W9127S-17-R-6028_draft_pre-solicitation_Dental_SOW.pdf

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 is scheduled for February 21, 2017.

All interested contractors please contact Timothy Pighee via email at timothy.a.pighee@usace.army.mil to confirm attendance.

All interested contractors shall include each individuals name and company name when confirming site-visit attendance. All interested contractors shall meet no later than 8:30am at Gate #1 North Gate on Wisconsin Avenue and enter Security Pass and ID Building 101 outside the gate for a pass.

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 shall be in two phases; approximately 80% of the building shall be turned over at Phase I BOD, and the remaining 20% shall 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 mailto:Timothy.A.Pighee@usace.army.mil mailto:timothy.a.pighee@usace.army.mil 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.

2. For any discrepancies between the Drawings and the Bid Schedule, the Bid Schedule shall rule.

3. 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).

4. Beneficial Occupancy

Beneficial Occupancy Date (BOD) date is the date the general construction contractor completely turns over the renovated clinic to the customer. 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.

5. 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.

6. 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.

7. 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.

8. 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).

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. 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.

10. 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.

11. 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 shall 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, IT team, 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 shall not provide an office area 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.

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.

4. 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.

5. User Meetings. User meetings shall be held on site at Clinic 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 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 Submittal and shall be conducted on site* as well as via teleconference with at least one WRNMMC representative, User Department representatives, USACE PM, IO Contractor Project Manager and Equipment Planning / Interior Designer participating. These meetings shall be scheduled to begin within ten days of closing the ProjNet/Dr Checks review for the IO Submittal.

ii. The IO Contractor shall provide to the WRNMMC DOD 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 WRNMMC during User meeting shall be included in each subsequent Submittal. A Change Tracker of WRNMMC 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 WRNMMC.

ii. IO Contractor may be asked to provide Artwork design and/or Interior design to WRNMMC.

iii. IO Contractor PM shall be available to meet (in person if on site, or via phone/teleconference if off site) with

WRNMMC at any time during normal business hours at WRNMMC 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...

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 WRNMMC, 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 shall 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 Clinic department and at least one WRNMMC Project Officer shall review the proposed commodity items and floor plans for the Clinic project.

2. Any changes proposed by either the Users or the IO Contractor must be reviewed and approved by the WRNMMC Project Officer. IO Contractor shall advise Users and WRNMMC 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 WRNMMC 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 WRNMMC 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, WRNMMC 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 Clinic on a Change Tracker. The Change Tracker shall be issued with each Submittal. 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 shall 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 WRNMMC, 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 WRNMMC review and approval. Upon WRNMMC approval of the Change Order Tracker, WRNMMC Project Officer shall submit a signed PDF version of the Change Order Tracker list to the IO Contractor. The IO Contractor shall submit the WRNMMC-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 shall:

a. Review proposed Change Tracker and coordinate with WRNMMC, 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 shall enter into negotiations with the IO Contractor regarding the proposal, if necessary.

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

9. USACE Contracting Officer shall 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 shall execute a contract mod to incorporate the proposed changes and copy the contract mod to WRNMMC 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 WRNMMC 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 WRNMMC approval, WRNMMC shall provide approved changes to the USACE PM. USACE PM shall coordinate with USACE Contracting to ensure proposed changes are acceptable within the framework of the IO Contract. USACE PM and Contracting shall coordinate with WRNMMC for any necessary discussions.

2. Any commodity changes requested by WRNMMC may be provided directly to the IO Contractor for inclusion on a Change Tracker. Any changes requested by WRNMMC which may require a scope of work shall be requested by WRNMMC 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 shall coordinate with WRNMMC, IO Contractor and USACE Contracting, as necessary, for any discussions and additional information to finalize proposed change documents.

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

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

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

7. IO Contractor shall provide a proposal to USACE Contracting, who shall then copy the proposal to WRNMMC and

USACE PM.

