ATTACHMENT A - FInal PWS - Rapid City CBOC_.pdf

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA)

Rapid City Community Based Outpatient Clinic (CBOC)

VA Black Hills Health Care System (VA BHHCS)

Project Title:

INITIAL OUTFITTING, TRANSITION, AND ACTIVATION SERVICES (IOT&A)

Date:

31 March 2020

PWS Version Number:

1. Objective

The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with Pre-Planning, Initial Outfitting, Transition, and Activation (IOT&A) services for the Rapid City Community Based Outpatient Clinic (CBOC). The objective is to have the IOT&A project complete by first day of clinical services, projected September 2022. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2. Introduction

A National Activations Office (NAO) was approved by the Under Secretary of Health in Fiscal Year 2012 to serve as a focal point for VHA medical facility activations. 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 CBOC is 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.

3. Background

This project activates a replacement lease of approximately 40,000 net usable square feet (NUSF) for an Outpatient Clinic, with 300 parking spaces, in the vicinity of Rapid City, SD to replace the existing 11,183 NUSF Community Based Outpatient Clinic (CBOC) facility. The new facility would improve continuity of care and would close space and utilization gaps identified in the Strategic Capital Investment Planning (SCIP) process. This project would allow VA to expand its current Primary Care, Mental Health, and Specialty Care services, as well as offer new Specialty Care services in a right-sized, state-of-the-art, energy efficient health care facility in the vicinity of Rapid City, SD.

Site replacement improvements include, but are not limited to:

• Increased Patient Aligned Care Teams (PACT) from 5 to 8 teams with compliant layout and space design

• Increased Women’s Health facilities

• Increased Telehealth Services from 1 to 3 rooms

• Doubled Audiology capacity

• Added Mobile MRI, and CT Scan Diagnostic Services

• Expanded Mental Health facilities

• Additional Specialty Care Services

• Prosthetics Service

• Whole Health

• General Radiology Service

• Pharmacy Service with Script Pro

• General Laboratory Service

• Added Veteran Canteen Services

• Computer workstations for Veterans

4. Scope

Conduct all necessary Planning, and IOT&A activities in accordance with the Performance Work Statement (PWS). 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 during FY20 through FY23. The scope of this services acquisition includes: Comprehensive Project Management Support Services; Design and Planning Services; Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support; Acquisition Services;

Activation and Transitional Services; Relocation Services; Warehousing and Warehousing Management Services; Delivery and Installation Services; Final Turnover, Close-out, and Post Occupancy Evaluation (POE) Services; and Biomedical Support Services.

5. Applicable Documents

Applicable documents are listed below. Additional documents may be listed in the individual deliverables.

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

A. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

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/)

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, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012

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 (SPI)”, January 6, 2012

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 7002/1 Logistics Management Procedures

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

DD. Medical Device Isolation Architecture (MDIA) 2015 Guidance, Version 7.0

EE. Medical Device Isolation Architecture (MDIA) 2015 Guidance, Version 7.0

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

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

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

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

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

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

LL. 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/#/)

MM. 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.

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

OO. VA PG-18-14 Room Finishes, Door, and Hardware Schedule

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

QQ. VA H-18-8 Seismic Design Handbook

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

SS. VA BIM Standard

TT. International Building Code (IBC)

UU. NFPA 10: Standard for Portable Fire Extinguishers

VV. NFPA 70: National Electrical Code (NEC)

WW. NFPA 72: National Fire Alarm and Signaling Code

XX. NFPA 101: Life Safety Code https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/

YY. International Plumbing code (IPC)

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

AAA. Federal Acquisition Regulation (FAR)

BBB. Veterans Affairs Acquisition Regulation (VAAR)

CCC. VA Acquisition Program Management Framework (APMF) Procedures

DDD. VA Master Construction Specifications PG-18-1 available on the TIL https://www.cfm.va.gov/TIL/

6. 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 Federal Acquisition Regulation (FAR) Parts under 12, 13 and 37.

7. 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.

8. Organizational Conflict of Interest

Per FAR Subpart 9.5, Organizational Conflict of Interest, due to the requirement of the contractor providing acquisition 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, 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 of all proposed subcontractors as part of the proposal submission.

