S02 - ATTACHMENT A - Stockton - IOTA PWS.pdf

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PERFORMANCE WORK STATEMENT

“Attachment A”

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration

VA Northern California Health Care System Stockton CBOC

Initial Outfitting, Transition, and Activation Services (IOT&A) Contract

Date:

03/16/2023

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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 Stockton Community Based Outpatient Clinic (CBOC) in the VA Northern California Health Care System. The objective is to have the IOT&A project completed by the first day of clinical services, which is projected for February 1, 2024. The Beneficial Occupancy date is September 15, 2023. North American Industry Classification System (NAICS) code for these services is 541614, Process, Physical Distribution, and Logistics Consulting Services.

2.0 Introduction

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 Stockton CBOC 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

VA Palo Alto Health Care System (VAPAHCS) has received approval for a major construction project which will create expanded service opportunities for Veteran health care. This project will be transferred from VAPAHCS to VA Northern California Health Care System (VA NCHCS) in early FY2023. This project will facilitate construction of a new Outpatient Clinic in Stockton, California that features approximately 158,000 gross SF and 1,300 additional parking spaces. This project would replace the existing, undersized Stockton OPC as well as space which will be lost after deactivation of the Livermore OPC. This project will feature space for Physical Medicine and Rehabilitation, a Wellness Center, prosthetics, education, a pharmacy, a laboratory, radiology, business services, optics shop, primary care, specialty care (hematology, oncology, dermatology, cardiology, urology, pulmonary, ENT, GI, urology, podiatry, audiology, dental and eye). Clinical services to veterans will commence in February 2024.

NOTE: IOTA tasks have been started by the VAPACHS Activation Team and will transfer to the VA NCHCS towards the end of the Construction phase. Construction of the Stockton Outpatient Clinic is expected to be completed in July 2023, with a Beneficial Occupancy Date of September 2023.

4.0 Scope

Conduct all necessary Planning, and IOT&A activities, in accordance with the PWS, in support of the project(s) identified in paragraph 3.0 above. 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 staff and veterans/patients associated with the project. The scope of this services acquisition includes Comprehensive Project Management, Warehousing and Warehousing Services, Relocation of Reuse and Personnel Files, Activation Services and Post Occupancy Support, and Staff Training and Orientation.

5.0 Applicable Documents

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

A. Entire construction contract (Contract W91238-19-C-0013, VA project # 640-423) to include the L100 from the Lease, Lease Design Narrative Appendix A-F

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

R. Department of Veterans Affairs (VA) Directive 6500, “VA Cybersecurity Program,” January 23, 2019

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”, March 12, 2019

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

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

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

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

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

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

BB. VA Handbook 7002, Logistics Management Procedures, January 8, 2020

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

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

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

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

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

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

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

JJ. 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/#/)

KK. 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.

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

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

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

OO. VA H-18-8 Seismic Design Handbook

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

QQ. VA BIM Standard

RR. International Building Code (IBC)

SS. NFPA 10: Standard for Portable Fire Extinguishers

TT. NFPA 70: National Electrical Code (NEC)

UU. NFPA 72: National Fire Alarm and Signaling Code

VV. NFPA 101: Life Safety Code

WW. International Plumbing code (IPC)

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

YY. Federal Acquisition Regulation (FAR)

ZZ. Veterans Affairs Acquisition Regulation (VAAR)

6.0 Contract Type

This is a Firm-Fixed-Price (FFP) Contract. This Contract is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside under FAR Parts under 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 support services for Furniture, Fixtures, and Equipment (FF&E) and the possibility that any FF&E may be available through the prime contractor or its subcontractors, which may be regarded as a potential conflict of interest as seen by the Contracting Officer (CO), 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.

https://ms1691.facilities.health.mil/milstd1691/#/ https://downloads.va.gov/files/CFM-TIL/signs/

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

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

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 Contract award.

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

9.0 Location and Hours of Work

The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the contractor’s facility. All Face-to-Face meetings will be held at the Government’s facility located at 6505 S. Manthey Rd, French Camp, CA 95231. 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 on Government site after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR). Some weekend hours are expected (i.e., inventory services, activation services).

