W9127S-17-R-6028_Amendment_0002.pdf

W9127S-17-R-6028

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to incorporate contractor questions and government responses. The master bid schedule and solicitation have been updated to reflect government responses.

This amendment w ill also extend the proposal due date to May 2, 2017 at 1:00pm central time.

All other terms and conditions of the solicitation remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 39

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 18-Apr-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W9127S-17-R-6028

X 9B. DATED (SEE ITEM 11)

21-Mar-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

18-Apr-2017

CODE

CONTRACTING DIVISION

USACE, LITTLE ROCK (W9127S)

700 W. CAPITOL AVE, RM 7315

LITTLE ROCK AR 72201-3225

W9127S 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 26-Apr-2017 12:00 PM to 02-May-2017 01:00 PM.

The following have been modified:

ADDENDUM TO FAR 52.212-1

A. Addendum to FAR 52.212-1, Instructions to Offerors – Commercial Items

1. Submission of Offers. Submit signed and dated offer at or before the exact time specified in this solicitation. Failure to provide all required documents or information may exclude the offeror(s) from further consideration. Both the electronic copy and paper/hard copy offer shall be accepted at the address identified below. Only signed offers submitted on the SF 1449 shall be accepted. Emailed and faxed proposals shall not be considered.

Submit proposals to:

CONTRACTING DIVISION

USACE, LITTLE ROCK

(W9127S) ATTN: TIMOTHY

PIGHEE

700 W. CAPITOL AVENUE, RM 7315

LITTLE ROCK AR 72201-3225

The Packaging:

The Proposals shall be marked:

“Proposals for Solicitation Number: W9127S-17-R-6028, Walter Reed Dental Clinic IO Project, “DO NOT OPEN”

a. Electronic submissions via email or fax shall not be accepted. Offers should be mailed through a commercial/Government carrier or hand carried.

b. This is an electronic solicitation release. No hard copies shall be mailed.

Amendments to the solicitation shall be posted through the Federal Business Opportunities www.fbo.gov website. It is the responsibility of each Offeror to review the webpage for notice of amendments, updates, or changes to current information.

c. All interested offerors must contact Mr. Timothy Pighee for access to all solicitation attachments at Timothy.A.Pighee@usace.army.mil. All offerors shall include the following information with request:

Company Name Employee Name Email Address Telephone Number

d. Questions and/or comments relative to these documents should be submitted via e-mail to the Contract Specialist who is the primary point of contact Mr. Timothy Pighee at Timothy.A.Pighee@usace.army.mil.

e. Technical inquiries and questions relating to proposal procedures are to be submitted via ProjNet at http://www.projnet.org/projnet . To submit and review bid inquiry items, bidders shall need to be a current registered user or self-register into system. To self-register go to web page identified above please use the following directions:

Click BID tab select Bidder Inquiry, select agency USACE; enter Key for this solicitation listed below, and your e-mail address, click login.

Fill in all required information and click create user. Verify that information on next screen is correct and click continue.

From this page you may view all proposal inquiries or add inquiry.

Offerors shall receive an acknowledgement of their question via email, followed by an answer to their question after it has been processed by our technical team.

The Solicitation Number is: W9127S-17-R-6028 The Bidder Inquiry Key is: P6HZ3C-7C36PY (per amendment 01 dated 03-24-17)

Changed to: 98FFEB-6VNZ5J The Review shall be open from March 24, 2017 through March 30, 2017

Offerors are requested to review the solicitation in its entirety, review the Bidder Inquiry System for answers to questions prior to submission of a new inquiry.

Offers shall NOT be publicly opened. Information concerning the status of the evaluation and/or award shall NOT be available after receipt of proposals

Oral explanations or instructions are not binding. Any information given to an offeror which impacts the solicitation and/or offer shall be given in the form of a written amendment to the solicitation.

As this is a competitive negotiation acquisition, there is no public bid opening and no information shall be given out as to the number of Offerors or the results of the competition until an award is made.

2. General Instructions. These instructions are designed to provide general guidance for preparing proposals as well as providing specific instructions on proposal organization, format, and content. Offerors shall include all documents and information requested and should be submitted in accordance with the instructions. The Offeror is cautioned to follow the instructions carefully, as the Government reserves the right to make an award based on initial proposals received without discussion. However, the Government reserves the right to request clarifications if the Contracting Officer later determines them to be necessary.

a. If an offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise unsound, the offeror shall immediately notify the PCO in writing with supporting rationale prior to the close of the Solicitation.

b. The proposal must be presented in a manner that clearly addresses the requirements, as set forth in the Statement of Work. Proposals that are overly verbose or include marketing material may distract from the evaluators’ ability to ascertain compliance with the solicitation.

