SOLICITATION_W9127S-17-R-6029_KANEOHE_BAY.pdf

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W9127S-17-R-6029 07-Feb-2017

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TIMOTHY A PIGHEE

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SMALL BUSINESSX WOMEN-OWNED SMALL

BUSINESS (WOSB)

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OFFEROR CODE

CONTRACTING DIVISION

USACE, LITTLE ROCK (W9127S)

700 W. CAPITOL AVE, RM 7315

LITTLE ROCK AR 72201-3225

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RFQ IFB RFPX

(501) 324-5196FAX:

TEL: (501) 340-5720 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

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SIZE STANDARD:

500 employees

NAICS:

337127

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QUANTITY UNIT

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UNIT PRICE

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AMOUNT

19.

ITEM NO.

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Job Initial Outfitting - Transition (IO-T)

FFP

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).

FOB: Destination

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1001 1 Job Initial Outfitting - Commodities (IO-C)

FFP

This includes the procurement, delivery, and warranting of commodities planned during IO-T in accordance with the Statement of Work (SOW) FOB: Destination

NET AMT

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS UIC

0001 N/A N/A N/A N/A

1001 N/A N/A N/A N/A

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 N/A N/A N/A Government 1001 N/A N/A N/A Government

STATEMENT OF WORK

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 15 and 16, 2017.

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

All interested contractors shall meet at the Marine Corps Base Hawaii Main Gate and visitors center at 0800 on Wednesday, February 15, 2017. All contractors will need a valid state issued drivers license and the rental agreements for all rental vehicles.

Site-Visit Schedule Thursday, February 15th 0800 – 0830 Meet at Main Gate for escort and visitor passes 0900 – 1100 Project Overview and Site Orientation 1100 – 1230 Lunch 1230 – 1530 Tour of existing medical facilities

Friday, February 16th 0830 – 1200 Tour of existing medical facilities continued Question and Answer session mailto:Timothy.A.Pighee@usace.army.mil mailto:timothy.a.pighee@usace.army.mil

Award will be based on a Best Value, Lowest Price Technically Acceptable Source Selection Process, IAW FAR 15.101-2. It is the potential offeror's responsibility to monitor fbo.gov for updates to this solicitation. All work shall be performed in accordance with all requirements under this Statement of Work, other terms and conditions of the contract. Contractor employees shall not be considered government employee for any purposes under the contract.

STATEMENT OF WORK

INITIAL OUTFITTING MEDICAL/DENTAL CLINIC REPLACEMENT

MARINE CORPS BASE (MCB) HAWAII, KANEOHE BAY

I. INTRODUCTION

Navy Medicine West (NMW) Detachment Hawaii is responsible for the programming, planning, construction and initial outfitting (IO) of U.S. Navy Medical Treatment Facilities. NMW is chartered with outfitting the new Medical/Dental clinic to meet mission objectives, while transitioning staff and resources from the existing point of care delivery locations on Marine Corps Base (MCB) Hawaii. The terms NMW, Navy Medicine West Detachment Hawaii, and NMW Project Officers may be used interchangeably within this document.

This SOW describes the IO services, procedures and personnel necessary to outfit the new Medical/Dental Replacement Clinic on Marine Corps Base (MCB) Hawaii.

The new Medical/Dental Replacement Clinic is currently under construction approximately one (1.5) miles from the existing MCB Hawaii Branch Health Clinic (BHC) Kaneohe Bay, located on Harris Avenue. Items from the BHC Kaneohe Bay, 21st Dental Battalion, Regimental Aid Station, CLB-3 Aid Station, and Wing Flight Line clinic selected for reuse shall be relocated to the new Medical/Dental Replacement Clinic by the IO Contractor.

Development of the IO requirements and IO integration into the project shall be accomplished concurrently with construction of the Medical/Dental Replacement Clinic

II. INITIAL OUTFITTING OVERVIEW

Navy Medicine West defines Initial Outfitting (IO) as any commodity-related planning, procurement, installation, certifying, transition, training and warranting required to equipment 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.

The proposed Medical/Dental Replacement Clinic IO-T and IO-C planning dates as well as the Beneficial Occupancy Date (BOD) and Open for Business (OFB) dates are outlined below.

