ATTACHMENT A - Worcester CBOC IOTA PWS 05142021.pdf

PERFORMANCE WORK STATEMENT (PWS)

ATTACHMENT A

VA Central Western Massachusetts Healthcare System

Worcester Outpatient Clinic (OPC) Worcester, MA

Project Title:

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

Date:

May 13, 2021

PWS Version Number:

1. Objective

The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA), VISN 1, VA Central Western Massachusetts Healthcare System with Activation services for the Worcester Outpatient Clinic (WOPC). The objective is to have the Facility Activation project complete by the first day of clinical services, projected to be December 15, 2021. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2. Introduction

A National Activations Office (NAO) was approved by the Under Secretary of Health in Fiscal Year 2012 to serve as a focal point for VHA medical facility activations. Activation is defined as the process of identifying, planning, managing, and executing the logistical and operational requirements to bring a new medical center into full planned operations. The medical center assigns VHA staff to an Activation Team which is responsible for managing the Activation Project and ensuring the WOPC is in full planned operations on ‘Day One’ (the first day clinical services are scheduled to be available to Veterans). Contractor services are often required to support the medical center's Activation Team.

3. Background

The U.S. Department of Veterans Affairs will replace and expand Worcester VA Outpatient Clinic. The facility will replace two leased spaces to facilitate the operations of Primary Care, Mental Health, Radiology, Specialty Care, Rehab, Pharmacy, and Laboratory medicine. The construction project will develop the property located on the UMass Medical Center Campus in Worcester, MA. This will enhance the ability to provide comprehensive services to the region’s Veteran population, including an expanded range of healthcare services in a modern facility. The project square footage is approximately 40,000 ABOA square feet with 350 parking spaces. The construction was awarded in fourth quarter of FY20. See Attachment D – Full Schedule for most current construction schedule.

Site development includes:

➢ Worcester OPC

• Medical Administrative Services (Business Services)

• Clinical Administrative and Support Areas

• Lobby/Communal Areas/Receptions Areas

• Mental Health Clinic

• Multi-Specialty Clinic

• Pathology and Laboratory Medicine Service

• Primary Care Patient Aligned Care Teams (PACT)

• Pharmacy Service

• Physical Medicine and Rehabilitation Clinic

• Police Services

• Radiology Service/MRI/CT

➢ Vacating spaces at these addresses:

• Worcester Outpatient Clinic

605 Lincoln St

Worcester, MA 01605-1901

• Worcester Lake Ave Clinic

55 Lake Ave North

Worcester, MA 01605

• Worcester Plantation Street Clinic

377 Plantation St

Worcester, MA 01605

➢ New space located at:

403 Belmont St

Worcester, MA 01604

4. Scope

Conduct all necessary Activation activities in accordance with the PWS. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A services to accomplish the PWS tasks. The scope includes planning, activating, outfitting, and transitioning the staff associated with the project during FY21 through FY22. The scope of these services include Comprehensive Project Management; relocation services; Warehousing and Warehouse Services; Installation Services for New Equipment;

Activation Services Support for Information Technology; BioMedical Support and Quality Assurance; Housekeeping; and Final Turnover, Closeout and Post–Occupancy.

5. Applicable Documents

Applicable documents are listed below. Additional documents may be listed in individual Deliverable.

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

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

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

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

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

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

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

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

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

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

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

K. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003

L. Office of Management and Budget Circular A-130, “Management of Federal Information Resources’, November 28, 2000

M. U.S.C. Section 552a, as amended

N. Title 32 CFR 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”

O. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

P. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. Section § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998

Q. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

R. Department of Veterans Affairs (VA) Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012 http://www.voa.va.gov/) http://www.voa.va.gov/) http://www.voa.va.gov/) http://www.voa.va.gov/)

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

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

U. VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information (SPI)”, January 6, 2012

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

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

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

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

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

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

BB. VA Handbook 7002/1 Logistics Management Procedures

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

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

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

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

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

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

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

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

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

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

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

36 CFR Part 1222 and Part 1228.

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

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

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

QQ. VA H-18-8 Seismic Design Handbook

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

SS. VA BIM Standard

TT. International Building Code (IBC)