3. Team/Team Member(s)/Teaming Partner(s). The Government shall consider the offeror and all subcontractors a “team” when evidence of a signed Teaming Arrangement or Letter of Intent is provided. This RFP shall refer to the offeror and all identified teaming subcontractors as a “team.” This RFP shall refer to all identified teaming subcontractors as “team members” or “teaming partners.” The offeror shall identify any Team/Team Members in their Executive Summary and briefly describe how the Teaming Arrangement shall be support this requirement.

4. Proposal Preparation Instructions. Offeror’s proposal shall consist of two (2) separate volumes: Price and Technical.

Proposal Format. All pages of each offer must be appropriately numbered and identified with the solicitation number W9127S-17-6028 in the header and/or footer of each page. If the RFP page limits are exceeded, the pages in excess of the limit shall be removed and not evaluated.

Electronic copies of the two (2) volumes shall be provided in the quantities indicated below. Volume I and Volume II shall be submitted on two (2) separate CD-ROMs. Page limitations are also annotated.

Volume Contents Format Number Of

Copies Maximum Page

Limit

Volume I

Price Proposal

Executive Summary Signed SF 1449 Price Schedule Cut sheets and specifications for all commodities

Attachment 1, Bid Schedule Worksheet

Preaward Information

Representations and Certifications and Other Statements of Offerors

Adobe PDF for all documents.

MS Excel

2007 or Later for

Attachment 1, Bid

Schedule Worksheet

1 Hard Copy

2 CD ROMs

None

Volume II

Technical Proposal

Past

Performance

Technical Approach Past Performance

Information

Adobe PDF

1 Hard Copy

2 CD ROMs

26 page count for the technical approach only and shall be: 8.5 x 11 inch paper, 12 pt.

font or larger, except for the IO Master Schedule

There is no page limitation for Tab B, Past Performance.

Volume Labels. All original volumes and copies shall have cover sheets that identify volume number, title, copy number or “Original,” solicitation number, and Offeror’s name

What Counts As A Page? A page shall be an 8 ½ X 11” sheet of paper, with the exception of the sample integrated master schedule which can be 11” X 17” paper size.

When both sides of a sheet display printed material, it shall be counted as two pages (For paper/hard copies). Letter size and spacing requirements for illustrations and tables can be at the discretion of the offeror but must be easily readable. Margins shall be at least 1 inch on the top and bottom and 3/4 inch on the side. The Contractor shall number each page in order to eliminate any confusion. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

Page Limit Includes: All Appendices, Charts, Graphs, Diagrams, Tables, Photographs, Drawings, etc.

Page Limit Does Not Include (For Paper/Hard Copies): Title Page, Table of Contents, Lists of tables and drawings and/or Cross Reference Matrix’s, covers for Volumes, Glossary of Terms/Abbreviations and Acronyms, Indices, and section dividers. Cross-references should be utilized to preclude unnecessary duplication of data between sections.

Copies. Volume I and Volume II shall each have their own CD-ROM.

Proposal Labels. The exterior of the envelope or box containing proposal Volumes, either mailed or hand delivered, shall be labeled with Offeror’s name, title, solicitation number, and marked “ Package X of X” (with “X” indicating the number of packages) and “To be Delivered Unopened to the Contracting Officer.”

Electronic Copies.

a. All electronic copies of volumes shall be submitted on its own CD-ROM disk with a separate file for each Tab in Volumes I and II.

b. Sound or video (e.g. MPEG) files should not be embedded into the proposal files.

c. The CD-ROM and protective sleeve shall be clearly marked as to volume number, Offeror's name, solicitation title, solicitation number, and marked as “Initial” or “Revision X,” with “X” indicating the number of the revision. Elaborate CD-ROM disk labels are not required or desired.

Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each.

No pricing information is to be presented in any part of the proposal outside of the Volume I.