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

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 be necessary.

e. Contractor to work will all subcontractors in reviewing subcontract terms and conditions.

9. Period of Performance

This contract will have a maximum ordering period of three (3) calendar years from date of award. A specific period of performance will be set under each deliverable.

10. Location and Hours of Work

This PWS requires work to be performed offsite at contractor provided office space or alternate work site(s) (i.e., the VA BHHCS Fort Meade, the existing Rapid City CBOC, or the new Rapid City CBOC). 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 0730 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place after normal working hours, on weekends, or on Federal holidays unless specified in the deliverable.

Some weekend hours are expected (i.e., inventory services).

https://www.cfm.va.gov/TIL/

There are ten (10) 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

• Four (4) 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) Independence Day - July 4th

(3) Veterans Day - November 11th

(4) Christmas Day - December 25th

11. Travel

Travel shall be in accordance with individual deliverable requirements. Cost reimbursable Not to Exceed (NTE) or Firm- Fixed-Price travel will be funded at the deliverable level, if requested. The Government will not reimburse any living or relocation costs of contractor employees. The primary place of performance is at the location of the facility. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees. Reimbursement for travel is limited to that required in the performance of the contract, and specifically requested by the Government.

All travel shall be in accordance with the Federal Travel Regulations (FTR). Local travel, within a 50-mile radius from the place of performance or the relocation of contractor personnel from other geographic areas for the purpose of staffing a deliverable is considered the cost of doing business and is not subject to reimbursement. The Government will not pay travel charges for travel to and from the contractor employee’s home and government office or to and from one company building to another. Travel beyond a 50-mile radius of the contractor’s facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the Contracting Officer’s Representative (COR) via the Travel Authorization Request (Attachment B). Travel costs subject to reimbursement are limited to travel occurring at the direction of the Government, performed in conjunction with a specific requirement for a trip authorized in the TO.

Travel shall be reflected on the deliverable as a separate, reimbursable line item with a NTE total expenditure. Travel will be requested, approved, and reimbursed in accordance with the deliverable. For any Firm-Fixed-Price travel, pre-approval by the COR is not necessary.

For NTE – cost reimbursable travel, the contractor must obtain written approval from the VA COR BEFORE any travel begins, utilizing the Travel Authorization Request (see Attachment B). Travel and per diem expenses will be reimbursed on an actual expenditure basis in accordance with FTR and FAR 31.205-46. Travel that occurs without written pre-approval will not be reimbursed. The contractor must use Attachment B – Travel Authorization Request for travel pre-approval. Other documents or e-mails will not be accepted as pre-approval.

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.

http://www.gsa.gov/ftr

The total estimated number of trips, anticipated locations, and estimated duration of trips will be detailed in support of individual deliverable requirements as provided in the table below:

Destination

Approximate Number of Trips Per Period of Performance

Approximate Number of Contractor Personnel Required Per Trip

Approximate Number of Days Per Trip

TBD at deliverable level TBD at deliverable level TBD at deliverable level TBD at deliverable level

12. Contractor Personnel, Disciplines, and Specialties

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 task assigned. The contractor shall ensure the labor categories as defined in the Labor and Labor Rates Matrix, and man-hours utilized in the performance of each deliverable line item issued here under will be appropriate to accomplish the task.

Deliverables will require personnel experienced with the following labor disciplines: Project Management, Clinical Operations, Facility Planning, Systems Engineering, Data Management, Interior Design, Space Planning, Medical Equipment, Transition/Relocation, Building Decommissioning, Low Voltage Systems, Information Management/Information Technology (IM/IT), Logistics, Procurement, and Biomedical Equipment.

The personnel should have experience with outpatient clinical projects and have the appropriate educational background, certifications, and experience to demonstrate expertise in their field. The Contracting Officer (CO) reserves the right to determine whether the team members meet the requirements of the contract.

The contractor shall include a designated Activation Manager (AM) serving as the Government’s primary point of contact and responsible individual for overall coordination and scheduling of the contract team’s work.

12.1. Key Personnel

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 the proposal submittal and approved by the VA COR. Prior to substituting, removing, replacing, or diverting any key personnel, the contractor shall notify the CO 10 working days in advance. The contractor shall submit to the CO 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. The CO 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.

