Attachment B - SOW - Activation Tracking and Implementation System.docx

Activation Tracking and Implementation System Statement of Work

A. PURPOSE

Provide a commercial database management system for initial outfitting and transitioning (planning, tracking and management) of an activation project. The contractors shall provide all labor, facilities, transportation, travel, and management to perform all services stated herein. This system must be able to adapt to Department of Veteran’s Affairs Long Beach Healthcare System (VALBHS) specific needs. System will be used by VALBHS to plan, execute and track all activation furniture, fixtures, equipment (FF&E), floor plan/Design (Revit capable) and supplies for selected facilities selected from a menu of license usage categories. This system will assist activation teams prepare for Day 1 of operations and provide the tools & workflows to gather required information to complete initial outfitting and transitioning requirements.

Within VALBHS, this system will be referred to as the “Activation Tracking and Implementation System” and is required to be agile to adapt to facility specific requirements. The contractor shall work with the VALBHS staff to implement and use this system.

B. BACKGROUND

The VALBHS is planning and activating multiple Major Projects. They will be engaged in outfitting and transitioning current activations projects and/or in planning of future activations. To address issues related to communications, coordination and the decision-making processes regarding activation projects, a database management tool is required for the team to utilize.

C. MINIMUM SYSTEM REQUIREMENTS / CAPABILITIES

The VALBHS is planning and activating several major projects. The Major Projects Activation Team as part of the Planning Department in the Engineering Service are engaged in outfitting and transitioning current activation projects and/or int planning of future activations.

System shall assist activation teams in the planning and management functions for initial outfitting and transitioning for an activation project from concept development through project closeout. Major functions shall include:

1. Project Management:

Repository for program and project folder to hold:

· All project data to include project room content list, schedules, project acquisitions, agendas, and meetings minutes. Drawings to include Auto CAD, Revit, and PDFs, cut sheets, reports, deliverables, notices, and sign offs. Special project folders and customized reports can be created for support.

· Provide functionality for planning, tracking and management of an activation project which can adapt to VALB specific needs.

· Ability to build a report(s)to streamline the processes of defining and allocating funding, manage occupancy cost and decision-making with advanced cost analysis/projection capabilities, track all portfolio lifecycle costs, eliminate manual processes to plan and execute the FF&E and supply work packages to meet the integrated master schedule utilizing VALB-provided information.

2. Cloud-based:

· Provide a cloud-based solution.

· Able to support at least 10 concurrent users.

3. Space Inventory & Performance:

· Once the building Revit model has been provided the system can aide in evaluation and planning of space usage as it relates to the activation project to maximize efficiency and plan and manage FF&E, design/planning capabilities, provide facility and department space allocation and usage to include budget and execution of budget, provide space inventory and usage reports for decision support (such as departmental boundaries/ rooms/common areas, service areas, and more) to ensure optimal space allocation.

· Once the physical inventory has been provided, the system will hold it to optimize acquisition or disposition decisions. Track and manage department asset ownership and usage to increase organizational accountability and assist in redeployment of FF&E.

· Approved stakeholders can use the system to design the FF&E in Revit/Auto CAD and will be held in the drawing folder for access. There shall be capability to maintain the BIM Unique Space Number (GUID) that is created for each room/space in BIM in the system. The GUID shall be used to tie the FF&E to the room/space so there is a common computer identifier between BIM (architectural development) and the FF&E procurement system. The system users shall have the option to select and see at any time the other room/space attribute names that are developed in BIM (English Name & Abbreviation, VA Way finding Room Number, Construction Document Room Number, and VA-SEPS Room Code) as needed.

· The system shall have the ability to repurpose BIM FF&E object data when the BIM information for each room/space is imported into the system as a baseline for further refinement and selection. The BIM graphics for FF&E shall either be reused or replaced by those in the system after import.

· The system utilizes government approved JSN numbers to identify all FF&E. This data can be added, moved, and deleted by using a mouse and see results immediately in scale.

· All data is connected, any approved change will automatically update the datasheets, project room content list, acquisition plan, Rough Order of Magnitude (ROM) and design.

4. Capital Project Management:

Once Program for Design is provided to VALB, the vendor will provide a system template for the VALB Activation Team to use to input data into the project template include FF&E which will be uploaded into the system.

· The system will report on the new and re-use FF&E for the project by department, room, including the VA acquisition code.

· Re-used FF&E and disposition

· Generate reposts to support the building of procurement documents

· Cut-sheets

· Faces to Spaces: Special view to identify, locate and place all employees. Includes the creating of temporary wayfinding and signage, and moving labels.

· Space Management

· Highlight Rooms by Department with automatic update as room numbers and names are edited/changed as desired.

· Customized reports

· System has ability to hold images of any facility room with a collage report for that room as an option.

· Budget development and execution

· Track Costs vs. Budgets for departments, services and or programs

· Use of a performance matrix which can link to Activation Integrate Master schedule (IMS)

· Develop and assist in analyzing maintenance plans; import historical information to identify trends and review problem areas

· Provide a specific dashboard to track and monitor individual projects bi-monthly

· The system has security levels so that only certain stakeholders have access to edit and approve changes to any data.

5. 3D FF&E Design and Modeling

The system must provide robust, real-time 3D design capabilities, ensuring the accurate placement and visualization of all specified equipment.

