Facilities Management (CFM) Resident Engineer (RE), 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 and activation project during the kick-off. The Contractor is to provide meeting minutes within three (3) business days after the Kick-Off meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security background process, reporting, COR responsibilities, invoicing, deliverable submission process), and contractual expectations. The Contractor shall be prepared to present the details of the intended approach, work plan, and project schedule, as well as make personnel introductions. Contractor will be given the opportunity to clarify contract requirements and expectations. The Government may elect to do a telephonic contract administrative kick-off meeting immediately following contract award, and an on-site programmatic kick-off meeting separately. If feasible, the IOTA contractor will also participate in the CFM construction project Kick-Off (post-award) meeting. Ideally, these would occur on the same day.

16.0 Tasks and Deliverables

This contract includes base contract tasks and optional tasks. Optional tasks are those tasks the Government may elect to award via contract modification at a future time if a need is identified during various phases of the construction and activation schedule. Optional tasks are pre-priced on a firm-fixed-price basis; however, optional tasks will be funded at the time they are exercised. The Government may elect to exercise none, some, or all the optional tasks defined below, at any phase during of the activation project.

16.1 Comprehensive Project Management Services

Provide comprehensive Pre-planning and Activation Project Management Services integral to the execution of tasks ensuring effective, efficient, and timely completion of contracted services. The Activation Project Manager shall not be reassigned without notification to the CO. The Project Manager may be required to be onsite as required per contract and participate user group and Integrated Project Team (IPT) meetings, manage installation activities, and provide project closeout. The Project Manager will ensure close coordination between the Medical Center (Activation Office) and the CFM Resident Engineer Office during construction activities.

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 Coordinator/Office in establishing a local level IPT. The purpose of the IPT is to provide timely input for identification, planning, and execution of procurement functions, and logistical and operational requirements in order to bring the project into operation. Stakeholder engagement is vital to a successful outcome. IPT members include, at a minimum: local Office of Information & Technology (OI&T), Infection Control, Emergency Safety & Preparedness, Supply Chain Management Service (SCMS), Patient Safety, facility Fiscal office, Privacy, Engineering Maintenance and Operations, Police, Environmental Management Service, project RE, local Union representation, Biomedical Engineering, Interior Design, Network Contracting Office, Public Affairs, and other key end users as defined by local Activation Office.

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

In managing the AIMS, the contractor shall advise the Government of suspense dates that need to be met by the Government and/or Government contractors to ensure on-time execution such as, but not limited to, delivery dates for items purchased by the Government, information that the contractor needs from the Government to complete the requirements of this PWS, and certain AIMS milestone dates. The contractor is responsible for tracking these dates and keeping the parties informed. However, the contractor is not responsible for enforcing dates or ensuring work is completed on schedule to the extent the dates and/or work are not a requirement of the contractor as described herein. The contractor shall report in a timely manner any schedule deviations to the Facility Activation Office, CO, and COR. Upon the Government's acceptance of the schedule deviation, the contractor shall prepare and submit for approval a revised AIMS.

In the event a schedule deviation impacts the period of performance of this contract, the contractor shall provide in writing to the CO the reason for the delay, associated points of contact, and a request for extension. Extension requests must detail the amount of additional time required and are not automatically granted. The contractor shall document lessons learned throughout the project in the monthly status report.

** mandatory part of this contract The Monthly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items in the Master Project Schedule, discuss moderate to high-risk items, and a summary of meetings attended. The report shall discuss any “lessons learned” during the reporting/billing period. If any changes to staff (prime or sub), or Key Personnel change during the month, and updated Attachment C, Contract Staff Roster shall be included. The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice. The report shall cover the same period of performance as the invoice.

During the months of acquisition support, the report shall provide a graph of equipment purchased, remaining, pending market research, approval or deferred to include percentages complete and dollar amounts.