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

Marine Corps Base(MCB)Hawaii Initial Outfitting (IO) Schedule

Medical/Dental Replacement Clinic

Begin construction Nov 2016

STEP 1: Initial Outfitting Transition (IO-T) Planning

Award IO-T: May 2017

Construction Completion* Dec 2018

Beneficial Occupancy Date (BOD)** Dec 2018

Full Operational Capable (FOC) Mar 2019

* Construction completion – Date construction activities are complete.

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

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

Installation period is defined as the time between BOD and transition period during which installation of FF&E may be achieved. Transition period is defined as the time between BOD and close-out during which any reuse items and personnel and/or personnel belongings are moved from the existing Branch Health/Dental Clinic, Marine Center Medical home trailer, SMART Clinic, CLB-3 clinic, and the MAG-24 flight line clinic to the Medical/Dental Replacement 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 NMW.

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 Medical/Dental Replacement 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 NMW and DoD facilities;

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

e. Ensure all new and reuse commodities 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 Navy and life safety requirements. (For example, ensure correct power voltage, power cords and placement of cords, shielding, exhausts, venting, floor drains, air temperature, water volume and temperature are available for the commodity to operate properly. Ensure commodities 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 Navy Project Officers and Users are partners in the FF&E review for their respective departments. While the IO Contractor and User may make recommendations for commodities, selection and final approval for procurement of new commodities, or reuse of existing commodities, shall be made by the NMW 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 Medical/Dental Replacement Clinic”

j. The contractor shall prepare all form 6700's and any other required equipment receipt forms per the direction of the NMW project Officer. The contractor shall also provide a detailed spreadsheet with a complete listing of every purchased commodity to include the JSN numbers sorted by room number at final turnover.

3. Initial Outfitting Schedule

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

b. The Initial Outfitting Schedule must be provided to USACE and NMW 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. See Section XI Deliverables Reference, Attachment 02 - IO Submittal Requirements & Format for items to be included in the IO-T deliverables.

4. Submittals

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

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 each of Submittals #1, #2 and #3. 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 CAT A

(purchased and installed by GC/NAVFAC through NMW) and CAT C (purchased and installed by IO Contractor). Drawings shall include composite as well as individual room/section/department as necessary to clearly illustrate placement of planned FF&E.

All lettering in the Drawings shall be clearly legible and all drawings shall include legends for any colors, acronyms or symbols used. FF&E placed within the drawings shall be clearly drawn, labeled with Joint Schedule Numbers (JSN’s) and descriptive information so Users can readily distinguish items on the floor plan for their departments.

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

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

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

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

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

Step 2: Initial Outfitting – Commodities (IO-C) 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 Beneficial Occupancy Date (BOD) turnover to NMW.

10. Training Users to properly operate equipment, providing Operation and Maintenance

(O&M) manuals

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

12. Develop Ribbon Cutting Ceremony and provide support to the command, by developing and printing a completed ceremony program, invitation, story boards, and required supplies for a complete ceremony..

See Attachment 1, “Kaneohe Bay Bid Schedule”, for all commodities.

1. For any discrepancies between the Drawings and the Attachment 1 “Kaneohe Bay Bid

Schedule”, the bid schedule shall rule.

2. GSA

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

(GSA).

3. Beneficial Occupancy

Beneficial Occupancy Date (BOD) date is the date NAVFAC completely turns over the newly constructed Medical/Dental Replacement Clinic to the Navy. Building construction, punch lists, commissioning and all HVAC, fire and emergency systems testing and removal of construction equipment shall be completed prior to BOD. IO Contractor may begin installation of commodities at BOD. After BOD, if any construction work by NAVFAC must continue, ALL NAVFAC construction work shall be coordinated with the IO Contractor through NMW.

4. Storage

All furniture, fixtures and equipment procured by the IO Contractor and not immediately installed in the Medical/Dental Replacement 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 Medical/Dental Replacement Clinic shall be free from damage, including but not limited to damage from inclement weather.

5. Seismic Anchoring

The IO Contractor is responsible for procuring and installing applicable seismic anchoring for commodities installed at Medical/Dental Replacement Clinic.

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 NMW and Medical/Dental Replacement 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 Medical/Dental Replacement 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 Medical/Dental Replacement 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 NMW. These dates should be re-coordinated with NMW and Users prior to any schedule revisions.