UU. NFPA 10: Standard for Portable Fire Extinguishers

VV. NFPA 70: National Electrical Code (NEC)

WW. NFPA 72: National Fire Alarm and Signaling Code

XX. NFPA 101: Life Safety Code

YY. International Plumbing code (IPC)

ZZ. Occupational, Safety, and Health Administration (OSHA) Standards http://www.gsa.gov/federaltravelregulation) https://ms1691.facilities.health.mil/milstd1691/%23/ https://ms1691.facilities.health.mil/milstd1691/%23/ https://downloads.va.gov/files/CFM-TIL/signs/

AAA. Federal Acquisition Regulation (FAR)

BBB Veterans Affairs Acquisition Regulation (VAAR)

6. Contract Type

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

7. Non-Personal Services

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

8. Organizational Conflict of Interest

Per FAR Subpart 9.5, Organizational Conflict of Interest, due to the requirement of the contractor providing acquisition support services for Furniture Fixtures and Equipment (FF&E) and the possibility that any FF&E may be available through the prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the contracting officer, neither the prime contractor nor its subcontractors or consultants may participate as an offeror, subcontractor, or consultant on any procurement of FF&E conducted by the prime contractor or its subcontractors/consultants under this contract.

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

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

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

d. Contractor to mitigate any risk associated with an OCI. Non-disclosure agreements may be necessary.

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

9. Period of Performance

See SF1449 Section B.2 Schedule

10. Location and Hours of Work

This PWS requires work to be performed both onsite in Worcester, MA at the old spaces and the new space. When the Project Manager is on-site, contractor will be provided a workspace at the old site. 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 after normal working hours, on weekends, or on Federal holidays unless specified at the deliverable level. Some weekend hours are expected (i.e., inventory services).

There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that the Department of Veterans Affairs follows:

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

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

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

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

• Four (4) Federal holidays are set by date. If any of these dates fall on a Saturday, the Friday before shall be observed as a holiday. If any of these dates fall on a Sunday, the following Monday shall be observed as a holiday.

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

(2) Independence Day - July 4th

(3) Veterans Day - November 11th

(4) Christmas Day - December 25th

11. Travel

All travel shall be in accordance with the Federal Travel Regulations (FTR). The Government will not reimburse any living or relocation costs of contractor employees. The primary place of performance is at the location of the facility. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees. Reimbursement for travel is limited to that required in the performance of the contract, and specifically requested by the Government.

The Government will not pay travel charges for travel to and from the contractor employee’s home and government office or to and from one company building to another. Travel beyond a 50-mile radius of the contractor’s facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the Contracting Officer’s Representative (COR) via the Travel Authorization Request (Attachment B). Travel costs subject to reimbursement are limited to travel occurring at the direction of the Government, performed in conjunction with a specific requirement for a trip authorized in the Deliverable.

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

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

12. Contractor Personnel, Disciplines, and Specialties

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

Deliverables will require personnel experienced with the following labor disciplines: Project Management, Clinical Operations, Facility Planning, Medical Equipment, Transition/Relocation, Information Management/Information Technology (IM/IT), and Biomedical Equipment.

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

http://www.gsa.gov/ftr

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

12.1. Key Personnel

The personnel identified herein are considered essential to the work being performed. In the event changes to key personnel are required during the performance of this contract, replacement key personnel must meet or exceed the experience and qualifications of the individual the contractor included in its proposal submittal. Prior to substituting, removing, or replacing any key personnel, the contractor shall notify the CO 10 working days in advance. The contractor shall submit to the CO the resume of the replacing individual that demonstrates skills and background at least equivalent to those of the individual the contractor included in its proposal. The CO and COR will evaluate the replacing person's resume to determine if 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. Project Manager will be provided a workspace at one of the old clinics when on-site. Contract personnel are responsible for providing their own computer/laptop.

