ATTACHMENT A - IOTA IDIQ PWS - Louisville - 7.25.2022.pdf

PERFORMANCE WORK STATEMENT

(Attachment A)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

Replacement Veterans Affairs Medical Center – Louisville, Kentucky

Project Title:

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

Date:

7/25/2022 ii

Table of Contents

1.0. Objective

2.0. Introduction

3.0. Background

4.0. Scope

5.0. Applicable Documents

6.0. Contract Type

6.1. Pricing

7.0. Non-Personal Services

8.0. Organizational Conflict of Interest

9.0. Period of Performance

10.0. Location and Hours of Work

11.0. Travel

12.0. Contractor Personnel, Disciplines, and Specialties

12.1. Key Personnel

12.2. Employee Identification

12.3. Conduct of Personnel

13.0 Contract Kick-Off Meeting

14.0. Tasks and Deliverables

14.1. Comprehensive Project Management Support Services

14.2. Comprehensive Interior Design, FF&E, and Space Planning Services

14.3 Concept of Operations (CONOPS) and Transition Services

14.4 Acquisition Services

14.5 Warehousing and Warehousing Management Services

14.6. Relocation of Reuse and Personnel Files

14.7 Activation Services and Post Occupancy Support

14.8 Staff Training and Orientation

15.0. Deliverables

15.1. Deliverable Formatting:

15.2. Files

15.3. Government Submission Reviews

16.0. Records Management:

17.0. Contract Authority

18.0. Contracting Officer’s Representative

19.0. Business Relations

19.1. Contract Management

19.2. Contract Administration

iii

19.3. Personnel Administration

19.4. Subcontract Management

19.5. Employee Identification

19.6. Inherently Governmental Functions

19.7. Non-Personal Service

20.0. Invoicing

20.1. Mandatory Electronic Invoice Submission

21.0. Coordination with Other contractors

22.0. Government Furnished Materials

22.1. Government Furnished Property, Equipment and Services

22.1.1. Government Furnished Property (GFP)

22.1.2. Government Furnished Property Close Out

22.1.3. Use of Government Furnished Property

22.2. Administration of Government Furnished Property

22.2.1. Property Control Plan

22.2.2. Inventory of Government Furnished Property

22.2.3. Reporting of Government Property

22.2.4. Loss, Damage, Destruction or Theft of Government Property

23.0. Quality Assurance

23.1. Government Surveillance

23.2. Government Remedies

23.3. Quality Control

23.4. Performance Metrics

24.0. Special Requirements

24.1. Security and Safety

24.1.1. Position/Task Risk Designation Level(s)

24.1.2. contractor Personnel Security Requirement Responsibilities

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B - VA INFORMATION AND INFORMATION SYSTEMS SECURITY/PRIVACY LANGUAGE VA HANDBOOK 6500.6, APPENDIX C, MARCH 12, 2010

1.0. 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 Replacement VA Medical Center- Louisville, Kentucky located at 4906 Brownsboro Road, Louisville, KY. The objective is to Activate the new Medical Center by first day of clinical services, projected to be June 22, 2026 . Activation may be completed in phasing, to be determined. The expected construction completion date is January 5, 2026. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services. This IDIQ has an ordering period of five (5) years from the effective date of award.

2.0. Introduction

Activation is defined as the process of identifying, planning, managing, and executing the logistical and operational requirements to bring a new medical center into full planned operations. The medical center assigns VHA staff to an Activation Team, which is responsible for managing the Activation Project and ensuring the medical center 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.

3.0. Background

The U.S. Department of Veterans Affairs (VA) Replacement VA Medical Center (VAMC) will represent the culmination of years of strategic planning, with utmost honor and respect, for the benefit of military veterans in the Louisville, Kentucky area. This innovative medical center is being designed and configured to support the highest level of preventive, interventional, maintenance, and extended care to Kentuckian veterans. As a center of health and well-being, it will feature a multitude of primary care, specialty, surgical, and mental health services. As part of its comprehensive approach to health, the medical center will also facilitate geriatric and extended care, home-based primary care, and the Substance Abuse Residential Rehabilitation Treatment Program (SARRTP).

Though flanked by two divergent environs, an expressway and residential neighborhood, this 973,000 square foot complex on a 34-acre site creates its own, unique identity derived from the purpose set forth by project stakeholders. Its campus environment establishes the framework for a healing environment by integrating nature with architecture, a concept pronounced by the strategic interwoven design of nature and daylight throughout the complex.

The VAMC consists of four major components integrated into one comprehensive design.