8. Billing / Invoicing

During IO-T, IO Contractor shall invoice after review and acceptance of each IO Submittal (Three separate invoices). IO&T Changes shall be invoiced after BOD.

During IO-C, IO Contractor may issue an invoice for the installed commodities after the DD250 form for said commodities is signed by NMW. Typically, acceptance for commodities is conducted once all commodities are installed within the facility.

Acceptance of uninstalled commodities 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 list(s), 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 list(s) 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 excel format.

11. Kickoff Meeting: A Kickoff meeting shall be held on-site at MCB Hawaii. This meeting is to establish the rules of engagement related to IO process, introduce members of the PDT and provide an overview of the way forward. This meeting shall include an explanation of lines of communication within and across NMW, USACE, NAVFAC, Command 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 NMW 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.

12. Project is located on MCB Hawaii, Kaneohe Bay Hawaii, outside the continental U.S.

(OCONUS) and is four - five (4-5) hours behind of Central U.S. time depending on Daylight savings time (DST). For this contract, the date of the contract shall be based on Central U.S. time. Items listed on the IO Schedule, however, shall be in Hawaiian Standard Time (HST).

III. INITIAL OUTFITTING -TRANSITION (IO-T) REQUIREMENT

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

A. Project Management NMW considers project management as a methodical approach to planning and guiding project processes from start to finish. Project management activities shall include, but are not limited to, facilitating the project while controlling resources, staffing, time, cost, quality, scope and risk for each project.

Project Management includes ensuring all IO staff meets all base access requirements 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 Navy Medicine network. The IO Contractor Project Manager, BMET, IT team, and Transition Planner must possess CAC cards to properly conduct their work at Medical/Dental Replacement 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. All IO Contractor staff assigned to project must have already approved DoD security clearances, those that have not received a completed clearance shall not be accepted as part of the proposal.

3. Proof of Health Insurance Portability and Accountability Act (HIPAA) certification is required for all IO Contractor personnel who may work Medical/Dental Replacement Clinic project.

HIPPA certification is required in order for any IO Contractor personnel to complete paperwork to access any section of the Navy Medicine Network.

B. Initial Outfitting Project Manager (IO-PM)

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

1. Oversight

IO Contractor PM (IO-PM) shall oversee and guide project initiation, planning, execution, and closing of the project. The IO-PM is responsible to ensure all deliverables are submitted per contract.

2. On Project / On Site Time Periods

The PM must be identified and begin work with NMW/USACE on the project within 14 days of contract award. The PM shall be on site for the Kickoff meeting and User meetings. The PM shall be onsite at the Medical/Dental Replacement Clinic full time one month before delivery of CAT C commodities through the “Post Move Help” date.

NMW shall provide an office area with electrical service for the IO-PM and Transition Planner to use through this time period of the project. All other office support (phones, computers, use of printers, copiers, fax machines, projectors, paper, Wi-Fi) shall be the responsibility of the IO-Contractor, unless otherwise indicated by NMW.

3. Close Out During Close-out, IO-PM shall address any outstanding issues to complete project close-out, and provide the final procurement package, warranty information, and operation manuals to NMW 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 Schedule. IO Schedule shall be discussed at each PDT meeting. Schedule discussion shall include project progress, risks or issues and progress to resolve risks or issues, any possible schedule impacts, and any schedule impacts associated with contract modifications. All schedule changes must be incorporated via contract mod to become effective for the project.

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

c. Minutes. The IO-PM shall provide Meeting Minutes to the PDT within three (3) business days following any meeting related to this contract. Meeting minutes shall note PDT members present and non-present, as well as any other attendees, copy of the agenda, issues, action items and timeframes for resolution. All meeting minutes shall also be included in Submittal #1, Submittal #2 and Submittal #3. Action items discussed and agreed upon during the PDT shall be included in the minutes.

6. User Meetings. User meetings shall be held on site at Medical/Dental Replacement

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 Submittal #1, Submittal #2 and Submittal #3 requirements. The objective of the User Requirements Meetings is to capture all known IO requirements related to the project.

i. At least two User Department representatives shall attend each User Requirements Meetings. NMW 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: NMW Project Officer must approve all User changes/requests from each User Requirements Meeting.

