ATTACHMENT A - PWS - El Paso Design Support 8.6.2024.pdf

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PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

El Paso Veterans Affairs Health Care System

New El Paso Health Care Center

Design Support Contract

Date:

08/6/2024

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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 design support services for the New El Paso Health Care Center (HCC). The objective is to have the IOT&A project completed by the first day of clinical services, which is projected to occur between 18 Nov 2028 and 15 Aug 2029, subject to change. 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 New El Paso Health Care Center (HCC) 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 United States Congress approved the construction of the New El Paso Health Care Center (HCC) for the El Paso Veterans Affairs Health Care System (EPVAHCS). This project is a Major Construction project that will construct a new health care center on Ft. Bliss Garrison land. The project will be a joint effort between VA CFM, VHA, USACE and Ft. Bliss.

The El Paso VA Health Care System has been approved for this major construction project to create an expanded service opportunity for Veteran health care. El Paso VA Health Care Center proposed to build a new El Paso VA Healthcare Facility with approximately 492,996 new usable square feet (NUSF). The types of Services to be offered in the new facility will include but will not be limited to the following:

• Prosthetics

• Geriatrics and Extended Care Clinic

• Audiology & Speech Pathology Service

• Dental

• Whole Health Clinic

• Pharmacy

• Primary Care

• Radiology

• Pathology & Laboratory Medicine Service

• Women’s Health

• Special Exams

• Surgical Services

• Medical Specialties

• Behavioral Health

• Community Care Service

For a Full List of Services, refer to Attachment J - List of Services.

4.0 Scope

Conduct all necessary design support activities, in accordance with the PWS, in support of the project(s) identified in paragraph 3.0 above. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope includes project support for design associated with the project. The scope of services includes Project Management and Interior Design, FF&E, and Space Planning Support.

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The Beneficial Occupancy Date (BOD) is planned tentatively for 18 Nov 2028, subject to change. The HCC “Day One” is anticipated to be tentatively for 19 Aug 2029 subject to change.

Applicable Documents by Reference.

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

A. Construction contract: TBD

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

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

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

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

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

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

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

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

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

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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

JJ. MIL-STD-1691 Construction and Material Schedule for Military Medical, Dental, Veterinary and Medical Research Laboratories, December 1, 2016 https://facilities.health.mil/Content/military_standard_milstd_1691_equipment

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. Master Construction Specifications (PG-18-1) https://www.cfm.va.gov/til/catalog.asp

NN. Design and Construction Procedures (PG-18-3) https://www.cfm.va.gov/til/catalog.asp

OO. Room Finishes, Door, and Hardware Schedule (PG-18-14) https://www.cfm.va.gov/til/catalog.asp

PP. Standard Details (PG-18-4) and National CAD Standard, VHA Application Guide https://www.cfm.va.gov/til/catalog.asp

QQ. Seismic (Structural) Design Requirements (H-18-8) https://www.cfm.va.gov/til/catalog.asp

RR. Space Planning Criteria for VA Facilities (PG-18-9) and VA-SEPS https://www.cfm.va.gov/til/catalog.asp

SS. Signage Design Manuals (PG-18-10) https://www.cfm.va.gov/til/catalog.asp https://facilities.health.mil/Content/military_standard_milstd_1691_equipment https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp

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TT. VA Design Guides (PG-18-12) https://www.cfm.va.gov/til/catalog.asp

UU. VA BIM Standard (PG-18-13) https://www.cfm.va.gov/til/catalog.asp

VV. Facility Dedication Plaques and Seals (PG-18-13) https://www.cfm.va.gov/til/catalog.asp

WW. Fire & Safety https://www.cfm.va.gov/til/catalog.asp

XX. Innovative 21st Century Building Environments for VA Healthcare Delivery https://www.cfm.va.gov/til/catalog.asp

YY. Architectural Accessibility and VA Barrier Free Design Standard (PG-18-13) https://www.cfm.va.gov/til/catalog.asp

ZZ. Whole Building Commissioning Process Manual https://www.cfm.va.gov/til/catalog.asp

AAA. Cost Estimating Manual and Guides https://www.cfm.va.gov/til/catalog.asp

BBB. Cultural Resource Management (H-7545) https://www.cfm.va.gov/til/catalog.asp

CCC. Sustainable Design https://www.cfm.va.gov/til/catalog.asp

DDD. International Building Code (IBC)

EEE. NFPA 10: Standard for Portable Fire Extinguishers

FFF. NFPA 70: National Electrical Code (NEC)

GGG. NFPA 72: National Fire Alarm and Signaling Code

HHH. NFPA 101: Life Safety Code

III. International Plumbing code (IPC)

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

KKK. Federal Acquisition Regulation (FAR)

LLL. Veterans Affairs Acquisition Regulation (VAAR)

MMM. VA Equipment Guide List (PG-18-5) https://www.cfm.va.gov/til/catalog.asp

NNN. Facility Guidelines Institute Design and Construction Manuals for Outpatient Facilities and Hospitals https://shop.fgiguidelines.org/

5.0 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.

