DRAFT_SOW.pdf

STATEMENT OF WORK

INITIAL OUTFITTING NAVAL HOSPITAL OAK HARBOR, WHIDBEY ISLAND, WASHINGTON

I. INTRODUCTION

Navy Medicine West (NMW) is responsible for the programming, planning, construction and initial outfitting (IO) of U.S. Navy Medical Treatment Facilities located within the area of responsibility. NMW is chartered with modernizing living quarters, hospitals, clinics, medical office buildings, warehouses, vet clinics and wellness centers to meet mission objectives. To meet the IO requirements, NMW 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. The terms “NMW” and “NMW Project Officers” may be used interchangeably within this document.

This SOW describes the IO services, procedures and personnel necessary to outfit the Naval Hospital Oak Harbor (NHOH). The hospital is currently under construction to repair/renew approximately 35,000 gross sq ft of the existing Women’s Health Clinic, Nursery, Birthing Center (Labor and Delivery Unit), Physical Therapy Clinic, Immunizations Clinic, Pediatrics Clinic, Ortho/General Surgery Clinic, Operating Rooms, Central Sterile Area and associated common areas, mechanical, electrical and communication rooms for the Naval Hospital Oak Harbor (NHOH). The project takes place in three separate phases to accommodate current and future Navy Medicine operations.

Phase 1- Construction of the transition facility and the temporary relocation of aviation medicine, medical home port, and the pediatrics department into the transition facility. Construction of allergy/immunizations, C-Sections (Operating) rooms, CSS, labor & Delivery rooms and nursery. Window and skylight replacement, air handing unit replacement, and construction of new emergency electrical rooms.

Phase 2- Construction of pediatrics, on-call women’s health clinic, surgical clinic, meaning labor and delivery spaces, and physical therapy. Window and skylight replacement. Air handling unit replacement.

While under construction existing items from the NHOH will be selected for reuse. Development of the IO requirements and IO integration into the project shall be accomplished concurrently with repair and modernization of Naval Hospital Oak Harbor, Whidbey Island, Washington.

The SOW is structured into two parts:

Part 1-IO Statement of Work (SOW) document itself – Describes general terms, qualifications, requirements, procedures, personnel and specifications to complete the IO work. Attachments and Supplementals, referenced within, are a part of this SOW.

Part 2-IO Deliverables – Includes the Schedule of Deliverables, provides examples and outlines specific requirements to be used by the IO Contractor in development of deliverables. See Section XI Deliverables, Reference Part 2, A. IO Schedule of Deliverables. References are at the end of this SOW.

II. INITIAL OUTFITTING OVERVIEW

Navy Medicine West defines Initial Outfitting (IO) as any commodity-related planning, transition, procurement, installation, certifying, training and warranting required to outfit a new or newly renovated facility.

Initial Outfitting is a two-step acquisition process. The IO Contractor is ultimately responsible for providing Step 1 IO-T, and if exercised, Step 2 IO-C, throughout the duration of the project.

The currently proposed Naval Hospital Oak Harbor, Whidbey Island, Washington IO-T and IO-C planning dates as well as the Beneficial Occupancy Date (BOD) and Open for Business (OFB) dates are outlined below. Both IO-T and IO-C planning shall take the various phases involved as part of this project in to consideration.

These dates are for information purposes only and are subject to change.

Initial

Outfitting (IO) S h d l

Naval Hospital Oak Harbor (NHOH)

NHOH Phase 1 NHOH Phase 2

Begin construction JAN 2017 MAR 2017 JAN 2018

Beneficial Occupancy Date

(BOD)** 29 MAY 18 24 OCT 2017 21 MAY 18

Open for Business

OFB TBD TBD TBD

* Construction completion – Date construction activities are complete.

** BOD– Date at which building system testing and commissioning, construction punch lists and other final work is complete. Date building is officially turned over by GOJ to NMW. Date the IO Contractor may begin installation of IO commodities.

Initial Outfitting includes planning, procurement, delivery and installation of project artwork, signage, way-finding, Furniture, Furnishings and Equipment (FF&E) -also known as “commodities,” medical equipment, case goods, low- voltage systems (communications, resource protection), and logistics (procurement, delivery, installation and certification).

Installation period is defined as the time between BOD and transition period during which installation of FF&E may be achieved. Transition period is defined as the time between BOD and close-out during which any reuse items and personnel and/or personnel belongings are moved from the Transition Facility to the renovated NHOH.

Project close-out period is defined as the time immediately after transition until contract end date, unless a change in this duration is requested by NMW.

