PWS - 2024Aug27_R2.pdf

PERFORMANCE WORK STATEMENT

OUTFITTING SERVICES

United States Army Medical Materiel Agency (USAMMA) Sagami Army Depot, Kanagawa-Ken, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942

Contract Number: W912DY-21-D-XXXX Task Order Number: W912DY-24-F-XXXX

27 AUGUST 2024

USAMMA APS-4 Warehouses Sagami Army Depot, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942 PWS Page 1

Revision 01- 21 August 2024 – see revisions to sections 3.9, 3.11.1, & 8.0.

Revision 02 – 27 August 2024- see revision to section 3.12.

1.0 GENERAL

1.1 Task Order. Outfitting Services for United States Army Medical Materiel Agency (USAMMA), Sagami Army Depot, Kanagawa-Ken, Japan, Buildings 1061 and 1163 and Camp Carroll, ROK, Buildings 955, 937, and 942.

1.1.1 This is a non-personal services contract to provide outfitting Facilities Support Services (FSS) for five

(5) USAMMA APS-4 warehouses. The intent of the project is to validate, purchase, deliver and install the specified equipment in accordance with the milestones in this performance work statement.

1.1.2 Work must not begin on this task order until Notice to Proceed (NTP) has been issued by the Contracting Officer (KO). Notice to Proceed (NTP) will be issued at the time of contract award. No changes to this contract may occur without the expressed written direction of the KO.

1.1.3 The Contractor must not use Government sources of supply to procure personal services in support of this task order.

1.1.4 Standard of conduct for the prospective countries must be strictly adhered to.

2.0 DESCRIPTION

2.1 Objective. Conduct all necessary planning and execute the outfitting services, described in this performance work statement (PWS), to outfit subject warehouses in support of USAMMA’s Army Prepositioned Stock (APS) mission. The Contractor must ensure the project is on schedule and within budget in accordance with the scope of work as described herein such that when fully operational, the facility can meet and support the assigned services at these locations.

2.2 Background. This single task order supports the continued operations at the following APS locations.

2.2.1 APS-4 Sagami Army Depot, Kanagawa-Ken, Japan, Buildings 1061 and 1163. The Sagami Army Depot Buildings 1061 and 1163 are single-occupancy, single-story, controlled-humidity warehouses designed to USAMMA APS-4 mission requirements. Existing interior spaces included in this project include medical materiel storage areas, medical material processing areas, medical maintenance areas, corridors, administrative areas, restrooms and locker rooms, breakrooms, and a training/conference room in buildings 1061 Room 104. Both Sagami Army Depot warehouses have similar footprint, floorplan of approximately 75,000 SF each. Personnel working in Admin, Receiving, and Maintenance and Testing functions report to duty in both buildings.

2.2.2 APS-4 Camp Carroll, ROK, Buildings 955, 937, and 942. The Camp Carroll Buildings 955, 937, & 942 are single-occupancy, single-story warehouses designed to USAMMA APS-4 mission requirements. Building 955 has a mezzanine.

2.2.2.1 Camp Carroll, ROK, Building 955 existing interior spaces included in this project are medical material storage areas, medical materiel processing area, medical maintenance area, USAMMA APS-4 Warehouses Sagami Army Depot, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942 PWS Page 2 administrative area with conference space and breakroom, restrooms with locker/shower rooms, and office locker space for employee personal items. Building 955 is approximately 50,000 SF of interior warehouse space and approximately 60,000 SF total building footprint. Personnel working in Admin, Receiving, and Maintenance and Testing functions report to duty in this building. This building is climate-controlled for temperature and humidity and has a sprinkler system.

2.2.2.2 Camp Carroll, ROK, Buildings 937 & 942 existing interior spaces included in this project is pallet racking only. Buildings 937 & 942 have similar footprints, floorplans, and pallet racking layout. Buildings 937 & 942 are approximately 12,000 SF each. These warehouses are storage only. These buildings are not climate controlled and do not have sprinklers.

2.3 Period of Performance. The base Period of Performance for this task order, along with major deliverable milestones, are listed in Section 08 of this PWS. In the event of a delay, one (1) 6-month period of performance extension for each location and one (1) 6-Month warehousing extension for each location are included in this task order as options. For proposal purposes, the Contractor must assume an award date of

30 SEP 2024.

3.0 SERVICES TO BE PERFORMED

The Contractor must provide services for: (1) Comprehensive Project Management Services; (2) Comprehensive Interior Design Services; (3) Comprehensive Equipment Planning Services; (4) Comprehensive Equipment Purchasing Services; (5) Comprehensive Outfitting Services; (6) Installation, Testing, and Training Services; and (7) Final Turnover and Close-Out Services. The Contractor must provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform outfitting services as defined in this Performance Work Statement. The Contractor must perform to the standards in this contract. In support of the activities provided below, the Contractor must furnish extensive technical and administrative expertise to ensure the expeditious accomplishment of these tasks.