Change Pages After Initial Proposal Submission. If the Government opens discussions and requests the offeror submit proposal revisions, during or after discussions, any changed pages that are submitted shall be a different color from the original proposal pages, and shall have changed information clearly marked by a vertical line in the right margin of the page identifying the changed content. The date of the revision and revision number shall be reflected on each changed page (preferably on, or next to, the vertical change line). Make spreadsheet revisions obvious by highlighting cells that changed. Page limitations may also be placed on responses to Evaluation Notice (ENs). The Government shall identify specified page limits for ENs responses in the letters forwarding the ENs to the offeror.

a. Volume I – Price Proposal

TAB A – Executive Summary. Provide an executive summary that describes the significant attributes and theme of its proposal and introduces the contractor’s team.

This should also include a contact list (with phone numbers, fax numbers, mailing addresses, e-mail addresses, etc.) to include personnel authorized to sign for and to negotiate on behalf of their company.

TAB B – Completed and Signed SF 1449 and acknowledgement of all amendments.

The SF 1449 shall be submitted fully completed. The offeror is cautioned that the SF 1449 must contain a signature in block 30a. of the form. The contractor shall acknowledge all amendments to the RFP in accordance with the instructions on the SF 1449 and with Addendum to FAR 52.212-1, Instruction to Offerors Commercial Items.

TAB C –Contract Pricing Schedule, to include all supporting data. The pricing schedule shall be submitted fully completed and error free. It shall contain the Offeror’s prices for the established Contract Line Item Numbers (CLINs). Please submit the following information to support your IO pricing and understanding:

CLIN 0001 – IO-T: Includes planning services, commodity validation, project management, transition, move planning, inventory, and space development of commodities, lists and requirements in accordance with the Statement of Work (SOW).

CLIN 1001 (OPTION) – IO-C:. This includes the procurement, delivery, installation, transition, disposition, and warranting of commodities planned during IO-T in accordance with the Statement of Work (SOW).

TAB D – This tab shall include the cut sheets or specifications of all commodities that are being priced in the offer.

TAB E – Pre Award Information (e.g. Bank and Supplier References). In accordance with FAR 9.103(a), “Purchases shall be made from, and contracts awarded to, responsible prospective contractors only.” So that the Government can make a determination of Contractor responsibility, a prospective contractor must meet the standards as set forth in FAR 9.104 that requires a contractor to have adequate financial resources to perform the contract or the ability to obtain them.

As an aid in assessing responsibility, the offeror shall notify their banks/suppliers that the Corps of Engineers may be contracting them, and shall authorize the banks/suppliers to release the following information regarding the Offeror’s account. If a written authorization is required by the Offeror’s bank. Offeror’s shall provide that written authorization with their proposal. The following information shall be provided:

Name and Telephone Number of Bank’s Point of Contact Number of Years business has been conducted with each bank Types of open accounts (checking, savings, loans, etc.)

Balance of current accounts (the banks shall provide a “range of figures” for this information such as medium five-figures range) Means by which loans are secured and if paid as agreed Point of Contact and Telephone Number for three (3) different Suppliers

Pre-award survey data shall be used as it relates to the probability of the offeror successfully accomplishing the proposed effort. The Government shall use pre-ward survey data provided by the Offeror and data obtained by other sources to perform this assessment.

TAB F - Representation, Certifications, and Other Statements of Offerors. The offeror shall ensure that Representation, Certifications, and Other Statements are submitted thoroughly completed with all blocks in each certification/representation completed truthfully and completely.

b. Volume II – Technical Proposal. The Technical proposal shall not exceed the specified page limits listed in the table above (26 page count). The Government shall not review any information submitted in an appendix or attachment to the proposal in excess of the establish limits. The offeror shall comply with the page limitations. The Offeror shall not submit verbatim sections of the solicitation or SOW as part of their technical proposal. Offerors that do not meet these requirements may be subject to rejection. The

Technical proposal shall not include any cost or price information.

(1) TAB A Table of Contents

(2) TAB B Glossary of Abbreviations and Acronyms

(3) TAB C Technical Approach TAB C1 – Company/Team Qualifications and Experience TAB C2 – Transition Planning and Execution TAB C3 – Master Schedule and Approach

(4) TAB D Past Performance

The Technical Proposal should include, at a minimum, the following information.

TAB C1 – Company/Team Qualifications and Experience. The Company/Team Qualifications and Experience must reflect a clear understanding of the program’s objectives, operating environment, and the demands and constraints in regards to the customer supported.