For the purposes of this contract, key personnel are listed below with minimum qualifications as identified in the solicitation:

1) Activation Manager o A minimum of seven (7) years' experience as a Project Manager, acting in a lead role over complex projects o A minimum of five (5) years' experience in healthcare IOT&A services 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

2) Senior Transition Planner o A minimum of three (3) years of experience in transition planning and relocation services on multi-phased healthcare projects o Experience in Federal healthcare setting o Well versed in conceptual advanced planning, identifying occupancy milestones, detailed implementation planning and move sequencing, preparation and setup, compiling documents of detailed move plans for each department impacted, relocation execution, lessons learned documentation and post-move cleanup

3) Interior 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 Well versed in healthcare operations and related furniture, fixtures, casework/case goods and signage, and be able to translate requirements into design/construction/installation documents

4) Medical Equipment Planner o A minimum of five (5) years of experience in medical equipment planning and implementation o Experience in Federal healthcare setting

Well versed in healthcare operations and related medical equipment and systems, and be able to translate requirements into design/construction/installation documents

12.2. Employee Identification

All contractor employees working at a Government facility shall wear company Identification and Government issued identification to distinguish themselves as contractor personnel. Government issued badges will be provided at the Fort Meade VA Police Station. 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.

12.3 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 enough personnel to perform the services as required by this contract.

13. Contract Dual Kick-Off Meeting

The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees must include the Contractor, key stakeholders and subject matter experts, NAO Program Manager, COR, Office of Construction and 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 attempt to include the Resident Engineer, in order to complete a roles and responsibilities analysis of the construction and activation project during the kick-off.

If not feasible, a roles and responsibilities analysis will be scheduled later. The Contractor is to provide an agenda to all attendees prior to the meeting. 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., 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 and have the opportunity to clarify contract requirements and expectations. If an on-site kick-off meeting is not feasible, a teleconference may be set up.

14. Specific Tasks

14.1. General

Each project requires a multi-disciplinary team that may include transition, medical equipment, clinical expertise, logistical, engineering, and interior design services for the Rapid City CBOC. Each project will be clearly defined at the deliverable level.

14.2. Description of Services

14.2.1. Comprehensive Project Management Support Services

The Contractor shall provide comprehensive project management support to the VA Black Hills Health Care System (BHHCS) for the IOT&A tasks identified below. The Contractor shall provide expertise to support contract execution per established strategies and plans, support all program milestones, and provide support for briefings and meetings as required. The Contractor shall submit a Monthly Status Report to communicate to the VA the status of the project.

The AM designated to serve as the Government’s primary point of contact shall be responsible for the overall coordination and scheduling of the contract team’s work. The AM shall not be reassigned without notification to the CO. The AM must be on-site to facilitate meetings with the BHHCS for agreed upon tasks.

In addition to the plans, schedules, and report requirements detailed in the deliverable schedule below, the following additional guidance shall be followed for submission of the Share Site, Activation Project Schedule, and Meeting Facilitation:

Contractor Share Site for Information Sharing: The Contractor shall develop and maintain a SharePoint-like site for project documentation and information sharing. The site or software shall be able to provide automatic email updates to designated members as new documents are uploaded or require Government review (example: Submittal Exchange). All project documentation shall be compatible with systems utilized by the medical facility and easily accessible with files downloadable by all parties. The database shall meet “for official use only” (FOUO) and sensitive but unclassified information handling requirements. The site shall be organized in a logical manner.

Project schedules, project reports, and management plans shall be shared with the Government by posting on the Contractor’s SharePoint-like site. Updating shall be completed as required per the deliverable schedule and posted on the Contractor share site, unless otherwise agreed upon by the COR. Revisions to schedules and plans since the last update shall be tracked and clearly identified.

Activation Project Schedule: The Contractor is responsible for developing, managing, and sharing the schedule of all tasks within the SOW. This entails coordination with the VA Office of Construction and Facilities Management, the construction Contractor, the Office of Information & Technology, General Services Administration (GSA) Contracting Representative, and Contracting Office(s) involved and other programs/experts as required. Services may include the preparation of various professional reports and presentations, including verbal, graphic, slides, and photographs of projects.