3.1 Comprehensive Project Management Services. Comprehensive Project Management Services are integral to all services contained within this PWS. The Contractor must execute project management of all tasks carried out over the Period of Performance (POP) of the contract including project management services and support for tasks being executed by the Government in support of the effort. As the outfitting effort is non-linear in nature and requires a multitude of tasks to be executed simultaneously, the Government expects that the Contractor manage these many facets through effective, efficient, project management resulting in timely completion of services.

3.1.1 Key Personnel. Changes in key personnel proposed for this Task Order by the Contractor must be approved by the Contracting Officer. For the purposes of this task order, key personnel are defined as the Project Manager (PM), Interior Designer, Medical Equipment Planning Specialist and Transition Planner/Scheduler. The minimum qualifications for each of the key personnel can be found in Section

1.8.6 of the Contractor’s Base Contract. The Contractor must submit resumes for each of the key personnel with the initial proposal. In the event of a change to one of these key personnel during the execution of the contract, the Contractor must submit to the Contracting Officer for approval the resume of the replacing individual that demonstrates skills and background at least equal to the individual being replaced.

3.1.2 Quality Control Program. The Contractor must maintain an effective quality control program to ensure services are performed in accordance with the contract terms and conditions. The Government will provide quality assurance, the purpose of which will be to ensure that the Contractor implements an effective quality control plan. Quality control procedures must adhere to industry standards for logistical support within an operational medical facility setting. The Contractor must implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's quality control program is how the Contractor assures themselves that their work complies with the requirements of the contract. Provide a copy of the Quality Management Plan as part of the PMP in

Sagami Army Depot, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942 PWS Page 3 accordance with Section 08, Deliverable Schedule, to the Contracting Officer (KO) or designated Government official.

3.1.3 Documentation. All documentation must be compatible with Microsoft Word 2016, Excel 2016, Access 2016, PowerPoint 2016, and Adobe Acrobat XI pdf formats.

3.1.4 Coordination and Planning Meetings. The Contractor must attend all coordination and planning meetings, and scheduled reviews to appropriately monitor the project and ensure scheduled occupancy activities. Meetings must be conducted utilizing Microsoft (MS) Teams with a telephonic option to connect to the meeting. The Contractor must be responsible for coordinating and planning meetings related to outfitting with the Project Delivery Team (PDT) which includes personnel from USAMMA and USACE. The Contractor must coordinate the use of Government conference rooms and audio/visual support as needed for these meetings with the PDT. For meetings requiring teleconferencing capability, the Contractor must provide the teleconferencing service and call-in numbers and host the meetings.

3.1.4.1 Kickoff Meeting. The Contractor must host a virtual kickoff meeting, within 14 days of contract award date, which establishes the flow of the project. The Contractor must present their plan to manage the work throughout all phases of this task order as part of the kickoff meeting.

3.1.4.2 Initial On-Site Survey Meeting. The Contractor must host an on-site survey meeting. Due to the location of subject warehouses, the Initial On-Site Survey Meeting is limited to the dates on the Section 8.0 Deliverable Schedule. The purpose of this meeting is to collect field information needed by the Contractor to submit deliverables required by this PWS. Initial On-Site Survey Meeting dates must be coordinated with the U.S. Army Corps of Engineers Project Manager (USACE PM). See Section 8.0 Deliverable Schedule.

3.1.4.3 Progress Meetings. A weekly meeting must be established with the Project Delivery Team (PDT) to review project status, schedules, and issues affecting Contractor performance. The agenda for these weekly meetings must include at a minimum: (1) review of previous week’s meeting minutes (topics, resolutions, due-outs and associated suspense dates, status of issues, etc.); (2) work performed since last meeting; (3) scheduled activities for the week; (4) issues that have arisen since last meeting; and (5) review status of submittals. These meetings may occur more frequently as outfitting activities near the occupancy timeframes. The agenda for each weekly progress meeting must be distributed no later than 24 hours prior to the weekly progress meeting.

3.1.4.4 Additional Coordination Meetings. Additional coordination meetings may be established by the Contractor or the Government PDT to ensure effective project management and close Contractor/Government coordination.

3.1.4.5 Attendance. The Contractor must ensure that all appropriate Contractor personnel attend each Government-established or Contractor-established meeting either by teleconference with telephonic option or in person. At a minimum, the Contractor’s PM must be available to attend all requested meetings. Beyond the Contractor’s PM, the total number of personnel required to attend meetings in person to support successful execution of the work for any given meeting is to be determined by the Contractor.

3.1.4.6 Meeting Minutes. The Contractor must prepare and distribute meeting minutes and sign-in sheets/rosters for all meetings attended by the Contractor personnel. Distribution of minutes must occur NLT seven (7) calendar days after the actual meeting unless a time extension is agreed to by the USACE PM. These meetings and associated documentation must include in-person meetings, conferences, site inspections, and teleconferences.