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

• Project Manager o A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over complex project.

o A minimum of five (5) years of experience in healthcare IOT&A services o A Minimum of three (3) years’ experience in activating Federal healthcare facilities o Demonstrated experience in healthcare infrastructure, operations, and have direct experience with transitioning and activation activities

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

12.2. Employee Identification

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

12.3 Conduct of Personnel

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

13. Contract Kick-Off Meeting

The Government activation team will schedule a kick-off meeting for this contract after award (teleconference is preferred). Attendees may include the Contractor, key stakeholders and subject matter experts, NAO Program Manager, COR, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The Contractor is to provide an agenda to all attendees prior to the meeting. The Contractor is to provide meeting minutes within three (3) business days after the Kick-Off meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., 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 and have the opportunity to clarify contract requirements and expectations.

14. Specific Tasks

14.1. General

This Contract requires a multi-disciplinary team that may include transition, medical equipment, clinical expertise, logistical, and information management/information technology (IM/IT) planning for the Worcester Community Based Outpatient Clinic.

14.2. Description of Services

14.2.1. Comprehensive Project Management Support Services

The Contractor shall provide comprehensive project management support to Worcester OPC for the IOT&A tasks identified below. The Contractor shall provide expertise to support contract execution per established strategies and plans, support all program milestones, and provide support for briefings and meetings as required. The Contractor shall submit a weekly Status Report to communicate to the VA the status of the project, progress, and lessons learned. The PM designated to serve as the Government’s primary point of contact shall be responsible for the overall coordination and scheduling of the contract team's work. The PM shall not be reassigned without notification to the CO and COR. The PM must be on-site to facilitate, schedule, and lead regular meetings with the Worcester OPC.

The contractor shall submit a comprehensive weekly status report and participate in a weekly project status teleconference to communicate to the VA the status of the project, progress, lessons learned, and a summary of all updates to plans/reports

001 Weekly Project Status Report

The Weekly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items in the master project schedule, discuss moderate to high risk items, and a summary of meetings attended. The report shall discuss any “lessons learned” during the reporting/billing period. The Weekly Project Status Reports shall correlate to and be submitted with the monthly invoice. A weekly project status call between project shareholders, CO, and COR shall be held on a weekly basis to review the Weekly Project Status Report. The Weekly Project Status report shall be provided prior to the status call.

In addition to the plans, schedules, and report requirements detailed in the deliverable schedule below, the following additional guidance shall be followed for submission of the Share Site, Integrated Master Schedule (IMS), Schedules, Plans, and Meeting Facilitation:

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

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

002 Share Site for Information Sharing

Develop and maintain a Share site for information sharing amongst all key stakeholders. The site shall be organized in a logical manner and access will be granted to COR.

Activation Integrated Master Schedule (AIMS), Project Schedules, and Transition Planning: The Contractor is responsible for developing and managing an AIMS. The AIMS must coordinate the Activation Project Schedule, IT Project Schedule, Construction Schedule, and any other applicable milestones dates that impact the activation of the project. This entails coordination with the VA Office of Construction and Facilities Management, the construction Contractor, the Office of Information & Technology, Contracting Office(s) involved and other programs/experts as required. Services may include the preparation of various professional reports and presentations, including verbal, graphic, slides, and photographs of projects.

In managing the 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 the tasks, and certain AIMS milestone dates. The Contractor is responsible for tracking these dates and keeping the parties informed. However, the Contractor is not responsible for enforcing dates or ensuring work is completed on schedule to the extent the dates and/or work are not a requirement of the Contractor as described herein. The Contractor shall report in a timely manner any schedule deviations to the 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.

003 Activation Project Schedule

Contractor shall develop and update a detailed activation project schedule. The Activation Project Schedule shall track all major milestones to demonstrate effective management and execution of the project by the contractor, illustrate timely performance, and identifies delays or potential delays to the project. The Activation Project Schedule shall include dates from the construction schedule through Day One, and project closeout. The schedule shall identify key tasks, start and completion dates, duration of tasks to be completed by the contractor to satisfy the requirements of the PWS. The contractor shall annotate any schedule deviations with weekly updates.

004 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.

005 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 milestone/gateway dependencies with both Government and contractor IOT&A-related processes from contract award to the completion of the contract itself.