In managing the schedule, 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 the tasks, and certain 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 Activation Team, CO and COR. Upon the Government’s acceptance of the schedule deviation, the Contractor shall prepare and submit for approval a revised schedule.

In the event a schedule deviation impacts the period of performance of a deliverable, 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.

Meeting Facilitation Services: The Contractor shall schedule meetings with key stakeholders and appropriate personnel (to be identified by the Government). Where meeting frequency is not specified herein, the Contractor shall establish the meeting frequency in manner that ensures the ability to meet the requirements of the deliverable. Meetings include project status meetings, planning meetings, information management meetings, user group meetings, and any additional meetings as deemed necessary by the Contractor to meet the requirements of the deliverable.

The Contractor shall prepare meeting agendas which shall be distributed to attendees 72 hours prior to the subject meeting. The Contractor shall prepare meeting minutes. Meeting minutes shall document the purpose of the meeting, discussions, and decisions reached. When applicable, meeting minutes shall include “ACTION ITEMS” to include a description of the item, the responsible individual(s), and due date. Meeting minutes will be distributed to attendees for review and approval within 72 hours.

At a minimum, each department will constitute a working group. The Contractor may identify additional ad hoc groups as necessary. The Contractor shall facilitate group discussions to identify requirements, document decisions, and assist the COR in guiding the groups to consensus. The Contractor shall facilitate the groups to assess, analyze, recommend, and document solutions as developed jointly by the Contractor and the stakeholders and/or group members.

Project status meetings shall cover, at a minimum, changes to schedule, risk, status of current action items, estimated completion and gateway reviews. Project status meetings are to occur every week at a location specified by the VA COR.

Deliverable # Deliverables Description

001 Activation Project Schedule

Contractor shall develop and update a detailed activation project schedule with oversight from VA Project Manager (PM). The Activation Project Schedule shall track all major milestones to demonstrate effective management and execution of the project by the contractor, illustrate timely performance, and identifies delays or potential delays to the project. The Activation Project Schedule shall include dates from the construction schedule through Day One, and project closeout. The schedule shall identify key tasks, start and completion dates, 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.

002 Monthly Project Status Report

The Monthly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items in the master project schedule, discuss moderate to high risk items, and a summary of meetings attended. The report shall discuss any “lessons learned” during the reporting/billing period. The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice. The report shall be submitted to the VA COR and GSA COR to cover the same time period as the invoice.

003 Contractor (Activations) Project Management Plan

The Contractor shall develop and maintain a Project Management Plan (PMP) addressing the main knowledge areas as they apply to each specific deliverable. The Contractor’s PMP shall outline the Contractor’s execution plan with milestone schedules for performance of all work required under each deliverable. The plan shall define the roles, responsibilities, and accountabilities expected of key stakeholders required in the delivery of detailed tasks and milestones. These roles and responsibilities are not limited to the Contractor and include expectations of those outside the control of the Contractor to include medical facility staff, government agencies, and other contractors. The PMP will include the Contractors staff and/or Subcontractors staff roster that will be supporting each deliverable. The PMP will assess risks, constraints, and uncertainties defined early in project requiring mitigation strategies for success.

004 Change Management Plan The Contractor shall develop and submit a Change Management

Plan for the activation schedule to include design and construction impacts. The Contractor shall identify appropriate members for a Change Management Committee, which will include key VA personnel and contractor personnel, and may include participation by representatives of the non-VA contributors to this project. The Change Management Plan shall develop processes for submitting, reviewing, and approving or disapproving change requests. The Change Management Committee will review all change requests and make recommendations to the BHHCS Executive IPT, who is the final approval authority for all proposed changes.

The Contractor shall provide a monthly report of the Change Management Committees activities, including minutes from any meetings, and maintain a running tally of all change requests, their status, and their impact on project cost and schedule.

005 Share Site for Information Sharing

Develop and maintain a Share site for information sharing and accessible by all VA and GSA stakeholders.

006 Meeting Minutes Minutes of all meetings to include agenda, attendees, discussions, action items and who is responsible, etc.