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3.1.4.7 Communication. The Contractor must not meet with any USAMMA On-Site Representative nor their personnel without the permission and knowledge of the USAMMA PDT Representative and USACE PM.

3.1.5 SharePoint Site. A SharePoint site, with Government-access logins, is required as part of this PWS.

The Contractor must utilize a SharePoint site as part of their means and methods of accomplishing the tasks in this PWS.

3.1.6 Contractor Deliverables. The Contractor must schedule a 14-calendar day review period for Government review and comment/or approval for all submittals required herein, except for meeting minutes which will be allotted a 7-calendar day review period.

3.1.6.1 Project Management Plan (PMP). The Contractor must provide a draft Project Management Plan (PMP) for review and approval within NTP +30 days. The Project Management Plan must address the main knowledge areas as defined in the Project Management Body of Knowledge (PMBOK). The PMP must be a living document; all changes must be coordinated with and approved by the U.S. Army Corps of Engineers (USACE), Huntsville Center (HNC) Project Manager (PM).

3.1.6.2 Project Phasing and Staffing Mobilization Plan (PPSMP). The Contractor must submit, as part of the initial proposal, a Project Phasing and Staffing Mobilization Plan. The plan must be updated as required thereafter. Subsequent submittals will only be required if there are changes to key personnel assigned to the project. The plan must establish the Contractor’s approach to their staffing, including at a minimum, the key personnel assignments organized by project phase such as equipment receiving, installation, activation, and turnover. The Contractor must determine which personnel are required to complete all requirements in the PWS. The Contractor’s Project Manager does not have to be assigned full-time to the project for the duration of the project but must be available during normal business hours from Notice to Proceed (NTP) + 30 calendar days through the close out phase of this task order.

3.1.6.3 Risk Management Plan (RMP). The Contractor must submit a Risk Management Plan as part of the initial proposal. The plan must include an itemized listing of project-specific risks, challenges and perceived problems that are anticipated to threaten the project. Risks identified must include probability of occurrence and level of impact. With each risk specified, the Contractor must list their proposed solution to mitigate or resolve the risk/challenge/problem.

The plan must cover all phases of the work. When identifying risks/solutions the Contractor will consider items in areas that may cause issues and/or the project to. (1) not be completed on time;

(2) not finish within budget; (3) generate change orders; (4) result in owner dissatisfaction, with respect to negative impacts to end user functions because of project planning; (5) result in poor quality of services; and/or (6) any other areas identified by the Contractor. Risk Management should be a regular coordination meeting agenda item to ensure Risks are being managed per the RMP. The RMP must be updated as additional risks are identified through coordination meetings or day to day project execution. Changes to the RMP must be submitted for Government review and acceptance.

3.1.6.4 Subcontractor Management Plan (SMP). The Contractor must submit a Subcontract Management Plan as part of the initial proposal. The plan must establish the Contractor’s approach to the utilization, incorporation of subcontracts supporting the task order, including at a minimum, their assignments/role(s) organized by project phase such as equipment validation, transition services, activation, removal and disposal services, and final turnover and closeout.

3.1.6.5 Project Execution Schedule (PES). The Contractor must develop a Project Execution Schedule as part of the initial proposal. The Contractor must maintain a detailed Project Execution Schedule throughout the duration of the project. The PES, at a minimum, must track all major milestone actions to demonstrate effective management and execution of the project to ensure that the Contractor is on schedule and identify any potential delays specific to the outfitting

Sagami Army Depot, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942 PWS Page 5 contract. The schedule must include the milestones listed in Section 8 of this PWS, plus milestones for delivery, installation, and training for each equipment item listed in the equipment list in Attachment A, as required. This schedule is not a Synchronization Matrix; it is an outfitting contract level schedule that reflects the detail and milestones that the Contractor must meet to ensure effective and on-time execution of the outfitting specific tasks. A draft of the basic PES must be provided by NTP +30 calendar days. The draft will be reviewed for comprehensiveness of presentation, structure, format, visual presentation, and presentation of general milestone dates. The Contractor must incorporate Government provided comments from the on the draft PES and must submit for approval a complete and comprehensive O&T PES at NTP +60 calendar days.

3.1.6.6 Schedule Updates. The Contractor must, at a minimum, update PES monthly and must submit the updated schedule with the monthly status report. PES updates may be required at more frequent intervals during times of heightened or time-sensitive task order activities as directed by the USACE PM. Revisions to schedules from previous update must be clearly identified.

After the initial PES is approved, subsequent submissions will be considered approved if no comments are received from the Government within seven (7) working days of submission.

3.1.6.7 Synchronization Matrix. A synchronization matrix is not required as part of this PWS.

3.1.6.8 Monthly Status Reports. A monthly status report must be delivered electronically within the first ten (10) calendar days of each month to the USAMMA PDT Representative and USACE PM. The monthly status report must provide a clear status of the overall project and associated tasks. The monthly status report must be up to date prior to submittal of each Invoice for Payment.