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

Contractor personnel and Navy personnel to the Medical/Dental Replacement 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 / NMW during User meetings. Users shall have an opportunity to review cut sheets/specifications prior to User meetings so they are prepared to finalize FF&E decisions during the User meetings. IO Contractor shall answer User questions and inform Users / NMW of any costs for any changes that may be necessary as a result of any proposed changes during the User meetings.

b. User Review Meetings.

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

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

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

iii. The second review meeting shall address IO Submittal #2 and shall be conducted on site* as well as via teleconference with at least one NMW Navy Project Officer, User Department representatives, USACE PM, IO Contractor Project Manager and Equipment Planning / Interior Designer participating.

iv. The third review meeting shall address IO Submittal #3 and shall be conducted on site* as well as via teleconference with at least one NMW Navy Project Officer, User Department representatives, USACE PM, IO Contractor Project Manager and Equipment Planning / Interior Designer participating.

v. The IO Contractor shall provide to the NMW Navy Project Officers a ‘Change

Tracker’ spreadsheet of all commodity changes within 10 calendar days of the completion of each Review Meeting. A list of changes approved by NMW during User meeting shall be included in each subsequent Submittal. A Change Tracker of NMW approved changed shall be provided to the government after each Submittal Review meeting.

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

c. Additional Meetings

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

NMW.

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

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

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

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

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

Any changes proposed by the IO Contractor must be reviewed and approved by NMW, then submitted to USACE for approval and execution via a contract modification before any action can be taken on the proposed changes. Only the USACE Contracting Officer has the authority to authorize and execute changes to the IO Contract. USACE 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 Medical/Dental Replacement Clinic department and at least one NMW Project Officer shall review the proposed commodity items and floor plans for the Medical/Dental Replacement Clinic project.

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

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

4. Upon completion of all each User meetings, the IO Contractor shall list all commodity changes for all departments within the Medical/Dental Replacement Clinic on a Change Tracker. The Change Tracker shall be issued with each Submittal. See Section XI.

Deliverables, Reference Attachment 11- IO-C Change Order Tracker. Commodities on the Change Order Tracker shall be listed as either a credit (for items eliminated or reduced in quantity) or an addition (for items increased in quantity). A descriptive explanation 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 NMW, along with proposed pricing for all changes to include cut sheets or detailed specifications for commodities that were not part of the original contract award, for NMW review and approval. Upon NMW approval of the Change Order Tracker, NMW Project Officer shall submit a signed PDF version of the Change Order Tracker list to the IO Contractor. The IO Contractor shall submit the NMW-signed PDF version of the approved Change Tracker list, along with an Excel version of the same list, to the USACE PM for review. The final, approved Change Tracker shall be incorporated via contract mod.

6. USACE PM shall:

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

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

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

d. Provide final change documents to USACE Contracting; and

e. Coordinate funding for Change Tracker.

7. USACE Contracting 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 NMW and the IO Contractor.

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

d. Changes During IO-C, After Planning Phase

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

1. Any IO project changes proposed by the IO Contractor shall be submitted to

NMW for review and approval. IO Contractor shall include a description for the proposed work, a list of any associated commodities and a Rough Order of Magnitude cost estimate (ROM). Upon NMW approval, NMW shall provide approved changes to the USACE PM. USACE PM 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 NMW for any necessary discussions.

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

3. USACE PM shall coordinate with NMW, 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 NMW 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 NMW and USACE PM for final review and sign off. USACE PM shall coordinate funding with NMW.

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

12. Contractor shall act on changes included within the contract mod.

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

f. For each Commodity change proposed, the IO Contractor shall provide: Existing commodity (commodity being removed or replaced) and / or Proposed commodity (new or replacement) cut sheet with JSN; any accessories and utilities required for proper operation for new or replacement item; specifications, including but not limited to:

dimensions, colors and composition/fabrications; manufacturer; warranty information; all costs; and current location and proposed location for new/replacement commodities.

Room by Room list and floor plans shall be updated with the new or replacement commodities. Contractors are responsible for ensuring they compete each additional commodity amongst its subcontractors in order to achieve a best value determination for each commodity. All commodities shall be brand name or equal in accordance with FAR clause 52.211-6.

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.