** mandatory part of this contract The AIMS shall be a color coded, time-lined graphic which marks the start and end dates of major element or sub-element milestones/gateway of construction which may impact the start, duration, or completion date of scheduled IOT&A tasks, shows major start and end dates of milestone/gateway events for purchased items, shows scheduled activities in activating or approving building systems and support contracts, and shows IOT&A events which may be impacted by schedule acceleration or slippage by others. A complete AIMS will include and demonstrate all construction milestone/gateway dependencies with both Government and contractor IOT&A-related processes from contract award to the completion of the contract itself. The schedule shall track all major milestones to demonstrate effective management and execution of the project by the contractor, illustrate timely performance, and identify delays or potential delays to the project. The schedule shall be coordinated with the building contractor’s critical path construction schedule to ensure contractor’s deliverables, reviews, submittals, and milestones do not delay or conflict with the building contractor’s schedule. The building contractor’s schedule shall be given priority. The AIMS shall include dates from the construction schedule through Day One (commencement of clinical services) and project closeout. The activation schedule shall identify key tasks, start and completion dates, and the duration of tasks to be completed by the contractor to satisfy the requirements of the PWS. The contractor shall annotate any schedule deviations in monthly updates. Critical path milestones must include Activations FY2026 and FY2027 budget requests, Activation Management Plan complete, construction contractor need by date for VC items, order VC items, construction contractor need by date for High Cost High Tech (HCHT) equipment, funds to the National Acquisition Center (NAC) by date for HCHT equipment, Equipment testing, First Use, and other long-lead time commodities orders.

** mandatory part of this contract Contractor shall develop a detailed Individual Service Project Schedule created from the Activation Project Schedule to provide individual reports to specific services. The details included in the Activation Project Schedule shall also be included in the Individual Service Project Schedules but with larger attention to acquisition processing deliverables such as Electronic Equipment Request (EER) submissions, quote and data information collection, Full Time Equivalent Employee (FTEE) Request packages, and other critical elements identified by local Activation Office.

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

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

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

** mandatory part of this contract CONTRACTOR MUST UTILIZE Office of Capital Asset Management and Engineering Support (OCAMS) ACTIVATION TOOL BUILT INTO THE GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE The contractor shall update and maintain the Risk Management Plan (RMP) utilizing the existing Risk Register on the Government SharePoint site which shall be updated as additional risks are identified through coordination meetings or day-to-day project execution. The plan shall include an itemized listing of project-specific risks, challenges and perceived problems that are anticipated to threaten the project. Risks identified shall include probability of occurrence, and level of impact. With each issue specified, the contractor shall list their proposed solution to mitigate or resolve the risk/challenge/problem. The plan shall cover all phases of the work. When identifying risks/solutions the contractor should consider items in areas that may cause the project to:

· not be completed on time (building construction delays or Activation schedule delays). Proposed execution schedule will be evaluated as part of the technical factor;

· not finish within approved Activation budget;

· generate change orders (user requested changes);

· result in owner dissatisfaction;

· result in poor quality of services; and/or

· any other areas identified by the IOT&A contractor.

Risk Management should be a regular coordination meeting agenda item to ensure Risks are being managed per the RMP.

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

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

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

** mandatory part of this contract CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE Change Management applies to Medical Center user requested changes (most commonly due to FFE implications) impacting CFM’s construction scope. The contractor shall utilize the local Activation Office’s Change Management process to assist end users with Change Request Form submissions to Medical Center Director for approval. Change Request Forms require the contractor to coordinate with the SRE (or R/E) through the COR to identify cost, schedule, and scope impacts. Any changes with infrastructure or space impacts will need coordination with the RE to determine any scope, schedule, or cost impacts prior to submitting for approval. The Contractor shall develop a process for submitting, reviewing, and tracking approved Medical Center change requests with the CFM RE Office.

The contractor shall provide a monthly report of all Change Management activities and maintain a running tally via the VA provided SharePoint site of all change requests, their status, and their impact on project cost and schedule.

The contractor shall document requested and approved changes to the FF&E in a change management log. Contractor shall not direct changes.

(Attachment F)

** mandatory part of this contract CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE The contractor shall maintain/update/track the Government provided Work Breakdown Structure, WBS, on the SharePoint site. The WBS is to be updated to reflect the current project, current status and changes as they occur throughout the life of the project. Contractor can utilize the provided file by changing and updating as needed or can create a new file with consideration of tasks on the VA provided file, using software which can be opened by VA team members.

