ATTACHMENT A - LECANTO IOTA PWS.pdf

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PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration

James A. Haley- Replace Lecanto CBOC Clinic

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

Date:

07/03/2024

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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 James A Haley Veterans Hospital (JAHVH)- Lecanto Community Based Outpatient Clinic (CBOC). The objective is to have the IOT&A project completed by the first day of clinical services, which is projected for November 2027 North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

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 Lecanto Community Based Outpatient Clinic (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.

3.0 Background

In Fiscal Year 2024, the United States Congress approved numerous major leases for the Department of Veterans Affairs to enhance services for Veterans. The parent facilities are working with VA Office of Real Property and other support offices to secure award of the leases to developers who wish to participate in the renovation or new construction of VA medical facilities that will provide clinical care to our nation’s Veterans.

VA has received approval for a major lease which will create expanded service opportunities for Veteran’s health care for the Replace Lecanto CBOC Clinic. This project will facilitate a lease/construction of a new Outpatient clinic in Lecanto, Florida that features approximately 46,248 NUSF. This project would replace the current facility. The facility is inadequately sized for the existing patient load and cannot accommodate the anticipated growth of the Veteran population and service needs. This new lease will allow VHA to significantly expand its mental healthcare access in the area, providing much needed medical services to the Veteran population.

4.0 Scope

Conduct all necessary Planning, and IOT&A activities, in accordance with the PWS, in support of the Replace Lecanto CBOC Clinic project identified in paragraph 3.0 above. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope includes project support for planning, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project during FY25 through FY27. The scope of services includes Comprehensive Project Management, Comprehensive Interior Design, FF&E, and Space Planning Support; CONOPS and Transitioning Planning; Acquisition Support Services to include package development, Warehousing and Warehouse Management Services. Activation, Delivery, Relocation and Installation, Training, and Turnover and Post Occupancy Support for the identified project.

5.0 Applicable Documents

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

A. Entire Lease/Construction contract (Contract 36C10F20L0008) to include the L100 from the

Lease, Lease Design Narrative Appendix A-F

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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, “VA Cybersecurity Program,” January 23, 2019

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

OO. VA H-18-8 Seismic Design Handbook

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

QQ. VA BIM Standard

RR. International Building Code (IBC)

SS. NFPA 10: Standard for Portable Fire Extinguishers

TT. NFPA 70: National Electrical Code (NEC)

UU. NFPA 72: National Fire Alarm and Signaling Code

VV. NFPA 101: Life Safety Code

WW. International Plumbing code (IPC)

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

YY. Federal Acquisition Regulation (FAR)

ZZ. Veterans Affairs Acquisition Regulation (VAAR)

6.0 Contract Type

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

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

https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/

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

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

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

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

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

9.0 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 Hidden River Parkway Tampa, Florida or current LECANTO CBOC, FLORIDA. Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place on Government site after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR). Some weekend hours are expected (i.e., inventory services, activation services).

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

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

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

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

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

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

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

(2) Juneteenth – June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

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

10.0 Reserved

11.0 Travel

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

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

http://www.gsa.gov/ftr.

12.0 Key Personnel

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

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

- A minimum five (5) years’ experience in initial outfitting, transitioning, and activating (IOT&A) healthcare facilities

- Demonstrated experience in healthcare infrastructure and operations

• Senior Designer

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

- National Council for Interior Design Qualification (NCIDQ) Certification or American Academy of Healthcare Interior Designers (AAHID) certification http://www.gsa.gov/ftr

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- 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

• Senior Transition Planner

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

- Experience in healthcare setting

13.0 Employee Identification

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

14.0 Conduct of Personnel

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

15.0 Contract Kick-Off Meeting

The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees should include the 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), 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.

16.0 Tasks and Deliverables

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

16.1 Comprehensive Project Management Services

Provide comprehensive Pre-planning and Activation Project Management Services integral to the execution of tasks ensuring effective, efficient, and timely completion of contracted services. The Activation Project Manager shall not be reassigned without notification to the CO. The Project Manager may be required to be onsite as required per

8 | P a g e contract and lead user group and 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

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, Biomedical Engineering, Interior Design, local Contracting, public affairs, 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, Construction Project/Schedule, and the VA Information Technology Project Schedule, etc. The AIMS shall be coordinated with the CFM contract dates and the Lessor/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.