006 Transition Plan The contractor shall develop and maintain a transition plan ensuring that it is updated to reflect the current status and changes as they occur throughout the life of the project. The transition plan at a minimum should address all major actions necessary for successful completion of project or as described in the Deliverables. The transition plan should, at a minimum, include a delivery and installation plan, a government acceptance plan, a security plan, a sequencing and outfitting plan, , a department master move schedule, a department activity (individual service report), a cleaning and housekeeping plan, Meeting Facilitation Services: The Contractor shall schedule meetings with key stakeholders and appropriate personnel (to be identified by the Government). Where meeting frequency is not specified herein, the Contractor shall establish the meeting frequency in manner that ensures the ability to meet the requirements of this Contract. Meetings include project status meetings, planning meetings, information management meetings, user group meetings, and any additional meetings as deemed necessary by the Contractor to meet the requirements of the Contract.

The Contractor shall prepare meeting agendas which shall be distributed to attendees 48 hours prior to the subject meeting. The Contractor shall prepare meeting minutes. Meeting minutes shall document the purpose of the meeting, discussions, and decisions reached. When applicable, meeting minutes shall include "ACTION ITEMS" to include a description of the item, the responsible individual(s), and due date. Meeting minutes will be distributed to attendees for review and approval within 48 hours after meeting and finalized within 8 hours after VA approval.

The Contractor shall organize and conduct user-group meetings with key stakeholders and working groups across the facility to the extent required to adequately manage this activation project. A list of key stakeholders will be provided to the Contractor after award.

At a minimum, each department will constitute a working group. The Contractor may identify additional ad hoc groups as necessary. The Contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions as a part of the documentation of meeting minutes. The

Contractor shall facilitate the groups to assess, analyze, recommend, and document solutions as developed jointly by the Contractor and the stakeholders and/or group members.

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

007 Meeting Agendas and Meeting Minutes

Minutes of all meetings to include agenda, attendees, discussions, action items and who is responsible, etc. Meeting minutes will be distributed to attendees for review and approval within 48 hours.

Agendas of all Meetings should be distributed 48 hours prior to meeting. Contractor to use Attachment I to record all Meeting Minutes

14.2.2Relocation and Installation Services

Provide relocation and installation services for approximately 150 staff for supplies and equipment from the old spaces (three physical addresses listed above), into the new space. Provide relocation and installation of any reuse equipment from the old spaces into the new space. Re-use equipment is not yet determined, however for purposes of pricing this effort, estimation of re-use equipment is 3000 square feet of space filled with re-use equipment. Contractor to meet with individual services to finalize reuse equipment. Contractor to create a move plan using a Faces-to-Spaces program which identifies personnel, equipment, and location which is flexible to location and changes for the existing location in transition to the new location.

Tasks include but not limited to:

o Developing and executing a coordinated Move Plan o Physical movement of files (estimate 3 bankers’ boxes per staff (150 staff) o Physical movement of expendable supplies (estimate 1 bankers’ box per staff (150 staff) o Physical movement of accountable equipment (barcoded non-expendable supplies/equipment) o Physical movement of FF&E identified to be reused o Label all items to be moved to coordinate with floorplans o Label all rooms to coordinate with floor plans o Assist VA Logistics staff to rescan equipment into new locations (temporary move or final move) o Move Office IT equipment (disconnected and connect by VA IT personnel only) o Packing and unpacking of FF&E o Disposal of packing/unpacking material (dumpster will be provided by VA on site)

008 Relocation and

Installation Report Contractor shall provide for all labor, materials and equipment for relocation services for all FF&E and supplies from the old space, into the new space. Contractor shall report on alitems described above, which were relocated and installed, as well as placement of items.

009 Move Plan Contractor shall develop a coordinated Move Plan for execution of the relocation of all items described above from the old spaces, into the new space.

010 Integrated Staff “Faces and Spaces” Program

The contractor shall provide a program which identifies personnel, service, equipment, and location which is flexible to location and changes for the existing location in transition to the new location. The contractor shall use the program to create a move plan and identify any special characteristics of the space. In addition, the Faces to Spaces will show any re-use equipment, existing jack numbers for personnel that will be relocating and any equipment this is relocating that is currently connected to the VA network.

