S02 - ATTACHMENT A - PERFORMANCE WORK STATEMENT.pdf

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PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration

VA Texas Valley Coastal Bend (VCB) Health Care System Corpus Christi Clinic

Project Title:

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

Date:

May 5, 2021

Table of Contents

1.0. Objective

2.0. Introduction

3.0. Background

4.0. Scope

5.0. Applicable Documents

6.0. Contract Type

7.0. Non-Personal Services

8.0. Organizational Conflict of Interest

10.0. Travel

11.0 Key Personnel

12.0 Employee Identification

13.0 Conduct of Personnel

14.0 Contract Kick-Off Meeting

15.0 Specific Tasks

15.1. General

15.2. Description of Services

15.2.1. Comprehensive Project Management Support Services

COMPREHENSIVE PROJECT MANAGEMENT DELIVERABLES

15.2.2. Comprehensive Space Planning Services

COMPREHENSIVE INTERIOR DESIGN AND SPACE PLANNING SERVICES DELIVERABLES

15.2.3. Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support

COMPREHENSIVE FURNITURE, FIXTURES, AND EQUIPMENT PLANNING SUPPORT DELIVERABLES

15.2.4. Concept of Operations (CONOPS) and Transition Services

15.2.5. Acquisition Services (Optional Task)

ACQUISITION SUPPORT DELIVERABLES

15.2.6. Warehousing and Warehousing Management Services (OPTIONAL TASK)

15.2.7. Activation, Delivery, and Installation Services (OPTIONAL TASK)

ACTIVATION, DELIVERY, AND INSTALLATION SERVICES

15.2.8. Training (OPTIONAL TASK)

15.2.9. Strategic Communication (STRATCOM) Support Services (OPTIONAL TASK)

16.0 Deliverables

17.0 Government Submission Review

18.0 NARA Records Management Language for Contracts

19.0. Contract Authority

20.0. Contracting Officer’s Representative

21.0. Business Relations

21.1. Contract Management

21.2. Contract Administration

21.3. Personnel Administration

21.4 Subcontract Management

21.5 Employee Identification

21.6 Inherently Governmental Functions

21.7 Non-Personal Service

22.0 Invoicing

22.1 Mandatory Electronic Invoice Submission

23.0. Coordination with Other contractors

24.0 Government Furnished Materials

24.1 Government Furnished Property, Equipment and Services

24.1.1. Government Furnished Property (GFP)

24.1.2. Government Furnished Property Close Out

24.1.3. Use of Government Furnished Property

24.2 Administration of Government Furnished Property

24.2.1. Property Control Plan

24.2.2. Inventory of Government Furnished Property

24.2.3. Reporting of Government Property

24.2.4. Loss, Damage, Destruction or Theft of Government Property

25.0 Quality Assurance

25.1. Government Surveillance

25.1.1. Quality Assurance Surveillance Plan (QASP)

25.1.2. Non-conformances

25.1.2.1. Minor Non-Conformance

25.1.2.2 Major Non-Conformance

25.1.3. Contractor Performance Assessment Reporting System

25.2. Government Remedies

25.3. Quality Control

QUALITY CONTROL PLAN DELIVERABLE

25.4. Performance Metrics

26.0. Special Requirements

27.0. Security and Safety

27.1. Position/Task Risk Designation Level(s)

• Position Sensitivity Low Tier 1: National Agency Check with Written Inquiries (NACI)

• Position Sensitivity Moderate Tier 2: Moderate Background Investigation (MBI)

• Position Sensitivity Moderate/Secret Tier 3: Background Investigation (ANACI)

• Position Sensitivity High Tier 4: Background Investigation (BI)

• Position Sensitivity High/Top Secret Tier 5: Background Investigation (SSBI)

27.2. Contractor Personnel Security Requirement Responsibilities

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

A2.0 VA Enterprise Architecture Compliance

A2.1 VA Internet and Intranet Standards:

A3.0 Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology (EIT) Procurements (Section 508)

Section 508 – EIT Standards:

A4.0 Physical Security & Safety Requirements:

A5.0 Confidentiality and Non-Disclosure

ADDENDUM B - VA INFORMATION AND INFORMATION SYSTEMS SECURITY/PRIVACY LANGUAGE VA HANDBOOK 6500.6, APPENDIX C, MARCH 12, 2010

B.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

B.3 VA INFORMATION CUSTODIAL LANGUAGE

B.4 INFORMATION SYSTEM DESIGN AND DEVELOPMENT

B.5 INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

B.6 SECURITY INCIDENT INVESTIGATION

B.7 LIQUIDATED DAMAGES FOR DATA BREACH

B.8 SECURITY CONTROLS COMPLIANCE TESTING

B.9 TRAINING

GLOSSERY OF ACRONYMS

1.0. Objective

The purpose of this acquisition is to provide the Department of Veterans Affairs, Veterans Health Administration (VHA) with Initial Outfitting, Transition, and Activation (IOT&A) services for the Corpus Christi VA Clinic to be located at 925 S Padre Island Drive, Corpus Christi, TX 78416. The objective is to have the IOT&A project completed by the first day of clinical services, projected to be December 1, 2022. For reference, the anticipated construction acceptance date is September 9, 2022. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2.0. Introduction

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

3.0. Background

In Fiscal Year 2017, the United States Congress approved numerous major leases for the Department of Veterans Affairs to enhance services for Veterans. The parent facilities, such as NTXHCS, are working with VA Office of Real Property and other support offices to secure award of the leases to developers who want to create the site of care for VA use.

VCB has been approved for a major lease to create an expanded service opportunity for Veteran health care.

• Corpus Christi VA Clinic - This project proposes to lease a new Outpatient Clinic in Corpus Christi, TX. This project is approximately 60,000 net usable square feet (NUSF) in addition to 327 parking spaces. The clinic is classified as an out-patient clinic and will allow an expansion to the current footprint for Primary Care, Geriatric Care, and Radiology.

4.0. Scope

Conduct all necessary Planning, and IOT&A activities, in accordance with the PWS, in support of major lease project identified in paragraph 3.0. The contractor shall provide professional services to include all labor, materials, transportation, and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks. The scope includes project support for planning, activating, outfitting, and transitioning the staff and Veterans/patients associated with the project during FY21 through FY22. The scope of this services acquisition includes Comprehensive Project Management, Interior Design and Space Planning, Furniture Fixture and Equipment (FF&E) Planning Support, Concept of Operations (CONOPS), Acquisition Support, Warehousing and Warehouse Management, Delivery and Installation, Training, and Strategic Communications.

5.0. Applicable Documents

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

R. VA Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, S. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program,” March 10, 2015

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

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

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

W. VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle,” March 22, X. VA Handbook 6500.6, “Contract Security,” March 12, 2010

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

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

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

BB. VA Handbook 7002/1 Logistics Management Procedures

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

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

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

FF. VA Directive 6404, VA Systems Inventory (VASI) http://www.voa.va.gov/) http://www.voa.va.gov/) http://www.voa.va.gov/) http://www.gsa.gov/federaltravelregulation)

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

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

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

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

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

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

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

36 CFR Part 1222 and Part 1228.

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

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

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

QQ. VA H-18-8 Seismic Design Handbook

RR. VA BIM Standard

SS. International Building Code (IBC)

TT. NFPA 10: Standard for Portable Fire Extinguishers

UU. NFPA 70: National Electrical Code (NEC)

VV. NFPA 72: National Fire Alarm and Signaling Code

WW. NFPA 101: Life Safety Code

XX. International Plumbing code (IPC)

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

ZZ. Federal Acquisition Regulation

AAA. Veterans Affairs Acquisition Regulation

6.0. Contract Type

Service contract will be awarded for performance-based services as a Firm-Fixed Contract. This Service Contract is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside under Federal Acquisition Regulation (FAR) Parts 12, 13 and 37.

7.0. Non-Personal Services

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

8.0. Organizational Conflict of Interest

Per FAR Subpart 9.5, Organizational Conflict of Interest, due to the requirement of the contractor providing acquisition support services for Furniture, Fixtures, and Equipment (FF&E) and the possibility that any FF&E may be available https://ms1691.facilities.health.mil/milstd1691/%23/ through the prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the contracting officer, neither the prime contractor nor its subcontractors or consultants may participate as an offeror, subcontractor, or consultant on any procurement of FF&E conducted by the prime contractor or its subcontractors/consultants under this contract.