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that the Department of Veterans Affairs follows:

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

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

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

(3) Memorial Day - Last Monday in May

(4) Labor Day - First Monday in September

(5) Columbus Day - Second Monday in October

(6) Thanksgiving - Fourth Thursday in November

• Five (5) Federal holidays are set by date. If any of these dates fall on a Saturday, the Friday before shall be observed as a holiday. If any of these dates fall on a Sunday, the following Monday shall be observed as a holiday.

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

(2) Juneteenth – June 19th

(3) Independence Day - July 4th

(4) Veterans Day - November 11th

(5) Christmas Day - December 25th

• Any other Federal Holiday declared by the President of the United States

10.0 VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

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2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

a. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

11.0 Travel

Cost-reimbursable travel will be included in the final award based upon the Government’s estimated need. 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 expenses will be reimbursed on an actual expenditure’s basis in accordance with FTR and FAR 31.205-46. Per diem expenses will be paid per the GSA daily rates for the location of travel. To be reimbursed for travel, the Contractor shall submit supporting documentation as required by FTR with invoices. FTR requires for any temporary travel destination you must provide a receipt to substantiate your claimed travel expenses for lodging and a receipt for any authorized expenses costing over $75 (FTR 301-11.25). Expenses for subsistence and lodging will be reimbursed to the Contractor only to the extent where an overnight stay is necessary and authorized by FTR in effect at the time of the stay for the specific location. Approval for rental vehicles is discouraged and will be approved on an individual basis. Additional information can be found at:

http://www.gsa.gov/ftr.

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12.0 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 submitted proposal. Prior to substituting, removing or replacing any key personnel, the contractor shall notify the CO and COR 10 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:

• Activation Project Manager o A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over healthcare IOT&A projects 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 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, and relocation execution

• Biomedical Equipment Technician (BMET) o A minimum of (7) years of experience as BMET in healthcare facilities with inpatient capabilities.

o Shall be certified by the International Certification Commission as Certified Biomedical

Repair Technician (CBET) or certified as Medical Equipment/Maintenance Technician or Biomedical Equipment Technician (BMET) o Possess an Associate Degree or equivalent from an accredited College or University.

Approved equivalent military training may be accepted in lieu of Associate Degree in Biomedical Equipment Technology.

o Must possess general knowledge, skills, and abilities in the biomedical equipment technology field to include but not limited to:

- Medical Logistics

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- Installation, maintenance, calibration, and repair of biomedical systems

- Technical inspection and training

- Equipment acceptance, verification and certification in accordance with VA guidelines

13.0 Employee Identification

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

14.0 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.

15.0 Contract Kick-Off Meeting

The Government activation team will schedule an onsite Kick-Off meeting for this contract after award. Attendees should include the Contractor, key stakeholders, site activation team, subject matter experts, NAO Program Manager, COR, CFM Resident Engineer, and the CO. The Contractor, in collaboration with the COR and CO, shall coordinate dates and an agenda. The COR will include the Resident Engineer to complete a roles and responsibilities review of the construction project and activation project during the kick-off. 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. Contractor will be given the opportunity to clarify contract requirements and expectations. The Government may elect to do a telephonic contract administrative kick-off meeting immediately following contract award, and an on-site programmatic kick-off meeting separately. If feasible, the IOTA contractor will also participate in the building contractor Kick-Off. Ideally, these would occur on the same day.

16.0 Tasks and Deliverables

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 construction and activation schedule. Optional tasks are pre-priced on a firm-fixed-price basis; however, optional tasks 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.

16.1 Comprehensive Project Management Services

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

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Project Plans, Schedules, and Reports:

The contractor shall support the VHA Activation Team’s planning, scheduling, and reporting requirements.

The contractor is also responsible for developing an Activation Integrated Master Schedule (AIMS) which integrates activation activities, Construction Project/Schedule, and the 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 IMS milestone dates. The contractor is responsible for tracking these dates and keeping the parties informed. However, the contractor is not responsible for enforcing dates or ensuring work is completed on schedule to the extent the dates and/or work are not a requirement of the contractor as described herein. The contractor shall report in a timely manner any schedule deviations to the Activation Team, CO and COR. Upon the Government's acceptance of the schedule deviation, the contractor shall prepare and submit for approval a revised AIMS.

