DRAFT SOW V2 PN89906 CP 21 Area IOT Standalone Requirements Document.pdf

FY21

REQUIREMENT DOCUMENTS:

INITIAL OUTFITTING & TRANSITION

Furniture, Fixtures, Equipment & Low Voltage Systems

FY21 Camp Pendleton ACC Replacement (21 Area) Defense Health Agency – Facilities Enterprise

28 May 2021

INITIAL OUTFITTING & TRANSITION: REQUIREMENT DOCUMENTS

(FY21 Camp Pendleton ACC Replacement (21 Area)) V 2.3: 10 June 2021

TABLE OF CONTENTS

DOCUMENT REFERENCES & HISTORY ................................................ ERROR! BOOKMARK NOT DEFINED.

1 GENERAL

1.1 PROJECT DESCRIPTION

1.2 APPROPRIATION FUND SOURCE AND COST

1.2.1 Funds

1.3 SCHEDULE

1.3.1 Period of Performance ................................................................................. Error! Bookmark not defined.

1.3.2 Definitions

1.3.3 Schedule Constraints

1.4 CORRESPONDENCE

1.4.1 Weekly Reports

1.4.2 Written Records

1.4.3 Request for Information (RFI)

1.4.4 Document Revisions

1.4.5 Documenting Contractor Performance

1.5 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

1.6 QUALITY MANAGEMENT

1.7 FACILITY AND SITE PROVISIONS

1.7.1 Contractor Identification

1.7.2 Continued Occupancy

1.7.3 Hours of Operation

1.7.3.1 Security Provisions

1.7.3.2 Pass and Identification Items

1.7.3.3 Retrieving Identification Media

1.7.3.4 Traffic Laws

1.7.3.5 Safeguarding Property

1.8 CHANGE MANAGEMENT

1.8.1 Revisions or Changes to the Final Documents

1.8.2 Change in Personnel

1.8.3 FFE-LVS Adjustments

2 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, CONFIRMATION & COORDINATION)

(254.210)