3.1.6.9 Contractor Manpower Reporting. The Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor will report Contractor manpower information (including subcontractor manpower information) required for performance of this contract. The Contractor must submit all the information required in the format specified at the following internet address.

http.//cmra.army.mil. This reporting is considered a minor administrative task routinely requiring two to three hours level of effort. The UIC for the U.S. Army Corps of Engineers (USACE) is W2V6AA. The required information includes:

Contractor Delivery Schedule Contract Number Task Order Number (if applicable) Requiring Unit Identification Code (UIC) Command Contractor Contact Information Federal Service Code (FSC) Direct Labor Hours Direct Labor Dollars Location Information (where contractor and subcontractors performed the services)

Reporting period will be the period of performance not to exceed twelve (12) months ending September 30th of each Government fiscal year and must be reported by October 15th of each calendar year. If this particular contract crosses fiscal years, two (2) entries must be made to capture the data for the contract period.

3.1.7 Communication Management. The Contractor will employ as part of their management several aspects of the project communications effort. communications planning, information distribution and performance reporting, and administrative closure. The Contractor will determine the information needs of the stakeholders as well as who, when, how and to whom information will be transferred. The timeliness of new information and efficient distribution is a key attribute of the effort. The Contractor

Sagami Army Depot, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942 PWS Page 6 is responsible for the dissemination of status reporting, project metrics and forecasting information requirements. The effort will include provisions to collect and compile the information required to formally complete portions of the project.

3.1.7.1 Unauthorized Changes to the Contract. The Contractor’s PM must not direct or redirect work forces for any activity if it is believed that the direction or redirection of effort will negatively impact schedule or be at additional cost to the Government. If it is believed that the activity would impact schedule or come at additional cost to the task order, the Contractor’s PM must contact the USACE PM before proceeding with the work. The decision to proceed or not proceed with the work will be determined by the KO and only the KO.

3.1.7.2 Government Suspense Dates. The Contractor must be responsible for advising the Government of suspense dates that need to be met by the Government and/or other Government vendors or 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 to receive from the Government in order to complete the requirements of this PWS, and certain PES milestone dates.

The Contractor is responsible for tracking these dates and keeping the above parties informed;

however, the Contractor is not responsible for enforcing these dates or ensuring that the work is completed on schedule.

3.2 Comprehensive Interior Design Services. The Contractor’s Interior Designer must develop the Furniture, Fixture, & Equipment (FF&E) Package, to include FF&E fabrics and finishes as defined in the base Multiple Award Task Order Contract (MATOC), and based upon the Validated Equipment List (VEL) and current building design documents. The fully developed FF&E package will be used to establish required salient characteristics to facilitate pricing, procurement, and installation as defined in Section 3 of this PWS. The Contractor must coordinate with the USAMMA PDT Representative, USACE points of contact, individual vendors’ project management plans/schedules and Original Equipment Manufacturer (OEM) to develop the FF&E package. The FF&E package must include Furniture Illustration Sheets for all items identified in the VEL and contain all elements identified in Attachment I.

3.2.1 FF&E Procurement Package. The Contractor must provide a fully developed FF&E package in accordance with the US Army Medical Command (MEDCOM) Environment of Care Standards, the MEDCOM Interior Design Master Plan 2019 (https://www.wbdg.org/ffc/army-coe/design-guides) and consistent with any standards established for the facility. The Contractor must coordinate all FF&E finishes, including fabrics, finishes and textures, prior to procurement with the USACE Interior Designer assigned to the project. Once the FF&E package is completed, and prior to procurement, final approval must be obtained from the Government.

3.2.2 Signage and Wayfinding Package. The Contractor must conduct signage assessments and develop a signage and wayfinding package for all buildings identified in Section 2. Signage package must include, but not be limited to, room identification, life safety, wayfinding, housekeeping, exterior, shelving labels, controlled substance, video monitoring, command leadership display board, public announcement, and safety signage. All signage must comply with all local and US federal regulations/standards, UFC 3-120-01: Sign Standards, and MEDCOM Interior Design Master Plan.

Signage package must include signage plans, signage elevations, message schedule, and additional information required to communicate minimum requirements. Room identification and wayfinding signage must be coordinated with the building’s interior finishes. Signage will be required in both English and Japanese for Kanagawa-Ken APS-4 warehouses and in both English and Korean for Camp Carroll APS-4 warehouses. Signage package must be submitted for approval prior to the solicitation of quotes.

3.2.3 Interior Design Procurement Support. The Contractor’s Interior Designer must prepare all FF&E and signage documentation for solicitation of quotes and submit to the USACE Interior Designer for review and approval prior to requesting quotes from vendors/dealers. The Contractor must make every effort to combine like JSNs and limit the number of procurement packages for Government review.

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The Contractor’s Interior Designer must also review the quotes received and include technical ratings of each bidder with their recommendation in the procurement packages.