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

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

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

d. Contractor to mitigate any risk associated with an OCI. Non-disclosure agreements may become necessary as part of the awarded required services.

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

9.0. Location and Hours of Work

This PWS requires work to be performed offsite at contractor provided office space or alternate work site(s) (i.e., the warehouse, old clinic space, VA Medical Center Campus). Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place after normal working hours, on weekends, or on Federal holidays unless specified at the deliverables level by the site COR. Some weekend hours are expected (i.e., inventory services).

The ten (10) Federal holidays set by law (USC Title 5 Section 6103) that the VA observes are as follows:

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

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

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

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

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

(1) New Year's Day

(2) Independence Day

(3) Veterans Day

(4) Christmas Day

10.0. Travel

Cost-reimbursable travel will be funded for contractor personnel not identified as a fulltime on-site requirement. The Government will not reimburse any living or relocation costs of contractor employees from other geographic areas. The purposes of staffing the contract is considered the cost of doing business and is not subject to reimbursement. It is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees, if it is necessary contractor personnel be located near project site.

Local travel, within a 50-mile radius from the place of performance will not be reimbursed. The Government will not pay travel charges for travel to and from the contractor employee’s home and government office or from one Government facility to another. Travel beyond a 50-mile radius of the contractor’s facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the Contracting Officer’s Representative (COR) via the Travel Authorization Request (Attachment B). The contractor must obtain written approval from the VA COR BEFORE any travel begins, utilizing the Travel Authorization Request form. Other documents or e-mails will not be accepted as pre-approval. Travel that occurs without written pre-approval will not be reimbursed. Travel and per diem expenses will be reimbursed on an actual expenditure’s basis in accordance with FTR and FAR 31.205-46. Travel costs subject to reimbursement are limited to travel occurring at the direction of the Government, performed in conjunction with a specific requirement for a trip authorized in the contract.

11.0 Key Personnel

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

The personnel identified herein are considered essential to the work being performed. In the event changes to key personnel are required during the performance of this contract, replacement key personnel must meet or exceed the experience and qualifications of the individual the contractor included in its proposal submittal. Prior to substituting, removing, replacing, or diverting any key personnel, the contractor shall notify the CO and COR 30 working days in advance. The contractor shall submit to the CO and COR the resume of the replacing individual that demonstrates skills and background at least equivalent to those of the individual the contractor included in its proposal within 10 days of replacement. The CO and COR will evaluate the replacing person's resume to determine the experience and qualifications of the replacement are equal or exceed those of the person's resume submitted with the contractor's proposal for that position. New personnel shall not commence work until all necessary security requirements have been fulfilled and résumé provided and accepted. The CO and COR will evaluate such requests and promptly notify the contractor, within 5 business days, of approval or disapproval in writing.

For the purposes of this contract, key personnel are listed below with minimum qualifications as identified in the solicitation:

• Activation Project Manager o A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over complex projects o A minimum of five (5) years’ experience in healthcare IOT&A services o A minimum three (3) years’ experience in activating Federal healthcare facilities o Demonstrated experience in healthcare infrastructure, operations, and have direct experience in transition activities

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

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

12.0 Employee Identification

All contractor employees working at a Government facility shall wear company Identification and/or Government issued identification to distinguish themselves as contractor personnel. When conversing with Government personnel during business meetings and over the telephone, contractor employees shall identify themselves as such. Where practicable, contractor employees occupying space within a Government facility should identify their workspace area with their name and company affiliation. When communicating with other contractors or businesses relative to market research or acquisition planning services required under this contract, the contractor employee shall state that the purpose of the communication is to conduct market research on behalf of the Government for the activation of the applicable project.

13.0 Conduct of Personnel

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

14.0 Contract Kick-Off Meeting

The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees may include the Contractor, key stakeholders, site activation team, subject matter experts, OCAMES Activations Program Manager, COR, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda.