Step 1: Initial Outfitting – Transition Services (IO-T)

1. Initial Outfitting (IO-T) includes:

a. Planning, project management, transition, and move planning services

b. Space planning

c. Refinement of commodities lists and requirements

d. Inventory of existing commodities, tracking of all reuse systems and commodities throughout project

e. Validating all commodities

f. Conducting User interviews and developing submittals

g. Planning and developing requirements for all new and reuse commodities.

h. Transition and relocation planning

i. Developing schedules for all IO requirements (submittals, transition, User meetings, etc.)

j. DRMO planning and coordination

2. Validation of Commodities means the IO Contractor must:

a. Complete a thorough inventory of the existing facilities and check the inventory against the Naval

Hospital Oak Harbor commodities list;

b. Check all existing commodities to ensure they are listed and accounted for in all inventory and subsequent project documents;

c. Ensure all new and reuse commodities planned for the project meet the operability, durability and safety requirements for NMW and DoD facilities;

d. Ensure all new and reuse commodities are included in all room by room and master equipment lists;

e. Ensure all new and reuse commodities will fit within allowable space in new facility, are supported by all necessary utilities to function in accordance with the manufacturer’s specifications, and ensure the commodities meet all current codes, including Navy and life safety requirements. (For example, ensure correct power voltage, power cords and placement of cords, shielding, exhausts, venting, floor drains, air temperature, water volume and temperature are available for the commodity to operate properly. Ensure commodities will be located for proper operation by Users.) See Attach 24, DMLSS Equipment List, for items to be reused and items that will be taken to DRMO. Please note that for planning, any item beyond 50% of its life expectancy will be sent to DRMO, and any item under 50% of its life expectancy will be reused.

f. Ensure all commodities have all attachments or accessories necessary for proper operation.

g. Ensure all new and reuse items can be delivered into the new facilities. (For example, ensure commodities to be placed in new facility will fit through any doors, windows, elevators, stairwells, hallways, etc. as necessary to be placed in the specified locations without damage to building or commodities)

h. Ensure Navy Project Officers and Users are partners in the FF&E review for their respective departments. While the IO Contractor and User may make recommendations for commodities, selection and final approval for procurement of new commodities, or reuse of existing commodities, will be made by the NMW Project Officers.

i. Following validation of commodities, reuse commodities should be denoted as “reuse-DRMO” or “reuse- move to renovated NHOH”

3. Initial Outfitting Schedule

a. IO Contractor shall develop an Initial Outfitting schedule in coordination with the General Contractor (GC) construction schedule, Naval Hospital Oak Harbor, and NMW.

b. The Initial Outfitting Schedule must be provided to USACE, NHOH, and NMW for review within two weeks of receipt of the project construction schedule following IO contract award.

c. This schedule shall be updated to reflect any approved project schedule changes throughout the course of the project and within 10 days of the approved changes. Any schedule updates shall be incorporated via contract mod. See Section XI Deliverables Reference, Attachment 02 - IO Submittal Requirements & Format for items to be included in the IO-T deliverables.

4. Submittals

a. IO-T key deliverables include a minimum of three IO Submittals: Submittal #1, Submittal #2, and Submittal #3. Should any minor changes result from the review of Submittal #3, the IO Contractor shall provide a revised Final Submittal, at no additional cost, within 14 days of Submittal #3 review completion. IO project schedule provided by the IO Contractor shall include submission dates for Submittal #1, #2 and #3. Each Submittal shall be completed to 100 percent by the dates specified in the Initial Outfitting Schedule.

b. IO Contractor shall explain in the proposal information that will be provided in each of Submittals #1, #2 and #3. This information shall include a narrative description for deliverable items, including Room by Room (RBR) lists, floor plans with proposed location of commodities, commodity lists, commodity cut sheets/specifications, schedules for the project as well as any anticipated field verification and vendor visits.

c. Each submittal shall include drawings. Drawings shall include placement of CAT A (purchased and installed by GC/GOJ through NMW), CAT B (purchased by IO Contractor, installed by GC/GOJ) and CAT C (purchased and installed by IO Contractor). Drawings shall include composite as well as individual room/section/department as necessary to clearly illustrate placement of planned FF&E. All lettering in the Drawings shall be clearly legible and all drawings shall include legends for any colors, acronyms or symbols used. FF&E placed within the drawings shall be clearly drawn, labeled with Joint Schedule Numbers (JSN’s) and descriptive information so Users can readily distinguish items on the floor plan for their departments.

d. Each submittal shall include a Room by Room list with JSN’s and quantities proposed by room. In addition, each submittal shall include a roll-up summary of total quantities per JSN developed from the Room by Room. Room by Room list shall be provided in both Excel and PDF formats.

e. Each submittal provided shall be quality reviewed and signed by the IO Contractor’s Quality Control

Manager for the project. Submittals #1, #2, and #3 shall include completed cut sheets for all proposed commodities as well as JSN’s. Pricing on each cut sheet shall be consistent with pricing provided on the Room by Room and JSN roll-up commodities lists submitted to the government for this project.

f. The government shall have at least 21 days to complete a review of each Submittal. This review time shall be reflected on the IO schedule.

C. Step 2: Initial Outfitting – Commodities (IO-C)

Step 2: Initial Outfitting – Commodities (IO-C) option may be awarded at the same time as IO-T contract award or exercised at any time afterwards. IO-C includes:

1. Validating IO/T

2. Procurement (ordering, purchasing,) shipping, warehousing / storing commodities

3. Providing building protection before installation of commodities

4. Cleaning of new facilities prior to installation of commodities

5. Delivering and installing new commodities

6. Making final utility connections for commodities

7. Uninstalling reuse commodities from existing facilities and preparing them for move to new facilities

8. Certifying commodities

9. Providing final cleaning of new facilities prior to Beneficial Occupancy Date (BOD)

10. Training Users to properly operate equipment, providing Operation and Maintenance (O&M) manuals

11. Warranting all new commodities, providing warranty information for Users/NMW.

See Section XI Deliverables, Reference Attachment 01 – Responsibility Matrix. See Section XII Supplemental, Reference Attachment 18 - Master Equipment List (MEL) for all commodities.