6.0 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.

7.0 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 https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://www.cfm.va.gov/til/catalog.asp https://shop.fgiguidelines.org/

6 | P a g e prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the Contracting Officer (CO), neither the prime contractor nor its subcontractors or consultants may participate as an offeror, subcontractor, or consultant on any procurement of FF&E conducted by the prime contractor or its subcontractors/consultants under this contract.

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

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

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

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

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

8.0 Location and Hours of Work

The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the contractor’s facility. All Face-to-Face meetings will be held at the Government’s facility located at 5001 N. Piedras, El Paso, TX 79930 or at the Contractor and/or Government construction trailers located at 18549 Heavy Medics Street, El Paso, Texas 79918, adjacent to the William Beaumont Army Medical Center on Fort Bliss. 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

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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 purpose of staffing the contract is considered the cost of doing business and is not subject to reimbursement. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees, if it is necessary contractor personnel be located near project site.

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

Expenses for subsistence and lodging will be reimbursed to the Contractor only to the extent where an overnight stay is necessary and authorized by FTR in effect at the time of the stay for the specific location. Approval for rental vehicles is discouraged and will be approved on an individual basis. Additional information can be found at:

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

12.0 Key Personnel

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

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

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

• Activation Project Manager o A minimum of seven (7) years of experience as a Project Manager, acting in a lead role over healthcare space related projects o A minimum of five (5) years of experience in initial outfitting, transitioning, and activating

(IOT&A) healthcare facilities http://www.gsa.gov/ftr

8 | P a g e o Demonstrated experience in healthcare infrastructure and operations.

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

• Medical Equipment Planner o A minimum of five (5) years of experience in medical equipment planning and implementation o A minimum of three (3) years of experience in healthcare facility design

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, VA 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 VA Resident Engineers 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.

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16.0 Tasks and Deliverables

16.1 Project Management Services

Provide Design Support 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. The Project Manager will ensure close coordination with the design contractor.

Project Plans, Schedules, and Reports:

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

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, an 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.

16.1.2 Risk Management

Plan and Log

(Attachment D)

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

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.

• 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 shall be updated as additional risks are identified through coordination meetings or day to day project execution.

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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.

The design support contractor may not make changes to the items above (with the exception of the room contents list guide in the VA TIL catalog https://www.cfm.va.gov/til/catalog.asp or any of the applicable documents referenced materials– 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 design support contractor. In regard to changes to the room contents list, the design support 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 design support 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, including updated VA list requirements. 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.

16.1.3 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 3 days post meeting. Minutes of all meetings shall include agenda, attendees, action items and who is responsible

Provide Risk Register for inclusion in the Joint Contractor/Government Risk Register, monitored weekly at meetings with all stakeholders.

11 | P a g e 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.

16.1.4 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 Interior Design, FF&E, and Space Planning Services

Contractor shall provide and coordinate comprehensive interior design (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 shall verify and confirm FF&E and visual arts submitted by the DB contractor. The contractor shall identify additional FF&E and visual arts to be purchase in future IOT&A contract.

Design support services include reviewing and or revising cut sheets for FF&E and artwork, updating the room’s content list. The contractor will review and validate submittals by Design-Build Contractor, providing comments in DrChecks ProjNet. Access for DrChecks ProjNet will be provided by COR. Contractor shall participate in resolution meetings to address design concerns.

Contractor is to work with the VA Interior Designer on all furnishings and space planning as it relates to FF&E and Artwork. Contractor is expected to join work in progress during Design package four (4) submittal by Architect/Engineer firm associated with the construction project. Design Package 4 should follow the schedule listed below:

• Interim 1 Design Submission 01/27/2025

• Interim 2 Design Submission 06/09/2025

• Final Design Submission 10/06/2025

Contractor may provide their own system for tracking, managing and validating FF&E. 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, Attachment E.