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

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

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

The IO-PM shall ensure requirements for each Submittal #1, Submittal #2 and Submittal #3 are provided in accordance with this contract in both format and content.

Format for all submittals shall be as follows:

PROJECT INFORMATION

II. TABLE OF CONTENTS

III. MASTER IO SCHEDULE

Design Submittals & Review Periods/Conferences Key Milestones: Phased BODs, Move & Transition Periods, OFBs, Ribbon Cutting Procurement Schedule (in relation to construction schedule)

IV. PROJECT DESIGN ANALYSIS

Resource Protection Communications Furniture/Furnishings Medical Equipment/Case goods Artwork Change Tracker

V. MINUTES, BRIEFINGS & REPORTS

Departmental User Interview Meetings MTF Interview Meetings (BMET, Comm, Facility Management, etc).

Briefings Reports (include Projnet reports from previous reviews)

VI. TRANSITION PLANNING

Transition Plan/Master Move Schedule (see attached example) Storage/Warehousing Plan Security Plan Delivery/Installation Plan Cleanup Plan Training Schedule Excessing Plan Testing/Inspections/Acceptance Plan

VII. COMPREHENSIVE INTERIOR LAYOUT

CIL/Furniture & Furnishing Boards SIL/Finish Boards Signage/Way Finding Concept

VIII. PUBLIC RELATIONS/MEDIA SUPPORT (if awarded) Flyers/Newsletters Key Milestones (template) Ribbon Cutting Plan Public Postings – Relocation Efforts (template)

Note: all public media support must be coordinated with the Public Affairs Office.

IX. MASTER ROOM CONTENTS – DEPT ______ (for every department)

Departmental Budget (see attached example) – N/A Departmental/Room Move Schedule (see attached example)

Department/Room Relocation Schedule De-install/Reinstall/Reconfiguration of existing product Training Schedule

Room by Room Lists (see attached example) Room 1: Room by Room List Room 2: Room by Room List Room 3: Room by Room List Room _: Room by Room List

Departmental Product Information Manufacturer’s Summary List Cutsheets/Specifications Roll-up of total quantities per JSN List of JSN changes Order Data Sheet (CAT C) Departmental Drawings/Placement Plans

Placement Placement Plans (showing reuse & new of ALL commodities AND JSN’s color–coded (or identified by different fonts) by Category A, C, etc. on drawings)

***IMPORTANT NOTES:

1. ALL commodities shall be listed on the Room by Room list. Per IO SOW, Tab 1, this includes any commodity related to Resource Protection, Communications, Furniture/Furnishings, Medical Equipment/Case goods, Artwork, Signage/Way finding (if GFGI).

2. The Draft SEPS Equipment List provided at the time of Award shall be used as the source document for the Room by Room lists.

3. Corrected final submittal is required. After review and completion of the resolution conference for the Submittal #3, IO Contractor shall provide complete electronic corrected CDs and complete corrected hard copies for any required changes to the Final Submittal.

The IO Submittals are for the planners and vendors/buyers as much as they are for the Government. Their importance, thoroughness, and timeliness cannot be emphasized enough.

Inability to meet these requirements 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 example, provided in Section XI Deliverables, Reference, Attachment 07 - Room by Room List Format, shall note what items/systems are being relocated, the room the items/systems are being moved from and the room they are being moved into.

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

H. Additional Administrative Requirements

The name of the IO Contractor’s Project Manager and alternate(s), who shall act for the IO-PM when the IO-PM is absent, shall be designated in writing to the Contracting Officer at the same time the PDT contacts are provided. The IO-PM or alternate(s) shall have full authority to act for the IO Contractor on all contract matters relating to daily operation of this contract. The alternate shall be on site and act for the IO-PM for every work day the IO-PM is not at work.

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

IV. TRANSITION PLANNING

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

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

A. Transition Planning Transition Planning includes inventorying existing commodities, developing a plan for new and reuse commodities and creating transition plans and schedules to be submitted to NMW 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 Master Schedule

b. Develop conceptual advance planning

c. Identify all occupancy milestones

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

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

f. Create an orientation program to ensure that staff and occupants 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.

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

3. Develop the IO Master Schedule: The Transition Planner shall develop an IO Master Schedule including, at a minimum, the Project Milestones, for the Medical/Dental Replacement 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 –…