2.1 GENERAL

2.2 EXISTING FFE-LVS –

2.3 SERVICES

2.3.1 Furniture, Fixture & Casework Services

2.3.1.1 Quality Standards: Furniture, Fixture & Casework

2.3.1.2 Quantity: Furniture, Fixture & Casework

2.3.1.3 Location: Furniture, Fixture & Casework

2.3.1.4 Configuration & Utility Interface: Furniture, Fixture & Casework

2.3.2 Artwork Services –

2.3.2.1 Quality Standards: Artwork

2.3.2.2 Quantity & Location: Artwork

2.3.2.3 Configuration & Utility Interface: Artwork

2.3.3 Medical & Other Equipment Services

2.3.3.1 Quality Standards: Medical & Other Equipment

2.3.3.2 Quantity: Medical & Other equipment

2.3.3.3 Location: Medical & Other Equipment

2.3.3.4 Configuration & Utility Interface: Medical & Other Equipment

2.3.4 Low Voltage System Services

2.3.4.1 Quality Standards: Low Voltage Systems

2.3.4.2 Quantity: Low Voltage Systems

2.3.4.3 Location: Low Voltage Systems

2.3.4.4 Configuration & Utility Interface: Low Voltage Systems

2.3.4.5 Control Systems Planning Matrix

2.3.5 Signage Services (LVS and NON-LVS)

2.3.5.1 Quality Standards: Signage

2.3.5.2 Quantity, Configuration & Utility Interface: Signage

2.3.5.3 Location: Signage

2.3.6 Cybersecurity Requirements for LVS and MDE

2.4 SUBMITTALS

2.4.1 Submittals: General Instructions

2.4.1.1 Project Binders

2.4.1.2 MTF Binders

2.4.1.3 Departmental Binders

2.4.1.4 Drawings

2.4.1.5 Specifications

2.4.1.5.1 Manufacturer Product Literature (Catalog Cut Sheets & Illustration Sheets)

2.4.1.6 Color Boards

2.4.1.7 Electronic Submittals

2.4.1.8 Submittal Register & Reviews

2.4.1.9 Submittal Updates and Revisions

2.4.1.10 Format & Quantity

2.4.1.11 Government Reviews

2.4.1.12 Contractor Response to Submittal Comments

2.4.1.13 Early Design and Construction Phases

2.4.1.14 Written Records and Meeting Minutes

2.4.1.15 Equipment: Internal Government Approvals

2.4.2 Submittal 1: DOR Confirmation/FINAL

2.4.2.1 Project Binder

2.4.2.1.1 Integrated Project Schedule

2.4.2.1.2 Price Information

2.4.2.1.3 Project Room Contents (PRC)

2.4.2.1.4 Existing Inventory

2.4.2.1.5 MTF Supplied FFE-LVS List

2.4.2.1.6 Attic Stock & Spare Parts List

2.4.2.1.7 Criteria

2.4.2.1.8 Narrative-Interior Design

2.4.2.1.9 Narrative-Low Voltage Systems (LVS)

2.4.2.1.10 Narrative-Medical Device Equipment (MDE)

2.4.2.2 MTF and Departmental Binders

2.4.2.3 Drawings

2.4.2.4 Specifications

2.4.3 Submittal 2: CORRECTED FINAL

2.4.3.1 Project Binder

2.4.3.2 MTF and Departmental Binders

2.4.3.3 Drawings

2.4.3.4 Specifications

2.4.3.5 Color Boards

2.4.4 Closeout Submittals

2.4.4.1 Closeout Schedule

2.4.4.2 O&M Data

2.4.4.3 Final Record Documents

2.4.4.4 Transfer of Property Documents

2.4.4.5 DMLSS Data Information

2.4.4.6 Final payment

2.5 MEETINGS

2.5.1 Meeting Logistics

2.5.2 Weekly Progress Meetings

2.5.3 Documenting Potential Changes

2.5.4 Project Kick Off

2.5.5 Site Investigation Meetings & Surveys

2.5.6 Existing Inventory Meetings & Surveys

2.5.7 User Meetings

2.5.8 Resolution Conferences

2.6 IO&T CONTRACTOR TEAM & QUALIFICATIONS

2.6.1 Project Manager

2.6.2 Quality Control Representative

2.6.3 Medical Equipment Planner

2.6.4 Biomedical Equipment Technicians

2.6.5 Communication Systems Engineer

2.6.6 Interior Designer

2.6.7 Wayfinding/Signage Consultant

2.6.8 Artwork Consultant

2.6.9 Public Relations/Media Support Specialist

2.6.10 Transition Planner

2.6.10 On-Site Personnel

2.7 GOVERNMENT KEY PERSONNEL

2.7.1 Contracting Officer (KO)

2.7.2 Contracting Officer Representative (COR)

2.7.3 Contracting Activity: Project Manager (PM)

2.7.4 Defense Health Agency-Facilities Enterprise (DHA-FE)

2.7.5 DHA-FE: Project Officer/Representative (PO/R)

2.7.6 DHA-FE: Advisors

2.7.7 DHA-FE: IO&T Functional Experts/Advisors

2.7.8 DHA-FE: Engineering Advisors

2.7.9 Facility Representatives

2.7.10 Site/Installation Representatives

3 REQUIREMENTS: TRANSITION SERVICES (MOVES, CLEANING & DISPOSITION) (254.220)

3.1 GENERAL

3.2 TRANSITION SERVICES

3.2.1 Existing Warranties

3.2.2 Transition Schedules

3.2.3 Public Relations

3.2.4 Coordination

3.2.5 Existing Inventory & Reuse

3.2.6 Warehousing & Staging

3.2.7 Security

3.2.8 Protection Of Areas

3.2.9 Excessing & Disposition

3.2.10 Staff Orientation

3.2.11 Housekeeping

3.2.12 Temporary Facilities/SPACE

3.2.12.1 Infrastructure Requirements

3.2.12.2 Government Field Office

3.2.12.3 Temporary [Swing] Space

3.2.12.4 Temporary Phasing Facilities

3.2.12.5 Shared and Sole Use of Space

3.2.13 Temporary Signage

3.3 TRANSITION SUBMITTALS – THE NUMBER OF THESE SUBMITALLS WILL FOLLOW THE OTHER

SUBMITTALS

3.3.1 Submittal 1: Transition Plan

3.3.1.1 Plans

3.3.1.2 Schedules

3.3.1.2.1 Department Activity Schedule

3.3.1.2.2 Master Move Schedule

3.3.1.2.3 FFE-LVS Training Schedule

3.3.1.2.4 FFE-LVS Testing & Certification Schedule

3.3.1.3 Presentation Slides

3.3.1.4 Transition: Lessons Learned Survey

3.3.2 Submittal 2: Corrected Final Transition Plan

3.3.2.1 Plans

3.3.2.2 Schedules

3.3.2.2.1 Department Activity Schedule

3.3.2.2.2 Master Move Schedule

3.3.2.2.3 FFE-LVS Training Schedule

3.3.2.2.4 FFE-LVS Testing & Certification Schedule

3.3.2.3 Presentation Slides

3.3.2.4 Transition: Lessons Learned Survey

3.3.2.5 Inspection, Acceptance and Closeout Plan

3.3.2.6 DMLSS Data Information

3.4 TRANSITION MEETINGS

3.5 TRANSITION TEAM & QUALIFICATIONS

3.5.1 Contractor IO&T Team

3.5.2 On-Site Personnel

4 REQUIREMENTS: EQUIPMENT (FFE-LVS) (310.800)

4.1 TEMPORARY FACILITIES

4.2 EQUIPMENT PROCUREMENT

4.2.1 Furniture, Fixtures, Furnishings, and Casework

4.2.2 Medical and Other Equipment

4.2.3 Artwork

4.2.4 Signage

4.3 SHIPPING & DELIVERY

4.4 INTERIM STORAGE

4.5 INSTALLATION

4.6 TESTING & CERTIFYING

4.6.1 Testing List

4.6.2 Equipment Testing

4.6.3 Coordination

4.6.4 Systems Testing

4.6.5 Industry Standards

4.6.6 Documentation

4.7 INSPECTION & ACCEPTANCE

4.7.1 General

4.7.2 Project Acceptance

4.7.3 Contractor Identified Punch list & Inspections

4.7.4 Pre-IO Inspection – Facility

4.7.5 FFE-LVS Inspection

4.7.6 Final Acceptance Inspection

4.7.7 Final Acceptance

4.7.8 Inspection & Acceptance Documentation

4.8 TRAINING

4.9 CLEANING

4.10 WARRANTY

4.11 MEETINGS

4.12 O&M MANUALS & DATABASE

4.12.1 Changes to O&M Data Submittals

4.13 TRANSFER AND ACCEPTANCE OF PROPERTY

4.13.1 DMLSS Support

5 REFERENCES

5.1 CRITERIA & DOCUMENT APPLICABILITY

5.2 FEDERAL CRITERIA

5.3 CODES & INDUSTRY STANDARDS

5.4 US DEPARTMENT OF DEFENSE (DOD)

5.5 DEFENSE HEALTH AGENCY-FACILITIES ENTERPRISE (DHA-FE)

