Temecula_Solicitation_Final.pdf

SEE ADDENDUM

(No Collect Calls)

W9127S-16-R-6032 01-Aug-2016

b. TELEPHONE NUMBER

501.340.1249

8. OFFER DUE DATE/LOCAL TIME

12:00 PM 31 Aug 2016

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W9127S9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

MANDY ASHMORE

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

WOMEN-OWNED SMALL

BUSINESS (WOSB)

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

CONTRACTING DIVISION

USACE, LITTLE ROCK (W9127S)

700 W. CAPITOL AVE, RM 7315

LITTLE ROCK AR 72201-3225

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

TRICARE TEMECULA OUTPATIENT CLINIC

XXX

TEMECULA CA 92591

TEL: FAX:

(501) 324-5196FAX:

TEL: (501) 340-5720 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

SIZE STANDARD:

500 employees

NAICS:

337127

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF65

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W9127S-16-R-6032

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Job Initial Outfitting - Transition

FFP

Reference SOW paragraphs 2.1 - 2.4. To calculate CLIN 0001, see Attachment 3 - Bid Schedule, tab "IO-T" and follow the instructions. Enter the TOTAL IO-T PRICE PROPOSAL from cell E32 and place into SF 1449 CLIN 0001.

FOB: Destination

NET AMT

0002 1 Job Travel

FFP

Reference SOW paragraph 2.6. This is the total Not to Exceed allowable cost for travel as detailed in Attachment 26 - Meetings and Travel Matrix. To calculate CLIN 0002, see Attachment 3 - Bid Schedule, tab "Travel" and follow the instructions. Enter the Travel Price from cell A3 and place into SF 1449 CLIN 0002.

1003 1 Job OPTION Initial Outfitting - Commodities

FFP

Reference SOW paragraphs 2.5. To calculate CLIN 1003, see Attachment 3 - Bid Schedule, tab "IO-C" and follow the instructions. Enter the TOTAL IO-C PRICE PROPOSAL from cell A27 and place into SF 1449 CLIN 1003.

2004 3 Months OPTION Storage

FFP

Reference SOW paragraphs 2.8. To calculate CLIN 2004 see Attachment 3 - Bid Schedule, tab "Storage" and follow the instructions. Enter the Total Price Storage into SF 1449 CLIN 2004.

3005 6 Months OPTION POP Extension

FFP

Reference SOW paragraphs 2.7. To calculate CLIN 3005 see Attachment 3 - Bid Schedule, tab "POP Extension" and follow the instructions. Enter the Total POP Extension Price from cell D22 into SF 1449 CLIN 3005.

STATEMENT OF WORK

NAVY TEMECULA OUTPATIENT CLINIC

TEMECULA, CA

SECTION 1 - OVERVIEW

1.1 Customer Overview

Navy Medicine West (NMW), Installation and Logistics (I&L M4) is responsible for the programming, planning, design, construction and initial outfitting (IO) of U.S. Navy medical treatment facilities located at Temecula Outpatient Clinic, CA. NMW is chartered with modernizing hospitals, clinics, medical office buildings, warehouses, vet clinics, and wellness centers to meet mission objectives. To meet the IO requirements, NMW/I&L M4 requires a contracting vehicle that utilizes experienced companies, suppliers and vendors who are able to rapidly respond to multiple requirements, meet constrained project schedules, and provide a variety of commodities, products and IO services - from planning through warranty. The contracting vehicle, of which this Statement of Work (SOW) is a part, enables the Navy to standardize execution, minimize acquisition lead-times and costs, work multiple projects concurrently and complete projects on schedule.

1.2 Project Overview

The Temecula Outpatient Clinic is a NMW project designed to place a DOD medical facility near the military dependent population off base, allowing for easier access to health care. This project is funded by TRICARE.

The Outpatient Clinic is in an approximately 22,339 SF leased space. The General Services Administration (GSA) is the construction agent, and will award a contract to perform tenant improvement construction. The Outpatient Clinic will contain Medical Home Port facilities for routine care, pharmacy, and a laboratory. As this is a new facility, there will only be minor re-used medical equipment, furniture, and/or records that will be transitioned from other facilities to the new facility. The Master Construction Schedule is subject to change. At this time, the anticipated Construction Start Date is November 2016, the anticipated Building Occupancy Date is August 2017, and the anticipated Open for Business Date is October 2017. IO-T and IO-C will be part of the contract award.

1.3 Scope of Initial Outfitting

Initial Outfitting (IO) is any commodity-related planning, transition, procurement, installation and warranting required outfitting of a new or newly renovated facility. IO Commodities may include artwork, furniture, fixtures, and equipment (FFE), casegoods, medical equipment and low voltage systems. Development of the IO requirements and IO integration into the project shall be accomplished concurrently with early design and into the tenant improvement construction of the Temecula Outpatient Clinic.

Initial Outfitting – Transition (IO-T) includes planning services, project management, public relations support, transition and move planning, inventory, space planning and development of commodities lists and requirements.