▪ VA Medical Center

- East Bar includes Patient Care and Administration

- West Bar includes Diagnostic / Treatment and Clinics

▪ Laundry Component

▪ Central Utility Plant (CUP) Component

Parking for the Louisville VA Medical Center Campus is provided in two parking structures plus a nominal amount of surface parking referenced above. Excluding the parking spaces adjacent the guard houses for Police Services and vehicle inspection, over 2,600 vehicles are accommodated on the site.

▪ Parking Garage

- North Parking Garage is six stories

- South Parking Garage is seven stories

Refer to the following Attachments for additional information on the Replacement VAMC – Louisville, KY project:

- Attachment U – Current Activation Schedule 2-7-2022

- Attachment V1 – W912QR21R0008_Plans_PhaseB_Vol31-AWARD

- Attachment V2 – W912QR21R0008_Plans_PhaseB_Vol31-AWARD

- Attachment V3 – W912QR21R0008_Plans_PhaseB_Vol31-AWARD

- Attachment V4 – W912QR21R0008_Plans_PhaseB_Vol31-AWARD

- Attachment V5 – W912QR21R0008_Plans_PhaseB_Vol31-AWARD

- Attachment W1 – W912QR21R0008_Plans_PhaseB_Vol33-AWARD

- Attachment W2 – W912QR21R0008_Plans_PhaseB_Vol33-AWARD

- Attachment W3 – W912QR21R0008_Plans_PhaseB_Vol33-AWARD

- Attachment W4 – W912QR21R0008_Plans_PhaseB_Vol33-AWARD

- Attachment X – W912QR21R0008_Plans_PhaseB_Vol70-AWARD

- Attachment Y – 14 Interior Design_CD2-PhB

4.0. Scope

Conduct all necessary Planning and IOT&A activities in accordance with the PWS, in support of the U.S. Department of Veterans Affairs (VA) Replacement VA Medical Center (VAMC) project. 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 this IDIQ includes Comprehensive Project Management Services; Comprehensive Interior Design FF&E, and Space Planning Services; Concept of Operations (CONOPS) and Transition Planning; Acquisition Services; Warehouse and Warehousing Management Services; Relocation of Reuse of Personnel Files; Activation Services and Post Occupancy Support; and Staff Training and Orientation.

5.0. Applicable Documents

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

A. Construction Contract W912QR21C0027

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

H. 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. VA Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 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, 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

YY. International Plumbing code (IPC)

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

AAA. Federal Acquisition Regulation

BBB. Veterans Affairs Acquisition Regulation

6.0. Contract Type

A single award IDIQ contract will be awarded for performance-based services. TOs will be awarded individually using either a Performance Work Statements (PWS) or Statement of Objectives (SOO). This IDIQ is a 100% Service Disabled Veteran Owned Small Business (SDVOSB) set-aside under Federal Acquisition Regulation (FAR) Parts 12, 13 and 37.

6.1. Pricing

Labor rates will be established at the IDIQ level using the Labor Rates Matrix, and later applied at the TO level. The contractor shall include any escalation in labor rates necessary to propose pricing for all TOs for every out-year of the IDIQ ordering period. Any deliverables identified as Other Direct Costs (ODCs) will be proposed on an at-cost basis. Task Orders will be awarded as Firm-Fixed-Price. Not-to-exceed travel costs will be included as determined necessary.

7.0. Non-Personal Services

In accordance with FAR 37.104 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.

8.0. 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 https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/ 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 as part of the proposal submission of all proposed subcontractors in performance of the task order.

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

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

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

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

9.0. Period of Performance

This IDIQ contract will have a maximum ordering period of five (5) years from the effective date of award. A specific period of performance will be set under each individual TO.

10.0. Location and Hours of Work

The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the contractor’s facility. All Face-to-Face meetings will be held at the Government’s facility located at 4906 Brownsboro Road, Louisville, KY. Normal workdays are Monday through Friday, except US Federal Holidays. Typical Government 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).

The eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that the VA observes are as 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 1

(2) Juneteenth – June 19

(3) Independence Day - July 4

(4) Veterans Day - November 11

(5) Christmas Day - December 25

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

11.0. Travel

Travel shall be in accordance with individual TO requirements. Cost-reimbursable (CR) travel will be funded at the TO level, if requested.

For CR travel, 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 TO as a separate, reimbursable line item with a Not to Exceed (NTE) total expenditure. Travel will be requested, approved, and reimbursed in accordance with the TO. The Government will not reimburse any living or relocation costs of Contractor employees. 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 TO 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 D). For any CR travel, the Contractor must obtain written approval from the VA COR BEFORE any travel begins, utilizing the Travel Authorization Request. Other documents or e-mails will not be accepted as pre-approval. Travel expenses will be reimbursed on an actual expenditures 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. Travel that occurs without written pre-approval will not be reimbursed. 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. 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 TO deliverable line item issued here under will be appropriate to accomplish the task.