3.2.3.1 The Contractor must appropriately plan submission and government review of all procurement deliverables to allow for sufficient field validation of existing conditions by the selected vendor/dealer and accommodate lead times to manufacturer fabrics not currently in stock (approximately 14 weeks) while still meeting required installation dates identified in the PES.

3.2.3.2 The Contractor must procure the furniture packages from furniture vendors and manufacturers that can meet the required performance standards (UFC 4-510-01, Design: Medical Military Facilities and those referenced in 3.2.1). Some, but not all, vendors considered by USACE to be capable of meeting the required performance standards include those that are or were part of the Huntsville USACE, Integrated Modular Medical Support System (IMMSS) Blanket Purchase Agreement (BPA) suite of approved contractors (Herman Miller, Haworth, and Knoll); however, it is the Contractor’s discretion to recommend the furniture vendors that are able to meet all requirements, including schedule, for the lowest price. Any changes must be coordinated and approved by the USACE Interior Designer and USAMMA PDT Representative.

3.2.3.3 If at any point during the procurement process, it is identified that an item/fabric/finish has become unavailable, the Contractor must notify the Government immediately, providing a recommendation for substitution for acceptance by the Government.

3.3 Comprehensive Equipment Planning Services. The Contractor must provide comprehensive equipment validation and planning services for equipment identified in Attachment A. The Contractor must coordinate with the USAMMA PDT Representative, Installation Garrison Directorate of Public Works (DPW), and Original Equipment Manufacturer (OEMs) to ensure that all access, space, power, cooling, electrical, data, network infrastructure, gases and plumbing are met.

3.3.1 Equipment Procurement Packages. The contractor must provide pallet racking and miscellaneous shelving, per equipment list in Attachment A.

3.3.1.1 Pallet Racking and Miscellaneous Shelving. Existing pallet positions for Korea Building 955 is 2,640 positions. Existing pallet positions for Korea Buildings 937 and 942 is 378 positions each. Prior to procurement, the Contractor must validate all pallet racking and miscellaneous shelving layouts as shown in Attachment B and Attachment C. Pallet racks in Korea Building 955 have sprinklers running vertically from the ceiling into the racks. The new racks will need to be positioned to accommodate existing sprinkler drops and heads. It is not expected that existing sprinklers will need to be modified. Extreme care must be taken in removing and installing the racking to avoid damage to the existing sprinkler system. Should existing sprinkler components become damaged during outfitting and transition, the Contractor will be responsible for making repairs at no additional cost to the Government. All pallet racking and miscellaneous shelving must include identification signage for each row, pallet position, and level, to be finalized with the USAMMA PDT Representative and USACE PM prior to procurement.

Refer to PWS Attachment - D - USAMMA Pallet Racking Requirements for additional requirements not stated in this section.

3.3.2 Mechanical, Electrical, Plumbing (MEP) Validation. The Contractor must validate that the requirements for the as-designed equipment, provided in Attachment A is consistent with the current infrastructure prior to procurement and relocation. The Contractor must conduct a review of areas in which medical and non-medical equipment is to be installed to confirm the adequacy of the mechanical, electrical, and plumbing (MEP) systems and other conditions to ensure that when installed the items can function for their intended purpose. If inconsistencies arise that may require the need for extended installation services, the Contractor must provide this information, with enough detail to permit the Government to perform its evaluation, directly to the USACE PM/COR and USAMMA PDT Representative. Inconsistencies must be reported within five (5) business days of discovery.

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3.3.3 Reuse of Existing Equipment. Not used.

3.3.4 Validated Equipment List (VEL). Attachment A provides the “as-designed” end state equipment and furniture list. Note this “as-designed” equipment/furniture list is not exhaustive and there may be other items required (not on the “as-designed” list) to provide a complete and usable facility. Validation must ensure that all new items have been identified, researched, qualified and quantified. As this is a dynamic environment, changes in the list should be anticipated and any lists provided are not considered final by the Government. The Contractor, through the validation process, and in conjunction with the delivery and installation planning, must establish a final list. The end state must utilize both new and existing equipment and furnishings. The research component of the validation process must include room by room placement of equipment, quantities needed, and overall summation of estimated costs. See section 8.0 Deliverable Schedule.

3.3.5 Rough Order of Magnitude (ROM). A ROM cost estimate for all equipment on the validated equipment list must be submitted within fifteen (15) calendar days of Government approval of the VEL. The Contractor must maintain the ROM accounting for any changes in the VEL throughout the project. ROM estimates and the final ROM must include all estimated costs affecting full purchase cost to the Government such as shipping, insurance, installation, Contractor handling fee if any, taxes, and any other costs affecting the final purchase price to the Government. Shipping, insurance, etc. costs need not be separated out from direct equipment costs, only accounted for in the ROM estimate. For Contractor purchased items, these costs must be itemized on the Summary Sheet included in each procurement package submittal to reflect the costs shown on vendor quotes.