5.5.1 FFE References

5.5.2 Signage Criteria

5.5.3 LVS Criteria

5.5.4 Excessing & Disposition Criteria

5.5.5 Acceptance Criteria

5.5.6 Temporary FacilitieS Criteria

6 ATTACHMENTS

6.1 PROJECT SCHEDULE (DESIGN/CONSTRUCTION PROJECT)

6.1.1 Project Schedule (For Information Only (FIO))

6.1.2 Phasing Schedule/Plan (FIO)

6.2 DESIGN ANALYSIS (DESIGN/CONSTRUCTION PROJECT)

6.3 DRAWINGS (DESIGN/CONSTRUCTION PROJECT)

6.3.1 Design/Construction Project (FIO)

6.3.2 Drawings (Furniture/Fixtures/Equipment)

6.3.3 MHS ROOM TEMPLATES (See WBDG)

6.4 INSTALLATION & MAPS

6.4.1 Base/Facility Access and Haul Routes

6.4.2 IO&T Contractor Staging/Lay Down Area

6.4.3 IO&T Contractor Logistics Drawings (Elevator/Corridor Access Etc)

6.4.4 DLA Facility Map

6.5 LISTS

6.5.1 Project Room Contents (FFE)

6.5.2 Program for Design (FIO)

6.5.3 DMLSS and/or Property Book List (Existing FFE-LVS)

6.6 PRICE SCHEDULE

6.7 SPECIFICATIONS

6.7.1 DOR Specifications

6.7.2 DHA-FE FFE-LVS Specifications

6.7.2.1 Furniture & Fixtures

6.7.2.2 Medical Equipment

6.7.2.3 Low Voltage Systems

6.7.3 Temporary Construction Facilities (N/A)

7 APPENDICES

7.1 DHA GLOSSARY (TERMS & ACRONYMS)

7.2 WEEKLY [RISK] REPORT (PROJECT SPECIFIC)

7.3 CONTRACTOR PERFORMANCE FORM (TEMPLATE) – N/A

7.4 SUBMITTAL EXAMPLES

VERSION DATE DESCIPTION OF CHANGE EDITOR STATUS

1.0 21 April 2021 Draft TEMPLATE Dawn Rose

CSM-FE

DRAFT Requirement Document (RD)

2.0 21 May 2021 USACE updates/recommendations Elisha Kehner DRAFT RD

2.1 24 May 2021 Project Officer updates LT Brendan Good DRAFT RD

2.2 28 May 2021 IO&T Planner updates Dawn Rose

CSM-FE

DRAFT RD

2.3 6/10/2021 Equipment Planner, Interior Designer Updates

Dawn Rose

CSM-FE

DRAFT RD

2.4

Allison Keck Use this table to manage version control (for now)

1 GENERAL

The Defense Health Agency – Facilities Enterprise (DHA-FE) is responsible for the Military Health System’s (MHS) facility portfolio which includes the program management of design, construction, initial outfitting/activation and disposition of property. The DHA-FE requires the services of a Contractor who can provide furniture, fixtures, equipment1 (FFE), low voltage systems2 (LVS), and associated services for a new/newly renovated medical treatment facility (MTF). The required goods and services include: 1) “Equipment Services” (FFE-LVS planning, design, confirmation and coordination services); 2) “Transition Services” (relocation/move services to include disposition services related to FFE-LVS); and 3) “Equipment” (FFE-LVS goods and associated services related to its procurement, delivery, installation, testing, certifications and acceptance).

Any reference to “Contractor” throughout this document refers to the Initial Outfitting & Transition (IO&T) Contractor, unless differentiated by a different prefix or explanation.

Any reference to DOR Design/CID confirmation is for room contents and infrastructure (i.e. power, data, trenching, etc) support only. The floorplan will not be changed.

Any reference to Government throughout this document refers to any Military, GS/Civilian, or Government Contractor representing DHA or the Supporting Service.

1.1 PROJECT DESCRIPTION

The project is a stand-alone IO&T requirement for the DBB project for this location. The Contractor must use AutoCad for this project. The Contractor will confirm the DOR’s plans, Project Room Contents (PRC), and DHA-FE requirements/mission needs. Minimal changes are expected and will be on a mission change only basis, unless FFE specified in the current plans is obsolete. Refer to key equipment items listed in paragraph 2.3.3, Medical & Other Equipment Services.

The project info is:

Name: FY21 Camp Pendleton ACC Replacement (21 Area)

Located at Camp Pendleton near San Diego, CA

It includes 24,681 (GSF)/20,074(NSF) of new construction.

Includes vacating and moving 20,779 NSF of existing facilities

Designer of Record (DOR): HKS/WSP

Construction Contractor: Soltek Pacific

Design/Construction project is administered by the NAVFAC located in San Diego, CA

IO&T Contract is administered by the United States Army Corps of Engineers (USACE) located in Little Rock, AR

1 FFE = Furniture, Fixtures, and Equipment: medical and non-medical, moveable casework, artwork, plants & signage 2 LVS = Low Voltage Systems: communications, electronic security systems, related information management/technology systems (IM/IT) and facility related control systems (FRCS)

DOR was awarded on 20 APR 2018 and the Construction award on 30 SEP 2020

Refer to attached Project Schedule for estimated phasing and completion dates.

The project includes the following buildings:

1. 21 Area Branch Medical Clinic, Building 210735. Scope: 24681 GSF

1.2 APPROPRIATION FUND SOURCE AND COST

FFE-LVS is classified as Personal Property (PP) or Real Property Installed Equipment (RPIE)]. The Contractor is required to provide FFE-LVS classified as PP unless otherwise noted on the attached Project Room Contents (PRC) and the LVS List in section 2.3.4.4.

All PP is funded with two types of appropriations: 1) “Initial Outfitting” Funds (IO); and 2) “Procurement” Funds (P).

All RPIE is funded with “Project Funds (PF)” also known as “design and construction” funds. The Contractor is required to price and track all IO&T contract related fund sources for the duration of the project. Refer to Table 1. Fund Sources by Property Type/Service.

Cost Line Item No

Appropriation (Fund Source) Property Type/Service

Property Type Cost

Accounting

001A Initial Outfitting (O&M- Operations and Maintenance)

Personal Property (PP) Equipment Services

PP 254.210

001B Personal Property (PP) Transition Services

PP 254.220

001C Personal Property (PP) Equipment PP 310.800

002 Procurement Personal Property (PP) Equipment that exceeds $250K

PP

003 Project Funds

(MILCON/O&M)

Real Property Installed Equipment

(RPIE)

RPIE

TOTAL

Table 1. Fund Sources by Property Type/Service

1.2.1 FUNDS

Reference the DHA Glossary for IO Funds, Procurement Funds, and Project Funds definitions.

1.3 SCHEDULE

1.3.1 DELIVERY DATE

The delivery date for providing the IO&T requirements is ____-calendar days (award through closeout, assumption is a ___________ award date). Beneficial Occupancy Date (BOD) is expected to be April 12, 2022. Contract ends 90 days after Open For Business (OFB). OFB goal date is May 27, 2022.

1.3.2 DEFINITIONS

Reference the DHA Glossary for BOD, Early Access, and Open for Business (OFB) definitions.