(IO-T) includes taking inventory of all existing systems and commodities requirements, conducting user interviews, then planning and developing the requirements for all new commodities. IO-T services also include managing the phasing and transition activities, relocation, space planning and public relations planning. Key deliverables for IO-T will be described later in this SOW. The IO-T process runs the entire span of the project, and does not end until the contract is complete. IO-T takes place first, but continues throughout the period of performance of the contract as IO contract requirements evolve from changes within the scope of this contract.

Initial Outfitting – Commodities (IO-C) includes the procurement, delivery, warehousing/ storage, installation, excessing, certification and warranting of all commodities planned during IO-T. IO-C includes ordering, purchasing, delivering, installing, certifying, training and warranting all commodities identified in the IO-T process as well as public relations materials and events. Commodities include, but are not limited to artwork, furniture/furnishings, casegoods, medical equipment and low voltage systems, such as resource protection and communications. Other IO-C deliverables include moving services, Operation and Maintenance (O&M) manuals, contractor supplied warehousing/storage, and public relations.

SECTION 2 - INITIAL OUTFITTING TASKS

2.1 Overview

The IO Contractor shall provide initial outfitting services and procurement for the IO-T and IO-C of the Temecula Outpatient Clinic. With most IO contracts, the requirements for both IO services, commodity purchase, and IO schedule dates often change. The IO Contractor must have adequate personnel available to handle considerable re-planning throughout the period of performance, considerable changes to the commodity list, and the purchase of additional commodities identified throughout the IO-T process.

2.2 IO Submittal #1

The IO Contractor shall provide an IO Submittal #1 in accordance with Attachment 2, IO Submittal Requirements and Format. IO Submittal #1 shall be delivered to the Government in accordance with the date established on the IO Master Schedule. Attachment 2, IO Submittal Requirements and Format, gives detailed specifications on the layout of the Submittal. SOW Paragraph 2.9 provide additional detail or requirements.

2.3 IO Corrected Final Submittal

After IO Submittal #1, the Government shall have four weeks for review, then will submit comments and corrections to the IO Contractor. The IO Contractor shall have two weeks to make the necessary corrections; the IO Contractor will then submit the Corrected Final Submittal in accordance with Attachment 2, IO Submittal Requirements and Format.

2.4 Initial Outfitting Changes

The Initial Outfitting process must be adaptable to changes throughout the period of performance. Changes may require the IO Contractor to resubmit all or part of Submittals, attend additional meetings or teleconferences, and plan additional commodities. The commodities list may change throughout the period of performance of the contract through identification of additional commodities needed, changes to specifications and designs, supporting commodities needed to make other commodities functional, and deletion of commodities. The IO Contractor shall include in their bid the personnel necessary to accomplish considerable replanning effort. IO Changes do not extend beyond the period of performance of the contract; Option CLINs for period of performance (POP) extensions will cover IO Changes beyond the current POP due to schedule changes.

2.5 Initial Outfitting Commodities

The IO Contractor is responsible for procurement, delivery, warehousing/ storage, installation, excessing, certification and warranting of all commodities planned during IO-T in accordance with Attachment 3, Bid Schedule. After acceptance, Navy Facility Management will work with the IO Contractor on warranty-related issues. IO Acceptance and Closeout Plan is provided in Attachment 15 – Acceptance and Closeout Plan. The commodities shall be warranted for not less than one year after acceptance, unless a longer warranty is specified.

Documentation on warranties will be turned over to Navy MTF Biomedical Engineering Division prior to the end of this contract and a copy of those warranties shall be provided via CD/DVD to the USACE contract specialist.

IO Contractor will take full responsibility to return the facility to the original or better condition as it was prior to IO Vendor occupancy, if any damage occurs to any area (i.e. floors, walls, elevators) of the facility. Thorough cleaning and drying of all areas is required prior to open for business. PLEASE NOTE: The building will be completely clean, to include floors waxed, by General Contractor at time of building turnover. The entire building must retain the same or higher level of space cleanliness (this includes all general spaces, to include but not limited to, loading dock, bathrooms, warehouse, etc.) as it was prior to IO contractor occupancy.

2.6 Travel

On-site meetings and tasks require travel. Travel must be proposed in accordance with the requirements of Attachment 26, Meeting & Travel Matrix. The IO Contractor shall propose travel and per diem costs for each IO contractor team member required to travel and the number of business days required to be on site. Proposed travel pricing shall consider economic fluctuations in travel costs; requests for equitable adjustment will not be considered simply because travel costs have fluctuated. Once awarded, travel requests must be approved by the COR prior to travel. After travel is completed, the IO Contractor shall invoice actual travel costs in accordance with the Joint Federal Travel Regulations. Receipts shall accompany all invoices.

2.7 Period of Performance Extensions (Option)

The Initial Outfitting process is subject to the construction schedule and other outside influences. If the BOD date slips beyond the period of performance of the contract in such a way that the IO Contractor cannot adequately complete IO-T and IO-C, then a POP extension may be warranted. The IO Contractor shall pre-price POP extensions with their proposal. The POP Extension shall include all pertinent IO-T and IO-C tasking required in this

SOW.