3.3.6 Procurement Schedule. The Contractor must prepare, submit, and update in conjunction with the ROM a Procurement Schedule listing all items to be purchased. The schedule will identify at a minimum each item by equipment nomenclature to be procured by the Contractor, the quantity of each item to be procured, projected and actual date of submission for approval, projected and actual date of NTP, projected and actual date of delivery to the Contractor’s warehouse (if applicable), projected and actual date of delivery to the site and installation, projected and actual date of training on the equipment (if applicable) and notes on status. The Procurement Schedule must be updated monthly until procurement begins and then updated bi-weekly thereafter until all equipment has been installed and all user equipment training has been completed.

3.3.6.1 The Contractor must be responsible for advising the Government of suspense dates that need to be met by the Government and/or other Government vendors or 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 to receive from the Government in order to complete the requirements of this PWS, and certain PES milestone dates. The Contractor is responsible for tracking these dates and keeping the above parties informed; however, the Contractor is not responsible for enforcing these dates or ensuring that the work is completed on schedule.

3.3.7 IT Planning. The Contractor must determine which equipment items will include computers and printers and must coordinate with the PDT IT staff to determine whether these devices will be connected to the USAMMA networks; any specific network interfaces that are required; whether a specific image must be installed on computers; and what other testing or certification is required by the PDT for each system.

3.3.8 Army Cybersecurity/Risk Management Framework (RMF). Any equipment capable of being connected to the network must be approved through the Army Cybersecurity/Risk Management Framework (RMF) as instructed by the local Information Assurance (IA) officer and the PDT. The Contractor will coordinate with vendors to comply with the Army procurement language included in “Army Cybersecurity/Risk Management Framework (RMF) Requirements” (see Attachment L). This includes any piece of equipment requiring a software upgrade to be considered for reuse.

3.3.9 Long Lead Items. The Contractor must prioritize addressing the validation of long lead items and items related to extended installation, equipment commissioning, equipment calibration, equipment

Sagami Army Depot, Japan, Buildings 1061 and 1163 and Camp Carroll, Republic of Korea (ROK), Buildings 955, 937, and 942 PWS Page 9 decommissioning, and building facility commissioning before all other items. The Contractor must include tracking of long lead items that have structural, or coordination impacts on the installation of equipment before the completion date, the training schedule, and the task order deliverables.

3.4 Comprehensive Equipment Purchasing Services. The Contractor must provide comprehensive purchasing services to purchase all the furniture, fixtures, and equipment (FF&E) identified in Attachment A and finalized in the Validated Equipment List and Procurement Schedule. Those services include, but are not limited to, preparing all the documentation, reviewing with Government, placing orders, tracking deliveries, and resolving all issues that may arise in the procurement, delivery, and installation process.

3.4.1 Procurement Packages. The Contractor must refer to MATOC III Base Contract Section 4.2.4 Equipment Purchasing as well as the Contracting Officer’s Memorandum for Record dated April 21, 2021 (Attachment J) for detailed guidance.

3.4.1.1 Procurement Package Preparation. Prepare procurement packages for all items to be purchased, for any third party moves, and for extended installation necessary for items to be purchased or relocated. Packages must include photo or illustration with specifications, quotes, and pricing, along with options as have been identified during the equipment validation process.

Quotes must be the Contractor’s proposed price for acceptance by the Government.

3.4.1.2 Unavailable Items. If during the procurement package preparation process, it is identified by the Contractor that an item has become unavailable, the Contractor must notify the Government immediately, in writing, providing a recommendation for substitution for acceptance by the Government. The recommendation must include all pricing and specification information sufficient for the Government to render a decision for acceptance. In the equipment procurement bid process, the Contractor may submit bid responses on an individual Joint Schedule Number (JSN) product basis or on a Bid Group basis for multiple JSN products. If a bid group of multiple JSN’s is used, the grouping of items must not limit the competition due to the grouping arrangement.

3.4.1.3 Limited Source Items. In the case of a limited-sourced item where a specific brand name product is to be purchased, the Contractor must make every effort possible to obtain quotes from a minimum of three (3) vendors for that specific product. There will be exceptions to the requirement to obtain a minimum of three (3) quotes per item where only one (1) distributor is authorized to supply the item or when the Contractor has issued three (3) or more Requests for Quote (RFQs) to vendors but less than three (3) reply. The goal is to achieve maximum competition for equipment unless otherwise specified. The Contractor will note in each procurement package not demonstrating minimum competition why the Contractor was unable to demonstrate minimum competition and noting the names and contact information of vendors that did not respond to Contractor’s Request for Quote (RFQ). The KO will determine on a case-by-case basis and in consultation with the Contractor and the USACE PM whether an exception is justified. If the equipment item is determined to be a sole source, the Contractor must provide verification documentation of price reasonableness of the item’s cost as defined by FAR Part 15.404-1.