Government Provided Share Site for Information Sharing:

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

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

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

Contractor shall update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. The SharePoint site is the official Activation Project Management site for all project documents/information.

Meeting Facilitation Services:

The contractor shall participate and/or provide group facilitation services via the Facility Activation Office with key stakeholders, IPT members and user work groups for meetings required to perform contract PWS tasks. The contractor may identify additional ad hoc groups as approved by the Activation Office/COR. The contractor shall assist the Facility Activation Office in guiding groups to consensus by identifying requirements, facilitating group discussions to assess, analyze, recommend, and document solutions as developed jointly by user group members.

The contractor shall support the Activation Office/COR with coordinating and planning meeting locations and audio/visual support as needed for all required meetings with IPT members and/or user groups. The Activation Office/COR will finalize room scheduling and audio/visual support. For meetings requiring teleconferencing, MS Teams will be utilized, and the IOT&A contractor shall provide the appropriate Teams invite/call-in number to all attendees. The contractor shall not meet with any end users, the Architect/Engineer (A/E) firm, the construction contractor, etc. without first coordinating with the Activation Office/COR. The contractor shall participate in design/construction meetings as determined by the Activation Office/COR.

It should be noted that prior to award of this contract, CFM has worked diligently with the Biloxi VAMC to produce the Construction Contract and its corresponding appendices. This includes workflows, the program for design (PFD), floor layouts, room contents list (i.e. general equipment list), agency specific requirements, IT requirements, security requirements, and janitorial requirements produced in the awarded Construction contract.

The IOTA contractor may not make changes to the items above (with the exception of the room contents list – provided there is no impact to infrastructure requirements). Any changes resulting from such an instance without the approval of the CFM RE will be borne on the IOTA contractor. Regarding changes to the room contents list, the IOTA contractor is allowed to make changes only within the building contract parameters, with approval of Activation Office/COR via user group input. This would entail further defining equipment listed in the room contents list. The IOTA contractor will also be responsible for scrubbing the equipment list via user group meetings, to identify any equipment that is to be deleted or added.

The contractor will be responsible for the equipment planning within the contractual boundary of the stamped “For Construction” architectural bid documents and the developed Activation Office provided equipment plans. Any deviations will have to be routed through the Activation Office/COR for approval. The contractor shall ensure that all Biloxi VAMC required attendees (as identified by the Activation Office/COR) are invited to attend each meeting either via MS Teams or in person. The contractor’s Project Manager should be available to attend requested meetings in person, as determined by the COR prior to the meeting. Beyond the contractor’s Project Manager, the total number of personnel required to attend meetings to support successful execution of the work for any given meeting is to be determined by the contractor and must be approved by the Activation Office/COR.

Agendas shall be distributed no less than 3 days prior to the meeting. Contractor to work with Activation Office/COR in creating the agendas. VA meeting agenda template to be used if available. Agenda to be approved by Activation Office prior to distribution.

Minutes shall be distributed no more than 5 days post meeting. Minutes of all meetings shall include agenda, attendees, summary of discussion points, action items and responsible party. If the facility has a standardized template, that template must be used. Minutes to be approved by Activation Office prior to distribution.

PWS Deliverable Updates:

After initial acceptance of any developed deliverable under any of the task(s) identified in the PWS, those deliverables will be updated and maintained as part of the Comprehensive Project Management Services Task.

Updates must be completed no later than 10 business days after identification of need by either the Government or the Contractor. Note: all updates shall reference this deliverable and the original deliverable numbers (i.e. 15.1.11 update for 15.2.1)

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

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

The Activation Office/COR will provide all departmental user group members required for input regarding equipment decisions, to include identification of equipment make/model, locations for all equipment (staying consistent with the construction documents), and any applicable Justification & Approvals (J&A) needed for the procurement of specified equipment. The IOTA contractor is to ensure all identified FF&E or architectural significant items are in accordance with the construction documents minimizing any need to change the Mechanical, Electrical, Plumbing (MEP) or Architectural support systems and locations. Any future changes to FF&E that have an impact on MEP will be routed through the Change Management process via the Activation Office/COR.