1. For any discrepancies between the Drawings and the Master Equipment List (MEL), the MEL shall rule.

2. GSA

A letter from the USACE Contracting Officer (KO) may be requested by the IO Contractor to support procurement of commodities through General Services Agency (GSA).

3. Beneficial Occupancy

Beneficial Occupancy Date (BOD) date is the date GOJ completely turns over the newly renovated

Naval Hospital Oak Harbor to the Navy. Building construction, punch lists, commissioning and all HVAC, fire and emergency systems testing and removal of construction equipment shall be completed prior to BOD. IO Contractor may begin installation of commodities at BOD. After BOD, if any construction work by GOJ must continue, ALL GOJ construction work will be coordinated with the IO Contractor through NMW.

4. Storage

All furniture, fixtures and equipment procured by the IO Contractor and not immediately installed in the Naval Hospital Oak Harbor buliding must be stored in secure warehouse facilities and at the expense of the IO Contractor, unless otherwise specified. These secure warehouse facilities must have climate controlled space for any sensitive equipment or furniture prior to delivery to the new facility. Sensitive shall be defined as any items that the manufacturer states will be at risk if stored in a non-climate controlled area. The contractor must provide proof of full value replacement insurance up to the value of the commodities being stored at any one time. All commodities provided by the IO Contractor to the Naval Hospital Oak Harbor shall be free from damage, including but not limited to damage from inclement weather.

5. Seismic Anchoring

The IO Contractor is responsible for procuring and installing applicable seismic anchoring for commodities installed at Naval Hospital Oak Harbor.

6. Training and Transition of User Personnel

Training and transition of personnel will follow immediately after complete outfitting of the new facility. IO Contractor shall coordinate with NMW and Naval Hospital Oak Harbor Departments to schedule training and ensure Users are properly trained to operate new Furniture, Fixtures, and Equipment (FF&E). IO Contractor shall also support Users to operate in the new Naval Hospital Oak Harbor by providing ‘day in the life’ training to acclimate Users to the new facility and any new work flow patterns.

7. Government Acceptance

All FF&E installed in the Naval Hospital Oak Harbor by the IO Contractor belongs to, and is the responsibility of, the IO Contractor until the Government inspects, approves and accepts the commodities. Acceptance of installed commodities by the Government is effective when the Government inspects installation of the commodities and signs the DD250 form. Proposed dates for government acceptance of commodities shall be included in the IO Contractor’s project schedule, reviewed and approved by NMW. These dates should be re-coordinated with NMW and Users prior to any schedule revisions.

8. Billing / Invoicing

During IO-T, IO Contractor will invoice upon inspection and acceptance of Submittals 1, 2, and 3.

During IO-C, IO Contractor may issue an invoice for the installed commodities after the DD250 form for said commodities is signed by NMW. Typically, acceptance for commodities is conducted once all commodities are installed within the facility. Acceptance of uninstalled commodities will be considered on a case by case basis and at the discretion of the COR and Contracting Officer (KO), particularly those that are Category B commodities.

9. Warranty Date of Warranty for FF&E begins at acceptance of the FF&E by the government. IO Contractor shall replace or repair a warranty-covered defective item for at least one year from acceptance. All commodities shall be capable of being serviced and covered by a warranty in US. The IO Contractor must provide, within 72 hours of the completed installation and punch, a spreadsheet to the government by department, room, and JSN, listing all damages, deficiencies or missing items. Once this has been presented and approved by the government, the contractor will publish the formal list and will provide its best effort to resolve all items within 45 calendar days. Any equipment or furniture furnished by the contractor found to be defective within the one year warranty period must also be resolved as soon as possible, preferably within 25 calendar days. In the case of missing items or items requiring replacement, IO Contractor must show to the government within 14 calendar days of completed installation and punch proof of reordering of the product and list the anticipated lead time to completion. For any damages, breakages beyond repair or missing items after the relocation of reuse, the IO Contractor will have 48 hours to complete the evaluation and provide to the government the same list, as described above, and will follow the same durations to remedy.

10. Post Move Help

IO Contractor shall provide post move assistance for Users immediately after transition. This service shall be provided for a minimum of five business days.

11. Contractor Experience

a. IO Contractor shall demonstrate an understanding of logistics, capacity to meet schedule requirements and ensure quality assurance/control for IO work in the United States. IO Contractor shall demonstrate experience and understanding of federal, state, local resources, waste limits and disposal methods.

b. IO Contractor shall demonstrate an understanding of procedures and have the ability to secure

Military base access for personnel and vendors for daily and extended time periods, Letters of Invitation (LOI) process, vendor access and management during installation and site verification periods, and any certifications or security clearance requirements for Navy computer access (if required).