The Offerors approach shall include:

A narrative that reflects the Offeror’s overall understanding of the Initial Outfitting program requirement as required by the Statement of Work to include corporate experience that is relevant and recent, as it relates to the Statement of Work in executing Initial Outfitting Work.

Offerors shall include not more than four 1 page project information sheets (included in the 26 page count) each for the prime and each major sub-contractor. Each page shall contain only one project. Offerors shall not include a listing of projects. Projects must be recent (completed or at least 50% complete within 3 years from the issue date of this RFP) and relevant (IO for medical facilities) to be considered for evaluation. The following information shall be included on each project information sheet:

The team member submitting the project

Project description to include at minimum customer, location, general scope, size, dollar value, percent complete or date completed and any problems encounter and how, those problems were overcome

Role/Description of responsibilities for the project

Customer POC with telephone number

Offerors shall include a description of the relationship to each of its teaming members to include any major sub-contractors as well as the roles and responsibilities of each teaming member and major sub-contractor for which corporate experience is submitted for consideration.

Offerors shall provide a staffing matrix which identifies all personnel on their team and the qualifications that they possess in order to satisfy the minimum requirements of Section VI in the Statement of Work.

TAB C2 – Transition Planning and Execution. Offerors shall submit a sample Transition Plan (1-Page), using the Statement of Work, demonstrating a methodology for transition planning and an understanding of key milestones and coordination details involved in moving staff and departments. Provide a level of detail that indicates an understanding of the requirements for meeting and fulfilling the SOW. The evaluation shall focus on the Offeror’s:

Ability to develop a complete, accurate and concise transition plan;

Provide narrative explaining methods, processes and approaches to plan development;

Provide narrative explaining methods, processes and approaches to coordinating key milestones with dynamic Construction schedule; and

Understanding of risks associated and mitigation strategies required for IO transition planning.

TAB C3 – Master Schedule and Approach. Offeror’s shall submit a sample IO Master Schedule (1 page), using the Statement of Work, focusing on the Offeror’s ability to schedule and coordinate critical aspects of the IO process. The evaluation shall focus on the Offeror’s:

Ability to develop a complete, accurate and concise IO Master Schedule;

Provide a Departmental/room level relocation schedule, showing original and proposed location;

Provide narrative explaining methods, processes and approaches to schedule development;

Provide a narrative explaining the Offeror’s understanding of the risks associated and mitigation strategies required when it comes to the approach to the master schedule.

TAB D – Past Performance. The Past Performance Questionnaire (PPQ) included in the solicitation is provided for the offeror or its team members to submit to the client for each project the offeror includes in its proposal for Factor 3 of all relevant (same or similar items) health- care/IO contracts of the Prime Contractor that are complete or at least 50% complete within the last 3 years. Ensure correct phone numbers and email addresses are provided for the client point of contact. Completed Past Performance Questionnaires should be submitted with your proposal. If the offeror is unable to obtain a completed PPQ from a client for a project(s) before proposal closing date, the offeror should complete and submit with the proposal the first page of the PPQ, which shall provide contract and client information for the respective project(s). Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government’s point of contact, Mr. Timothy Pighee via email at timothy.a.pighee@usace.army.mil prior to proposal closing date. Offerors shall not incorporate by reference into their proposal PPQs previously submitted for other RFPs.

However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

Offerors may provide details on past performance problems and corrective actions taken as a part of the proposal. When an Offeror’s firm is divided into severable segments (e.g., division, group, unit) the Government shall evaluate only the past performance of those segments of the firm that shall actually perform the work. Additionally, if Offeror has no relevant past performance, information may be provided for key subcontractors.

The offeror shall submit, along with the information required in this paragraph, a consent letter, executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information. For each identified effort for a commercial customer, the offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the Offeror's performance.

Recency Assessment. To be recent, the effort must be ongoing or must have been performed during the past three (3) years from the date of issuance of this RFP. Information that fails the recency assessment shall not be evaluated.

Relevancy Assessment. To be relevant, the effort must be similar to the nature of work, size, magnitude, complexity and scope to the work required by this RFP. The Government shall conduct an in-depth evaluation of all recent performance information provided to determine if it is the same or similar in nature, size, and complexity to the services/products being procured under this RFP. In determining relevancy for individual contracts, consideration shall be given to the effort, or portion of the effort, being proposed by the offeror, teaming partner, or subcontractor whose contract is being reviewed and evaluated. Relevant experience information that fails this condition shall not be evaluated.