The Contractor is to provide an agenda to all attendees prior to the meeting. The Contractor is to provide meeting minutes within three (3) business days after the Kick-Off meeting. At the Kick-Off meeting, the Government will discuss administrative functions (i.e., security background process, reporting, COR responsibilities, invoicing, deliverable submission process), and contractual expectations. The Contractor shall be prepared to present the details of the intended approach, work plan, and project schedule, as well as make personnel introductions and will be given the opportunity to clarify contract requirements and expectations. A contract gap analysis may be a topic of discussion depending on relevant attendees. The Government may elect to do a telephonic administrative kick-off meeting immediately following contract award, and an on-site programmatic kick-off meeting.

15.0 Specific Tasks

15.1. General

Each project requires a multi-disciplinary team that may include transition, medical and on-medical equipment and supplies, clinical expertise, logistical, architectural & engineering, interior design, and information management/information technology (IM/IT) planning and services for the VHA.

This contract includes base contract tasks and optional tasks. Optional tasks are those tasks the Government may elect to award via contract modification at a future time if a need is identified during various phases of the activation schedule. Optional tasks are pre-priced on a firm-fixed-price basis; however, any optional task will be funded at the time they are exercised. The Government may elect to exercise none, some, or all of the optional tasks defined below, at any phase during of the activation project.

15.2. Description of Services

15.2.1. Comprehensive Project Management Support Services

Provide all comprehensive Activation Project Management Services integral to the execution of tasks ensuring effective, efficient, and timely completion of contracted services. The Project Manager shall not be reassigned without notification to the CO within 10 business days of reassignment. The Project Manager may be required to be onsite as required per contract and lead, user group meetings, installation activities, and project closeout. The Project Manager will ensure close coordination with the with design and construction efforts of the building contractor.

Service may include the preparation of various professional reports and presentations, including verbal, graphic, tables, slides, and photographs of projects.

Project Plans, Schedules, and Reports:

The contractor shall support the Activation Team’s planning, scheduling, and reporting requirements. The contractor is also responsible for developing an AIMS which integrates activation activities, Activations Project Schedule, Construction Project/schedule, VA information technology project/schedule, etc. The AIMS shall be coordinated with the CFM contract dates and the Lessor/building contractor’s construction schedule.

In managing the AIMS, the contractor shall advise the Government of suspense dates that need to be met by the Government and/or Government contractors to ensure on-time execution such as, but not limited to, delivery dates for items purchased by the Government, information that the contractor needs from the Government to complete the requirements of this PWS, and certain AIMS milestone dates. The contractor is responsible for tracking these dates and keeping the parties informed. However, the contractor is not responsible for enforcing dates or ensuring work is completed on schedule to the extent the dates and/or work are not a requirement of the contractor as described herein. The contractor shall report in a timely manner any schedule deviations to the Activation Team, CO and COR. Upon the Government's acceptance of the schedule deviation, the contractor shall prepare and submit for approval a revised AIMS.

In the event a schedule deviation impacts the period of performance of this contract, the contractor shall provide in writing to the COR the reason for the delay, associated points of contact, and a request for extension. Extension requests must detail the amount of additional time required and are not automatically granted.

Project deliverables, all versions and final, shall be shared with the Government by posting on the government’s SharePoint-like site. Contractor shall update and maintain all versions of project deliverables on the Government Sharepoint site, unless otherwise agreed upon by the COR. Revisions to schedules and plans since the last update shall be tracked and clearly identified. The Government provided Sharepoint site is the official repository for all project working documents and deliverables.

Meeting Facilitation Services:

The contractor shall provide group facilitation services to key stakeholders and work groups for meetings required to perform activation PWS tasks. Key stakeholders include, but not limited to, Activation Team Members and Program Support Staff from Facilities, Logistics, Medical Maintenance, CFM RE, interior designers, and other project-related Government and Medical Staff as necessary. At a minimum, each department will constitute a workgroup. The contractor may identify additional ad hoc groups as necessary. The contractor shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions. The contractor shall coordinate meetings, and facilitate the groups to assess, analyze, recommend and document solutions as developed jointly by the contractor and the stakeholders and/or group members.