In the event a schedule deviation impacts the period of performance of this contract, the contractor shall provide in writing to the CO the reason for the delay, associated points of contact, and a request for extension. Extension requests must detail the amount of additional time required and are not automatically granted. The contractor shall document lessons learned throughout the project in the monthly status report.

# Deliverable Name Deliverable Description

16.1.1 Monthly Project

Status Report

** mandatory part of this contract

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. 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, and updated Attachment C, 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.

During the months of acquisition support, the report shall provide a graph of equipment purchased, remaining, pending market research, approval or deferred to include percentages complete and dollar amounts.

16.1.2 Activation

Integrated Master Schedule (AIMS)

** mandatory part of this contract

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 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

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16.1.5 Change

Management Plan and Log (Attachment E)

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE

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 will work with the COR to identify appropriate members for a Change Management schedule shall be coordinated with the lessor/building contractor’s IMS 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 schedule shall include dates from the construction schedule through Day One (commencement of clinical services) and project closeout. The schedule shall identify key tasks, start and completion dates, and the 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. Milestones must include Activations FY20XX budget requests, Activation Management Plan complete, construction contractor need by date for VC items, Order VC items, construction contractor need by date for High Cost High Tech (HCHT) equipment, funds to the NAC by date for HCHT equipment, Equipment testing, First Use.

16.1.3 Individual Service

Project Schedules

** mandatory part of this contract

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

16.1.4 Risk Management

Plan and Log (Attachment D)

(Attachment D is a representation of required data/information.

Actual deliverable data/information requirements are defined in SharePoint tool

Note: contractor shall utilize SharePoint to enter data directly into system)

** mandatory part of this contract

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE

The contractor shall update and maintain the Risk Management Plan. 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 existing Risk Register on the Government SharePoint site shall be updated as additional risks are identified through coordination meetings or day to day project execution.

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(Attachment E is a representation of required data/information.

Actual deliverable data/information requirements are defined in SharePoint tool

Note: contractor shall utilize SharePoint to enter data directly into system)

** mandatory part of this contract

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 or their designee, 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 via the VA provided SharePoint site of all change requests, their status, and their impact on project cost and schedule.

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.

16.1.6 WBS

(Attachment F)

** mandatory part of this contract

CONTRACTOR MUST UTILIZE OCAMS ACTIVATION TOOL BUILT INTO THE

GOVERNMENT PROVIDED PROJECT SPECIFIC SHAREPOINT SITE

The contractor shall maintain/update/track the Government provided WBS on the SharePoint site. The WBS is to be updated to reflect the current project, current status and changes as they occur throughout the life of the project. Contractor can utilize the provided file by changing and updating as needed, or can create a new file with consideration of tasks on the VA provided file, using software which can be opened by VA team members.

Government Provided Share Site for Information Sharing:

The Contractor shall use the Government-provided SharePoint site for project documentation and information sharing through the provided SharePoint lists and subsites. The VA SharePoint can only be accessed by individuals with a VA email address and network access. Project deliverables, schedules, reports, and management plans (all versions and final as applicable) shall be shared with the Government by posting on the Government-provided SharePoint site document libraries, lists, and subsites. Contractor shall complete, update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. All project documentation shall be compatible with systems utilized by the medical facility with files downloadable by all parties.

Project deliverables, schedules, reports, and management plans shall be shared with the Government by posting on the Government provided SharePoint site. Contractor shall update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the SharePoint site, unless otherwise agreed upon by the COR, CO and VHA Program Manager. Revisions to schedules and plans since the last update shall be tracked and clearly identified. The project SharePoint site is the official Activation Project Management site for all project working documents and deliverables, as well as the location for lists and subsites for all data sets to be worked throughout the lifecycle of the Activation project. At the end of the contract, all deliverables are to be turned over and/or coordinated for download between the contractor and the COR.