1.3.3 SCHEDULE CONSTRAINTS

The Contractor will consider the schedule and time constraints outlined in Table 2. Schedule Constraints when developing their proposal, transition plans and project schedules. Required Contractor Activity constraints are illustrated in the table below. This table may or may not capture all required Contractor activities. Days are listed in calendar-days unless otherwise noted.

The Contractor is required to coordinate early access with the Government and the GC for appropriate early access needs. For Example: Early access to install intrusion detection systems may be required. The Contractor will incorporate any early access requirements in the Transition Plan and coordinate early access approvals with the Government prior to accessing space. The Contractor will account for local and US holidays which may impact delivery and installation.

# CONTRACTUAL REQUIREMENT CONTRACTUAL SCHEDULE CONSTRAINT

1a P r o g r e s s Meetings First meeting “Kickoff Meeting” w/in 14 days of Award. For this project, meetings will be held weekly until Corrected Final submittal. After Corrected Final submittal, meetings will be every other week.

1b On site Inventory Within 21 days of Award. Coordinate on-site inventory with Project Officer.

2 Contractor Exceptions to Directed Changes 14 days of receipt of the revisions

3 Resolve and Closeout Risks on Weekly Report

Red/Imminent Risks not to exceed 30 days of identification. All others will be resolved as quickly as possible.

4 Request for Information (RFI) As-needed; Government review period = 14 days 5 Draft Agendas 14 days prior to meeting (due to Government travel approvals/country clearances)

Final Agenda & Confirmation of Attendees 5 business days prior to meeting

7 Risk Identification Within 14 days of identification 8 Traffic Disruptions 14 days prior to work commencement or in accordance with Base Installation policy

9 Notice to work within an occupied space 30 days prior to work commencement so affected areas can adjust patient schedules as necessary

10 Notice to work holidays, weekends, after-hours

14 days prior to commencing work; Government review period = 7 days

11 Transition Period Departments will not be down for more than 2 duty-days

12 3rd Party Vendor Coordination 3rd party FFE-LVS de-installs/re-installs and GFE install coordination to begin with the MTF and Vendors NLT 6 months prior to commencement of the Transition Period (i.e. FFE requiring 3rd party move assistance, Government Furnished Equipment (GFE), etc.)

13 LVS Coordination Meetings

Commence meetings 120 days prior to department moves. NOTE: Intrusion Detection and Duress System testing and certification will be fully coordinated with Base Security Forces not later than (NLT) 120-days prior to system installation and/or move. Meetings will be held bi-weekly at a minimum.

14 Facility Cleaning Coordination Coordinate post-FFE installation and post-move facility cleaning activities with the COR and Project Officer NLT 120 days prior to moves

Rose, Dawn, CTR, DHA Elisha, please calculate POP calendar days based on USACE’s assumed award date and a POP end date of August 25, 2022.

# CONTRACTUAL REQUIREMENT CONTRACTUAL SCHEDULE CONSTRAINT

15 Transition Planning Meetings Commence regular meetings 90 days prior to move date at intervals commensurate with the level of complexity for each department move

16 Preliminary and Final Move Notification (by move/phase)

Preliminary Notification: 60 days prior to departmental move date (based on current target dates).

Final Notification: 21 days prior to Pre-IO Facility Inspection.

17 DMLSS Data & Support 30 days’ notice prior to the arrival of the FFE-LVS; data upon receipt by Contractor 18 Inspection Notifications 21 days prior to inspection 19 Notice of Final Acceptance 30 days prior to final acceptance (due to Government travel approvals) 20 BOD April 12, 2022 21 OFB May 27, 2022 22 POP Ends 90 days after OFB date 23 Performance Evaluation Response 14 days after receipt of evaluation

Table 2a. Schedule Constraints

# DELIVERABLES REQUIREMENT DELIVERABLES SCHEDULE CONSTRAINT

1 Submittals & Deliverables Government review period = 21 days unless otherwise noted herein

2 Meeting Minutes and Written Records 5 business days following meeting/conference

Contractor submits Proposals in response to the Request for Proposal (RFP) As directed in the RFP from the KO/COR

4 Submittal 1 45 days following User Meeting 1

6 Corrected Final Documents Within 10 days of change; Government Review period = 15 days 7 Systems & Equipment Testing List Update/provide 45 days prior to testing 8 Master Move Schedule Revise & distribute updates when construction schedule BOD changes

Final Public Relations Plan (Postings/ Handouts)

Update plan, including deliverables, and review with MTF NLT 45 days prior to release of public postings & handouts

10 Final Transition Plan Update & coordinate plan with MTF prior to final distribution. Distribute final plan 90 days prior to department move date.

11 Public Relations (Postings/ Handouts) Public Affair Guide will be needed

12 Final Public Relations Plan (Ceremonial Activities)

Ribbon cutting will occur on or about OFB (open for business)

13 Final Orientation Plan Update plan and review with MTF 60 days prior to move 14 Cybersecurity Plan (aka RMF) Provide an updated plan and distribute 45 days prior to outfitting FINAL project phase

15 Cybersecurity Testing Documentation Submit Cybersecurity compliance documentation required to gain ATO 28 days prior to moves

16 Final Department Move Guide Finalize and distribute 14 days prior to moves 17 O&M Manuals (FFE-LVS) Upon receipt of FFE-LVS or training, whichever occurs first

Final Draft DD Form 1354 /AF Form

1261NAVMED6700/13,

NAVMED6700/12

21 days prior to final acceptance Upon Receipt

19 Final DD250 Upon Government acceptance

Accepted Final Design FFE-LVS Documents

Distribute electronic copies of all required documents 14 days prior to inspection upon

BOD

21 Warranty & Maintenance Documents 14 days following acceptance; Government review period = 21 days 22 Punch Lists & Inspection Findings Within 7 days following Government inspection 23 Submit Initialed PRC RBRs Within 7 days following PP FFE-LVS and Final Inspections 24 Record Documents (Red-lines) Prior to Prefinal Inspection (Facility); Government review period = 21 days

Kehner, Elisha C CIV USARMY CESWL (USA) The IO KTR can complete a full inventory before the Users’ Meeting. The Users’ Meeting could potentially be 4 days (Monday – Wednesday/Thursday) with end users and then the KTR could send the next 4-5 days (Thursday – Monday/Tuesday) working their end and then we could come back together with the end users and validate the KTRs findings. This will allow for one submittal and one corrected final submittal. The corrected final could be in at the very beginning of 2022.