The Government reserves the right to obtain past performance data from other sources than those identified by the offeror in evaluating past performance. This includes, but not limited to, the Past Performance Information Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), or other databases; interviews with Program Managers, Contracting Officers, and Fee Determining Officials; and the Defense Contract Management Agency. Offerors are reminded that both independent data and data provided by Offerors in their proposals may be used by the Government to evaluate offeror past performance. However, the burden of providing thorough, complete, and current past performance information as requested in this paragraph remains with the Offerors. Proposals that do not contain the information requested by this paragraph risk rejection or a less than acceptable performance rating by the Government. All past performance comments received shall be taken into account and could affect the overall rating.

The overall past performance evaluation is a subjective decision based on the whole of all data received. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.

While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror.

STATEMENT OF WORK

STATEMENT OF WORK

FY17 WALTER REED NATIONAL MILITARY MEDICAL CENTER DENTAL CLINIC INITIAL

OUTFITTING

BETHESDA, MARYLAND

All interested offerors must contact Mr. Timothy Pighee for access to all solicitation attachments at Timothy.A.Pighee@usace.army.mil. All offerors shall include the following information with request:

Company Name Employee Name Email Address Telephone Number

A MANDATORY SITE-VISIT was held February 22, 2017. Only offers from contractors that attended the mandatory site-visit will be considered.

I. INTRODUCTION

The Walter Reed National Military Medical Center Dental and Maxillofacial Clinic Initial Outfitting (hereafter, WRNMMC Dental Clinic IO) is part of a major renovation of the military medical campus. The scope of this contract is for the initial outfitting of WRNMMC Building 9, which is an approximately 20,000 SF Dental/Oral- Maxillofacial clinic onboard the hospital grounds on Naval Support Activity Bethesda, Maryland. The project will be in two phases; approximately 80% of the building will be turned over at Phase I BOD, and the remaining 20% will be turned over at Phase II BOD.

The anticipated project schedule is as follows:

Phase I BOD: October 2017

Phase II BOD: March 2018

Clinic OFB: June 2018

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

Development of the IO requirements and IO integration into the project shall be accomplished concurrently with general construction contract.

II. INITIAL OUTFITTING OVERVIEW

Initial Outfitting (IO) is any commodity-related planning, procurement, installation, certifying, transition, training and warranting required to equip 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 Step 2 IO-C, throughout the duration of the project.

WRNMMC 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 existing spaces into the new clinic. 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 WRNMMC.

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 to develop complete equipment packages and developing program 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 Dental Clinic 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 WRNMMC 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 shall 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 DOD 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 shall be located for proper operation by Users.)

f. Ensure all commodities have all attachments or accessories necessary for proper operation (complete and usable prior to acceptance).

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

h. Ensure DOD 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, shall be made by the WRNMMC Project Officers after reviewing and approving in writing.

i. Following validation of commodities, reuse commodities should be denoted as “reuse-DRMO” or “reuse-move to new Dental Clinic”

3. Initial Outfitting Schedule

a. IO Contractor shall develop an Initial Outfitting schedule in coordination with the General Contractor (GC) construction schedule and WRNMMC.

b. The Initial Outfitting Master Schedule (IOMS) must be provided to USACE and WRNMMC for review within 10 days of receipt of the project construction schedule following IO contract award.

c. IO Contractor shall update the schedule 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.

4. Submittals

a. IO-T key deliverables include a minimum of one IO Submittal and a Corrected Final IO Submittal. Should any changes result from the review of the IO Submittal, the IO Contractor shall provide a revised Corrected Final IO Submittal, at no additional cost, within 14 days of IO Submittal review completion. IO project schedule provided by the IO Contractor shall include the submission date for the IO Submittal. Each Submittal shall be completed to 100 percent by the dates specified in the Initial Outfitting Schedule. This includes a complete IO Contractor Quality Control review of the submittal prior to being provided to the government.

b. The IO Contractor’s proposal shall include a detailed explanation of what information shall be provided in the IO Submittal. This information shall include a narrative description for all deliverable items, including updated 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 LOGCAT A, B, C, F, and R commodities. 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. The IO Submittal 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 the IO Submittal. This review time shall be reflected on the IOMS.

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

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

1. Validating IO/T

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

3. Providing building protection before installation of commodities, to be inspected by project team prior to installs beginning.

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 turnover to WRNMMC.