The contractor shall include a designated Project Manager (PM) serving as the Government's primary point of contract 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 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 http://www.gsa.gov/ftr fulfilled and résumé provided and accepted. The CO and COR will evaluate such requests and promptly notify the contractor, within 5 business days, of approval or disapproval in writing

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

- Activation Project Manager

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

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

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

- Senior Transition Planner

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

- Experience in Federal healthcare setting

- 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, relocation execution

- Senior Designer

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

- National Council for Interior Design Qualification (NCIDQ) Certification o or American Academy of

Healthcare Interior Designers (AAHID) certification

- 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

12.2. Employee Identification

All contractor employees working at a Government facility shall wear company Identification and/or 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. When communicating with other contractors or businesses relative to market research or acquisition planning services required under this contract, the contractor Employee shall state that the purpose of the communication is to conduct market research on behalf of the Government for the activation of the applicable project.

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 sufficient personnel to perform the services as required by this contract.

12.4. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

a. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

13.0 Contract Kick-Off Meeting

The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees should include the Contractor, key stakeholders, site activation team, subject matter experts, NAO Program Manager, COR, CFM Resident Engineer, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The COR will include the Resident Engineer to complete a roles and responsibilities review of the construction project 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), https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C893248bc37af45d0c1c808d98e3a0180%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637697202044164525%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=%2BXogccMFSSDINRgqUy3EVVturB87oICMdmNouhFIzkI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C893248bc37af45d0c1c808d98e3a0180%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637697202044174479%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=jh3XrgT1VZkRCTvOK4DvFRKHPyAI7gnvkJHnOI5aWVc%3D&reserved=0 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 building contractor Kick-Off. Ideally, these would occur on the same day.

14.0. Tasks and Deliverables

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

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

14.1. Comprehensive Project Management Support 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 lead user group meetings, Integrated Project Team IPT) meetings, installation activities, and project closeout. The Project Manager will ensure close coordination with the design and construction efforts of the building contractor

The PM designated shall serve as the Government’s primary point of contact and shall be responsible for the overall coordination and scheduling of the contract team's work. The PM shall not be reassigned without notification to the CO and COR.

Project Plans, Schedules, and Reports:

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

The contractor shall support the Facility Activation Project Manager in establishing a local level Integrated Project Team (IPT). The purpose of the IPT is to provide timely input to concept and design development, identification, planning, and execution of procurement functions, and logistical and operational requirements in order to bring the project into operation. Stakeholder engagement is vital to a successful outcome. IPT members should include, at a minimum: local OI&T, Infection Control, Emergency Safety & Preparedness, Logistics, Patient Safety, facility Fiscal office, Privacy, Lock Shop, Police, Environmental Management, project Resident Engineer, local Union representation, and others as required depending on project type and scope.

The contractor is also responsible for developing an Activation Integrated Master Schedule (AIMS) which integrates activation activities, Activations Project Schedule, Construction Project/Schedule, and the VA Information Technology Project Schedule, etc. The AIMS shall be coordinated with the USACE 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 IMS 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 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.

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) shall be shared with the Government by posting on the Government-provided SharePoint site document libraries, lists, and subsites. Contractor shall update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. Revisions to schedules and plans since the last update shall be tracked and clearly identified.

The project SharePoint site is the official repository for all project working documents and deliverables. All project documentation shall be compatible with systems utilized by the medical facility with files downloadable by all parties. Where SharePoint tools are available, they must be utilized in lieu of other formats.

Project deliverables, schedules, reports, and management plans (all versions and final) 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 and CO. Revisions to schedules and plans since the last update shall be tracked and clearly identified. The project SharePoint site is the official repository for all project working documents and deliverables. At the end of the contract, all deliverables are to be turned over and/or coordinated for download between the contractor and the COR.

Meeting Facilitation Services:

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

The contractor shall be responsible for coordinating and planning. The contractor shall coordinate the meeting locations and audio/visual support as needed for these meetings with the COR. The COR will finalize arrangement with the facility for rooms and audio/visual support. For meetings requiring teleconferencing capability, the contractor shall provide the teleconferencing service and call-in numbers, and host the meetings.

The contractor shall not meet with any end users, the A/E firm, the construction contractor, etc. without first coordinating with the CFM RE, USACE, COR, and/or VA PM as appropriate. The contractor shall participate in design/construction meetings as determined by the COR.

It should be noted that prior to award of this contract, CFM and USACE has worked diligently with the VAMC to produce the Building 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 IOT&A 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 VA Construction CO will be borne on the IOT&A contractor. In regards to changes to the room contents list, the IOT&A contractor is allowed to make changes only within the building contract parameters, with approval of user groups. This would entail further defining equipment listed in the room contents list. The IOT&A 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 CFM and USACE Contract Room Content List and defined floor layouts. Any deviations will have to be routed through the COR and approved through the CFM RE and CFM CO.