After talking to Elisha, we are going to leave this 45 days after the user’s meeting. We will make sure the SOW states to do a full inventory prior to the user’s meeting, and they need to incorporate any viable reuse at the time of the user’s meeting.

# DELIVERABLES REQUIREMENT DELIVERABLES SCHEDULE CONSTRAINT

25 Record Documents (Final FFE Installation Layout)

14 days from receipt of Government comments; Government review period = 21 days

26 Changes to O&M Data Submittals Provide manufacturer-originated changes or revisions within 14 days

27 Existing Inventory Spreadsheet Update and distribute Existing Inventory spreadsheet reflecting the accurate location of reuse commodities within 14 days following each move phase (temporary and final moves)

Lessons Learned Surveys – PR & Transition

Distribute survey within 14 days following moves. Submit survey results to the PDT within 45 days following distribution

29 Final Cybersecurity Plan (aka RMF) Provide 45 days after Final Acceptance

Table 2b. Schedule Constraints

1.4 CORRESPONDENCE

1.4.1 WEEKLY REPORTS

Provide a Weekly Report and document project information and weekly issues. Refer to the attached Weekly Report Template. The purpose of this report is to keep management and the Project Delivery Team (PDT) informed of issues relative to cost, schedule and scope. It’s a tool for Contractor and Government personnel to proactively manage issues and address risks before they compound.

Update the report weekly for the project’s life-cycle, unless otherwise directed. Provide to the PDT prior to the Weekly Progress Meetings. It’s critical Weekly Reports reflect accurate and current information and all data fields are complete. Failure to maintain this document could adversely impact the project, programming decisions, prompt resolution, change management, etc. and adversely affect the Contractor’s performance ratings. The document serves as a repository for both relevant and historical information and is used extensively for studies, analysis and senior level reporting. Review the Weekly Report with the PDT at Weekly Progress Meetings. Highlight and document changes, updates, and edits. Weekly Report tabs include:

1) Tab 1-Project Overview. Include: 1) key contract information; 2) the project management team; 3) key dates;

4) scope; 5) cost data by fund source; and 6) cost of the base bid, options, modifications and pending changes.

2) Tab 2- Costs. N/A

3) Tab 3-Schedule. Summarize key milestones relative to design, construction and outfitting. Document and update milestone dates. Its imperative dates are current and accurate. PDT members use this document to program funds, plan travel, keep customers informed, report to senior management, de-conflict calendars, etc.

All inspection and acceptance dates will be shown.

4) Tab 4-Scope. N/A

5) Tab 5-Risks. Summarize risks to the projects. Document, manage and resolve risks as they present. It requires the PDT to identify risk and attempt to resolve it before it impacts scope, schedule, costs, safety or quality. It is the responsibility of the Contractor to identify and document risks. As soon as the risk presents itself, the Contractor will document the risk on this tab, date the risk was identified, title the risk, note who is responsible for working the issue, the plan to minimize the risk, planned resolution date, the date it was resolved, possible impact to the critical path, possible cost exposure, and whether the risk requires the owner or the Contractor to address.

Identify the level of risk. Red denotes immediate impact, yellow denotes impact within 30 calendar days and green denotes impact within 45 calendar days. Provide an estimated time and cost impact (if applicable) within the timelines outlined Table 2. Schedule Constraints. The actions to resolve each risk will be chronicled on a weekly basis until the risk is closed. Members of the PDT may also identify a risk and request that it be noted on the Weekly Report. Every attempt will be made to close a risk within the timelines outlined in Table 2.

Schedule Constraints (closed risks may be crossed out or shaded but cannot be deleted from the record).

Program Managers and PMs will diligently review the Risk Tab and take immediate action to resolve urgent risks. The Contractor will update and chronicle the progress of each listed risk on a weekly basis.

6) Tab 6-Project Delivery Team (PDT) & Distribution. This tab documents the PDT names and contact information and distribution requirements. The PM will work closely with the Government Project Officer/Project Manager to ensure this list remains current and accurate. PDT members may change so it’s important this tab is kept current. “Core” PDT members will be invited to all conferences and meetings.

7) Tab 7-Request for Information (RFI) Log.

8) Tab 8-Submittal Register. N/A

1.4.2 WRITTEN RECORDS

Address correspondence to the Contracting Officer (KO), or their appointed representative (AR). Label all correspondence with project year, title and contract number. Confirm, in writing, any oral instructions, decisions, or important communications exchanged between the Contractor and the KO/AR. Prepare detailed and accurate written records of each site visit, meeting (either telephonic or in-person) and provide to the PDT within the timelines outlined in Table 2. Schedule Constraints.

Include agenda, subject, names of participants, outline of discussion, all relevant details regarding issues discussed, participants involved in the discussion, action items and the party responsible for resolution or follow-up, timeframes for resolution, drawings and/or illustrations reflecting requirement additions/deletions, recommendations, conclusions and a separate summary listing of all work the Contractor believes is outside the contract requirements.

Number written records in consecutive order. To ensure timely responses and coordination, follow standardized electronic naming conventions. Electronic document titles (to include e-mail) will include (in this order): Project Number, Project Title, Document Type, Number and Date. Do not exceed 30 characters, if possible, or include special characters, examples:

1) Submittals = PN14021CP13Area_Rpr_S1_1Nov19

2) Agendas = PN14021CP13Area_Rpr_IOT Mtg 1_Agenda_1Dec19

3) Meeting Minutes = PN14021CP13Area_IOTMM_1Nov19

4) Weekly Reports = PN14021CP13Area_ER_WR_1Nov19

5) Schedules = PN14021CP13Area_Rpl_Sch_1Jan19

1.4.3 REQUEST FOR INFORMATION (RFI)

A Request for Information (RFI) is an informal written request (not formal contract communication) initiated by the Contractor asking a question, clarification, raising an issue, etc. RFIs will adopt a standardized form. The Government will provide review/response within the timeframes outlined in Table 2. Schedule Constraints, unless otherwise indicated in support documents (e.g. RMF process and deliverables). Note: Content within an RFI, or response to a

Requirements Package, cannot change or modify the contract. If an RFI communicates an issue that drives a change in the contract, a modification must be issued to formalize the change.