2.8 Initial Outfitting Storage (Option)

Moving, warehousing and installing of all new and re-use commodities is the responsibility of the IO Contractor.

While there is currently no storage requirement, the IO Contractor shall bid storage pricing as an option in the Bid Schedule (Attachment 3) in case storage is needed due to schedule change.

2.9 IO Supporting tasks

The following tasks either support the primary deliverables or otherwise further describe IO Contractor tasking:

2.9.1 Initial Outfitting Master Schedule

An Initial Outfitting Master Schedule shall be developed by the IO Contractor based on the projected construction schedule provided by the General Contractor and NMW. Attachment 2, IO Submittal Requirements and Format, gives detailed specifications on the IO Master Schedule. The IO Master Schedule shall be delivered to the Government within 30 days of Contract Award, and updated throughout the IO-T phase as changes arise.

Thereafter, the IO Master Schedule shall be updated and delivered as part of IO Submittal #1 and IO Corrected Final Submittal. After the Corrected Final Submittal, the IO Master Schedule shall be updated and delivered to the Government whenever the schedule changes.

2.9.2 IO Commodity Change Tracker

A Commodity Change Tracker shall be developed to document changes to the Commodity list. An example Commodity Change Tracker is included in Attachment 12. The IO Contractor shall deliver the Commodity Change Tracker as part of IO Submittal #1 and Corrected Final Submittal in accordance with Attachment 2, IO Submittal Requirements and Format. Thereafter, a Change Tracker may be submitted anytime there are changes to the Commodity List. The Commodity Change Tracker shall be submitted an approved in accordance with SOW paragraph 4.1, Change Management Protocol. Please note the Commodity Change Tracker shall be an unlocked (editable) Microsoft Office Excel spreadsheet.

2.9.3 Initial Outfitting Project Management

The IO Contractor shall provide Initial Outfitting Project Management services for this project and a Project Manager (IO-PM) to execute these services. Project management activities shall include, but are not limited to, facilitating the project while controlling resources, staffing, time, cost, quality, scope and risk for each project.

The IO-PM shall oversee and guide project initiation, planning, execution, and closing of the project. The IO-PM is responsible to ensure all deliverables are submitted per contract. The IO-PM shall be on site during all IO contractor led meetings, deliveries, installations and as needed.

The IO-PM shall lead the work to complete detailed inventory of all existing services impacted by the moves or transition.

The IO-PM will lead and direct the activities for each meeting described in this SOW.

The IO-PM shall maintain Quality Control for the IO project. The IO-PM shall ensure that all deliverables are provided in accordance with this scope of work.

2.9.4 Initial Outfitting Transition Planning

Transition Planning includes inventorying existing commodities, developing a plan for new and reuse commodities and creating transition plans. The IO Contractor shall provide Initial Outfitting Transition Planning services in support of submittals and project changes

2.9.5 Initial Outfitting Medical Space Planning

IO Contractor shall develop departmental floor plans as reflected on 100% design submittal showing work flow of all categories of all IO Commodities, and shall develop the reconfiguration requirements of existing product.

The IO Contactor shall plan and develop the requirements for all Medical Equipment cut sheets as outlined in Attachment 3, Bid Schedule, tab “Commodities List”. The IO Contractor shall coordinate and conduct departmental/user interviews, develop an existing inventory list, establish reuse and new requirements, and determine excess/disposition items. The IO Contractor shall ensure the NMW/I&L M4 standards and specifications are met. The IO Contractor shall ensure all medical equipment planning execution information is provided in each IO Submittal.

The IO Contractor shall coordinate all infrastructure/technical interfaces with the commodity vendors. All deliverables noted on Attachment 3 - Bid Schedule and furniture placement plan developed by the IO Contractor shall be reflected on the drawings. The IO Contractor shall provide a list of modifications to the USACE PM that may be required of the construction contract in order to accommodate all IO.

The IO Contractor shall provide a furnishings consultant and develop a Comprehensive Interior Layout (CIL) based upon the information provided the Government. No comprehensive interior design (CID), drawings, or specifications are available beyond what is included in this solicitation package. The IO Contractor will take the items detailed in the commodity list as a starting point for planning; throughout the IO-T process, additional detail may be available to aid planning and validate.