· Model Ingestion: The system shall be able to upload and ingest the Architect of Record's original Revit model for the facility.

· Live 3D Design: Users must have the ability to design all FF&E in a scaled, live 3D environment within the facility model.

· Accurate Library: The system shall utilize the accurate JSN Revit families (or equivalent native format) for each specific FF&E item, ensuring all dimensional and spatial data is precise.

· Design Tools: Users must have the ability to add, move, and delete all FF&E items within the 3D facility model.

6. Active Clash Detection and Conflict Management

The system shall feature an active, automated clash detection capability to identify and report potential conflicts before construction commences.

· Clash Detection Engine: The system must incorporate an active clash detection engine.

· Data Comparison: The engine shall compare the AE-provided utility types and locations (e.g., electrical outlets, plumbing connections, medical gas ports) against the required utility hookups specified in the equipment cut sheets for the proposed FF&E.

· Conflict Reporting: The system must clearly identify and show any conflicts (clashes) between the equipment requirements and the facility utilities to allow for resolution. This function is critical for capturing and processing change orders prior to construction.

· Automated Change Order and Documentation Process

7. Automated Change Order and Documentation Process Any requested change arising from the design process or clash detection must be processed through an automated, auditable workflow.

· Automated Change Process: Any requested changes will be routed through an automated change order process within the system.

· Audit Trail: The system must date stamp and time stamp every requested change, providing a comprehensive audit trail of design modifications.

· Automatic Document Update: Any modification or change performed in the design environment will automatically trigger updates to all associated project information simultaneously. This includes, but is not limited to:

· Project Room Contents Lists

· Equipment Cut Sheets

· Acquisition Plan

· Project Budgets

D. LICENSES:

1. License A:

i. Allow access for VALBHS specified activation staff working on facility projects.

The VALBHS will oversee the license associated with this contract. All licenses will include appropriate training of system and contractor support help lines. VALBHS staff utilizing the system will require training for facility onsite users.

E. ACTIVATION DATABASE SUPPORT:

1. Staff Support: Provide on-site support for training on the database/development meetings at selected VALBHS. Contractor shall provide appropriate staff member(s) for on-site training/development meetings. The VALBHS anticipates conducting these training/development meetings once each calendar year. Each meeting will range from 2-3 days with meeting times anticipated to be 6-8 hours per day.

F. INVOICES AND PAYMENTS.

VALBHS facility will fund the cost of services used. Invoice shall be submitted monthly to the VALBHS Point of Contact (POC) for approval. Invoice shall be itemized illustrating facility portion and line item. All itemized invoices shall be provided within 30 days of end of each month services delivered.

G. PERFORMANCE METRICS/DELIVERABLES:

· Establish access to license/database within two weeks of request

· Provide initial database overview training within two weeks after award

· Provide user training within two weeks of award

· Provide a trainer/resource person to the VALBHS to serve supporting the facility/users on all aspects of database system within 60 days of request

· Data Entry or Transfer Data: Provide data entry service for any project or migration/transfer of data/information within 3 weeks of recent data file. At the expiration of contract or if an option year is not exercised, Access will be continued for VALB up to 3 weeks allowing for data transfer at no additional expense/cost.

· Staff Support: Provide onsite support for training/development meetings at VALBHS within 30 days of request

· Contractor shall ensure the VALBHS is consistently utilizing the system functionality, work products shall be accurate in presentation and technically correct

· Vendor to provide regular monthly training/meetings via Teams after the onsite training has occurred. This training will be to answer questions and provide additional system support. These meetings will be scheduled with the LB Activation COR and the vendors’ project manager and can be up to 4 hours in length.

· Reports: Data and information shall be accurate in the reports, documents, or functional requirements.

H. CONTRACTOR KEY PERSONNEL

1. Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract.

2. Key personnel shall be submitted to the Government prior to beginning services under this contract. All requests for approval of substitutions in key personnel shall be submitted to the VALBHS COR prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed replacement. The contractor shall submit personnel qualifications for the proposed substitute and any other information requested by the COR to substantiate employee meets contract key personnel qualifications. The VALBHS COR shall evaluate and promptly notify the contractor of approval or disapproval in writing. Personnel proposed by the contractor shall possess the following knowledge and/or skills identified in Paragraph H.2.(a-j):

a. Experience in providing technical assistance to organizations activating new and expanded healthcare facilities and assisting with the planning, execution and tracking of FF&E, and the execution of project management plans.

b. A working knowledge of private industry and Government medical facility construction and activation processes. Experience in medical facilities project management, equipment planning, initial outfitting and transitioning (planning, tracking and management) of an activation project is strongly preferred.

c. Excellent written, presentation, and interpersonal communications skills.

d. Ability to organize and manage multiple projects at one time.

e. Presentation and Training skills.

f. Proven ability to establish excellent relationships and work cooperatively with individuals, groups and organizations diverse in mission, composition, function, capacity, and geographic location.

g. Demonstrated ability to work effectively with professional staff and Government agencies.

h. Familiarity with relevant industry and VA construction and activation policies as well as financing mechanisms for operating and support services.

i. Strong skills in using Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint and highly skilled in the contractor database system.

j. Ability to assess capacity and provide technical assistance on a group or individual basis.

3. All contract employees are subject to immediate removal from performance under this contract when involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

(END OF STATEMENT OF WORK)