Where SharePoint tools are available, the contractor must utilize the tool and complete and update as necessary, all fields. Data shall be input directly into the SharePoint tool, in lieu of other formats (i.e. excel). Contract

12 | P a g e attachments provided are representations of required data/information. Actual deliverable data/information requirements are defined in SharePoint tool. Tools shall be completed and updated as the project works through the Activation process. The SharePoint tools are intended to be live databases, where the actual work is done. As a result, periodic bulk updates from other formats such as excel, should not be necessary.

16.1.7 SharePoint Site

** mandatory part of this contract

Contractor shall update and maintain all versions of project deliverables as required per the deliverable schedule and posted on the Government SharePoint site. The SharePoint site is the official Activation Project Management site for all project documents/information.

Meeting Facilitation Services:

The contractor shall provide group facilitation services to key stakeholders, Integrated Project Team (IPT) and work groups for meetings required to perform contract PWS tasks. Key stakeholders include, but not limited to, Activation Team Members, Integrated Project Team members, and Program Support Staff from Facilities, Medical Maintenance, and other project-related Government and Medical Staff as necessary. The contractor may identify additional ad hoc groups as approved by the COR. 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 Construction 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 Construction contract.

The IOTA 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 IOTA contractor. In regard to changes to the room contents list, the IOTA contractor is allowed to make changes only within the lease/building contract parameters, with approval of user groups. This would entail further defining equipment listed in the room contents list. The IOTA contractor will also be responsible for scrubbing the equipment list via user group meetings, to identify any equipment that is to be deleted or added.

The contractor will be responsible for the equipment planning, if any, within the contractual boundary of the CFM Contract Room Content List and defined floor layouts. Any deviations will have to be routed through the COR and 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

13 | P a g e 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.

16.1.8 Meeting Minutes

and Meeting Agendas

Agendas shall be distributed no less than 5 days prior to the meeting. Contractor to work with COR or designee in creating the agendas. VA meeting agenda template to be used if available Minutes shall be distributed no more than 5 days post meeting. Minutes of all meetings shall include agenda, attendees, action items and who is responsible for completion of the action items. If the facility has a standardized template, that template must be used.

PWS Deliverable Updates:

After initial acceptance of any developed deliverable under any of the task(s) identified in the PWS, those deliverables will be updated and maintained as part of the Comprehensive Project Management Services Task.

16.1.9 PWS Deliverable

Updates

** mandatory part of this contract

Updates must be completed no later than 10 business days after identification of need by either the Government or the Contractor. Note: all updates shall reference this deliverable and the original deliverable numbers (i.e 15.1.11 update for 15.2.1)

16.2 Warehousing and Warehousing Management Services

The contractor shall provide comprehensive warehousing services to include the provision of warehouse space for the FF&E that will be staged prior to installation and as needed during the activation process. All items must be stored in such a way as to not void manufacturer warranties. It is the contractor’s responsibility to determine warehouse size requirements based off the most current FF&E list (Attachment G).

Warehousing services include tracking, receiving, documenting, reporting, and storing all identified FF&E. Please note that Government acceptance of items delivered to the warehouse must be done by Government personnel.

The contractor must have the ability to report all assets stored in the facility with daily updates provided as items are delivered to the facility. Contractor will provide temporary warehousing, including all necessary receiving, inventorying, storing and all transportation and logistical services as required to facilitate all IOT&A services under this contract.

Warehouse requirements:

• The warehouse must be centralized (or located within 20 miles) between old facility and new (or as otherwise agreed to by the Government POC)

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

• Warehouse must be equipped with secure commercial Wi-Fi

• Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area meeting VA security requirements

• Provide space for Equipment labeling, testing, assembly

• Provide space for IT Equipment programming

• Incoming medical equipment safety inspection, barcoding, and input into AEMS/MERS (Government asset management software used to track enterprise assets)

• The warehouse must have a sprinkler system, security system, racking, and loading docks.

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• The contractor shall provide appropriate insurance to protect the VA in case of loss or damage to VA property stored at the warehouse

• The contractor shall provide delivery of items from warehouse to final location on site

• The contractor shall develop and provide a Warehousing Plan (workflow process).

