Sources_Sought_-_Draft_Statement_of_Work.pdf

DEFENSE HEALTH AGENCY

ARMED FORCES RADIOBIOLOGY RESEARCH INSTITUTE INITIAL OUTFITTING

NAVAL SUPPORT ACTIVITY BETHESDA

BETHESDA, MD

SECTION 1 - OVERVIEW

1.1 Customer Overview

The Defense Health Agency (DHA) is responsible for the programming, planning, design, construction and initial outfitting (IO) of Department of Defense medical treatment and research facilities worldwide.

DHA is chartered with modernizing hospitals, clinics, medical office buildings, warehouses, vet clinics, wellness centers, and research facilities to meet mission objectives. To meet the IO requirements, DHA requires a contracting vehicle that utilizes experienced companies, suppliers and vendors who are able to rapidly respond to multiple requirements, meet constrained project schedules, and provide a variety of commodities, products and IO services - from planning through warranty. The contracting vehicle, of which this Statement of Work (SOW) is a part, enables DHA to standardize execution, minimize acquisition lead-times and costs, work multiple projects concurrently and complete projects on schedule.

Throughout this SOW, “Customer” shall refer to the Armed Forces Radiobiology Research Institute

(AFRRI). “Project Officer” shall refer to the assigned DHA Project Officer assigned to the NSA

Bethesda campus.

1.2 Project Description

This SOW describes the commodities and services required to outfit, transition, and activate AFRRI.

There is approximately 58,000 SF of renovation construction performed on AFRRI Buildings 43 and 47.

The new construction consists primarily of an animal holding facility, but also veterinary surgical suites, laboratories, storage, and office space.

At time of solicitation, the project schedule is as follows:

IO Contract Award: September 2018

Construction Completion: April 30, 2019

Beneficial Occupancy Date (BOD): May 1, 2019

Open for Business (OFB): May 15, 2019

End of IO Contract: August 15, 2019 (3 months past OFB)

Key:

BOD – Beneficial Occupancy Date – Date which IO Contractor takes position of the Phase spaces and may begin installation and transition

OFB – Open for Business Date – Date which IO Contractor turns over position of the Phase spaces to user for clinic operations

The IO Contractor shall deliver one (1) IO Submittal and one (1) Corrected Final in accordance with

SOW paragraph 2.3.

Signage/wayfinding and temporary signage/wayfinding will not be delivered under this contract.

There is a separate contract that moved reuse items out of the construction space, and will relocate the items at BOD. However, the IO Contractor shall be responsible for any additional reuse/disposal requirements that are identified throughout commodity validation in accordance with SOW paragraph

1.3.1.

Space will be turned over to IO Contractor at BOD. IO Contractor will have 15 days to complete site activation.

Disposal Instructions

The Contractor is responsible for the disposition of all materiel, supplies and other non-real property not otherwise relocated into the new facility except existing hazardous waste. These items 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 items by coordinating with Fort Meade DLA Disposal officials for receipt of disposal items according to an agreed-upon schedule. Any reuse items requiring decommissioning (i.e., freezers) before they are sent to DLA, shall be decommissioned by the Users before they are turned over to the IO

Contractor for disposal. IO Contractor shall also assist in the completion of DD Forms 1149 and 1348-1, for each piece of equipment that shall be disposed through DLA.

The Contractor shall coordinate all required documentation with the NSA Bethesda Logistics Point of

Contact (POC) via the Contracting Officer’s Representative prior to processing excess materiel for excessing. All items identified as excess materiel shall be transported from the designated buildings and disposed by the IO contractor according to the approved schedule. The contractor must separate excess materiel into metal and non-metal categories. All vehicles transporting excess materiel shall be weighed before and after unloading at the designated disposal site.

Metal materiel: Contractor must coordinate with NSA Bethesda Logistics POC to complete all required documents prior to disposal at the following location:

Montgomery Scrap Corporation

1500 Southlawn Lane

Rockville, MD 20850

Hours: Mon- Fri 0800 – 1600

Tel: 301-424-3000

Non-Metal materiel: Contractor must coordinate with NSA Bethesda Logistics POC to complete all required documents and schedule an appointment prior to disposal at the following location:

DLA Disposition Services

77 Rock Avenue

Fort Meade, MD 20755

Hours: Tue-Fri 08:00 - 2:30

Tel: (301) 677-2764

Tel: (301) 677-3595

The contractor shall ensure that vacated spaces are clear of all equipment, furnishings and trash. Each area shall be “broom cleansed” prior to acceptance by the government project manager. The contractor shall remain responsible for these spaces until accepted by the project manager or designated representative.

As part of IO Submittal, IO contractor shall develop a seismic anchoring plan for any piece of furniture or equipment over 300 lbs.

Wall and floor protection is required during transition and installation.