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

11. Warranting all new commodities, providing warranty information for Users / WRNMMC in excel and

PDF copies.

See Attachment 1 – Bid Schedule.

1. For any discrepancies between the Drawings and the Attachment 1 – Bid Schedule, the Bid Schedule takes precedence. NOTE: Some commodities may be identified on drawings that are not on the bid schedule.

Only bid what is in the bid schedule.

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 the general construction contractor completely turns over the renovated clinic to the User. 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 the general contractor must continue, all construction work shall be coordinated with the IO Contractor through WRNMMC.

4. Storage

All furniture, fixtures and equipment procured by the IO Contractor and not immediately installed in the clinic 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 commodities shall be defined as any items that the manufacturer states shall 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 Dental Clinic shall be free from damage, including but not limited to damage from inclement weather.

5. Training and Transition of User Personnel

Training and transition of personnel shall follow immediately after complete outfitting of the new facility.

IO Contractor shall coordinate with WRNMMC and Clinic 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 Dental Clinic by providing ‘day in the life’ training to acclimate Users to the new facility and any new work flow patterns.

6. Government Acceptance

All FF&E installed in the Dental Clinic 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 WRNMMC. These dates should be re-coordinated with WRNMMC and Users prior to any schedule revisions.

7. Billing / Invoicing

During IO-T, IO Contractor may invoice for the IO-T CLIN value upon inspection and acceptance of Corrected Final IO Submittal (or of the IO Submittal, if accepted without changes). During IO-C, IO Contractor may issue an invoice for the installed commodities after the DD250 form for said commodities is signed by WRNMMC. Typically, acceptance for commodities is conducted once all commodities are installed within the facility. Acceptance of uninstalled commodities shall be considered on a case by case basis and at the discretion of the COR and Contracting Officer (KO).

8. 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. 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 shall publish the formal list and shall 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 shall have 48 hours to complete the evaluation and provide to the government the same list, as described above, and shall follow the same durations to remedy.

9. Post Move Help

IO Contractor shall provide onsite post move assistance for Users during and immediately after transition.

This service shall be provided for a minimum of five business days after transition (equipment, furniture alignment, IT support, and warranty issues). All issues shall be tracked and completed prior to completion and tracked via MS Excel format.

10. Kickoff Meeting: A Kickoff meeting shall be held on-site at WRNMMC. 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 WRNMMC, USACE, NAVFAC, department representatives, and IO Contractor organizations to ensure proper leadership and management support as well as efficient project execution. The USACE PM, IO Contractor PM, and WRNMMC project 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 WRNMMC 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 prior to project award, including required training, paperwork and certifications:

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

The IO Contractor Project Manager, BMET, and Transition Planner must possess CAC cards to properly conduct their work at the clinic. 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 the clinic project. HIPPA certification is required in order for any IO Contractor personnel to complete paperwork to access any section of the DOD IT 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 WRNMMC/USACE on the project within 14 days of contract award. The PM shall be on site for the Kickoff meeting and User meetings.

For each BOD/Installation Phase, the PM shall be onsite at the Clinic a full time two weeks before delivery of CAT C commodities through the “Post Move Help” date. WRNMMC will not provide an office area for IO PM or other contractor personnel. All contractor office support (phones, computers, use of printers, copiers, fax machines, projectors, paper, Wi-Fi) shall be the responsibility of the IO-Contractor, unless otherwise indicated by WRNMMC.

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 WRNMMC 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 shall 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 shall include teleconference participation, and shall be held at a time of the day to allow access for the entire PDT to participate, which shall 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 Master Schedule. The IOMS 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.

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

6. User Meetings. One round of user meetings shall be held onsite at the Clinic to support the IO

Submittal. User meetings shall include:

a. User Requirements Meetings. The IO-PM shall arrange all User Requirements Meetings in order to adequately complete the IO Submittal 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.

WRNMMC shall 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: WRNMMC 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 the IO Submittal. All PDT members must have their own individual Dr Checks/ProjNet account set up prior to submission of the IO Submittal. 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 DOD personnel to the Clinic project within DrChecks/ProjNet.

iii. During User Requirements Meetings, at a minimum, IO Contractor Project Manager, Equipment/Space 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), to include an illustration of the item. Preferably, the IO Contractor shall project the floor plan section and cut sheets on a projector for Department Users / WRNMMC 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 / WRNMMC 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. The review meeting shall address the IO…