The contractor shall be responsible for coordinating and planning. The contractor shall coordinate the meeting locations and audio/visual support as needed for these meetings with the COR. The COR will finalize arrangement with the facility for rooms and audio/visual support. For meetings requiring teleconferencing capability, the contractor shall provide the teleconferencing service and call-in numbers, and host the meetings. The contractor shall not meet with any end users, the A/E firm, the construction contractor, etc. without first coordinating with the CFM RE, COR, and VA PM.

The contractor shall participate in design/construction meetings as determined by the COR.

It should be noted that prior to award of this contract, CFM has worked diligently with the VAMC to produce the Lease/Building Contract and its corresponding appendices. This includes workflows, the program for design (PFD), floor layouts, room contents list (i.e. general equipment list), agency specific requirements, IT requirements, security requirements, and janitorial requirements produced in the awarded contract.

The contractor may not make changes to the items above (with the exception of the room contents list – provided there is no impact to infrastructure requirements). Any changes resulting from such an instance without the approval of the CFM RE will be borne on the contractor. In regards to changes to the room contents list, the contractor is allowed to make changes only within the building contract parameters. This would entail further defining equipment listed in the room contents list. The contractor will also be responsible for scrubbing the equipment list to identify any equipment that is to be deleted or added.

The contractor will be responsible for the equipment planning within the contractual boundary of the CFM Contract. Any deviations will be approved through the CFM RE and CFM CO.

The contractor shall assure that all appropriate personnel are invited to attend each meeting either telephonically or in person. The contractor’s PM should be available to attend requested meetings in person, as determined by the COR prior to the meeting. Beyond the contractor’s Project Manager, the total number of personnel required to attend meetings to support successful execution of the work for any given meeting is to be determined by the contractor and must be approved by the COR.

Any additional and specific task(s) associated with this type of work will be identified and qualified in each individual option. Tasks include but not limited to:

• Develop the Activation Integrated Master Schedule (AIMS)

• Develop individual service Project Schedules in collaboration with the local service, and integrate with the

AIMS

• Facilitate and document User Group Meetings to develop activation FF&E requirements

• Update and maintain information on the SharePoint Site as required

• Prepare, distribute and post meeting minutes and sign in sheets/rosters for all meetings facilitated by the contractor in a centralized location.

• Facilitate for furniture, artwork and all other interior design services

• Facilitate for equipment and medical equipment support services

• Facilitate and coordinate the storage and collection of all data related to the project

After initial acceptance of any newly developed plan or schedule, under any of the task(s) identified in the PWS, will be updated and maintained as part of the Project Management Support Task. Updates must be completed no later than 10 business days after identification of need by either the Government or the Contractor.

COMPREHENSIVE PROJECT MANAGEMENT DELIVERABLES

DELIV. # DELIVERABLE DESCRIPTION

001 Activation Project

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

002 Individual Service Project Schedules

Contractor shall develop a detailed Individual Service Project Schedule created from the Activation Project Schedule to provide individual reports to specific services.

The details included in the Activation Project Schedule shall also be included in the Individual Service Project Schedules.

003 Activation Integrated Master Schedule (AIMS)

The AIMS shall be a color coded, time-lined graphic which marks the start and end dates of major element or sub-element milestones/gateway of construction which may impact the start, duration, or completion date of scheduled IOT&A tasks, shows major start and end dates of milestone/gateway events for purchased items, shows scheduled activities in activating or approving building systems and support contracts, and shows IOT&A events which may be impacted by schedule acceleration or slippage by others. A complete AIMS will include and demonstrate all construction milestone/gateway dependencies with both Government and contractor IOT&A-related processes from contract award to the completion of the contract itself. The schedule shall be coordinated with the lessor/building contractor’s AIMS to ensure contractor’s deliverables, reviews, submittals, and milestones do not delay or conflict with the lessor/building contractor’s schedule. The lessor/building contractor’s schedule shall be given priority. The contractor’s AIMS shall be submitted for review and approval as described in the

PWS.

004 Integrated Move Plan The contractor shall use construction drawings to create a move plan and identify any special characteristics of the space. The contractor will use the templated list on the government SharePoint-like site. In addition, the Move Plan will show reuse equipment, existing jack numbers for personnel that will be relocating, and any equipment currently connected to the VA Network that is relocating.