12. Kickoff Meeting: A Kickoff meeting will be held on-site at NHOH. This meeting is to establish the rules of engagement related to IO process, introduce members of the PDT and provide an overview of the way forward. This meeting shall include an explanation of lines of communication within and across NMW, NHOH, USACE, and IO Contractor organizations to ensure proper leadership and management support as well as efficient project execution. The USACE PM, IO Contractor PM, NHOH officers, and NMW officers, at a minimum, shall attend the Kickoff meeting. Meeting onsite will provide the PDT and IO contractors familiarization of the construction site and pertinent support facilities on and off-base that are necessary in the execution of this contract.

III. STEP 1: INITIAL OUTFITTING -TRANSITION (IO-T) REQUIREMENT

The IO Contractor shall provide Initial Outfitting Project Management services for this project and a Project Manager (IO-PM) to execute these services.

A. Project Management NMW considers project management as a methodical approach to planning and guiding project processes from start to finish. 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.

Project Management includes ensuring all IO staff meets all base access requirements, including required training, paperwork and certifications:

1. A Common Access Card (CAC) is required for IO Contractor personnel to access NMW network.

The IO Contractor Project Manager, BMET, and Transition Planner must possess CAC cards to properly conduct their work at Naval Hospital Oak Harbor. IO Contractor Project Manager, BMET, and Transition Planner shall each possess a CAC card at the time of IO Contract award, or obtain CAC cards within two weeks of award.

2. Proof of Health Insurance Portability and Accountability Act (HIPAA) certification is required for all IO Contractor personnel who may work on the Naval Hospital Oak Harbor project. HIPPA certification is required in order for any IO Contractor personnel to complete paperwork to access any section of the Navy Medicine Network.

B. Initial Outfitting Project Manager (IO-PM)

Key objectives and the role of the IO Contractor Project Manager to oversee these objectives are presented, below.

1. Oversight

IO Contractor PM (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.

2. On Project / On Site Time Periods

The PM must be identified and begin work with NMW/NHOH/USACE on the project within 14 days of contract award. The PM shall be on site for the Kickoff meeting and User meetings. The PM will be onsite at Naval Hospital Oak Harbor full time one week before delivery of CAT C commodities through the “Post Move Help” date. NHOH will provide an office area with electrical service for the IO-PM and Transition Planner to use through this time period of the project. All other office support (phones, computers, use of printers, copiers, fax machines, projectors, paper, Wi-Fi) will be the responsibility of the IO-Contractor, unless otherwise indicated by NMW.

3. Close Out

During Close-out, IO-PM shall address any outstanding issues to complete project close-out, and provide the final procurement package, warranty information, and operation manuals to NMW/NHOH for each commodity installed under this contract. Contractor proposal shall provide a narrative describing Project Manager’s work to ensure proper project close out.

4. Meetings

The IO-PM will direct the activities for each meeting described, below. The IO-PM must lead each of the following meetings:

a. Bi-Weekly PDT Meetings

b. User Requirement Meetings

c. User Review Meetings.

5. PDT Meetings

The IO Contractor shall provide a teleconference call-in number for the Bi-Weekly PDT meetings.

PDT meetings will include teleconference participation, and will be held at a time of the day to allow access for the entire PDT to participate, which will be led by the IO-PM. PDT meetings shall be listed in the IO project schedule. The IO-PM shall provide a draft meeting agenda and submit it to the Project Delivery Team (PDT) a minimum of three (3) calendar days prior to each meeting date. The IO PM shall coordinate feedback from the Project Delivery Team (PDT), finalize the agenda and confirm attendance of key participants two (2) calendar days prior to the meeting date. Agendas shall state objective, expectations, risks, status of project/minutes/reports, action items, attendees/participants, dates, times and location of meeting, and required information at time of meeting.

a. IO Schedule. IO Schedule shall be discussed at each PDT meeting. Schedule discussion shall include project progress, risks or issues and progress to resolve risks or issues, any possible schedule impacts, and any schedule impacts associated with contract modifications. All schedule changes must be incorporated via contract mod to become effective for the project.

b. Risk Report. Any project risks shall be discussed at each PDT meeting. Any items that have potential to impact the project schedule, cost or success should be noted on the Risk Report. The Risk Report shall include red, yellow and green color coding to indicate high risk, medium and low risk, respectively. Upon resolution of risk, risk shall remain on report with associated rows set to green highlight to indicate successful resolution within the Risk Report document. See Section XI, Deliverables, Attachment 10, Weekly Report Format.

c. Minutes. The IO-PM shall provide Meeting Minutes to the PDT within three (3) business days following any meeting related to this contract. 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 Submittal #1, Submittal #2 and Submittal #3.

Action items discussed and agreed upon during the PDT shall be included in the minutes.

6. User Meetings. User meetings shall be held on site at Naval Hospital Oak Harbor unless otherwise specified. User meetings shall include:

a. User Requirements Meetings. The IO-PM shall arrange all User Requirements Meetings in order to adequately complete the Submittal #1, Submittal #2 and Submittal #3 requirements. The objective of the User Requirements Meetings is to capture all known IO requirements related to the project.

i. At least two User Department representatives shall attend each User Requirements Meetings.