• Provide necessary Material Handling equipment to include: Forklift, pallet-jacks, etc.

16.2.1 Warehouse Plans The Warehousing Plan shall describe how the contractor plans to meet the warehousing requirements of the PWS and an Emergency Management Plan for the warehouse. The Warehousing Plan shall include at a minimum:

-address of the warehouse

- hours of operation

- pictures of the interior of the warehouse prior to FF&E being received -Details of how contractor will meet the minimum warehouse requirements (i.e.

sprinkler system, fire protection, racking, loading docks, climate control area (if required), security system), -warehouse security plan -copy of the certificate of insurance.

-description of methodology used to control inventory and all FF&E accepted at the warehouse.

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

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

16.2.4 Warehousing

Activities Report

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

16.3 Activation Services and Post Occupancy Support

The contractor shall provide comprehensive Activation Services to include transitioning, installation and move plan implementation activities to bring the clinic into full operations prior to Day one. Contractor shall provide post occupancy support post Day One to close out the activation project. Activation milestones shall be identified and tracked on the activation project schedule and the Activation Integrated Master Schedule.

The Contractor shall develop and provide a Delivery, Installation, Testing, and Acceptance Plan. This plan shall document how the Contractor plans to accomplish the delivery, installation, testing, and acceptance of FF&E to ensure the successful activation of the facility as required by milestones in the Master Project Schedule. Key processes and procedures of the plan include:

1) Site Access Control

2) Product Delivery

3) Building Protection

4) Placement and Installation of Product

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5) Testing of equipment. In the case of medical equipment, this will be done to VA requirements and industry standard to ensure patient and staff safety.

6) Transfer of Custody

7) Life Safety

8) Occupational Safety

9) Physical Security

10) Waste Management

The contractor shall provide delivery, staging, and installation. Delivery, staging, and installation shall be identified and tracked on the master project schedule. The Contractor shall transport and place/install all ordinary JSNs in the designated room per the MPS. These JSNs include low technology, non-medical, common equipment and furnishings such as waste receptacles, mats, furniture, dispensers, refrigerators, appliances, clocks, lamps, curtains, and other similar types of material.

Contractor shall provide for all labor, materials and equipment for FF&E coming from the warehouse. The Contractor shall provide all labor, materials, equipment, tools, transportation, and supervision to de-install, prepare for movement, transport, deliver, and install all designated government-owned assets to be reused in the new clinic. Installation of all items shall be in accordance with manufacturer instructions. The contractor shall install all FF&E except for those items designated by the Government to be installed by the manufacturer/vendor or general contractor. As items are placed and installed, records shall be updated by the Contractor to provide an auditable trail of custody throughout the JSN delivery, installation, and acceptance process. The Interior Design Team should be involved in furniture installations, walk-throughs, and sign-offs of installations. VA Biomedical Staff should be involved in supervision of medical equipment installations, function verification and reporting of test results.

Contractor to oversee furniture and artwork vendors with placement and installation.

The contractor is responsible for removing all trash and debris generated during the installation process (e.g.

removing debris off-site). If the contractor plans to use on-site dumpsters, the contractor must submit a laydown plan for dumpsters delivered. The laydown plan should be included as part of the Delivery, Installation, Testing, and Acceptance Plan. The COR will be responsible for coordinating the laydown plan with the Construction & Facilities Management (CFM) Resident Engineer (RE).

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

Contractor personnel shall transport and place medical equipment in accordance with the MPS. At the room designated by Biomedical Equipment Maintenance Technicians (BMET), Contractor shall unpack and install or assemble the equipment. Upon completion of work, the space shall be left as clean as possible with all packing materials/debris removed from the building. The installing technician will update, initial, and date the Contractor’s record of installation before departing the area.

Contractor to support VA Biomedical Engineering personnel with inspection (i.e. acceptance test) for compliance with manufacturer specifications and VA standards prior to initial use. The use of any such equipment is prohibited until it has passed inspection and has been accepted into the hospital’s Medical Equipment Management Program (MEMP) inventory. The Government will identify items that require biomed checks/testing to be performed by the Government.

Contractor will relocate and stage (for final placement) VA Office of Information…