2.9.6 Initial Outfitting Public Relations / Media Support

The IO Contractor is responsible for keeping all staff and public informed of the project beginning, progress and completion. The IO Contractor shall develop public relations and media support plan in accordance with Attachment 2, IO Submittal Requirements and Format. During the IO-C phase, the IO Contractor shall provide all media, including but not limited to, newspaper, website, radio announcements, base newsletters, briefings for staff at key milestones for the project and public signs, flyers, posters and announcements in and around the medical facility. The IO Contractor is responsible for ribbon cutting ceremony planning and the procurement of supplies necessary for these events. All public postings and public relations plans shall be coordinated with the Naval Hospital Camp Pendleton Public Affairs Officer and the NMW HFPPO. Submittals will not be generic and must be for the intended project. Contractor will not create invitation list nor does contractor send out invitations. Contractor will contact local Protocol Office for any special requirements for location or for VIP’s. The extent of public outreach and media support for this project will be limited to the local area. Public outreach efforts must be employed to inform Naval Hospital Camp Pendleton, Temecula Outpatient Clinic staff and base stakeholders of IO related changes within the health clinic. Announcements and a ribbon cutting ceremony for the grand opening of the new Temecula Outpatient Clinic shall be conducted and coordinated through the MCB Camp Pendleton PAO.

During IO-T, the following shall be developed for each submittal:

Social media blasts (Face Book, Twitter, etc)

Informative newsletters

Press releases/ Base paper articles / E-newsletter Articles

Posters / Temporary Way-finding

Storyboards

Invitations

Ceremonial programs

Ribbon Cutting ceremony script

Ribbon Cutting ceremony equipment needed

Alternate Plan for inclement weather

Access letter for base

Develop schedule for events

During IO-C, the IO Contractor shall plan and present the following to NMW for approval, and procure all printed Public Affairs items below:

Social media blast- quantity, timeline for distribution TBD

Information newsletters - quantity, timeline for distribution TBD

Press releases- quantity, timeline for distribution TBD

Base paper articles - quantity, timeline for distribution TBD

E-newsletters- quantity, timeline for distribution TBD

Posters- Size, quantity of each size, placement TBD

Temporary way finding- Size, quantity of each size, placement TBD

Storyboards- Size, quantity of each size, placement TBD

The following shall be procured by the IO Contractor for Ribbon Cutting:

Social media blast- quantity, timeline for distribution TBD

Information newsletters - quantity, timeline for distribution TBD

Press releases- quantity, timeline for distribution TBD

Base paper articles - quantity, timeline for distribution

E-newsletters- quantity, timeline for distribution

Posters- Size, quantity of each size, placement

Temporary way finding- Size, quantity of each size

Storyboards- Size, quantity of each size, placement

Ribbon Cutting ceremony programs- quantity

Ribbon Cutting ceremony invitations – paper and electronic

Procurement of equipment needed for ribbon cutting ceremony - list

A Red Zone conference call will be conducted 90 days prior to Ribbon Cutting ceremony to ensure all items are procured.

IO Contractor will contact local Protocol Office for any special requirements for Ribbon Cutting ceremony, including location and special considerations for VIP’s and guests.

IO Contractor is not allowed to procure any food items, liquids, ceremony dedications or gifts.

IO Contractor will not create invitation list nor issue any invitations for the ceremony.

2.9.7 Initial Outfitting Low Voltage

The IO Contractor shall provide a Low Voltage/Communications Consultant for this project. The Low Voltage / Communication Consultant shall plan and develop the requirements for all low voltage systems, including resource protection and communication systems, as outlined in Attachment 3, Bid Schedule and Attachment 1, Responsibility Matrix. This consultant shall schedule and coordinate departmental/user interviews, develop an existing inventory list, establish reuse and new requirements, and determine excess/disposition items. The Low Voltage /

Communication Consultant shall ensure the Unified Facilities Criteria (UFC) and NMW/I&L M4 standards and specifications are met.

2.9.8 Initial Outfitting Biomedical Equipment Technician

The IO Contractor shall provide the one biomedical equipment technician (BMET) for the project. The BMET shall be on site to perform operational checks/calibration/testing and safety checks for any newly procured or re-use equipment. Furnishings, tools and equipment for the BMET work shall be provided by the IO Contractor. The BMET shall provide medical equipment installation, repair and training services. Administrative space will NOT be provided for the BMET to work.

2.9.9 Initial Outfitting Artwork

The IO Contactor shall provide artwork in accordance with the Attachment 3, Bid Schedule, tab “Commodities List” and provide a certified artwork consultant. The artwork consultant shall validate all artwork requirements and verify with the User as to the placement of artwork. The IO Contractor shall coordinate and conduct departmental/user interviews, develop an existing inventory list, establish reuse and new requirements, and determine excess/disposition items. The artwork consultant shall ensure the NMW/I&L M4 standards and specifications are met.

An Artwork Placement Plan shall be developed to show the spatial relationship between the furniture and the artwork. The Artwork Placement Plan shall be drawn at 1:50 scale (or 1:100 scale for very large areas), and shall include an Artwork Illustration Sheet.

2.9.10 Initial Outfitting Quality Control

The IO Contractor shall develop and provide a Quality Control Plan (QCP) for this project. The QCP shall be submitted to the Government within 30 days of contract award. The Government will have 14 days to review and either accept the QCP or provide corrections and suggested changes back to the IO Contractor. The IO contractor will have 7 days to resubmit a corrected QCP. The QCP shall implement and document an effective quality control plan for the program in accordance with the contract terms and conditions. The IO Contractor shall be responsible to ensure both planning documents and construction documents are coordinated and that IO Commodities and room orientations/configuration plans are feasible with proposed equipment installations. The QCM shall identify and document all disconnects between the NMW M4 and Temecula Outpatient Clinic facility design. The government reserves the right to reject a submittal that is not quality controlled, coordinated or complete.