14.2.2. Design and Planning Services

Provide and coordinate comprehensive interior design (CID) services or coordination of CID services, ensuring incorporation of evidence-based health care concepts. FF&E must complement any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the health care facility’s standards as provided by the Government. The contractor may be required to identify FF&E to purchase, receive and install FF&E and visual arts and/or inventory, uninstall, pack, transport and reinstall existing FF&E and visual arts in the health care facility’s current inventory identified for reuse in the new facility following approval by the VA COR. Design support services include developing a basis of design for the FF&E, laying in FF&E for each work area on floor plans, design reviews, and preparing cut sheets for FF&E and artwork.

The contractor shall develop the initial design based upon the draft FF&E list (Attachment C). The contractor will lay into the drawings provided by the VA all the FF&E based upon the equipment list and program for design information. The drawings provided by VA may be limited to walls and mechanical, electrical, and plumbing (MEP) locations. The general contractor will be required to identify all FF&E information necessary and timelines needed. The IOT&A contractor is to develop the make and model of all equipment with the DD2 submittal. The VA will be responsible to provide the correct POCs for the user group meetings who has the authority to make equipment decisions, such as identification of make and model of equipment, locations for all equipment, and any justification and approvals (J&As) planned for the procurement of specified equipment. Upon completion of the contractor’s initial design (to include all furniture, equipment, medical equipment, artwork, desktop technology equipment, copiers, printers, fax machines, etc.) the contractor shall review for code and workflow efficiency. In addition, the contractor shall call out in each room all utility conflicts and recommended resolutions. Items shall be color-coded on the drawings (i.e. reuse = red, construction contractor provided = black, IOT&A installed = blue) for easy identification.

After the initial layouts have been completed, the contractor shall send the drawings and room equipment lists to the VA COR for government review and comment. The Government will have 15 days to review and comment and will return the drawings to the contractor to update.

Activation contractors can assume that the timelines below exist for submittal reviews:

Design Development 1 within 45 calendar days of award

VA Review 15 working days

Design Development 2 within 30 calendar days after VA review

VA Review 15 working days

User group meetings shall be scheduled approximately seven days after the Government provides the contractor its comments to the initial design. At the user group meetings, the contractor, construction contractor, and Government stakeholders will go through each room and discuss the layout and equipment designed in each room. Any corrections will be made at this meeting along with an update of salient characteristics for the FF&E so that the Basis of Design can be completed. Estimation is one-day charrettes for each department. Once completed, a sign-off from the VA COR will close the effort.

The contractor shall develop the artwork package. Artwork involves a detailed design process which includes selection of the artwork, sizing, and placement. Each piece of art shall be matted and framed. The design shall include the selection of the artwork, matting, glazing, and framing. Each piece of art shall be individually placed and mounted using approved security mounting. The design effort shall consider all types of artwork to include, but not limited to, donated art, recognition walls, purchased art, commissioned art, and original art, with a preference on Veteran-produced artwork. Each piece of art should only be used once in the facility. The contractor shall provide an artwork placement plan and artwork cut sheets to be approved by the VA COR and Interior Designer.

The contractor shall provide cut sheets for all FF&E items. The contractor will be required to update the cut sheets as appropriate if options and accessories change the provided cut sheet and/or change design requirements. 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 www.cfm.va.gov/til/bim/BIMGuide/modreq.htm) 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://ms1691.facilities.health.mil/milstd1691/#/.

Specific task(s) associated with this type of work will be identified and qualified in each individual deliverable.

Tasks include but not limited to:

• Validate design documents against room-by-room equipment lists.

• Provide interior design services for FF&E and artwork.

• Verify compliance with applicable accessibility and building code regulations.

007 FF&E Cut Sheets Cut Sheets shall include a photo of the item and the specifications, instructions, dimensions, etc., that apply that specific item. Cut sheet information shall be specific enough to convey information to the VA as they will need to purchase the product, but general enough to allow competition across multiple manufacturers. The contractor shall prioritize cut sheets for long lead-time items.

008 Artwork Cut Sheets Artwork Cut Sheets shall include the following information:

1) Job name, number, location, and date.

2) The title of the artwork, the artist’s name and if Veteran-produced, manufacturer (if applicable), item number, size and room number it is to be placed, and cost

3) A picture of the proposed artwork in color. If the piece is recommended or commissioned, provide a picture or brochure showing the commissioned artist’s work.

4) Frame description and sample.