Antiseptic-level cleaning is required only in the CSR and Procedure rooms.

IO Contractor shall coordinate all disposal items with WRNMMC/NSA Bethesda Property Office and

Biomed Office.

IO Contractor shall coordinate all transitioning items that require special handling with WRNMMC/NSA

Bethesda Biomed Office, warranty holders, and required third-party technicians.

1.3 Scope of Initial Outfitting

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

1.3.1 Initial Outfitting – Transition (IO-T)

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

Validation of commodities includes the following:

a. Complete a thorough inventory of the existing facilities and check the inventory against the new procurement 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 Customer 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 life safety and service-specific 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 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

Customer Project Officers after reviewing and approving in writing.

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

“reuse-Transition”

j. The IO Contractor shall prepare all form 6700's and any other required equipment receipt forms per the direction of the Customer 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.

1.3.2 Initial Outfitting – Commodities (IO-C)

IO-C includes the procurement of new commodities, delivery, warehousing/storage of new and reuse items, installation, excessing, disposal, certification, warranting, and familiarization training of all commodities planned during IO-T. IO-C also includes public relations materials and events, moving services, Operation and Maintenance (O&M) manuals, contractor supplied warehousing/storage, and public relations.

SECTION 2 - INITIAL OUTFITTING TASKS

2.1 Overview

The IO Contractor shall provide initial outfitting commodities and ancillary services. With most IO contracts, the requirements for both IO services, commodity purchase, and IO schedule dates often change. The IO Contractor must have adequate personnel available to handle considerable replanning throughout the period of performance, considerable changes to the commodity list, considerable changes to the reuse plan, considerable changes to the amount of required disposal, and the purchase of additional commodities identified throughout the IO-T process. The IO-T process runs throughout the entire contract period of performance.

2.2 Initial Site Verification

The IO Contractor shall conduct an initial site verification within 14 days of contract award to ensure the spaces that are being turned over to IO Contractor control are in accordance with the contract.

2.3 IO Submittals

The IO Contractor shall provide IO Submittals in accordance with the format detailed in SOW paragraph

2.9. This submittal shall be delivered to the Government in accordance with the date established on the IO

Master Schedule. The Government shall have 21 days for review, then will submit comments and corrections to the IO Contractor. The IO Contractor shall have 14 days to make the necessary corrections.

2.4 Corrected Final Submittal

After the last scheduled IO Submittal and Government review comments, the IO Contractor shall have 14 days to make the necessary corrections; the IO Contractor will then submit the Corrected Final Submittal in accordance with the format detailed in SOW paragraph 2.9.

2.5 Initial Outfitting Changes

The Initial Outfitting process must be adaptable to changes throughout the period of performance.

Changes may require the IO Contractor to resubmit all or part of Submittals, attend additional meetings or teleconferences, and plan additional commodities. The commodities list may change throughout the period of performance of the contract through identification of additional commodities needed, changes to specifications and designs, supporting commodities needed to make other commodities functional, and deletion of commodities. The IO Contractor shall include in their bid the personnel necessary to accomplish considerable replanning effort throughout the entire contract period of performance.

2.6 Initial Outfitting Commodities

The IO Contractor is responsible for procurement, delivery, warehousing/ storage, installation, excessing, certification and warranting of all commodities planned during IO-T in accordance with Attachment 1, Bid Schedule. After acceptance, the Customer will work with the IO Contractor on warranty-related issues. The commodities shall be warranted for not less than one year after acceptance, unless a longer warranty is specified. Documentation on warranties will be turned over to Customer MTF Biomedical

Engineering Division prior to the end of this contract and a copy of those warranties shall be provided via

CD/DVD to USACE.

IO Contractor will take full responsibility to return the facility to the original or better condition as it was prior to IO Vendor occupancy, if any damage occurs to any area (i.e. floors, walls, elevators) of the facility. Thorough cleaning and drying of all areas is required prior to open for business. PLEASE NOTE:

The building will be completely clean, to include floors waxed, by General Contractor at time of building turnover. The entire building must retain the same or higher level of space cleanliness (this includes all general spaces, to include but not limited to, loading dock, bathrooms, warehouse, etc.) as it was prior to

IO contractor occupancy.

IO Contractor shall bid commodities on Attachment 1, Bid Schedule, to meet the specifications listed in

Attachment 2, Cut Sheets. Thorough review of IO contractor submitted cut sheets shall be conducted prior to award. All commodities shall be bid in accordance with FAR provision 52.211-6, Brand Name or

Equal.