1.4.4 DOCUMENT REVISIONS

Revisions to any documents will be reissued to the PDT. Include: 1) new issuance date; 2) updated revision block written with the IO&T PM signature; 3) clouded drawing and/or specification, 4) narrative summarizing revisions, and

5) Index listing all current changes.

1.4.5 DOCUMENTING CONTRACTOR PERFORMANCE

Contractors will be evaluated on their performance. The Contractor is permitted to resolve or address the rating(s) within the timeframes outlined in Table 2a and 2b. Schedule Constraints. The KO/AR will concur/non-concur with the final ratings within the timeframe outlined in Schedule Constraints. The performance evaluation is typically reviewed and updated at the:

1) Completion of each submittal, Submittal 1 and Corrected Final

2) Final closeout and acceptance

1.5 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

[RESERVED]

1.6 QUALITY MANAGEMENT

The IO&T Quality Control Manager (QCM) will ensure adequate quality control coverage of all work phases to include planning, design, outfitting, delivery, installation, cybersecurity compliance, testing, certifications and acceptance. The QCM will be allowed sufficient time to carry out their responsibilities. The QCM will develop, implement, and document an effective quality control plan for the project and check and certify all submittals. The QCM will not be dual-hatted with another role within this project (i.e. the IO&T Project Manager cannot be the QCM).

1.7 FACILITY AND SITE PROVISIONS

1.7.1 CONTRACTOR IDENTIFICATION

All contract personnel will wear company picture identification badges so as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, contract personnel will identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contract personnel will identify themselves on any attendance sheet or any coordination documents they may review (electronic mail signature blocks) and will identify their company affiliation. Where acceptable, contract personnel occupying co-located space with the Government will identify their workspace area with their name and company affiliation or as a minimum “Contractor” after name.

1.7.2 CONTINUED OCCUPANCY

The Contractor will not negatively impact medical operations. For renovation and addition projects, work is required to be performed within the existing building. For new construction and renovation projects, the Contractor may be required to work in occupied areas to execute the FFE-LVS requirements of the project.

The Contractor will have access to areas in which the work occurs. The user will occupy the existing building during the life of this project. The Contractor will provide all interim life-safety, infection control and environment of care measures.

Schedule all work at such time and in such a manner to minimize interference and inconvenience to public, staff and MTF operations. The Contractor will be prepared to conduct work before and/or after normal business or duty hours for tasks that create excessive noise with no cost adjustment and/or premium provided by the Government.

The Contractor must obtain authorization of the Contracting Officer’s Representative (COR), as approved by the user, before starting any work within any occupied area. Refer to schedule constraint table for specifics. The area immediately surrounding all areas of Work will be protected from danger of materials being dropped or dislodged.

Work will be carried out in a manner that will not impose avoidable hardship, danger, or inconvenience to public or staff.

Prior to commencement of work, the Contractor, the Project Officer, and the COR will jointly survey the construction site/facility and surrounding areas, making permanent record of such existing damage as cracks, malfunctioning utility equipment and fixtures, or other similar damage. This record will serve as a basis for determination of subsequent damage to these structures and adjacent areas due to Contractor's operations. Any damage of any nature to these structures and adjacent areas not noted in original survey but subsequently noted will be reported immediately to COR and the Project Officer.

1.7.3 HOURS OF OPERATION

Normal work hours will occur between a ten-hour period of 0700 to 1700 hours Monday through Friday (exclusive of Federal Holidays) unless otherwise specified herein. Work may be permitted on Federal Holidays, weekends and after hours at no additional cost to the Government with advance notice and coordination of the COR and the Project Officer. Notice must be given within the timelines outlined in Schedule Constraints. For most projects the work will be done while the building is occupied. The Government reserves the right to change hours of operation or restrict Contractor access. Government agencies will not be available during scheduled holidays, possibly during inclement weather, weekends, after duty hours, or Using Military Department “down days”. All chargeable work will be directly attributable to the task being performed by the individual. Scheduled holidays include standard Federal holidays as found here: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ (all subject to change via Congressional directive).

1.7.3.1 SECURITY PROVISIONS

The Contractor will observe and comply with all security provisions in effect at the installation and MTF and any other Government facility visited in performance of this SOW. The Contractor will be responsible for all work permits and clearances. The Contractor will notify the appropriate Servicing Security Activity (SSA), working through the Project Officer, 14 business days before on-installation performance of the contract. The Contractor will be provided the addresses of the appropriate SSAs. The SSA will advise the Contractor concerning any required permits and clearances required to perform. Contact the Project Officer for permits and clearances requests/information. See Supplemental, C.

Base Access Requirements.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

For the duration of the contract, access to the Installation may be delayed between 30 minutes to an hour or more due to security precautions, including the checking of vehicle occupants' IDs, vehicle manifests, and the search of all vehicles.

Any general or specific threat to the safety of those working or living at the installation could result in longer waiting times. The following are requirements for Contractor employees entering the Installation. Provide the required documents within the timeframes outlined in Schedule Constraints.

1) One form of picture ID; either a valid/REAL ID compliant driver’s license, valid passport and/or military ID

2) A memo from the company on their letterhead stating the reason for entry, contract number, and the location at the Installation where the jobsite is located.

3) All delivery trucks must have a bill of lading and delivery truck drivers must have a picture ID.

4) Employee Identification Badges: Contractor personnel will wear visible Contractor- furnished employee identification badges while physically on the Installation. Each badge will include, as a minimum, the company name, employee name, photograph, Contract Title, Contract Number, and the expiration date of the badge.

5) Employees or sub-Contractors are subject to apprehension contingent upon warrants, outstanding child support, etc. Do not expect individuals with these types of issues to be allowed onto the installation.

6) The above items are examples. Contractor to call the Installation to determine exact needs for access.

1.7.3.2 PASS AND IDENTIFICATION ITEMS

The Contractor will follow all installation Pass and ID procedures. Furnish to each employee, and require each employee engaged on the work to display identification as approved and directed by the KO/AR.