Contractor may provide their own system for tracking, managing, and validating FF&E, however the Government provided SharePoint site must also be updated and maintained at all times. It is the official repository for all project information and is utilized by outside bodies for budgetary and tracking purposes. Please note that new equipment assets are provided a unique local facility identifier for procurement that will need to be referenced and incorporated into any developed layouts provided by the contractor. The Contractor is responsible for promptly transferring and/or updating to the Government provided SharePoint, all information tracked and managed using any other contractor provided system. The contractor will be validating all FF&E and defining all salient characteristics with input from Activation Office/COR, Biomed, and requesting departmental user group. “Validating” in the sense means a generic item has been identified by a specific manufacturer however the model has not yet been identified. The contractor shall then further develop the list to the “Approved” phase. “Approved” in this sense means the manufacturer and model have been selected, to include the salient characteristics. The contractor will be responsible for finalizing all equipment for final approval of the cut sheets and specifications by the Activation Office/COR, Biomed and departmental user group to develop the acquisition package associated with pending EERs.

The IOT&A contractor will be responsible for identifying salient characteristics for all furniture and fixtures with identified end users, provided by Activation Office/COR, and the VA Interior Designer for recording in the FF&E tracking system. As above with equipment specific process, the contractor must work directly with VA Interior Designer to specify furniture selections meeting facility standards to ensure interoperability with existing systems furniture footprint. VA Interior Designer will provide design concept and any necessary furniture dealer/representative contacts to ensure cohesive products are submitted to both the COR and Interior Designer for approval for procurement. Contractor maybe be required to submit finishes, upholstery, and other product samples as they apply to furnishing selections to assist VA Interior Designer with approval process. As part of the furniture and fixtures required for this project, the contractor shall program project signage take-off and all required messaging schedules (with exception to Life Safety signage – GC provided) for review and approval from Activation Office/COR and VA Interior Designer. Signage package must meet existing facility signage system standards. Artwork needs will be minimal. VA Interior Designer requires contractor to perform the Artwork Placement Plan. This plan shall identify quantities of artwork pieces and a planned location of each determined piece to assist Interior Designer with artwork selections and quotes. When applicable, the plan shall identify any unique mounting or other requirements/considerations for the piece(s). Like equipment requirements above, a completed Justification and Approval (J&A) form will be required to be included in any procurement packages for any items that require a specific manufacturer or model.

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

Additionally, these modeled mock-ups shall be utilized largely during Activation Planning to provide feasibility reviews for specific room layouts in regards to wall mounted FF&E, hygiene product installs, and other furniture and equipment placement. These models will assist the Activation Office and end users with understanding work flow, patient flow, etc. Contractor shall report on all digital mock-up services completed with recommendations and findings as a result of the mock-ups. Reports shall be provided to the Activation Office/COR for dissemination and potential action.

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

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

3) Develop key plan and access control plan based on door schedule provided in stamped construction documents. This shall be in the form of a schedule indicating referenced room and door numbers per construction documents. Schedule will indicate type of core required for each door and/or access control partitions required at each card reader hardware scenario.

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

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

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

** mandatory part of this contract The Room-by-Room MEL (captured using the SharePoint list, identifies all items listed by room. The MEL shall include reuse FF&E when applicable. The contractor shall provide a complete and finalized room by room activation SharePoint list for each service/area throughout the project. The IOTA contractor shall perform QA against the construction drawings to avoid conflict.

Initial data collected, updated, and maintained in the SharePoint list includes:

1) space identification that matches construction drawings,

2) VV vs VC vs CC,

3) item cost to include any required installation and/or training,

4) contracting/vendor lead and install times (PALT),

5) funding appropriation,

6) recurring vs non-recurring expense.

16.2.5

These layouts will be created for all typical room types/functions included in the construction documents (functional spaces not requiring FFE will be exempt). These drawings will be provided using basis of design dimensions via Revit modeling capability. The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the construction drawings to minimize any changes to the MEP or architectural support systems and locations. The contractor will work closely with the Activation Office/COR.

Only digital copies required for submission to the VA as soon as a drawing and/or update is completed. VA shall be provided digital copies in both the Revit file and as a printable PDF drawing. Please note all drawings shall utilize a ¼” scale.

(Attachment H is a representation of required…