14.2.3 Warehousing and Warehousing Management Services

The contractor shall provide comprehensive warehousing services to include temporary warehouse space for any FF&E items that cannot be shipped directly to the build site within the approved installation schedule.

Current Equipment List is found in Attachment C1 and C2. Furniture will be stored, delivered and installed by the furniture contractor. All items must be stored in such a way as to not void manufacturer warranties.

Estimate of warehouse space needed is 10,000 sq ft. Warehousing services include tracking, receiving, documenting, reporting, and storing all identified FF&E. Please note that government acceptance of items delivered to the warehouse must be done by Government personnel. The contractor must have the ability to report all assets stored in the facility with daily updates provided as items are delivered to the facility. Provide temporary warehousing, including all necessary receiving, inventorying, storing and all transportation and logistical services as required to facilitate activation services under this contract.

Warehouse requirements:

o The warehouse must be centralized between three locations (or as otherwise agreed to by the Government POC) o Provide temperature and humidity-controlled warehouse space for any items which require storage in a temperature controlled environment. This includes humidity no more than 10% to 70% (non-condensing), temperature of 50-104F for any FF&E that requires a temperature-controlled environment (as to not void warranties).

o Identify items that will need to be warehoused and/or determine warehousing requirements.

o Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area meeting VA security requirements o The warehouse must have pest prevention measures o The warehouse must have a sprinkler system, security system, racking, and loading.

o Pallets and shelving are required to keep items off the floor.

o The contractor shall provide appropriate insurance to protect the VA in case of loss or damage to VA property stored at the warehouse o The contractor shall provide delivery of items from warehouse to final location on site o The contractor shall develop and provide a Warehousing Plan (workflow process).

o Have available loading dock and or elevator as necessary, provide necessary Material Handling equipment to include: Forklift, pallet-jacks, etc.

011 Warehouse Plans The Warehousing Plan shall describe how the contractor plans to meet the warehousing requirements of the PWS and an Emergency Management Plan for the warehouse. In addition, the Warehousing Plan shall include the address of the warehouse, hours of operation, pictures of the interior of the warehouse prior to FF&E being received, documenting minimum warehouse requirements (i.e. sprinkler system, racking, loading docks, climate control area, security system), and a copy of the certificate of insurance.

012 Warehousing Activities Report

Contractor shall report weekly on all warehousing activities to include inventory logs, operations, FF&E activities, delivery, installation and relocation activities.

013 Receiving Logs The contractor shall receive and manage inventory of FF&E items directly at the warehouse. The contractor shall fill in all pertinent data on the documents as it pertains to property accountability and deliver all completed documents to the VA Logistics POC and VA COR on a daily basis. The Receiving Logs shall be submitted on a weekly basis which identifies daily receipt of items.

014 FF&E Inventory Logs The contractor shall report on all items scheduled for delivery to be warehouse, received at the warehouse, condition/defects, date scheduled for installation, installation date, and BMET check/test date. The Inventory Logs shall be submitted on a weekly basis which identifies daily inventory of items.

14.2.4 Installation Planning and Implementation Services for New Fixtures & Equipment (F&E)

The contractor shall provide installation, services. Installation milestones shall be identified and tracked on the activation project schedule and the Activation Integrated Master Schedule. See Attachment D – Worcester CBOC IOTA FFE for list of furniture, fixtures and equipment. Furniture will be delivered and installed by the furniture contractor.

Installation of all items shall be in accordance with manufacturer instructions. The contractor shall install all F&E except for those items designated by the Government to be installed by the manufacturer/vendor or general contractor. Contractor to oversee and coordinate with the overall activation schedule the installation of furniture done by furniture contractors.

The contractor is responsible for removing all trash and debris to appropriate off-site facility that is generated during the installation process (e.g. removing debris off-site). A Government provided dumpster will be onsite.