# Deliverable Name Deliverable Description

16.1.1 Monthly Project

Status Report

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

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

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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.

16.1.2 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 IMS 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.

16.1.3 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

16.1.4 Risk Management

Plan and Log

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

Actual deliverable data/information requirements are defined in SharePoint tool

Note: contractor shall utilize SharePoint to

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.

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16.1.5 Change

Management Plan and Log

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

Actual deliverable data/information requirements are defined in SharePoint tool

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

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.

16.1.6 WBS

(Attachment F)

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

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.

16.1.7 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.

Government Provided Share Site for Information Sharing:

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

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.

11 | P a g e project documentation shall be compatible with systems utilized by the medical facility with files downloadable by all parties.

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

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

16.1.8 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 Activation Project Management site for all project documents/information.

Meeting Facilitation Services:

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

The contractor shall be responsible for coordinating and planning. The contractor shall coordinate the meeting locations and audio/visual support as needed for these meetings with the COR. The COR will finalize arrangement with the facility for rooms and audio/visual support. For meetings requiring teleconferencing capability, the contractor shall provide the teleconferencing service and call-in numbers and host the meetings. The contractor shall not meet with any end users, the A/E firm, the construction contractor, etc. without first coordinating with the CFM RE, COR, and VA PM. 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 has worked diligently with the VAMC to produce the Lease 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 Lessor contract. The Lessor is the only party that is allowed to make changes to the items above (with the exception of the room contents list). All Lessor changes must be approved by the CFM Administrative Contracting Officer (ACO). Otherwise, it is the Lessor’s responsibility to ensure contract compliance regarding these items.

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

The contractor will be responsible for the equipment planning within the contractual boundary of the CFM 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 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.

16.1.9 Meeting Minutes

and Meeting Agendas

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 business days post meeting.

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

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.

16.1.10 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 (i.e 15.1.11 update for 15.2.1)

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

Provide and coordinate comprehensive 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

13 | P a g e closely with the VA Interior Designer 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 for tracking, managing and validating FF&E, however the Government provided SharePoint site must also be updated and maintained at all times. It is the official repository for all project information and is utilized by outside bodies for budgetary and tracking purposes. The Contractor is responsible for promptly transferring and/or updating to the Government provided SharePoint, all information tracked and managed using any other contractor provided system. The contractor will be validating all FF&E and defining all salient characteristics. “Validating” in the sense means a generic item has been identified by a specific manufacturer and model has not yet been identified. The contractor shall then develop the list to the “Approved” phase. “Approve” in this sense means the manufacturer and model has been selected, to include the salient characteristics of the item. The contractor will be responsible for finalizing furniture, fixtures, and artwork with the appropriate VA IPT representative to sign off on the final cut sheets and specifications. The COR (or other designated representative decision authority) will direct the contractor to the appropriate stakeholder for approval.

The IOT&A contractor will be responsible for identifying salient characteristics for all FF&E with end users and the VA Interior Designer for recording in the FF&E tracking system. This also ties into the acquisition support services required under this PWS as the identified salient characteristics will be included in “brand name or equal” procurement packages. A completed Justification and Approval (J&A) form will be required to be included in any procurement packages for any items that require a specific manufacturer or model.

The general contractor will be required to identify all Mechanical Electrical and Plumbing (MEP) information necessary and timelines needed. IOT&A contractor is to develop the make and model of all equipment with the Design Documents. The VA will be responsible to provide the correct POC’s as members of the IPT, 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 – consistent with A/E drawings, and any J&As planned for the procurement of specified equipment. The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations. Any future changes to FF&E that have an impact on MEP will be routed through the Change Management process.

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. Any use of art not procured through the VA furniture strategic contract 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, original art, installation/security, and matting/framing. Each piece of art should only be used once in the facility. The contractor shall provide an artwork placement plan and artwork cut sheets.