NMW will also attend each User Requirements Meeting. IO Contractor shall ensure a designated representative from each department attending Users meetings signs a form indicating their concurrence with FF&E decisions discussed during each User Requirements meetings. Reminder:

NMW Project Officer must approve all User changes/requests from each User Requirements Meeting.

ii. Submittal review comments shall be posted in ProjNet/Dr. Checks prior to each of the User Review meetings for Submittal #1, Submittal #2 and Submittal #3. All PDT members must have their own individual Dr Checks/ProjNet account set up prior to submission of Submittal #1. IO Contractor Project Manager shall assist IO Contractor PDT staff with ProjNet registration, including providing the required Vendor ID. Once IO Contractor staff is registered, the USACE Project Manager must be contacted to assign IO Contractor personnel and Navy personnel to the Naval Hospital Oak Harbor project within DrChecks/ProjNet.

iii. During User Requirements Meetings, at a minimum, IO Contractor Project Manager, Equipment/Space Planner, Transition Planner, and Interior Designer personnel shall be present to assist Users with review of FF&E for their respective Departments. During these meetings, IO Contractor shall provide to Users an opportunity to see the floor plans (all floor plans must include room and department names) with proposed Department FF&E positioned on the floor plans, and completed cut sheets (specifications, colors, fabrications, manufacturer, model numbers). Preferably, the IO Contractor will project the floor plan section and cut sheets on a projector for Department Users / NMW during User meetings. Users shall have an opportunity to review cut sheets/specifications prior to User meetings so they are prepared to finalize FF&E decisions during the User meetings. IO Contractor shall answer User questions and inform Users / NMW of any costs for any changes that may be necessary as a result of any proposed changes during the User meetings.

b. User Review Meetings.

The IO-PM shall arrange Review Meetings as described herein:

i. A minimum of three (3) Review Meetings are required. These meetings shall be scheduled to begin within ten days of closing the ProjNet/Dr Checks review for each submittal (#1, #2 and#3).

ii. The first review meeting shall address Submittal #1 and shall be conducted on site* as well as via teleconference with at least one NMW Navy Project Officer, User Department representatives, USACE PM, IO Contractor Project Manager and Equipment Planning / Interior Designer participating.

iii. The second review meeting shall address IO Submittal #2 and shall be conducted on site* as well as via teleconference with at least one NMW Navy Project Officer, User Department

iv. The third review meeting shall address IO Submittal #3 and shall be conducted on site* as well as via teleconference with at least one NMW Navy Project Officer, User Department

v. The IO Contractor shall provide to the NMW Navy Project Officers a ‘Change Tracker’ spreadsheet of all commodity changes within 10 calendar days of the completion of each Review Meeting. A list of changes approved by NMW during User meeting shall be included in each subsequent Submittal. A Change Tracker of NMW approved changed shall be provided to the government after each Submittal Review meeting.

*On site review meetings are acceptable if they coincide with other on-site project activities and are held at no additional cost to government

c. Additional Meetings

i. IO Contractor may be asked to provide an overall project status report to NMW.

ii. IO Contractor may be asked to provide Public Affairs / Ribbon Cutting Plan, Artwork design and/or Interior design to NMW.

iii. IO Contractor PM shall be available to meet (in person if on site, or via phone/teleconference if off site) with NMW at any time during normal business hours at NHOH throughout the duration of the IO project / contract.

7. Change Management The IO-PM shall oversee the IO Change Management process.

a. IO-PM shall track UCR’s and Change Tracker documents. All UCR’s and Change Trackers should include a spreadsheet to clearly compare the original commodity list with the requested changes. Costs associated with the change must be presented with the spreadsheet. See XI. Deliverables, Attachment 10 - Weekly Report Format, Attachment 11 – IO-C Change Order Tracker, and XII Supplemental, Attachment 20 - User Change Request (UCR) form.

b. No changes may be made arbitrarily by the IO Contractor. A contract modification must be executed before any changes can be made to the IO contract. Any changes proposed by the IO

Contractor must be reviewed and approved by NMW, then submitted to USACE for approval and execution via a contract modification before any action can be taken on the proposed changes. Only the USACE Contracting Officer has the authority to authorize and execute changes to the IO Contract. USACE will not authorize an IO Contractor to operate ‘at risk.’

c. Changes During IO-T / Planning

For any changes to the IO contract after award and during the IO-T Planning phase, the following change management protocol applies:

1. For each User Requirements Meeting for each Department: IO Contractor, User representatives for each Naval Hospital Oak Harbor department and at least one NMW Project Officer will review the proposed commodity items and floor plans for the Naval Hospital Oak Harbor project.

2. Any changes proposed by either the Users or the IO Contractor must be reviewed and approved by the NMW Project Officer. IO Contractor shall advise Users and NMW of any associated work and potential additional costs associated with any change in IO commodities. (For example, any additional re-design of floor plans to accommodate a change in furnishings, any additional accessories necessary to make equipment operational, etc.) IO Contractor shall advise Users and NMW of any associated work and potential additional costs associated with decisions to reuse any commodities. Any changes which result in additional costs shall be fully explained by the IO Contractor, including any labor, materials, man hours, special equipment or considerations to accomplish the requested change.