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

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

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

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

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

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 the WRNMMC 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.

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 shall 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.

G. IO Submittals

The IO-PM shall ensure requirements for the IO Submittals are provided in accordance with this contract in both format and content.

The IO Submittal is 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 shall 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 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 shall be required to attend the WRNMMC orientation program and comply with the WRNMMC training, building, and any LAN or Department of the DOD 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 to be submitted to WRNMMC for review.

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 IO Master Schedule (IOMS)

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 shall 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 and quality assurance checks are completed and submitted appropriately as required.

NOTE 1: The IO Contractor shall plan his/her activities around the Construction Schedule, which shall be provided by the WRNMMC DOD 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 IOMS including, at a minimum, the Project Milestones, for the Clinic:

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 Submittal 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 Clinic building manager though WRNMMC.

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. WRNMMC/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 Clinic staff impacted by the project. This document is intended to be used primarily by the Clinic departments. It shall communicate key activities that shall impact staff, patients and operations and shall be coordinated with the Construction Schedule for the Clinic. The Transition Planner shall ensure the Transition Plan is routinely updated and distributed to the WRNMMC Project Officer and USACE PM as things change.

The Transition Plan shall be developed for each floor of the Clinic 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 new Clinic

19. 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 the local DRMO/DLA officials for receipt of DRMO’d items according to an agreed-upon schedule. Any reuse items requiring decommissioning (i.e., freezers) before they are sent to DRMO, shall be decommissioned by the IO Contractor before they are turned over to the IO Contractor for disposal. IO Contractor shall also assist in the completion of DD Form 1149, Requisition and Invoice/Shipping Document for each piece of equipment that shall be disposed through DRMO. For any decommissioning or disposals activities that shall require User coordination or assistance, the IO Contactor shall detail the coordination in the Transition Plan and the IOMS.

D. 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 listed in the commodity list. 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 Clinic standards and specifications are met. This consultant shall ensure all low voltage information is provided in the IO Submittal.

E. 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.

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

IO Contractor shall validate existing commodities list and layout by providing a furnishings consultant to provide space planning services, facilitate and implementation interior design for the project. 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 WRNMMC standards and specifications are met. The furnishings consultant shall ensure all information is provided in the IO Submittal. Moving, warehousing and installing Furniture and Furnishings Reuse commodities are the responsibility of the IO Contractor.

G. Artwork

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

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

IO Contractor.

3. If any site verifications are required to finalize Artwork, IO Contractor shall designate this activity in the IO schedule and inform WRNMMC of any schedule impacts no later than issuance of Submittal #1.

4. Artwork, new and any re-use or historical, must be installed before OFB date. This includes the command boards, educational boards, memorial displays

5. Project commemorative plaque on exterior of facility (Designer, Construction agent, Chain of command, Project officers, etc.)

H. Signage & Way-finding

1. The IO Contactor shall provide signage and way-finding services. The IO Contractor shall provide a signage/way-finding consultant to facilitate onsite review and implementation of the signage and way-finding services to meet any applicable codes and users’ requirements.

2. The IO Contractor signage/way-finding consultant shall plan and develop requirements for life safety and emergency signage/way-finding, architectural graphics, and maintenance/legacy numbers as required in the clinic drawings.

3. The IO Contractor signage/way-finding consultant shall coordinate and conduct user interviews. The IO Contractor signage consultant shall ensure the WRNMMC standards and specifications are met.

4. The IO Contractor signage/way-finding consultant shall communicate to WRNMMC the level and content of signage/way-finding information that shall be provided in the IO Submittal.

5. If any site verifications are required to finalize signage/way-finding, IO Contractor shall designate this activity in the IO schedule and inform WRNMMC of any schedule impacts. All site verifications shall be included on the IO Master Schedule.

I. Quality Control Management

1. The IO Contractor shall provide a Quality Control Plan (QCP) for this project.

2. The IO Contractor shall develop, implement and document an effective quality control plan for the program in accordance with the contract terms / conditions.