When required the Contractor will:

1. Obtain and provide fingerprints of persons employed on the project.

2. Maintain a current listing of employees and ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles.

a. The installation security office will furnish installation identification badges and/or installation passes for each Contractor employee upon presentation of evidence of assignment.

b. Other access badges, such as computer facilities access badges, computer access ID numbers and passwords, will be furnished by the Government as necessary to complete task requirements.

3. In process on beginning of work and out-process on completion of work or termination of employment.

4. Turn-in all Government issued identification in accordance with Installation Access requirements at the completion of the project.

5. Immediately deliver prescribed identification to the KO/AR, upon termination or release of any employee.

6. Provide the required to documents within the timeframes outlined in Schedule Constraints.

1.7.3.3 RETRIEVING IDENTIFICATION MEDIA

The Contractor will retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

1.7.3.4 TRAFFIC LAWS

The Contractor and employees will comply with the Installation’s traffic regulations. For OCONUS projects, Contractor and employees are expected to conduct themselves properly off-installation.

1.7.3.5 SAFEGUARDING PROPERTY

The Contractor will be responsible for safeguarding all Government property and controlled forms provided for Contractor use. At the end of each work period, all Government facilities, equipment, and materials will be secured.

Coordinate with the Project Officer for a daily security plan/protocol to put into place.

1.8 CHANGE MANAGEMENT

Contractor will clearly identify any design adjustments which may have a potential cost, schedule, requirements, safety, and/or quality component. The objective is to complete the project within the awarded firm-fixed price and within the defined requirements. Will a cost, schedule, requirement, safety, and/or quality component be identified, the Contractor will immediately notify the KO in writing. The Weekly [Risk] Report will be used to generally inform the PDT of these potential risks. The Change Tracker will be used to inform the PDT of PRC/global JSN changes at each submittal. The Change Tracker will be an editable, sortable, filterable Excel document consisting of the original PRC contents and any changes from the original PRC. These changes could be quantities, global changes for a specific JSN, etc. These examples are not inclusive of the changes that are expected to be tracked. A justification for each line item changed is expected in the Change Tracker as well.

1.8.1 REVISIONS OR CHANGES TO THE FINAL DOCUMENTS

Refer to Contract Clauses. Accepted documents corresponds to the Corrected Final, where the Government has reviewed and all comments have been resolved. Once the Corrected Final Submittal(s) have been accepted by the Government, the Contractor will not revise or delete any item from the project shown on the Corrected Final Documents without prior KO approval. The Contractor will provide all items shown on the Corrected Final Submittal, as accepted and released for execution. The KO’s review or acceptance of submittal packages including the Corrected Final Documents will not be construed as a waiver from requirements where those requirements may have been erroneously expressed or omitted from the Contractor prepared design documents, unless the Contractor has specifically noted such variations and the KO has accepted them in writing. These documents will define the requirements for this project.

The Contractor must obtain both the approval of the respective SME and the KO concurrence for any Contractor proposed revision to the Government reviewed and concurred Corrected Final Documents. Unless the Government initiates a change to the requirements, or the Government determines that the Government furnished design criteria are incorrect and must be revised, any Contractor initiated, proposed change to the requirements, which results in additional cost, will not be accomplished. The Contractor will annotate and track all approved revisions to the reviewed and accepted documents in their design narrative, and the change tracker, and incorporate them into the record documents.

1.8.2 CHANGE IN PERSONNEL

Allison Keck CONTRACTING: Please confirm if any clauses apply to revisions to final documents. If there aren’t any, do we need to communicate it here?

Personnel submitted and accepted at the time of the proposal will be maintained for the life of the contract. Once personnel are selected to perform duties in accordance with the SOW, they will not be removed, replaced or reassigned either permanently or temporarily to another task order without written concurrence by the KO. If the person becomes unable to work under this contract, the Contractor will immediately notify the KO and replace them with one of equal qualifications, to that in their original proposal. The Government reserves the right to accept or reject personnel identified for tasks under this contract.

1.8.3 FFE-LVS ADJUSTMENTS

The PRICE SCHEDULE, JSN PRICE SCHEDULES and PRC are the ‘legacy documents’ used to track cost and adjustments to FFE-LVS for the project's duration. The only adjustments will be for Government issued modifications driving a change in quantity, a change requiring a previously unlisted item, or a change deleting the need for an item.

The Contract is firm-fixed-price and the Contractor is not authorized to exceed the awarded contract price without justification and a modification. Summarize and highlight any adjustments made at each submittal on legacy documents. When highlighting, do not use the same color for each submittal version. Adjustments may drive a cost or no-cost modification.

2 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, CONFIRMATION &

COORDINATION) (254.210)

2.1 GENERAL

The Contractor will provide equipment services to include design support, verification/coordination services. Required FFE is listed on the attached PRC. The PRC is developed from the DHA-FE Space and Equipment Planning System (SEPS) software and the DOR’s Basis of Design. The IO&T Contractor is responsible for maintaining the PRC and ensuring it’s updated to reflect awarded and current changes or refinements (refer to the attached PRC Example).

Remarks and issues will be documented in the most current PRC. Contractor will not have access to SEPS; it is the expectation for the Contractor to use their proprietary system to track and provide an updated PRC. The PRC must be submitted in two formats; PDF format and an editable, sortable, filterable Excel document.

Note: The PRC released as part of the solicitation does not include LVS. The PRC contains the following information:

1) Department and Room Location

2) Room Code

3) Joint Schedule Numbers = A number assigned to each type of RPIE and PP. The first alpha character denotes the various equipment groups:

a. A Architectural

b. C Fixed Casework

c. D Dental Equipment and Casework

d. E Modular Casework

e. F Furniture and Furnishings

f. K Food Service Equipment

g. L Laboratory Equipment

h. M Miscellaneous Medical Equipment

i. P Plumbing Fixtures

j. R Refrigeration Equipment

k. S Sterilizers, Decontamination and Associated Equipment

l. T Shop Equipment and Tools

m. U User Defined Items

n. V Veterinary Equipment

o. X X-Ray Equipment and Accessories

4) Logistical Categories (Log Cat) = identifies who is responsible for furnishing and installing RPIE/PP:

a. Log Cat A = GC Contractor purchased and installed.

b. Log Cat B = Government purchased and GC installed.

c. Log Cat R = Reuse (Contractor is required to relocate and install all reuse items to the interim and final space)

d. Log Cat C = Contractor purchased, on behalf of the Government, and installed by third-party vendor.