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

12 | P a g e 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 construction contractor will be required to identify all Mechanical Electrical Plumbing (MEP) information necessary, and timelines needed. The IOT&A contractor is to review and validate the make and model of all equipment with the Design Documents submitted by DB. The VA will be responsible to provide the correct POC’s as designees to the IPT, for the user group 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. Any changes to FF&E that have an impact on MEP will be routed through the Change Management process.

The contractor shall review and verify the artwork package from the DB. The contractor shall develop any additional revisions of the DB artwork package as necessary. 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.

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 Room-by-Room

Master Equipment and Furniture List

The Room-by-Room MEL (identifies all items listed by room). The MEL shall include reuse when applicable. The contractor shall provide a complete and finalized room by room list for each service/area throughout the clinic. The https://www.cfm.va.gov/til/bim/VA-BIM-Guide.pdf https://dha.max.gov/milstd1691

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(MEL)/Room Contents List

(Attachment E)

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

IOTA contractor shall perform QA against the Design Documents to avoid conflict.

Data collected, updated and maintained includes space identification that matches construction drawings and A/E for design contents, 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.

16.2.4

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.

Hard 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.

16.2.5 3-Dimensional Design Renditions

3D design renditions of FF&E items within planned spaces using AutoCAD, or another similar program agreed upon between the contractor and the VA Interior Designer.

16.2.6 Rough Order of

Magnitude (ROM)

The ROM is the total estimated cost by item to purchase, install, test, and train (as applicable) for the project. Activation Design Support Contractor captures ROMs from the DOR for inclusion in the templated file and provides ROMs for any missing items.

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16.2.7 Final Design Package

Submittal

Contractor shall Review and validate building contractor submittals as it related to FF&E and Artwork. Contractor must deliver to the COR, used by the A/E all the latest project information such as specific design requests as a result of user group meetings. Site activation team to provide due date of information to the A/E contractor to ensure A/E has time to include.

Design submittal 4 shall include:

1) Basis of Design Cut Sheets for all JSNs for the equipment on the drawings if selected by the VA prior to the activation contractor on board.

2) Room by Room should match drawings and be reflected in the Contents

Acquisition plan

3) All Rooms Contents List (Attachment E). (Attachment E is a representation of required data/information.

16.2.8 Discrepancy Report Discrepancy Report between final room contents and USACE equipment list:

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

17.0 Reserved

18.0 Deliverables

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

18.1 Deliverable Schedule

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

Delivery schedule for deliverables is identified below. Due to the variations in project schedules, construction timelines, etc., deliverable due dates may be adjusted with prior notification and approval by the VA CO. For deliverables with a schedule yet to be determined, a mutually agreed upon schedule and/or format will be determined during the performance period. The agreed upon date must not delay the project schedule and must be tracked in the Activation Project Schedule for verification.

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

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Deliverable No.

Deliverable Name Due

16.1.1 Monthly Project Status Report Monthly

16.1.2 Risk Management Plan and Log Initial Within (30) thirty business Days after Contract Award and Monthly Thereafter.

16.1.3 Meeting Minutes and Meeting Agendas Within three (3) three business days after meeting. Within (3) three business days before meeting.

16.1.4 PWS Deliverable Updates Within (10) ten business days after identification of need by either the Government or the Contractor.

16.2.1 FF&E Cut Sheets Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.2 Artwork Cut Sheets Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.3 Room-by-Room Master Equipment and

Furniture List (MEL)

Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.4 FF&E Layouts Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.5 3-Dimensional Design Renditions Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.6 Rough Order of Magnitude (ROM) Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.7 Final Design Package Submittal Hard/Electronic copies shall be available to the VA as soon as an update is completed. Final due during Final Design Package Submittal or End of Contract.

16.2.8 Discrepancy Report Interim Report due 2 months after effective date of contract and Final Report due 1 month prior to the end of the contract.

33.8.1 Quality Control Plan Within (30) thirty business Days after Contract Award. Any proposed changes within (3) three business days.

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18.2 Deliverable Formatting

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

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

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

18.3 Files

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

18.4 Government Submission Review

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

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

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

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, 17 | P a g e functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

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

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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

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

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

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

4. El Paso Veteran Affairs Health Care System (EPVAHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of El Paso Veteran Affairs Health Care System (EPVAHCS) or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency/ El Paso Veteran Affairs Health Care System (EPVAHCS) must report to promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Purchase Order. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.