3. A copy of the certified QCP shall be included with the IO Submittal.

4. The government reserves the right to reject any IO Submittal that is not quality controlled, coordinated or complete.

5. The IO Contractor shall be responsible to ensure both planning documents and construction documents are coordinated and that IO Commodities and room orientations/configuration plans are feasible with proposed equipment installations. The IO Contractor shall identify and document all disconnects to the Clinic Project Officers.

V. STEP 2: INITIAL OUTFITTING - COMMODITY (IO-C) REQUIREMENTS

Step 2, Initial Outfitting – Commodities (IO-C), includes acquiring, moving, accessing and installing the commodities and systems that were planned in Step 1, Initial Outfitting – Transition (IO-T).

A. Procurement and Installation

The IO Contractor is responsible for procuring all commodities indicated on the Commodities List.

Field verification shall be conducted by the IO Contractor prior to procurement of any commodities. Any discrepancies discovered during the field verification must be presented to the government in writing within 72 hours after completion of the field verification.

The IO Contractor must state with this report any necessary design changes, proposals to accommodate any variations in field conditions and any cost ramifications to the government.

IO Contractor shall be responsible for moving all items designated as reuse during user meetings or inventory from the designated existing to the new facility, unless any reuse item is specifically required or identified to be moved by others for safety, security, or warranty reasons. Any reuse items that the IO Contractor shall not move must be provided in writing by the IO Contractor within the IO Submittal.

All Furniture, Fixtures and Equipment (FF&E) procured by the IO Contractor and not immediately installed in the Clinic must be kept by IO Contractor in climate controlled storage until the FF&E is installed at Clinic. Should climate controlled storage be used for the IO Contractor’s convenience, cost for such storage shall be provided at no additional cost to the government. However, in the event of government delays for installation, climate controlled storage shall be paid by the government.

Waste management of shipping and packing materials as well as all other waste generated during the installation process must be provided by the IO Contractor. IO Contractor is not authorized to use waste disposal services at WRNMMC.

Building protection during installation of IO FF&E must be provided by the IO Contractor. IO Contractor is responsible for any building damage resulting from the IO Contractor FF&E installation process/commodities. Security and safety of the IO FF&E is the responsibility of the IO Contractor until Government inspects and accepts FF&E, confirmed by WRNMMC signing of DD250.

Final connections to Clinic facilities, following installation of any FF&E equipment, must be provided by the IO Contractor.

IO Contractor shall provide warranties for FF&E for 12 months upon final project acceptance of by WRNMMC. IO Contractor shall inform vendors that FF&E shall be installed at Clinic and ensure warranties provide necessary services to address and correct any FF&E issues on location at the Clinic with no additional time or cost to WRNMMC and Users. IO Contractor shall describe their understanding and plan to address warranty for FF&E installed at Clinic.

IO Contractor shall move and set in place new/reuse IT (i.e., Personal Computers) equipment. However, mapping and interface for new/reuse IT items shall be completed by WRNMMC staff. IO Contractor shall coordinate with WRNMMC IT staff for set up of IT items during project transition.

B. Logistics Category Code (LOGCAT) Responsibility

The responsibility and logistical category code (LOG CAT CODE), funding source and Step 1 IO-T Plan Development components of Inventory, Planning Development, Construction Coordination, Warehousing and Transition/Move Planning are provided as follows:

a. New Product (A) – General Contractor(s) procures and install

b. Reuse Items (R) – IO Contractor moves existing items into new Clinic and installs

c. New Product (C) - IO Contractor procures and installs

d. New Product (B) – IO Contractor procures and delivers to site; installed by others

C. Initial Outfitting Personnel

Initial Outfitting Personnel include, but are not limited to, those listed below:

1. Project Manager

2. Transition Planner / Relocation Specialist

3. Low Voltage / Communications Consultant

4. Interior…