005 Transition Plan The contractor shall develop and maintain a transition plan ensuring that it is updated to reflect the current status and changes as they occur throughout the life of the project.

The transition plan at a minimum should address all major actions necessary for successful completion of project. The transition plan should, at a minimum include a:

- Delivery and installation plan

- Government acceptance plan

- Temporary, building protection plan

- Security plan

- Sequencing and outfitting plan

- Calibration and testing plan

- Department master move schedule

- Department activity (individual service report)

- Cleaning and housekeeping plan

- Training plan

- Day in the life plan

006 Monthly Project Status Report

The Monthly Project Status report shall give an overview of the progression of the project and describe the work completed during the reporting/billing period. The report shall include status of milestone items in the master project schedule, discuss moderate to high risk items, and a summary of meetings attended during the reporting month. The Monthly Project Status Report must also identify existing plans and schedules that were updated and/or maintained. The report shall discuss any “lessons learned” during the reporting/billing period. If any changes to staff (prime or sub), or Key Personnel change during the month, an updated Attachment H, Contract Staff Roster shall be included. The Monthly Project Status Report shall correlate to and be submitted with the monthly invoice. The report shall cover the same time period as the invoice.

007 Risk Management Plan and Risk Register

The contractor shall submit a Risk Management Plan and use the existing risk register template on the government SharePoint-like site. The plan shall include an itemized listing of project-specific risks, challenges and perceived problems that are anticipated to threaten the project. Risks identified shall include probability of occurrence, and level of impact. With each issue specified, the contractor shall list their proposed solution to mitigate or resolve the risk/challenge/problem. The plan shall cover all phases of the work. When identifying risks/solutions the contractor should consider items in areas that may cause the project to:

• not be completed on time. Proposed execution schedule will be evaluated as part of the technical factor;

• not finish within budget;

• generate change orders;

• result in owner dissatisfaction;

• result in poor quality of services; and/or

• any other areas identified by the IOT&A contractor.

Risk Management should be a regular coordination meeting agenda item to ensure Risks are being managed per the RMP. The RMP shall be updated as additional risks are identified through coordination meetings or day to day project execution.

008 Change Management Plan

Change Management applies to requests from user/user groups for changes to equipment lists resulting in impact to infrastructure requirements, and equipment and building layouts. The contractor shall coordinate with the SRE (or R/E) through the COR to identify cost, schedule, and scope impacts. The contractor shall identify appropriate members for a Change Management Committee, which will include key VA personnel and contractor personnel, and may include participation by representatives of the non-VA contributors to this project. The Change Management Plan shall develop processes for submitting, reviewing, and approving or disapproving change requests. The Change Management Committee will review all change requests and make recommendations to the Medical Center Director, who is the final approval authority for all proposed changes.

The contractor shall provide a monthly report of the Change Management Committees activities, including minutes from any meetings, and maintain a running tally of all change requests, their status, and their impact on project cost and schedule, using the government SharePoint-like site.

The contractor shall document requested and approved changes to the FF&E in a change management log.Contractor shall not direct changes. Any changes with infrastructure or space impacts will need coordination with the RE to determine any scope, schedule, or cost impacts prior to submitting for approval.

009 Meeting Minutes and Agendas

Meeting agendas shall be presented to the COR or designee 10 business days prior to subject meetings for review and distribution. Contractor to work with COR or designee in creating the agendas. VA meeting agenda template to be used if available.

Meeting Minutes shall be submitted to the COR or designee within 5 business days after meeting. Minutes of all meetings will include agenda, attendees, discussions, action items and who is responsible, etc. If the facility has a standardized template, that template must be used.

010 Post Occupancy Report Identify and support management of any post-move issues;

log vendor claims and direct issues/claims needing resolution to the CO

15.2.2. Comprehensive Space Planning Services

Provide and coordinate comprehensive interior design (CID) services or coordination of CID services, ensuring incorporation of evidence-based health care concepts. FF&E must complement any interior packages developed by the Architect/Engineer firm associated with the construction project and/or the health care facility’s standards as provided by the Government. The contractor may be required to identify specific FF&E to purchase, receive and install FF&E and visual arts and/or inventory, uninstall, pack, transport and reinstall existing FF&E and visual arts in the health care facility’s current inventory identified for reuse in the new facility following approval by the COR.