2.9.11 Meeting

The IO Contractor shall schedule and run meetings as necessary to support development of contract deliverables and project continuity.

Meeting Agendas. The IO-PM shall provide a draft meeting agenda and submit it to the Project Delivery Team (PDT) a minimum of 21 calendar days prior to the meeting date for any meeting which requires users to be present.

The IO PM shall coordinate feedback from the PDT, finalize the agenda and confirm attendance of key participants 10 calendar days prior to the meeting date. Agendas shall state objective, expectations, attendees/participants, dates, times and location of meeting, and required information at time of meeting. See Attachment: Supplemental A:

Project Delivery Team (PDT).

Meeting Minutes. The IO-PM shall provide Meeting Minutes to the PDT within two (2) business days following a meeting. Meeting minutes shall note PDT members present and non-present, as well as any other attendees, copy of the agenda, issues, action items and timeframes for resolution. All meeting minutes shall also be included in IO Submittal #1 and Corrected Final.

Weekly Progress Reports. The IO-PM shall prepare and submit a Weekly Progress Report to the PDT. The Weekly Progress Report shall be submitted on the required form located in Attachment 11, Weekly Report Format. The Weekly Progress Report shall be submitted to the USACE PM one day prior to submitting the Weekly Progress Report to the entire PDT.

User Interviews/Meetings. The IO-PM shall arrange all user interviews in order to adequately complete the submittal requirements. The objective of the user interviews is to capture all known IO requirements related to the project. User interview meetings shall include:

Kickoff Meeting: This meeting is to establish the rules of engagement related to IO process, introduce key members of the PDT and provide an overview of the way forward. All members of the PDT shall be invited. This meeting will be conducted on site.

Standardization Meeting: One standardization meeting is required on site, prior to IO Submittal #1. This meeting shall address all commodity standards required of the NMW/I&L M4.

Additional Meetings. The IO-PM shall arrange each meeting noted below. For each of the following meetings, a minimum of one (1) user interviews is required prior to the completion of IO Submittal #1:

Departmental Meetings: User interviews shall include IO Contractor and each department impacted by the project.

These meetings shall address all commodities that will be moved, reused or purchased for that department. During User meetings, all NMW HFPPO -approved changes must be noted on a meeting document (See Deliverable K:

Acknowledgement of Final Users Inputs) by the IO Contractor. This document shall be signed by the User department representative, NMW HFPPO, and the IO Contractor before the conclusion of each Department meeting.

Low Voltage Meetings: These meetings shall address all low voltage systems and include key personnel from the IO Contractor, Base Communications, Information Technology, Base Security, and key departmental representatives. The IO-PM shall obtain all commodity standards from NMW prior to meeting with the users.

Interior Design Meeting: This meeting shall address all furniture, furnishings, and artwork. The intent of these meetings is to establish standardization, obtain corporate buy-in and set direction for the development of a Comprehensive Interior Design (CID) package. Key personnel from the IO Contractor, Facility Management, Logistics, and NMW/I&L M4 Health Facility Office shall be included as invitees to this meeting.

Transition Meetings: A transition meeting shall be held with all departments impacted by the move or phasing. The purpose of these meetings is to develop conceptual advance planning, identify all occupancy milestones, detail implementation plans and move sequencing, prepare and setup, compile a manual of detailed move plans for every location, create an orientation program to ensure that staff will be completely familiar with the new site, services and patient care systems, establish a relocation execution plan, and develop a lessons learned and post-move clean-up plan.

Review Meetings. The IO-PM shall arrange one Review Meetings. These meetings shall be scheduled within ten

(10) days of closing the review for Submittal #1 according to the IO Schedule. The government reserves the right for a 21-day review per submittal. The first review meeting shall address IO Submittal #1 and will conducted in accordance with the personnel required in Attachment 26, Meetings and Travel Matrix.

Weekly Progress Meetings. The IO-PM shall schedule weekly progress meetings with the PDT and the following personnel: USACE PM, NMW HFPPO, NMW Biomedical Maintenance Representative, Information Technology Rep, Facility Manager and other Navy Medicine stakeholders as identified by the IO-PM or NMW HFPPO. An agenda shall be provided to the PDT at least one (1) day in advance of the meeting. Additionally, and at most once a month, the IO-PM may be required to meet with NMW and provide, at a minimum, status on the items below:

1. Review Meeting Minutes

2. Budget Issues

3. IO Schedule

4. Risk Report

5. Commodities

6. Artwork

7. Furniture/furnishings

8. Case goods

9. Medical equipment

10. Low voltage systems (communications, resource protection)

11. Logistics (procurement, delivery, installation and certification)

6. Status of Minutes/Briefings/Reports

7. Transition Planning

8. Comprehensive Interior Design revisions

9. Public Relations/Media Support

10. Master Room Contents.

2.9.12 DOD Facility/Base Access

The IO Contractor shall ensure all IO staff have met / will be able to meet all DOD base access requirements, including required training, paperwork and certifications. Although the Temecula Outpatient Clinic is not on a DOD base, base access may be needed for transition of commodities or meetings.