009 Artwork Placement Plan The Artwork Placement Plan shall identify each piece of artwork and the planned location of each piece/composition of pieces. When applicable, the plan shall identify any unique mounting or other requirements/considerations for the piece(s).

14.2.3. Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support

Provide comprehensive services to support the planning, specification, procurement, tracking, shipping, warehousing, installation, inspection and associated services of VV and VC items including medical, non-medical, IM/IT, security systems, furniture and other equipment and support systems necessary to meet functional requirements of the facility. The contractor shall utilize MS Excel to update the FF&E list during the activation project.

The Contractor shall create a physical inventory report of all existing FF&E, medical equipment, and IM/IT systems at the existing Rapid City CBOC (Existing CBOC Floor Plan Attachment C). The Contractor shall assess existing FF&E for reuse in new facility by conducting a life-cycle analysis on each FF&E item from the inventory and provide this analysis to the VA with recommendations. In general, if an item has an estimated useful life of two years or more from the date of anticipated occupancy of the new facility it should be reused. The life cycle analysis shall include maintenance histories and any other information the Contractor deems relevant. The inventory reuse analysis shall be documented in a report. At a minimum, the report shall identify factors used in determining whether an item was fit for reuse, identify the items to be reused, identify the items to be dispositioned during the implementation phase, clinic downtime considerations, and a brief explanation of why the item is unfit for reuse.

The Contractor shall identify which items will require testing, the type of testing required, and who is responsible for performing the testing and training.

The Contractor shall identify the entity responsible for uninstalling/reinstalling each reuse item identified.

The contractor shall use MILSTD 1691 Joint Schedule Numbers (JSN) for all FF&E, new and potential reuse (CAT R) equipment. All FF&E shall be identified using JSN Nomenclature. The FF&E list for the new Rapid City CBOC project will be provided in Attachment C. Specific task(s) associated with this type of work will be identified and qualified in each individual deliverable.

Tasks include but not limited to:

• Conduct a comprehensive room by room equipment inventory of the existing Rapid City CBOC.

• Assess existing FF&E for reuse in new facility.

• Maintain the provided new facility FF&E list (Attachment C).

• Identify the entity responsible for purchasing and installing each new item as the list is updated (VV, VC, CC).

• Identify which items will require testing, the type of testing required, and who is responsible for performing the testing and training.

010 FF&E Change Management Log

The contractor shall document requested and approved changes to the FF&E in a change management log.

011 Warranty Management Plan (WMP)

The contractor will be required to provide a WMP for use by the end-user to ensure proper actions are taken to maintain and sustain medical and non-medical equipment installed as part of the contract. The WMP shall be delivered with the acquisition plan deliverable and with each design submittal. A final WMP is required with the final acquisition plan.

012 Existing FF&E Inventory Report

The contractor shall create and maintain a room by room FF&E list for the existing CBOC in coordination with the VA COR. The list shall include an equipment reuse and disposal plan to ensure full coordination of activities and that the information updated reflect status and changes as they occur throughout the life of the project. The plan should outline how the contractor will determine if equipment is reusable. Equipment determined to be reusable shall be incorporated into the new CBOC FF&E list and procurement plan to ensure all reuse equipment is accounted for in the final budget and procurement efforts.

The plan shall also describe how non-reusable equipment will be disposed and final location of disposed equipment and coordinated with VA Supply Chain Management.

013 New Facility FF&E List Update and maintain the provided new facility FF&E list as changes are made through user group meetings and the design process. Update the responsibility VV, VC, CC matrix as items are added. This list will be used to create the FF&E cutsheets and acquisition packages.

14.2.4. Acquisition Services

The contractor shall develop the Acquisition Plan for the activation project. The Acquisition Plan shall identify, at a minimum, long lead time items, number of packages, and estimated timelines for procurement by package group. The contractor shall ensure employees performing acquisition services are well-versed in federal acquisition regulations prescribed by the Federal Acquisition Regulation (FAR) and the Veterans Affairs Acquisition Regulation (VAAR). NOTE: The number of acquisition packages has not been determined.

The contractor shall develop procurement packages for items to be procured based on information provided by end users during user group meetings. The contractor shall use the Procurement Package Checklist (Attachment D) to determine package completeness. The Procurement Package shall include a completed Procurement Package Checklist and all documentation needed in accordance with the completed checklist.