Design support services include preparing cut sheets for FF&E and artwork and updating the room’s content list on the government SharePoint-like site..

The contractor will be responsible for finalizing furniture, fixtures, and artwork with end users with the purpose of moving the items from “validated” to “approved” in the VHA medical equipment databas, which is the SharePoint-like site. “Validating” in the sense means a generic item has been identified by a specific manufacturer and model has not yet been identified. The contractor shall then develop the list to the “Approved” phase. “Approve” in this sense means the manufacturer and model has been selected, to include the salient characteristics of the item.

The IOT&A contractor will be responsible for identifying salient characteristics for all FF&E with the end users and for recording in the VHA medical equipment database and/or the provided SharePoint-like site. This also ties in to the acquisition support services required under this PWS as the end-user identified salient characteristics will be included in “brand name or equal” procurement packages. A completed Justification and Approval (J&A) form will be required to be included in any procurement packages for any items that require a specific manufacturer or model.

The general contractor will be required to identify all MEP information necessary and timelines needed. The IOT&A contractor is to develop the make and model of all equipment with the DID submittal. The VA will be responsible to provide the correct POC’s for the user group meetings who has the authority to make equipment decisions, such as identification of make and model of equipment, locations for all equipment – consistent with A/E drawings, and any J&As planned for the procurement of specified equipment. Any future changes to FF&E that have an impact on MEP will be routed through the Change Management process.

The contractor shall develop the artwork package. Artwork involves a detailed design process which includes selection of the artwork, sizing, and placement. Each piece of art shall be matted and framed. The design shall include the selection of the artwork, matting, glazing, and framing. Any use of art not procured through the VA furniture strategic contract shall be individually placed and mounted using approved security mounting. The design effort shall consider all types of artwork to include, but not limited to, donated art, recognition walls, purchased art, commissioned art, original art, installation/security, and matting/framing. Each piece of art should only be used once in the facility. The contractor shall provide an artwork placement plan and artwork cut sheets.

The contractor shall provide cut sheets for all FF&E items. The contractor will be required to update the cut sheets as appropriate if options and accessories change the provided cut sheet and/or change design requirements. Any impact to MEP resulting from equipment changes must go through the Change Request process. The contractor shall utilize Space, Equipment, and Planning System (VA-SEPS) Joint Service Number (JSN) nomenclature in accordance with the VA BIM Guide (available at www.cfm.va.gov/til/bim/BIMGuide/modreq.htm) for all unique ID numbering. The cut sheets shall identify the basis of design item and shall show appropriate VA-SEPS JSNs. New JSN requests and JSN searches can be conducted at https://ms1691.facilities.health.mil/milstd1691/#/.

COMPREHENSIVE INTERIOR DESIGN AND SPACE PLANNING SERVICES DELIVERABLES

011 FF&E Cut Sheets Cut Sheets shall include a photo of the item and the specifications, instructions, dimensions, etc., that apply to that specific item. Cut sheet information shall be specific enough to convey information to the VA as they will need to purchase and install the product, but general enough to allow competition across multiple manufacturers.

Contractor shall prioritize cut sheets for long lead time items.

012 Artwork Cut Sheets Artwork Cut Sheets shall include the following information:

1) Job name, number, location, and date

2) The title of the artwork and the artist’s name, manufacturer (if applicable), item number, size and room number it is to be placed

3) A picture of the proposed artwork in color. If the piece is recommended or commissioned, provide a picture or brochure showing the commissioned artist’s work.

4) Frame description and sample

013 FF&E Layouts Space plans showing FF&E furniture and equipment placement. FF&E layouts are to be used for user group meetings, to assist in the validation of the FF&E, and to facilitate outfitting. Items shall be color-coded on the drawings for easy identification (i.e. red for reuse, black for construction contractor provided and installed, green for manufacturer installed).

The initial layouts will be for the typical rooms in the concept drawings for the VHA Medical Center. When the construction contract is awarded, updated drawings will be provided to update FF&E placement using basis of design dimensions using Revit.