2.9.13 Health Insurance Portability and Accountability Act (HIPAA) certification

The IO Contractor shall ensure all IO contractor personnel have Health Insurance Portability and Accountability Act (HIPAA) certification. Proof of HIPAA certification is required at time of award in order for IO Contractor personnel to complete paperwork to access Navy Medicine Information Systems.

SECTION 3 – INITIAL OUTFITTING PERSONNEL QUALIFICATIONS

3.1 Overview

The IO Contractor shall provide personnel who meet the experience and qualifications, discussed below, to complete duties associated with this SOW. Each of the key personnel position may not be combined with another key personnel position. Personnel may assume several of the personnel roles described below as long as they meet the specified qualifications and experience requirements, and as long as anyone designed a key personnel only holds one key personnel position (i.e., Project Manager and Medical Space/Equipment Planner may not be combined). The government reserves the right to accept or reject personnel identified for work under this contract. All IO Contractor personnel and PDT members must have their own active Dr. Checks/ProjNet account within 30 days from the contract date of award.

Once personnel are assigned to this project, they shall not be removed, replaced or reassigned either permanently or temporarily to another task without written concurrence by the Contracting Officer, COR and NMW M4 on behalf of the NMW Commander. If any person becomes unavailable for work under this contract, the IO Contractor shall immediately notify the Contracting Officer and replace the existing employee within 14 days of departure notification with an employee of equal qualifications or better, subject to approval by the Contracting Officer, COR and NMW M4. Replacement of a departing employee must include a 30-day transition period between the departing employee and the newly arriving employee to ensure a smooth, seamless transition, unless otherwise determined by the Contracting Officer and NMW. The dates of this transition period shall be made known to the government. The government shall incur no additional costs associated with the replacement and transition of IO Contractor employees. There shall be no delay in the project delivery schedule as a result of the IO Contractor changing any employees. Replacement employee must have qualifications equal to or better than the originally designated employee identified in the proposal.

3.2 IO Project Manager (Key Personnel)

The IO Contractor Project Manager (IO-PM) shall be well versed in medical infrastructure, operations and practice and have a minimum of five (5) years of documented experience in transition services and activities. The five years of experience requirement may be satisfied with a combination of experience in multiple functional areas, as long as at least one year was in a medical environment. The IO-PM must have a 4-year college degree or minimum of five

(5) years of experience managing similar type projects, also must be a direct employee Prime Contractor.

The IO-PM shall have an intimate working knowledge of the project requirements, plan and construction issues.

The IO Project Manager shall oversee delivery accomplishment, administer all instructions and answer all questions from the Contracting Officer during the life of the contract. The IO Project Manager shall be responsible for ensuring that adequate internal controls and review procedures are followed in order to eliminate conflicts, errors and omissions, and for ensuring that all IO project requirements are met while minimizing impact to staff, patients and delivery of patient care.

The IO Project Manager shall be designated in writing (listing name, work address, and local telephone number).

Another individual may be designated to temporarily substitute for the IO Project Manager; however, forty-eight

(48) hours advance notice, in writing, of such change shall be provided to the Contracting Officer. Any IO Project Manager substitution greater than 30 days requires the approval of the Contracting Officer and NMW.

3.3 Medical Space/Equipment Planner (Key Personnel)

The IO Contractor shall provide the services of a Medical Space/Equipment Planner for this project. The Medical Space/Equipment Planner must be a direct employee of the Prime Contractor. The Medical Space/Equipment Planner shall have a minimum of five (5) years of documented experience in medical space planning. The Medical Space/Equipment Planner shall have a complete understanding of the specifications and installation requirements for medical space/equipment planning to include any interior/exterior medical space. The Medical Space/Equipment Planner shall demonstrate an understanding of how medical systems/equipment and furniture interface with other medical facility systems/disciplines.

The Medical Space/Equipment Planner shall have plan and installation experience which includes, but is not limited to, the experience noted in the SPW paragraph 2.9.5 and related to the following types of medical commodities:

a. Free-standing medical equipment, portable medical equipment

b. Water purification systems

c. Fume hoods and medical gases, chemicals

d. Hard wired, plumbed, and structurally-supported equipment=

3.4 Public Relations/Media Support Specialist

The IO Contractor shall provide the services of a Public Relations/Media Support Specialist. This Specialist shall have a minimum of five (5) years of documented experience in public relations and media support.

3.5 Low Voltage/Communications/Resource Protection Consultant

The IO Contractor shall provide the services of a Low Voltage/Communications/Resource Protection Consultant.