Minimum procurement package requirements are as follows:

• VA Form 2237 Procurement Request.

• Completed Procurement Package Checklist (Attachment D).

• Completed Market Research Form.

• Completed Handbook 6500.6 Appendix A with appropriate signatures (Attachment F).

• Complete description of the Governments requirement (e.g. item description, quantity, basis of design to include model and salient characteristics (as defined in VAAR 811.001) for "or equal quotes”.

• Estimate of cost.

• Delivery requirements (e.g. warehouse address, required delivery date range, warehouse points of contact).

• Vendor installation/delivery requirements (e.g. instructions for coordinating delivery with warehouse POCs, special requirements for installation).

• Additional items may be needed depending on the procurement package. These include, but are not limited to a Statement of Work, Justification and Approval (J&A) document for other than full and open competition, and other relevant attachments.

• Operation and Maintenance training costs for vendor provided training for new equipment.

The government shall submit the VA Form 2237 and all package documents produced as required by this section to the contracting office via Forecast of Opportunities and Requirements Center for Excellence (FORCE), which can be accessed at http://vaww.ecms.va.gov/CARE/ on any computer that has VA network access. An Electronic Contract Management System (eCMS) account is required.

The contractor shall determine if any items are available through sources listed on the National Acquisition Center Contract Catalog Search Tool (CCST), available at https://www.va.gov/nac. If an item is available through a CCST listed source, that information shall be documented on the market research form. Items available through a mandatory source should be grouped, when possible, into one package.

For VHA Healthcare furniture packages, the VHA is mandated to use the VHA Environmental Program Service (EPS) Healthcare Furniture and Services IDIQ. Contractor to work with the local Interior Designer to create the furniture procurement packages using the templates provided by the EPS team. The furniture package will be sent to the identified contracting office for acquisition. A sample of the EPS Furniture templates and ordering guide are provided for in Attachment M. Updated templates will be provided by the identified contracting office or the local interior designer. Contract to coordinate furniture delivery and installation according to the acquisition, installation and overall activation schedule.

For items not available through a mandatory source, the contractor shall group items into procurement packages in a manner which enables maximum competition among sources listed in priority order at VAAR

819.7004 Contracting Order of Priority when possible (i.e. SDVOSBs, VOSBs, other Economically Disadvantaged Small Businesses, Small Businesses, and then Other Than Small Businesses). The contractor is responsible for providing complete and accurate procurement packages. Procurement packages must be approved by a CO at the Contracting Office that is responsible for procuring the items/service in the acquisition package.

Contractor employees shall identify themselves as such when communicating with vendors when conducting market research. Contractor employees shall not give the impression that they are obtaining quotes on behalf of the government when obtaining estimated prices for market research. Contractor employees shall not communicate with vendors regarding an open solicitation. All communication with vendors regarding an open solicitation shall be through the Contracting Office responsible for the solicitation.

The contractor shall work with the Contracting Office in the event of incorrect or damaged items are received.

Specific task(s) associated with this type of work will be identified and qualified in each individual deliverable.

• Identify the number of procurement packages for the project using provided FF&E list.

• Develop an activation project acquisition plan.

• Identify new items to be purchased.

• Identify long lead-time items.

• Identify items that require early installation.

• Provide contractor support to develop complete procurement packages of the FF&E to include, but not limited to, the Statement of Work (SOW), Independent Government Cost Estimates (IGCEs), market research, brand name/sole source justifications, and route security documents for signature.

• Work with the identified Government contracting office to submit complete procurement packages for award.

• Make edits/changes to procurement packages based on review and approval by identified service Government POC and/or recommendations from the identified Government contracting office making award.

• Contractor shall identify special delivery requirements based on warehousing site constraints (e.g. life gates, loading dock).

Acquisition Plan The contractor shall develop the Acquisition Plan to include a procurement package list (how the procurement packages should be organized), how many packages are anticipated to be needed, milestone dates to ensure the FF&E is available to meet the construction and activation project schedules, and any identified associated risks and mitigation suggestions.

015 Acquisition Schedule The contractor shall identify the number of procurement packages by type, date needed to “procure by” to account for acquisition timelines as well as manufacturing lead times, planned installation…