The contractor shall assure that all appropriate personnel are invited to attend each meeting either telephonically, video conferencing, or in person. The contractor’s PM should be available to attend requested meetings in person, as determined by the COR prior to the meeting. Beyond the contractor’s 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 COR.

Any additional and specific task(s) associated with this type of work will be identified and qualified in each individual TO. Tasks include but not limited to:

• Develop the Activation Integrated Master Schedule (AIMS)

• Develop individual service Project Schedules in collaboration with the local service, and integrate with the AIMS

• Facilitate and document User Group Meetings to develop activation FF&E requirements

• Update and maintain information on the SharePoint Site as required

• Prepare, distribute and post meeting minutes and sign in sheets/rosters for all meetings facilitated by the contractor in a centralized location.

• Facilitate for furniture, artwork and all other interior design services

• Facilitate for equipment and medical equipment support services

• Facilitate and coordinate the storage and collection of all data related to the project

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. In addition to the plans, schedules, and report requirements detailed in the deliverable schedule below, updating shall be posted to the SharePoint site within 5 business days of the required updates, unless otherwise agreed upon by the COR. Revisions to schedules and plans since the last update shall be tracked and clearly identified.

DELIV. # DELIVERABLE DESCRIPTION

001 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. If any changes to staff (prime or sub), or Key Personnel change during the month, and updated Attachment E, Contract Staff Roster shall be included. The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice. The report shall cover the same time period as the invoice.

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.

002 Activation Integrated Master Schedule (AIMS)

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 lessor/building contractor’s AIMS to ensure contractor’s deliverables, reviews, submittals, and milestones do not delay or conflict with the lessor/building contractor’s schedule. The lessor/building contractor’s schedule shall be given priority.

The schedule shall include dates from the construction schedule through Day One (commencement of clinical services) and project closeout. The 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.

Milestones must include Activations FY20XX 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 NAC by date for HCHT equipment, Equipment testing, First Use.

003 Individual Service Project Schedules

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.

004 Risk Management Plan and Log (Attachment F)

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL

BUILT INTO THE GOVERNMENT PROVIDED PROJECT

SPECIFIC SHAREPOINT SITE

The contractor shall update and maintain the Risk Management Plan. 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. Proposed execution schedule will be evaluated as part of the technical factor;

• not finish within budget;

• generate change orders;

• 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. The existing Risk Register on the Government SharePoint site shall be updated as additional risks are identified through coordination meetings or day to day project execution.

005 Change Management Plan and Log (Attachment G)

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL

BUILT INTO THE GOVERNMENT PROVIDED PROJECT

SPECIFIC SHAREPOINT SITE

Change Management applies to requests from user/user groups for changes to equipment lists resulting in impact to infrastructure requirements, and equipment and building layouts. The contractor shall coordinate with the SRE (or R/E) through the COR to identify cost, schedule, and scope impacts. The contractor shall will work with the COR to 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 Medical Center Director or their designee, 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 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. 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.

006 WBS (Attachment H) CONTRACTOR MUST UTILIZE GOVERNMENT PROVIDED

PROJECT SPECIFIC SHAREPOINT SITE

The contractor shall maintain/update/track the Government provided 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.

007 Integrated Project Team

(IPT)

Contractor shall draft an IPT Charter, to include IPT roles and responsibilities of stakeholders and the identification of individual members, and IPT member nominations letters.

The contractor shall update the IPT letters and charter throughout the requirement accounting for any changes.

008 SharePoint Site 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 repository for all project documents/information.

009 Meeting Minutes and Meeting Agendas (Attachments I1 & I2)

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

Minutes shall be distributed no more than 5 days post meeting. Minutes of all meetings shall include agenda, attendees, action items and who is responsible for completion of the action items. If the facility has a standardized template, that template must be used.

010 PWS Deliverable Updates

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.

14.2. Comprehensive Interior Design, FF&E, and Space Planning Services

Provide and coordinate comprehensive interior design (CID) services or coordination of CID services, ensuring incorporation of evidence-based health care concepts. FF&E must complement any interior packages developed by the 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 COR. Design support services include preparing cut sheets for FF&E and artwork, updating the room’s content list on the Government’s Sharepoint site, including updating spaces to be consistent with A/E drawings.

Contractor is to work closely with the appropriate VA Activation team representative on all furnishings, space planning, and selections. Contractor shall ensure all selections are in accordance with the CD’s to avoid conflict resulting in either design or construction modifications.

Contractor may provide their own system…