Contractor to provide three (3) hard copies and post digital versions on the file sharing site. Hard copies and digital copies shall be available to the VA as soon as an update is completed.

Floor plans and elevations to be printed on half-size sheets (15”x21”). All others may be printed on 11”x17” or 8.5”x11” paper with a 1/4" scale.

Finalized FF&E layouts are by room are to be affixed to each room (on the door or other prominent location) to facilitate installation, inspection, and acceptance. Each layout shall identify the applicable location/room

014 3-Dimensional Design Renditions

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

015 Artwork Placement Plan The Artwork Placement Plan shall identify each piece of artwork and the planned location of each piece/composition of pieces. When applicable, the plan shall identify any unique mounting or other requirements/considerations for the piece(s).

016 Design Submittal Design submittal shall include:

1) REVIT drawing showing all rooms based upon information from the completed user group meetings.

2) BOD Cut Sheets for all JSNs for the equipment on the drawings if selected by the VA.

3) Room by Room should match drawings

4) Listing of MEP needed per room to support equipment

5) Maintain JSN Matrix to reflect updated design

017 Room-by-Room Master Equipment List (MEL)

The Room-by-Room MEL identifies all items listed by room.

The MEL shall include reuse when applicable. The MEL shall be web-based during the project with MEL delivered on an encrypted thumb drive or other method agreed upon at project completion. The contractor shall provide complete and finalized room by room activation lists for each service/area throughout the clinic.

018 Updated Drawings After all reviews are completed, the contractor shall provide the final updated documents to the Government. A copy of the Revit Model is to be included as part of this submittal.

Floor plans are to be submitted in PDF and Revit format.

15.2.3. Comprehensive Furniture, Fixtures, and Equipment (FF&E) Planning Support

Provide comprehensive services to support the procurement, tracking, shipping, installation, inspection and associated services of medical, non-medical, IM/IT, furniture and other equipment and support systems necessary to meet functional requirements of the facility.

The contractor shall use MILSTD 1691 (JSN numbers) for all FF&E, new and potential reuse (CAT R) equipment.

All FF&E shall be identified using JSN Nomenclature.

Tasks include but not limited to:

• Conduct a comprehensive equipment inventory of existing and new items

• Update the facility equipment inventory listing database

• Identify the entity responsible for purchasing each new item

• Identify the entity responsible for installing each new item

• Identify which items will require testing, the type of testing required, and who is responsible for performing the testing and training

• Maintain the Furniture, Fixtures and Equipment (FF&E) list using MS Excel

• Develop Rough Order of Magnitude (ROM) Cost Estimate for FF&E

COMPREHENSIVE FURNITURE, FIXTURES, AND EQUIPMENT PLANNING SUPPORT DELIVERABLES

019 FF&E Change Management

Log The contractor shall document requested and approved changes to the FF&E in a change management log.

020 Warranty Management Plan

(WMP)

The contractor will be required to provide a WMP for use by the end-user to ensure proper actions are taken to maintain and sustain medical and non-medical equipment installed as part of the contract. A WMP shall be delivered with the acquisition plan deliverable and with each design submittal. A final WMP is required to be submitted with the final acquisition plan.

021 Rough Order of Magnitude

(ROM)

The ROM is the total estimated cost by item to purchase, warehouse, deliver, install, test, and train (as applicable) for the project.

022 Inventory Control Plan The contractor shall provide thorough the JSN Responsibility Matrix, the contractor's processes for conducting physical inventories, life cycle analysis of inventory items, strategies for reuse of existing items and for acquisition of new items, the contractor's basis of design for casework, and other applicable processes related to the facility's inventory and IOT&A activities. As part of the acquisition strategy, items shall be classified as

(1) contractor Purchased and contractor Installed, (2) contractor Purchased and Veterans Affairs Installed, (3) Veterans Affairs Purchased and contractor Installed, or (4) Veterans Affairs Purchased and Veterans Affairs Installed. The contractor shall maintain an updated version of the plan as it is developed on a SharePoint-like site accessible for review by the COR and other key Government stakeholders. A final complete and comprehensive plan will be provided to the Government upon completion of the period of performance.