Government acceptance of installation services will occur after installation of items is complete. For items that the Government does not accept due to installation issues by the contractor or when acceptance is contingent upon additional work by the contractor, the contractor shall provide a punch list and a punch list schedule to the

VA COR.

Tasks include but not limited to:

Install warehoused items (Installation of Reuse items is found under Task 14.2.2)

Testing and documentation of equipment to ensure items and systems are functional per owner’s requirements.

015 Delivery and Installation Plan

The plan shall describe the process to be used to deliver, install, and test the new items for the activation project to ensure government acceptance. The plan shall include recommended installation processes for equipment delivered directly to the facility by vendors as well as installation processes for items delivered from the warehouse and old facility. The installation plan shall recommend a process for obtaining BMET safety checks after equipment reaches the loading dock of the new facility. The plan shall include a process to provide the required information to VA for VA to update its inventory system. The plan shall also include the contractor’s wall/floor protection and cleanup plan to minimize damage to the facility during installation.

016 Installation Services Report

The contractor shall provide all necessary equipment and personnel in order to provide for the installation and testing of all equipment the contractor is responsible for, into the new space. The Install Report must document all equipment installed and tested and location of such equipment.

14.2.5 Activation Planning and Implementation Services Support for Information Technology

Provide for installation, assembly, mounting (if applicable) and placement of IT end user devices/systems. The contractor will not be granted administrative rights to configure and connect end user devices to the VA network, but may assist OI&T employees who are performing administrator actions to ensure all IT systems are installed and working properly. Contractor is to provide for all management, materials, tools, supervision, labor and equipment to support installation and placement tasks associated with IT devices and associated mounting hardware to meet overall transition timeline requirements. The contractor will report material defects in any end user device when discovered and will take necessary precautions to prevent damage to IT system during relocation and placement. All discrepancies and/or deficiencies discovered by the contractor team during installation/placement which impact the overall IT Installation will be documented and delivered to the designated OI&T point of contact within 48 hours of discovery.

• Transport and inventory tracking/labeling actions (if needed) for all end user IT equipment items relocated from the project warehouse or old sites during equipment outfitting in the building.

• Unpacking and assembly of end user IT devices per manufacturer’s instructions. All software will be delivered to the OI&T point of contact when discovered. Packaging materials and boxes no longer needed for the IT asset will be collected, broken down or contained, and transported to the designated location for recycling or disposal.

• Ensure proper bar code labels are located on all accountable IT assets. If the bar code is missing, the contractor will obtain prepared labels from OI&T or Logistics and place the bar code in an appropriate location on the asset prior to placement. Once placed IAW inventory requirements, the contractor will scan the bar codes for all IT assets in a designated room along with the door frame bar code to establish accurate locations in the inventory tracking systems for all IT hardware.

• VA will add assets to VISTA and print and provide all inventory bar codes. VA will also reconcile inventory tracking system after complete inventory is finished.

• Properly install all wall mounting brackets for computers, phones, monitors or other associated IT equipment per the approved IT Installation Plan. The contractor will pre-coordinate with facility engineering all required wall, ceiling or floor penetrations to ensure proper wall supports are available for the item and all internal wall obstacles or utilities are avoided.

• Placement of required paper trays, toner, and power/network cables.

• Placement and installation of computer system associated ancillary components like web cams, speakers, docking stations, USB expansion devices, keyboards, monitors, medical systems equipment, and card readers per the IT Installation Plan. Some rooms may require the contractor to install computer and/or monitor mounting hardware so the components of the system can be on a wall. The contractor will install all related cables and power strips needed for the computer system.

017 IT Installation Plan The contractor shall develop in coordination with VA IT POC and maintain an IT Installation plan developed between the contractor and the IT department. The plan is to be updated to reflect current status and changes as they occur throughout the life of the project.

018 Weekly IT Inventory/Installation Report

The report shall include all accountable IT assets, corresponding bar code labels, installation, and location of asset. The report shall include material defects, discrepancies, and/or deficiencies discovered, and any actions taken.