3.4.1.4 Procurement Package Submittal Requirements. Each procurement package submitted to USACE for request for Notice to Proceed must include information in the bullets below.

Additionally, procurement packages must be delivered to the USACE PM in a single PDF with up to four (4) signature blocks for acceptance routing. Revisions to previously accepted procurement packages must be formatted in the same way as a new submittal with signature blocks and unique numbering indicating change to an existing NTP package. For the purpose of this project, the five (5) buildings will have Project Building IDs to be used throughout the procurement package submittal process. Buildings located at Sagami Army Depot, Japan, will be noted as JA-1061 and JA-1163. Buildings located at Camp Carroll, Republic of Korea, will be noted as ROK-955, ROK-937, ROK-942.

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Project Name, Contract Number, Task Order Number, Project Building ID, JSN, Nomenclature, Quantity, Unit Price, Extended Price (includes shipping, customs fees, taxes, delivery, handling, etc.), salient characteristics used in the solicitation, number of quotes sought, number of quotes received, and recommended source.

Each package must include all quotes received, and/or the no-bid responses received.

Each package must include an evaluation of each quoted product relative to the salient characteristics. The Contractor must not submit the procurement package for Notice to Proceed until at least one quote meets all technical requirements identified in the procurement package. The Government will not issue Notice to Proceed on procurement packages that fail to meet technical specifications.

Each package must include any MEP building system discrepancies related to the equipment.

For sole source and/or micro-purchase procurements, provide the basis for price reasonableness.

If the lowest offer is not the recommended solution, provide the rationale for recommendation.

The anticipated date of delivery for each JSN, stated in calendar days after NTP.

3.4.2 Extended Installation. Under this section, Equipment Purchasing Services, any need for extended installation required to permit a new or existing piece of equipment to function in the building space must be included in the cost of that equipment. Some extended installation items are listed below. See Attachment A Equipment List and Attachment E Photos for additional information.

Cabinet demo and wall repair associated with workbench and shelving installation in Japan Buildings 1061 & 1163.

Demolition of existing and installation of new public announcement (PA) systems in Japan Buildings 1061 & 1163 and Korea Building 955.

Demolition of existing and installation of new water fountains in Japan Buildings 1061 & 1163 and Korea Building 955.

Hardwire electrical connections for systems furniture in Korea Building 955.

Installation of data/communication cables in systems furniture in Korea Building 955.

3.4.3 Computer Hardware, Enterprise Software and Solutions (CHESS). The Army mandates that all commercial IT/IM equipment be purchased through the CHESS program. The Contractor must validate the IT equipment to be purchased and prepare procurement packages for purchase through CHESS.

Army IT CHESS, ITES-2S Ordering Guide, most current version (located at https.//chess.army.mil), as well as the most current versions of Army Regulation, AR 25-1, and DA PAM 25-1-1 provide guidance on how to procure hardware and software through the CHESS system (also see https.//chess.army.mil/Content/files/ITES-2S_Ordering_Guide.pdf). The KO will provide the Contractor with a letter authorizing purchases through the CHESS system. To meet competition requirements, the outfitting contactor should anticipate the need to source CHESS procurements to a minimum of three viable CHESS vendors and include adequate time and resources in procurement planning. The CHESS system allows for waivers to purchase outside of CHESS if the Contractor identifies items that can be purchased commercially at a lower cost. CHESS guidance provides the procedures for waiver requests. CHESS normally takes 3 working days to determine approval or disapproval of a waiver request.

3.4.4 Weekly Validated Equipment List. The Contractor must monitor ongoing reconciliation of the equipment budget and schedule to ensure visibility to the Project Team. The Contractor must provide an updated Validated Equipment List weekly, generally at the time of weekly progress meetings, showing the current budgetary cost and final procured cost for all approved NTP packages. The Contractor must immediately inform the PDT of equipment delivery/manufacture delays that may impact the scheduled completion. The Contractor must provide mitigation alternatives to any activity or purchase that may impact the Period of Performance end date.

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3.5 Comprehensive Outfitting Services. The Contractor must provide comprehensive outfitting planning and outfitting services to support the installation and extended installation, if required, of the equipment and medical materiel identified in Attachment A.

3.5.1 All certifications, licensure requirements and associated fees for equipment will be the responsibility of the Contractor as part of transition efforts.

3.6 Installation, Testing, and Training Services. The Contractor must provide all management, materials, tools, supervision, transportation/logistics, labor and equipment to support the installation and/or de-installation, calibration, documentation and testing of all newly purchased equipment and/or systems prior to installation and/or after the equipment is installed.

3.6.1 Manufacturer’s Installation Recommendations. All equipment and system testing, and installation must be in accordance with the equipment manufacturer’s recommendations and Technical Bulletin Medical (TB-MED) 750-1, “Operating Guide for Medical Equipment Maintenance”. Efforts must include formal safety testing, verification and certification of all new equipment. Manage all training activities with full involvement of the local USAMMA On-Site Representative.