This Consultant must be knowledgeable of DIACAP (Department of Defense Information Assurance Certification and Accreditation Process) and shall have a minimum of five (5) years of documented planning, procurement and installation experience related to the following types of low voltage, communications and security commodities:

a. Physical Security

b. Force Protection

c. Access Control

d. Intrusion Detection

e. Refrigerator/Freezers Alarms

f. Uninterrupted Power Supply (UPS)

g. Telephone System

h. Installation-Wide Area Network

i. Premise Distribution System

j. Public Address & Paging System

k. Nurse Call System

l. Intercom System

m. Security Systems/Duress System

n. Radio Paging System

o. Entertainment & Training Television System/Video Teleconferencing

(VTC)

p. EMS Radio System

q. EMS Recorder System

r. Closed Circuit Television

s. Radio Transponder System

t. Cable Tray

u. Communication Rooms

v. Communication Systems

w. Televisions

x. Computers

y. Fax machines

z. Printers

3.6 Interior Designer (Key Personnel)

The IO Contractor shall provide the services of an Interior Designer for this project. The Interior Designer shall be a professionally registered graduate of a Council for Interior Design Accreditation (CIDA) or National Council for Interior Design Qualifications (NCIDQ) Design College, or equivalent, and be a professional Interior Designer with a minimum of five (5) years of documented experience in interior design for a medical environment. The Interior Designer must have successfully completed a variety of medical facility projects that include Inpatient, Outpatient and Specialty Medical Clinics. Interior Designer shall have current working knowledge of the following codes and guidelines:

a. AIA Guidelines for the Design and Construction of Healthcare Facilities

b. US Navy Interior Design Standards for Health Facilities

c. US Navy Furniture Standards for Healthcare Facilities

d. State and Federal Codes and Requirements including but not limited to: ANSI, UBC, NFPA, ADAAG and UFAS (as it pertains to the interior design of healthcare facilities)

e. HIPAA Regulations (Health Insurance Portability and Accountability Act)

f. US Green Building Council’s LEED (Leadership in Environmental Excellence) Green Building Rating System (as it pertains to the interior design of healthcare facilities)

g. GSA (Government Services Administration) Furniture Schedule

h. American Academy of Healthcare Interior Designers (AAHID)

The Interior Designer must perform all design work in accordance with industry accepted and Best Practice design principles, below.

NOTE: Best Practices refers to those health care interior design principles which are supported by evidence-based design (EBD) to ultimately improve patient and staff well-being. EBD is the field of study that emphasizes the use of credible data to influence the design process.

a. Best Practices in the Selection of Interior Finish Materials for Healthcare Facilities

b. Best Practices in the Selection of Furniture, Upholstery Fabrics and Furnishings for Healthcare Facilities

c. Best Practices in Current Infection Control with regards to Interior Finish Selection for Healthcare Facilities.

Interior Designer shall have current working knowledge and proven experience in the selection, specification, procurement and installation process of commodities for healthcare facilities, including, but not limited to, the following Commercial/Healthcare Furniture and Furnishings:

a. Standard Office Furniture/Desks

b. Open Office /Modular/Systems Furniture

c. Executive Office Furniture/Casegoods

d. Seating: Lounge/Waiting, Guest/Side, Bariatric, Task/Ergonomic, Assembly/Classroom, Conference, Specialized/Patient, Physician Seating/Stools

e. Tables: Telecommunication/Conferencing, Dining, Training/Classroom, Occasional/Lounge

f. Storage/Shelving: Bulk, Filing, High Density

g. Specialized Medical Mobile Carts/Cabinets

h. Lab and Pharmacy Furniture and Furnishings

i. Dental, Pediatric, Women’s Health, Mental Health, Physical Therapy and other Medical Department Furniture and Furnishings

j. Exterior/Site Furniture and Furnishings

k. Cubicle Curtain Systems and Fabrics

l. Window Treatment Systems

m. Lighting: Task, Ambient, Decorative

n. Furnishings: Clocks, Magazine/Literature Racks/Communication Boards etc.

o. Audio Visual/Computer/Electronics Carts, Cabinets and Mobile Computer Stations etc.

3.7 Artwork Consultant

The IO Contractor shall provide the services of an Artwork Consultant for this project. The Artwork Consultant shall have a documented minimum of five (5) years of successful program, selection, and procurement and installation experience with art for healthcare facilities. The Artwork Consultant must have a working knowledge of current evidence-based design (EBD) criteria for the selection of art for a patient-centered, healing medical environment. The Artwork Consultant must also have a working knowledge of the selection and installation issues associated with security, durability/archival materials, infection control and appropriate framing for a healthcare environment. The Art Consultant must have proven experience selecting, procuring and installing the following types of art commodities which may be included in a medical facility:

a. Two-dimensional Art/Original

b. Three-dimensional Art/Sculpture/Atrium Art

c. Regional/Historical Art

d. Recognition Display/Art

e. Two-dimensional Art/Print/Reproduction/Giclee

f. Commissioned Art (2 or 3 dimensional)

g. Photography

3.8 Equipment/Product Installers

All equipment installation for the project shall be accomplished by IO Contractor or installers who are provided by, approved by, or certified by the equipment manufacturer for installation of each specific equipment item.