3. During User meetings, all NMW Project Officer-approved changes must be noted on a meeting document by the IO Contractor. This document shall be signed by the User department representative, NMW Project Officer, and the IO Contractor before the conclusion of each User department meeting.

4. Upon completion of all each User meetings, the IO Contractor shall list all commodity changes for all departments within the Naval Hospital Oak Harbor on a Change Tracker. The Change Tracker will be issued with each Submittal. See Section XI. Deliverables, Reference Attachment 11- IO-C Change Order Tracker. Commodities on the Change Order Tracker shall be listed as either a credit (for items eliminated or reduced in quantity) or an addition (for items increased in quantity). A descriptive explanation will be listed on the Change Tracker beside each approved change.

5. Within 10 calendar days of each User Submittal Review meeting, the updated Change Order Tracker shall be provided by the IO Contractor to NMW, along with proposed pricing for all changes to include cut sheets or detailed specifications for commodities that were not part of the original contract award, for NMW review and approval. Upon NMW approval of the Change Order Tracker, NMW Project Officer shall submit a signed PDF version of the Change Order Tracker list to the IO Contractor. The IO Contractor shall submit the NMW-signed PDF version of the approved Change Tracker list, along with an Excel version of the same list, to the USACE PM for review. The final, approved Change Tracker shall be incorporated via contract mod.

6. USACE PM will:

a. Review proposed Change Tracker and coordinate with NMW, as needed, for any clarifications;

b. Consult with USACE Contracting on any items in questions;

c. Coordinate development of a cost estimate for the Change Tracker;

d. Provide final change documents to USACE Contracting; and

e. Coordinate funding for Change Tracker.

7. USACE Contracting will enter into negotiations with the IO Contractor regarding the proposal, if necessary.

8. USACE Contracting will compare cost estimate and IO Contractor Change Tracker to ensure proposed costs are fair and reasonable. USACE Legal Counsel will conduct legal sufficiency review of mod, if necessary.

9. USACE Contracting Officer will issue the proposed mod to the IO Contractor for review and approval.

10. Upon receipt of the IO Contractor-signed approval for the mod, the USACE Contracting Officer will execute a contract mod to incorporate the proposed changes and copy the contract mod to NMW and the IO Contractor.

11. IO Contractor may act on changes included within the contract mod once mod is executed by the KO.

d. Changes During IO-C, After Planning Phase

For any changes to the IO contract after the IO-T Planning phase, the following change management protocol applies:

1. Any IO project changes proposed by the IO Contractor shall be submitted to NMW for review and approval. IO Contractor shall include a description for the proposed work, a list of any associated commodities and a Rough Order of Magnitude cost estimate (ROM)). Upon NMW approval, NMW shall provide approved changes to the USACE PM. USACE PM will coordinate with USACE Contracting to ensure proposed changes are acceptable within the framework of the IO Contract.

USACE PM and Contracting will coordinate with NMW for any necessary discussions.

2. Any commodity changes requested by NMW may be provided directly to the IO Contractor for inclusion on a Change Tracker. Any changes requested by NMW which may require a scope of work shall be requested by NMW on a User Change Request (UCR) form and submitted to USACE PM and Contracting. These requests should include a description of the proposed work and a list of any associated commodities.

3. USACE PM will coordinate with NMW, IO Contractor and USACE Contracting, as necessary, for any discussions and additional information to finalize proposed change documents.

4. USACE PM will coordinate development of a cost estimate for all proposed changes.

5. USACE PM will coordinate and provide final change documents to USACE Contracting.

6. USACE Contracting will issue an RFP to the IO Contractor and a copy of the RFP to NWM and

USACE PM.

7. IO Contractor will provide a proposal to USACE Contracting, who will then copy the proposal to

NMW and USACE PM.

8. USACE Contracting will compare the IGE/cost estimate and IO Contractor cost proposal.

9. USACE Contracting will enter into negotiations with the IO Contractor regarding the proposal, if necessary.

10. Final proposal will be provided to NMW and USACE PM for final review and sign off. USACE PM will coordinate funding with NMW.

11. USACE Legal Counsel will conduct legal sufficiency review of mod in the event a mod exceeds $500K.

12. USACE Contracting Officer will execute a contract mod to incorporate the proposed changes.

13. Contractor may act on changes included within the contract mod.

e. In the instance that an item (proposed for the project) is no longer available, a suitable replacement of equal or greater quality shall be provided at no additional cost to the Government. However, the IO Contractor shall submit the manufacturer's product data sheet for the replacement item for review and approval by Navy Medicine West Project Officers, the Contracting Office (KO) or Contracting Officer's Representative (COR).

f. For each Commodity change proposed, the IO Contractor shall provide: Existing commodity (commodity being removed or replaced) and / or Proposed commodity (new or replacement) cut sheet with JSN; any accessories and utilities required for proper operation for new or replacement item; specifications, including but not limited to: dimensions, colors and composition/fabrications; manufacturer; warranty information; all costs; and current location and proposed location for new/replacement commodities. Room by Room list and floor plans shall be updated with the new or replacement commodities. Contractors are responsible for ensuring they compete each additional commodity amongst its subcontractors in order to achieve a best value determination for each commodity.