3.6.2 Warranty Start Dates. To the extent possible the Contractor must coordinate with the equipment vendor to initiate new product warranties on first use date. The Contractor will initiate new product warranties upon Government signed acceptance of equipment via form DD 250, Material Inspection and Receiving Report, or other Government approved acceptance form which will occur after full installation, testing, and training has occurred. See Section 8.0 Deliverable Schedule.

3.6.3 Floor, Wall, and Ceiling Protection. The Contractor must ensure that proper care is taken in equipment installation throughout the outfitting project. The Contractor must ensure that proper care is taken throughout the placement of all items to retain the existing condition of the floors, walls, and ceilings in the facilities. The Government will hold the Contractor financially liable for any damage to the facilities or equipment that may result from carelessness or insufficient attention to relevant best practices.

3.6.4 Disposition of Property and Waste. The Contractor must remove and turn-in excess furniture and equipment in accordance with Defense Logistics Agency-Disposition Services (DLA-DS) regulations and policies. Removal of shipping materials and other debris associated with delivery is required.

Contractor must haul recyclable materials (such as scrap metal) to an off-site disposal facility per guidance from the respective installation’s Department of Public Works (DPW) to accept this material.

Coordinate all waste management, scrap metal and paper disposal with the installations’ USAMMA POC at DPW.

3.6.5 Documented Calibration Results. The Contractor must ensure equipment is unpacked, and calibration results are documented, as necessary, and ensure that medical equipment has been checked by certified medical technicians prior to final acceptance by the Government. Contractor must ensure equipment is unpacked and tested as necessary prior to installation into the facility. Medical equipment installed within the facility must be tested by qualified biomedical equipment technicians (BMET).

Calibration of equipment must be properly documented, and equipment will need to be tagged in accordance with TB-MED-750-1.

3.6.6 Information Management/Information Technology (IM/IT). IM/IT installation must include installation of computers (PCs), printers, and other IM/IT related equipment. The Contractor must ensure that all imaging, testing, certification, etc., determined during equipment planning, is performed prior to installation. The Contractor and/or OEM must provide all cable and wiring required for connection of these products to the building network systems. However, connection of these devices to building network systems, if required, will be performed by others.

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3.6.7 Training Plan and Schedule. The Contractor must develop, manage, and maintain a training plan for all items procured under this contract. The training plan must list all training to be provided for the use and maintenance of equipment by JSN and must include a schedule for all such training. The training plan must be submitted with the Validated Equipment List (VEL). It is the responsibility of the Contractor to ensure the relevant vendor provide appropriate and timely training to facility staff and all others as designated by the Government, on proper use and maintenance of all items. The Contractor must schedule and manage all such training activities in consultation with the USAMMA PDT Representative and USACE PM. The Contractor must ensure all training activities are completed no later than two (2) weeks after installation of each item or as approved by the Government. Coordinate with USAMMA On-Site POC’s approved Schedule. The Contractor must ensure that the vendor provides on-call training support and development for at least thirty (30) days after first staff use.

3.6.8 On-Site Point of Contact (POC) Training. The Contractor must provide any necessary testing and training to the on-site POC upon acceptance of equipment by the Government, coordinating with overall outfitting plan. Following Government approval of the training plan, the Contractor must ensure that each vendor/equipment manufacturer provides the standard training materials, such as course objectives, student guides, course materials, training and maintenance manuals, consumable supplies to accomplish training, distance learning tools and computer-based tools, as appropriate. All training materials and manuals must be provided in reproducible format and in the English Language.

The Contractor must professionally video record to the maximum extent practicable, training as necessary. All video recording will become property of the Government.

3.7 Final Turnover and Closeout Services. The Contractor must provide all management, materials, tools, supervision, labor, and equipment to facilitate the final turnover of the equipment, applicable documents, and close-out of task order.

3.7.1 Identify, manage, and resolve any post-move deficiencies, issues or vendor claims generated on Contractor purchased items.

3.7.2 Warranty Report and Final Equipment Listing. The Contractor must provide a warranty and final equipment listing for all equipment, which includes at a minimum, the JSN, nomenclature, manufacturer, model number, serial number, and complete warranty information. Details of this report will be coordinated with the USACE PM, USAMMA PDT Representative, and Property Book Officer.

See Section 8.0 Deliverable Schedule.

3.7.3 Lessons Learned. Conduct a Lessons Learned/After Action Review (AAR) within thirty (30) calendar days after outfitting activities are completed. This event will include the Contractor, the USAMMA PDT Representative, the USACE PM and any On-Site parties that the USAMMA PDT Representative may identify. The Contractor must review any Lessons Learned compiled during the project as well as collect and collate any Lessons Learned and issues presented during the event. Provide a resulting Lessons Learned document to the HNC PM within ten (10) days of the Lessons Learned/After Action event.

3.7.4 Project Files Transfer. Transfer project files/history within sixty…