3.9 Quality Control (QC) Manager

N/a.

3.10 Biomedical Equipment Technician (BMET)

The IO Contractor shall provide one Biomedical Equipment Technician (BMET). The BMET shall be on site for the duration required to perform operational checks/calibration/testing for any contractor-provided or re-use equipment. The IO contractor is responsible for determining the date the BMET will be on-site based on meeting the schedule provided in this Statement of Work.

BMET shall possess an Associate Degree or equivalent from an accredited College or University. In lieu of an Associate Degree, a diploma from a DOD BMET training course is acceptable. BMET shall have a minimum of eight (8) years of documented experience as Biomedical Equipment Technician with a minimum of five (5) years in a Medical environment. Must pass Security Clearances; must be able to lift up to 50 pounds. BMET must possess general knowledge, skills and abilities in the biomedical equipment technology field to include but not limited to:

a. Medical logistics

b. Installation, maintenance, calibration, and repair of biomedical/dental systems

c. Equipment maintenance and planning

d. Technical inspection and training

e. Space and equipment planning system (SEPS II)

f. Defense Medical Logistics Standard Support (DMLSS) equipment maintenance and management modules.

SECTION 4 – ADMINISTRATIVE

4.1 Change Management Protocol

Change Management. The IO-PM shall oversee the IO Change Management process. The following change management protocol applies during the IO process.

1. Government Requested IO Changes:

a. NMW HFPPO submits User Change Request (UCR) with marked-up equipment list, cut sheet and specifications to USACE-PM.

b. NMW HFPPO submits UCR to MTF Representative with NMW/I&L M4 for approval and concurrence.

Track changes on IO-Change Tracker showing change as a credit or an addition. See Attachment:

Deliverables, H. IO-Change Tracker Example.

2. Contractor requested Category A/ IO Changes:

a. IO Contractor submits Plan Deviation with marked-up equipment list and specifications sheet to

USACE PM.

b. USACE-PM coordinates with NMW/I&L M4 and NMW HFPPO for approval/concurrence.

c. IO Contractor tracks changes on IO-Change Tracker with value of credit / add. See Attachment 12, IO-Change Tracker.

4.2 The name of the IO Contractor’s Project Manager and alternate(s), who shall act for the IO-PM when the IO-PM is absent, shall be designated in writing to the Contracting Officer at the same time the PDT contacts are provided.

The IO-PM or alternate(s) shall have full authority to act for the IO Contractor on all contract matters relating to daily operation of this contract.

4.3 Acceptance is defined as the Navy’s signing of the DD FORM 250 following the Navy’s inspection of the installed and tested commodities. If the manufacturer’s warranty is greater than one year, the manufacturer’s warranty will override the one year warranty requirement.

4.4 IT equipment: Government will be responsible for disconnecting, moving and reconnecting all server room equipment, i.e. servers and network equipment. Government will be responsible for disconnecting and tagging IT equipment to be moved with original location and location at new clinic

4.5 Telephones: Government will be responsible for disconnecting, relocating and reconnecting desk phones.

4.6 Quality Assurance: The Medical Treatment Facility will assign a Quality Assurance representative (QA) to monitor progress and ensure all deliverables are met. This role typically resides with the Facility Manager or the Director of Medical Logistics. USACE will assign a COR to ensure all technical aspects of the contract are in compliance.

4.7 Administrative oversight of the IO Contract will be led by the Contracting Officer and assisted by the USACE Program Manager, Project Manager (PM), and Project Coordinator (PC).

4.8 Contractual Control: Contracting Officer and Contracting Officer Representative (COR).

4.9 Programmatic/Administrative Oversight: USACE Program Manager and NMW/I&L M4. Invoices are processed through USACE COR.

4.10 Operational Oversight: Navy Medicine West

4.11 Non Personal Services: The Government will neither supervise contract employees nor control the method by which the IO Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contract employees. It shall be the responsibility of the IO Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the IO Contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the IO Contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the IO Contractor shall be the sole responsibility of the Government.

4.12 IO Contractor Identification: All IO contractor personnel shall wear company picture identification badges so as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, IO-Contract personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

IO-Contractor personnel shall identify themselves on any attendance sheet or any coordination documents they may review (electronic mail signature blocks) shall identify their company affiliation. Where acceptable, IO Contractor personnel may occupy co-located space with their Government program. IO-Contractor should identify their work space area with their name and company affiliation or as a minimum “Contractor” after name.

4.13 The IO-PM shall ensure all contractor PDT members must have their own individual Dr. Checks/Projnet account set up prior to IO Submittal #1.

4.14 Hours of Operation: Office will typically be open from 0700 to 1600 (local project time) Monday through Friday. Weekly hours shall not exceed a forty (40) hour work week. Exceptions include transition/move periods to make ready for occupancy and/or open for business. The Government reserves the right to change hours of operation or restrict contractor access.