Attachment_15_-_Acceptance_and_Closeout_Plan.pdf

Attachment 15_IOAccptClsout INITIAL OUTFITTING ACCEPTANCE/CLOSEOUT PLAN

I. PARTICIPANTS The following shall participate in the walk-through, “punch list”, final acceptance and turnover of the Initial Outfitting commodities:

A. USACE Representatives:

1. USACE PM

2. USACE PM Support Team

3. USACE Program Manager (If Required)

B. Navy Representatives:

1. Project Officer (HFPPO)

2. Logistics Officer (or designee)

3. Facility Manager (or designated representative)

4. Biomedical Technician representative (BMET)

C. Installation Representatives:

1. Base Communications Office (telephone/network/computers)

2. Security Forces (access control/security systems)

D. IO Contractor:

1. IO Project Manager

2. IO Transition Planner

II. INSPECTION & ACCEPTANCE PROTOCOL

A. The IO Contractor shall notify the IO acceptance team of the “walk-through” dates a minimum of 21 calendar days prior to inspection. Upon completion of the Initial Outfitting installations, the IO PM shall notify the representatives above that the area is ready for a final walkthrough, validation and inspection. The participants noted in Section I. will walk the space. Participants will use the “Awarded IO-C Contract Documents” as a basis for inspection. If the documents have since changed, the IO Contractor PM will provide updated copies to the inspection team. These updated documents are referred to as the “Closeout Documents” and shall be used to validate the completion of each room. All discrepancies will be annotated on the closeout documents which becomes the “punch-list”. The documents will be signed by the IO Contractor and the Representatives noted in section I.

Each room shall have a room list posted on the entrance door along with proper placement drawings for the furniture. A room by room book with each room sheet will be given to the USACE PM for the final walkthrough. Please ensure the pages are in chronological order to help expedite the closeout process.

B. Once validation is complete, a cover memorandum will be generated by the Navy representative documenting validation was completed. A copy will be provided to the USACE PM. The memorandum will identify the rooms which have been validated and any discrepancies noted. The signed closeout documents (punch-list) will be added to the memorandum as supporting documentation.

C. The IO Contractor and the USACE PM will maintain a log of all discrepancies. The log will track the date identified, issue/discrepancy noted, estimated completion date, and status. All open items will be tracked at the weekly transition meetings until resolved. The following products/installations will be inspected for completeness and operability at time of acceptance:

1. Furniture, Furnishings & Equipment

2. Access Control

3. Resource Protection

4. Communications/IT

5. Signage (if applicable)

Establish complete wayfinding, escape routes, and flexibility of the signage.

Include Braille on all way findings and signage Ensure proof of the electronic computer program has been delivered to the facility and they are trained on its use.

Ensure stairwells are numbered with acceptable graphics.

6. Artwork

7. Infection Control Items. Note: FM/QA/Infection Control Officer will validate height and placement of Sharps containers, and/or all dispensers. FM will validate dispenser, Sharps acceptance report.

III. CLOSEOUT DOCUMENTATION. Participants will use the “Awarded IO-C Contract Documents” as a basis for inspection. If the documents have since changed from award, the IO PM will provide updated copies to the Contractor Officer and the inspection team. The IO Contractor PM shall provide current and updated documentation which aid the inspection team in evaluating completeness. The following documents shall be used to ‘sign off’ or ‘take acceptance’ of the IO commodities (note these are the same documents submitted at the time of IO-C award). These include:

A. Transition Plan. The IO Contractor shall provide a transition movement timeline that identifies all actions necessary to occupy the new space. The transition plan will include current/new room numbers and will identify all Cat C/R equipment items.

B. Training Plan. The IO Contractor shall provide a training document that identifies all required training and a timeline for completion. All required departmental training, must be completed prior to move in.

C. Drawings. The IO Contractor shall provide a current floor plan identifying current master room contents and current floor plans in the form of as-built drawings which must identify all changes that have occurred since the award of IO, including (but not limited to) furniture, furnishings, equipment, low voltage, communication and IT system locations, etc.

D. Master Room Contents List. The IO Contractor shall provide a current, updated room by room list identifying all accepted changes following the award of IO.

E. Artwork Placement Plan. The IO Contractor shall provide a current, updated artwork placement plan. After art installation is completed and artwork installation has been inspected and approved, the Navy Representative will validate and sign acceptance.

F. Project Room Contents List & Cut Sheets. The IO Contractor shall provide a complete listing of all

JSNs for the project that were procured new and reused. They shall also provide updated cut sheets.

For medical equipment a list shall be provided to the Biomedical Equipment Repair Office and shall include: JSN, Nomenclature, and quantities provided to each department by room number/location.

BMET officials shall review Complete Listing (reference above recommendation if approved) and determine which new items shall require DMLSS equipment record creation.

G. Excessing Plan/Defense Reutilization Marketing Office (DRMO).

IO Contractor shall provide the Navy a complete listing of all items that will not be reused. Items on this list shall be considered candidates for the Excess Program or for DRMO turn-in as determined by Navy personnel. List shall include: JSN, Nomenclature, quantities from each department, Equipment Control Numbers (ECNs). Navy personnel will inform IO Contractor of those items requiring DRMO turn-in. IO Contractor will deliver turn-in items to DRMO and will ensure all appropriate DRMO turn-in paperwork is completed, signed, and returned to Navy for filing.

H. DMLSS Service Reports. After installation/DRMO Turn-in Logistics will ensure all applicable gain/loss transactions have occurred as necessary. The BMETs will perform an initial installation inspection and attach ECNs to maintenance significant items. The BMETs will revalidate all reuse equipment. The IO Contractor must provide a copy of service reports for all vendor installed equipment. The BMETs will validate and sign all validated equipment acceptance reports.

I. Supporting Documentation. The IO Contractor shall provide all official documents required for approval of any changes made to the room by room lists or any other IO-C awarded documents. This includes approved UCR’s and/or any and all other documents required for approval.

J. Acceptance Documents. The IO Contractor must provide a copy of all Navy sign-offs for all procured medical equipment, furniture and furnishings. For all procured equipment, IO Contractor shall provide Logistics a copy of the Navy sign-off through the onsite Project Officer.

K. Warranty Information. The IO Contractor shall provide Facilities Management and BMET officials’ individual copies of warranty provisions by JSN/Nomenclature. MTF and BMET officials shall ensure copies are maintained.

L. Warranty Provisions. IO contractor shall provide MTF and BMET officials, individual copies of warranty provisions by JSN/Nomenclature. MTF and BMET officials shall ensure a copy is maintained.

M. Specifications - Low Voltage Systems. Provide updated specifications for low voltage systems.

N. DD Form 250. IO Contractor shall provide DD Form 250 completely filled out once full acceptance has been made by Government. The DD Form 250 will then be sent to COR along with the final invoice for payment and release of claims to Government.

O. RED Zone Teleconference- 90 days prior to project completion a telecom will be conducted with

PDT members to discuss close out preparation of project.

IV. CLEANING

The IO Contractor PM shall work with FM/Housekeeping to determine the amount of time required for cleaning, prior to the moving sections into their new areas.

V. PUBLIC RELATIONS

A. Site/Phase Dependent