The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations. Any impact to MEP resulting from equipment changes must go through the Change Request process. The contractor shall utilize Space, Equipment, and Planning System (VA-SEPS) Joint Service Number (JSN) nomenclature in accordance with the VA BIM Guide (available at VA BIM GUIDE, https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf) for all unique ID numbering. The cut sheets shall identify the basis of design item and shall show appropriate VA-SEPS JSNs. New JSN requests and JSN searches can be conducted at https://dha.max.gov/milstd1691. The contractor shall develop a ROM to include estimated costs for storage, delivery, and installation.

The general contractor will be required to identify all Mechanical Electrical Plumbing (MEP) information necessary, and timelines needed. The IOT&A contractor is to develop the make and model of all equipment with the Design Documents. The VA will be responsible to provide the correct POC’s as designees to the IPT, for the user group https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf https://dha.max.gov/milstd1691

14 | P a g e meetings who have the authority to make equipment decisions, such as identification of make and model of equipment, locations for all equipment, and any J&As planned for the procurement of specified equipment. The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations.

Contractor to provide 3D mock-ups of complex spaces and patient rooms. Spaces to be included in mock-ups will be determined in coordination with the Activation Project Manager. The mock-ups shall be built using available computerized design software. Contractor shall report on all mock-up services completed with recommendations and findings as a result of the mock-ups. Location of cubicle curtains and door swings to be demonstrated by overhead tracks and/or drawn on the floor to show where the door swing and drapes impact space. The room layout and items reflected on the walls shall be laid out to match the floor plan locations with the flexibility to move them around to find optimal layout. Contractor to indicate power, data, light switches, thermostat, panic buttons, and other small devices attached to the walls.

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

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

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

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

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

5) Installation type (i.e. Security hardware, cleats, stand-offs, etc.)

16.2.3 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).

16.2.4 Master Key Plan Develop Master Key plan to include door/furniture cores and electronic and mechanical access control devices. The plan should include an assessment of compliance with applicable Homeland Security and VA security requirements.

1) Provide a list of new cores and staff assignment to assist VA Locksmith in making the cores and keys required and PIV access

2) Develop Key plan and access control plan should be based on security design requirements for access control: Dept. of Veterans Affairs Physical Security Design Manual, October 2020-Rev. July 2022, Section 10.4.

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16.2.5 Room-by-Room

Master Equipment and Furniture List

(MEL)

(AttachmentG is a representation of required data/information.

Actual deliverable data/information requirements are defined in SharePoint tool

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

The Room-by-Room MEL (captured using the SharePoint list, identifies all items listed by room. The MEL shall include reuse when applicable. The contractor shall provide a complete and finalized room by room activation SharePoint list for each service/area throughout the clinic. The IOTA contractor shall perform QA against the Design Documents to avoid conflict.

Initial Data collected, updated, and maintained in the SharePoint list includes space identification that matches construction drawings, VV vs VC vs CC, item cost to include any purchased install and/or training, contracting and vendor lead and install times, funding appropriation, recurring vs non-recurring expense.

16.2.6

FF&E Layouts Space plans showing FF&E furniture and equipment placement. FF&E layouts are to be used for end-user/VA designer group meetings, to assist in the validation of the FF&E, and to facilitate outfitting as an installation guide. Items shall be color-coded on the drawings for easy identification (i.e. red for reuse, black for construction contractor provided and installed, green for manufacturer installed).

The initial layouts will be for the typical rooms in the concept drawings for the VHA Medical Center. Updated drawings will be provided to update FF&E placement using basis of design dimensions using Revit. The IOT&A contractor is to ensure all identified FF&E or architectural significant items are in accordance with the Design Documents to minimize any need to change the Mechanical, Electrical, Plumbing or Architectural support systems and locations. The contractor will work closely with VA Interior Designer.

Digital digital copies shall be available to the VA as soon as an update is completed. Floor plans and elevations to be printed on half-size sheets (15”x21”). All others may be printed on 11”x17” or 8.5”x11” paper with a 1/4" scale.

16.2.7 3-Dimensional Design Renditions

3D design renditions of FF&E items within planned spaces using Revit

16.2.8 Rough…