All commodities shall be brand name or equal. In addition the commodities shall be under a warranty.

E. Quality Control.

1. IO Contractor shall maintain Quality Control for the IO project and ensure that all deliverables are provided in accordance with this scope of work.

2. The designated IO Contractor Quality Control manager will certify and initial next to every line item of the Schedule of Deliverables for all items provided and completed. In addition, QCM is responsible for ensuring all commodities in the design and for procurement are properly validated to meet the condition of the building for proper installation and operation.

3. A copy of the certified and initialed Schedule of Deliverables shall be included with Submittal

#1, Submittal #2 and Submittal #3.

G. Submittal #1, Submittal #2 and Submittal #3

The IO-PM shall ensure requirements for each Submittal #1, Submittal #2 and Submittal #3 are provided in accordance with this contract in both format and content. See Section XI. Deliverables, Reference, Attachment 02 - IO Submittal Requirements & Format.

The IO Submittals are for the planners and vendors/buyers as much as they are for the Government. Their importance, thoroughness, and timeliness cannot be emphasized enough. Inability to meet these requirements will have a direct impact on implementation, funding and the project schedule. They are the source documents for identifying who is responsible for providing what commodities, utilities and requirements necessary to install equipment, furniture and systems, costs to procure critical items, and identifies accessories and options to systems/equipment.

NOTE: The Room by Room List example, provided in Section XI Deliverables, Reference, Attachment 07 - Room x Room List Format, shall note what items/systems are being relocated, the room the items/systems are being moved from and the room they are being moved into.

The government shall have at least 21 days to complete Submittal reviews.

H. Additional Administrative Requirements

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. The alternate shall be on site and act for the IO-PM for every work day the IO-PM is not at work.

Any IO Contractor personnel that work on-site for more than 14 days will be required to attend the NMW orientation program and comply with the NMW training, building, and any LAN or Department of the Navy (DON) access requirements.

IV. TRANSITION PLANNING

The IO Contractor shall provide Initial Outfitting Transition Planning services, a Transition Plan and a Transition Planner for this project.

The Transition Planner shall begin work on the project within fourteen (14) days of contract award.

A. Transition Planning Transition Planning includes inventorying existing commodities, developing a plan for new and reuse commodities and creating transition plans and schedules.

B. Transition Planner / Relocation Specialist

The Transition Planner’s overall duties include, but are not limited to, those duties listed below:

1. Develop the overall Transition Plan (See Transition Timeline Restriction, NOTE 2, below.)

a. Develop an overall Master Schedule

b. Develop conceptual advance planning

c. Identify all occupancy milestones

d. Detail implementation plans and move sequencing, prepare and setup

e. Compile a manual of detailed move plans for every location

f. Create an orientation program to ensure that staff and occupants will be completely familiar with the new site

g. Establish a relocation execution plan

h. Develop a lessons learned and post-move clean-up plan

2. Support the IO-PM to ensure all the deliverables are met that are called for in Section XI.

Deliverables, Reference, Attachment 14 – QC Signoff are completed and submitted appropriately as required.

NOTE 1: The IO Contractor shall plan his/her activities around the Construction Schedule, which will be provided by the NMW Navy Project Officers. The IO Transition Planner shall ensure the key milestones and activities listed are incorporated into the project’s Master Construction Schedule and are routinely updated and distributed to all members of the PDT as things change.

3. Develop the IO Master Schedule: The Transition Planner shall develop an IO Master Schedule including, at a minimum, the Project Milestones, for the Naval Hospital Oak Harbor

a. General Contractor (GC) Construction Completion, including any early occupancy dates.

b. IO-T and IO-C Award Dates

c. Construction Durations

d. Outfitting Durations – For early occupancy and from Beneficial Occupancy Date (BOD) to OFB dates

e. Final Acceptance – Government signing of DD250 after inspection of installed FF&E

4. Initial Outfitting – Transition (IO-T) Activities

a. IO-T User Interviews

b. IO-T Key Meetings (noted under Project Management section)

c. IO-T Review/Resolution Conferences

d. IO-T Submittal #1, Submittal #2 and Submittal #3 Dates

e. IO-T Review Periods

f. IO-C Negotiation Period

g. IO-C Award Date.

5. Initial Outfitting- Commodities (IO-C) Activities (for each phase).

a. Ensure the contractor maintains oversight and security of the work site until transition is complete.

b. Procurement Dates to include lead times for products and ordering dates

c. Transition periods (For new construction, the transition period is between the Beneficial

Occupancy Date (BOD) and the Open for Business (OFB) date.

d. Delivery Dates (for furnishings, equipment, etc.)

e. Dates that the IO Contractor needs to access certain locations to install existing/new items prior to BOD.

f. Move and installation date / period for existing commodities,

g. Installation date/period for new commodities, including low voltage systems

h. Move and installation date/period

i. Testing/certification dates of installed equipment

j. Last minute repair, modifications by on-site personnel to complete installation of new / reuse equipment

k. Acceptance dates for all furnishings and equipment.

l. Cleaning (all dates/periods for cleaning) of facility after installation of equipment and furnishings

m. O&M Manual delivery date to Naval Hospital Oak Harbor building manager though NMW.

n. Warehousing/storage period

o. IO Commodity Requirements

p. Reconfigure and reuse of existing commodities

q. Coordination for movement of items under contract by third party contractor (printers, copiers, etc.)