5) Fund Type = Either RPIE or PP (refer to section entitled Cost for additional information)

6) PRC Notes (Salient Features/Quality Standards) = The Contractor will provide the product (or equal to) described in the PRC. If silent, then refer to the attached DHA-FE FFE-LVS Specifications.

2.2 EXISTING FFE-LVS – IS THERE REUSE FOR THIS PROJECT?

1) Existing Furniture, Fixtures and Casework. The existing information on furniture, fixtures and casework will be listed on the attached DMLSS/RPIE LIST.

2) Existing Artwork. The Contractor will remove, and protect existing artwork within the scope of this project, turn over to the Government for storage, then later re-install in a yet to be determined location within the facility.

3) Existing Medical Equipment. Refer to the attached DMLSS/RPIE LIST. The DMLSS List (Defense Medical Logistics Standard Support) and the RPIE (Real Property Installed Equipment) List is provided for the Contractor’s use. DMLSS is a Defense Medical Logistics information technology system that includes a comprehensive range of medical material, equipment, war reserve material and facility management systems.

4) Existing Inventory (reuse) and the PRC. The attached PRC does not list all existing inventory nor all reuse items. In addition to what is noted on the PRC (Log Cat R), all existing PP in the room/space at the time of the pre-proposal site visit will also be relocated and factored into the Contractor’s bid.

5) An Existing Inventory list will be maintained and submitted at each submittal after submittal 1, indicating which items will be reuse, excess, or Defense Logistics Agency Disposition (DLA) (Formerly known as DRMO). Reuse will be defined as any FFE-LVS item that is being relocated to the new facility from the current space. Excess will be defined as any FFE-LVS item that is in the current space and will stay there and/or be handled by MTF Personnel.

Good, Brendan H (LCDR) Yes, there is re-use for this project. List will need to be developed during design.

Kehner, Elisha C CIV USARMY CESWL (USA) During the IO’s design review? Or before the project is put out for solicitation? Our Contraction Division will request a list of the reuse items that are know before the project is put out for solicitation.

Good, Brendan H (LCDR) During KTR review, based on interview

Kehner, Elisha C CIV USARMY CESWL (USA) Is there a DMLSS/RPIE list?

Good, Brendan H (LCDR) Requested on May 24

DLA will be defined as any FFE-LVS item that needs to be disposed of through DLA. This list will capture from/to information for all items. (i.e. From Room 2A13 To Room 2B25 or From Room 2A13 to DLA.)

2.3 SERVICES

2.3.1 FURNITURE, FIXTURE & CASEWORK SERVICES

A complete Comprehensive Interior Design (CID) has been provided by the DOR. The Interior Designer will confirm the DOR’s final design related to the furniture, fixtures and casework. The Interior Designer will prepare comprehensive interior design (CID) documents/submittals including room layouts, room illustration sheets, PRC, infrastructure interface, and specifications. S(he) is responsible for coordinating the DOR-generated Structural Interior Design (SID) documents with the CID. S(he) also assists with the development of execution plans for procurement, delivery, installation and training related to furniture, fixtures and casework/casegoods.

2.3.1.1 QUALITY STANDARDS: FURNITURE, FIXTURE & CASEWORK

Products will meet the level of quality described in the:

1) DOR-Generated Specifications. At a minimum, the furniture and fixtures will meet the quality standards outlined in the attached DOR-Generated Specifications.

2) DHA-FE FFE Performance Specifications. If the DOR-Generated Specifications (to include illustration sheets/cutsheets) are silent or discontinued, then the Contractor will meet the quality standards outlined in the attached DHA-FE FFE-LVS Specifications. (Refer to MIL-STD 1691 for JSN Nomenclature and Description).

3) DMLSS and/or RPIE List. If the DHA-FE FFE-LVS Specifications are silent, then the Contractor will provide a product that meets the same level of quality of the make/model listed on the attached DMLSS/RPIE List.

2.3.1.2 QUANTITY: FURNITURE, FIXTURE & CASEWORK

Product quantity is detailed on the attached PRC.

2.3.1.3 LOCATION: FURNITURE, FIXTURE & CASEWORK

Room locations are detailed on the attached PRC.

2.3.1.4 CONFIGURATION & UTILITY INTERFACE: FURNITURE, FIXTURE & CASEWORK

Room and space configuration and utility interface requirements are illustrated on the attached [DOR-Generated Equipment Drawings] [MHS Room Templates]. Verify placement of utilities and infrastructure are accurate. All utility and infrastructure connections for all new commodities and reuse are the responsibility of the IO&T KTR. A licensed electrician will perform all electrical work.

2.3.2 ARTWORK SERVICES – ARE THESE SERVICES NEEDED?

Good, Brendan H (LCDR) Services not needed, keep in workbook to be removed during IO planning w/ vendor

Kehner, Elisha C CIV USARMY CESWL (USA) There will be NO artwork on this project?

Good, Brendan H (LCDR) Artwork should remain in project, some will be included in final IO package

The Artwork Consultant will select all artwork and prepare all artwork submittals. The distributor and/or supplying vendor is not permitted to select the art nor prepare the submittals. At a minimum, the Artwork Consultant will:

1) Develop an existing inventory list and document reuse, new and disposition or excess requirements.

2) Develop an artwork plan that includes purchased, commissioned, heritage, and reuse art in a variety of media.

3) Research and specify artwork for function, aesthetics, materials and finishes.

4) Coordinate artwork selections and develop presentations for the PDT.

5) Include local or regional artists for each individual medical facility.

6) Oversee artist selection and/or designer selection processes and procurements.

7) Write “requests for qualifications and proposals” for commissioned and reuse work.

8) Develop and negotiate requirements, costs, project schedules, and agreements with artists/subContractors.

9) Quality control and ensure…