14.2.6 Biomedical Equipment Support Planning and Implementation Services

Provide support for VA Biomedical Equipment Support Specialists (BESS) that includes overseeing an the movement of an estimated 150 pieces of equipment from warehouse and/or old locations to the designated rooms or final areas within the new facility. The contractor will assemble, mount, test, calibrate equipment as required and conduct technical inspections and testing in accordance with the equipment manufacturer’s specifications and/or recommendations. The contractor will not be granted administrative rights to configure and connect end user devices to the VA network, but may assist BESS to ensure all networked systems are installed and working properly.

Deliverable # Deliverables Description

019 Biomedical Support Plan The contractor shall coordinate with BESS personnel to develop a Biomedical Support Plan.

020 BESS Support Services Report

The contractor shall provide a report to detail the equipment moved, assembled, mounted, tested, calibrated according to the equipment manufacturer’s specifications and/or recommendations.

14.2.7 Housekeeping – Optional Task

Optional tasks are pre-priced and will be exercised via modification to the existing contract at time of need. The Period of Performance for the optional tasks will be from date of exercise and shall not extend past the overall Contract’s period of performance.

Provide cleaning services for the new Worcester CBOC. This service will primarily consist of terminal cleanings of VA space and equipment in accordance with VA regulations. These cleanings shall occur post construction prior to moving in furniture and equipment and again, prior to opening for full operations with all furniture and medical equipment in place.

021 Housekeeping Service Log Log of VA spaces cleaned post construction and again prior to opening with all furniture and equipment in place.

14.2.8. Final Turnover, Close-out, and Post Occupancy Evaluation (POE) Services – Optional Task

Optional tasks are pre-priced and will be exercised via modification to the existing contract at time of need. The Period of Performance for the optional tasks will be from date of exercise and shall not extend past the overall Contract’s period of performance.

The contractor shall provide all management, materials, tools, supervision, labor, and equipment to facilitate the final turnover of the facility, applicable documents, and closeout of the activation project. The contractor shall provide for the facilitation of full POE services for the project or for participation in POE activities as needed.

At a minimum, the contractor shall:

• Identify and support management of any post-move issues; log vendor claims and direct issues/claims needing resolution to the close-out; facilitate project files/history transfer; and ensure all documents and final deliverables are in electronic formation the contractor-provided SharePoint site (includes but is not limited to cut sheets, plans, reports, and invoice documents) to ensure COR download .

Deliverable # Deliverables Description

022 Post Occupancy Activities Report

Report shall include all post-move issues noted and resolved, along with vendor claims and issues.

15. Deliverables/Submittals

Submittals are required deliverables mutually agreed upon for each Deliverable. Submittals have established delivery schedules as specified in the Deliverables 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 are identified in the PWS. 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 and activation 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".

Deliverable No.

Deliverable Name Due

001 Weekly Project Status Report Weekly, starting in first week of contract award

002 Share Site for Information Sharing Daily updates, as required by Deliverable and project schedule

003 Activation Project Schedule 2 weeks after contract award, maintained throughout project

004 Individual Service Project Schedules 2 weeks after contract award, maintained throughout project

005 Activation Integrated Master Schedule

(AIMS)

2 weeks after contract award, maintained throughout project

006 Transition Plan 3 weeks after contract award, maintained throughout project

007 Meeting Agendas and Meeting Minutes Agendas 48 hours prior to Meeting; Minutes 48 hours post meeting

008 Relocation and Installation Report 1 week post Activation activities; according to approved Activation Schedule

009 Move Plan 1 month after contract award, maintained throughout project

010 Integrated Staff “Faces and Spaces” Program

1 month after contract award, maintained throughout project

011 Warehouse Plan 2 weeks after contract award

012 Warehouse Activities Report Weekly, after approved Warehouse Plan

013 Receiving Logs Weekly, at start of receipt of FF&E into the warehouse

014 FF&E Inventory Logs Weekly, at start of receipt of FF&E into the warehouse

015 Delivery and Installation Plan 3 weeks after contract award, maintained throughout project

016 Installation Services Report According to approved Activation Schedule

017 IT Installation Plan 3 weeks after contract award, maintained throughout project

018 IT…