NOTE: Reuse items with Lease and Maintenance agreement items: To prevent cancellation of warranties, IO Contractor shall not move reuse items for which a lease and maintenance agreement is in place. NMW/IO Contractor shall coordinate the move of these items with the reuse items’ lease and maintenance companies.

C. Transition Plan (by Department and Room)

The Transition Planner shall prepare a Transition Plan for the Naval Hospital Oak Harbor staff impacted by the project. This document is intended to be used primarily by the Naval Hospital Oak Harbor departments. It shall communicate key activities that will impact staff, patients and operations and shall be coordinated with the Construction Schedule for the Naval Hospital Oak Harbor. The Transition Planner shall ensure the Transition Plan is routinely updated and distributed to the NMW Navy Project Officers and USACE PM as things change.

The Transition Plan shall be developed for each floor of the Naval Hospital Oak Harbor and include each of the items, below:

1. Beneficial Occupancy Date (BOD) for each department.

2. Delivery Dates

3. Installation Dates

4. Move/Transition Dates

5. Installation Dates, to include outfitting period

6. Testing/Certification Dates

7. Scope of move

8. Move number

9. Move phasing

10. Head counts

11. From/To Locations (by building and room number)

12. Communication

13. Open for Business (OFB)

14. Instructions/comments to occupants/users

15. Delivery/Installation/certification dates for IO items

16. Warranty Start/Stop Dates for all IO procured furniture and equipment

17. Acceptance Date. Date government takes acceptance of IO-C.

18. Move reuse equipment and furniture items from existing to building 993 NAVAL HOSPITAL OAK

HARBOR or any temporary storage building within Naval Air Station Whidbey Island

19. Move DRMO equipment and furniture items from NAVAL HOSPITAL OAK HARBOR to DLA

Disposition services located at Joint Base Lewis-McChord (9671 Prescott Ave).

20. DRMO, or excessing, plan

NOTE: Items classified as DRMO shall be removed from the IO project site(s) by the IO Contractor according to the IO schedule. The IO Contractor may dispose of the DRMO items by their own means, or coordinate with JB DLA Lewis-McChord officials for receipt of DRMO’d items according to an agreed-upon schedule. Please note that DRMO site may have limited working hours. Any reuse items requiring decommissioning (i.e., freezers) before they are sent to DRMO, shall be decommissioned by the Users before they are turned over to the IO Contractor for disposal. IO Contractor will also assist in the completion of DD Form 1149, Requisition and Invoice/Shipping Document for each piece of equipment that will be disposed through DRMO.

E. Low Voltage / Communications System Plan

The IO Contractor shall provide a Low Voltage and / or 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 Section XI, Deliverables, Reference Attachment: 1 Schedule of Deliverables, Low Voltage tab. 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 Naval Hospital Oak Harbor standards and specifications are met. This consultant shall ensure all low voltage information is provided in each Submittal #1, Submittal #2 and Submittal #3

F. Master Equipment List

The IO Contractor shall provide an unlocked (editable) Microsoft Office Excel spreadsheet listing all commodities and the respective Joint Schedule Number (JSN), category code and other information as required in Section XI, Deliverables, Reference Attachment 12 -Model IO Spreadsheet Example.

G. Casegoods

The IO Contactor shall plan and develop the requirements for all case goods items outlined in Section XI, Deliverables, Reference Attachment 01 - Schedule of Deliverables, IO-C (FFE) tab. See also Section XII, Supplemental, Reference Attachment 18 - Master Equipment List. The IO Contractor shall coordinate and conduct user interviews, develop an existing inventory list, establish reuse and new requirements, and determine excess/disposition items. The IO Contractor shall ensure the NMW standards and specifications are met. The IO Contractor shall ensure all required clinical case goods information is provided in Submittal #1, Submittal #2 and Submittal #3.

Moving, warehousing and installing Case goods reuse commodities are the responsibility of the IO Contractor.

H. Space Planning- Furniture & Furnishings - Comprehensive Space Plan

IO Contractor shall validate existing commodities list and provide a furnishings consultant to provide space planning services, facilitate and implementation interior design for the project (See Attachment 9). The furnishings consultant shall coordinate and conduct user interviews, review existing inventory list, establish reuse and new requirements, and determine excess/disposition items. This consultant shall ensure the NMW standards and specifications are met. The furnishings consultant shall ensure all information is provided in Submittal #1, Submittal #2 and Submittal #3. Moving, warehousing and installing Furniture and Furnishings Reuse commodities are the responsibility of the IO Contractor.

I. Artwork

1. Artwork shall be comprised of artwork photography of the Oak Harbor area, and of comparable quality to that created for and installed within Naval Hospital Oak Harbor.

2. Artwork examples, quantity and placement shall be provided in each Submittal for NMW approval to proceed with the next submittal.

3. Removing, preparing for move, moving, warehousing and installing new and any reuse Artwork are the responsibility of the IO Contractor.

4. If any site…