2.7 Site Activation

2.7 IO Supporting tasks

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

2.7.1 Initial Outfitting Submittals

All IO Submittals shall include the following information:

I. PROJECT INFORMATION

II. TABLE OF CONTENTS

III. MASTER IO SCHEDULE

IV. PROJECT DESIGN ANALYSIS

Resource Protection

Communications

Furniture/Furnishings

Medical Equipment/Case goods

Artwork

Signage/Wayfinding

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

Storage/Warehousing Plan

Security Plan

Delivery/Installation Plan

Cleanup Plan

Training Schedule

Disposal/Excessing Plan

Testing/Certification/Inspections/Acceptance Plan

VII. COMPREHENSIVE INTERIOR LAYOUT

CIL/Furniture & Furnishing Boards

SIL/Finish Boards

Signage/Way Finding Concept

VIII. PUBLIC RELATIONS/MEDIA SUPPORT

Flyers/Newsletters Key Milestones

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/Room Move Schedule

Department/Room Relocation Schedule

De-install/Reinstall/Reconfiguration of existing product

Training Schedule

Room by Room Lists (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.)

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. This includes any commodity related to

Resource Protection, Communications, Furniture/Furnishings, Medical Equipment/Case goods, Artwork, and Signage/Way finding.

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.

2.7.2 Initial Outfitting Master Schedule

An Initial Outfitting Master Schedule shall be developed by the IO Contractor based on the projected construction schedule and renovation transition requirements provided by the General Contractor and

Customer. The Government shall approve IO Master Schedule changes. The IO Master Schedule shall include pertinent construction dates, project milestones, and pertinent IO-T and IO-C activities throughout the project.

An IO Master Schedule shall be delivered to the Government within 10 days of Contract Award.

The IO Master Schedule shall be updated and delivered as part of every IO Submittal.

The IO Master Schedule shall be updated throughout the contract whenever changes arise.

2.7.3 IO Commodity Change Tracker

A Commodity Change Tracker shall be developed to document changes to the Commodity list. The

Change Tracker format shall be agreed to after contract award. The IO Contractor shall deliver a

Commodity Change Tracker with every submittal. Thereafter, a Change Tracker may be submitted anytime there are requested changes to the Commodity List. The Commodity Change Tracker shall be submitted an approved in accordance with SOW paragraph 4.1, Change Management Protocol.

2.7.4 Initial Outfitting Project Management

The IO Contractor shall provide Initial Outfitting Project Management services for this project and a

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

The IO-PM shall oversee and guide project initiation, planning, execution, and closing of the project. The

IO-PM is responsible to ensure all deliverables are submitted per contract. At a minimum and in addition to any other requirements, the IO-PM shall be on site during all IO contractor led meetings, or when another IO Contractor PDT member is onsite. The IO-PM shall ensure appropriate company personnel are on site to coordinate vendor/3rd party base access, visits, deliveries, and installations. NOTE:

GOVERNMENT PERSONNEL SHALL NOT SIGN FOR IO CONTRACTOR DELIVERIES NOR

ESCORT VENDORS.

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

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

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

2.7.5 Initial Outfitting Transition Planning

Transition Planning includes inventorying existing commodities, developing a plan for new and reuse commodities and creating transition plans. The IO Contractor shall provide Initial Outfitting Transition

Planning services in support of submittals and project execution, to include:

1. Develop the overall Transition Plan

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

2.7.6 Initial Outfitting Space Planning

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

The IO Contactor shall plan and develop the requirements for all commodity cut sheets as outlined in

Attachment 1, Bid Schedule, tab “Commodities List”. The IO Contractor shall coordinate and conduct departmental/user interviews, develop an existing inventory list, establish new requirements, and determine excess/disposition items. The IO Contractor shall ensure the Customer standards and specifications are met.

The IO Contractor shall ensure all commodity planning execution information is provided in each IO

Submittal.

The IO Contractor shall coordinate all infrastructure/technical interfaces with the commodity vendors. All deliverables developed by the IO Contractor shall be reflected on the drawings. The IO Contractor shall provide a list of modifications to the USACE PM that may be required of the construction contract in order to accommodate all IO.

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

2.7.7 Initial Outfitting Public Relations / Media Support

The IO Contractor is responsible for keeping all staff and public informed of the project beginning, progress and completion. The IO Contractor shall develop public relations and media support plan with all IO Submittals. During the IO-C phase, the IO Contractor shall provide all media, including but not limited to, newspaper, website, radio announcements, base newsletters, briefings for staff at key milestones for the project and public signs, flyers, posters and announcements in and around the medical facility. The IO Contractor is responsible for ribbon cutting ceremony planning and the procurement of supplies necessary for these events. All public postings and public relations plans shall be coordinated with the MTF Public Affairs Officer and the Customer Project Officer. Submittals will not be generic and must be for the intended project. Contractor will not create invitation list nor does contractor send out invitations.

Contractor will contact local Protocol Office for any special requirements for location or for VIP’s. The extent of public outreach and media support for this project will be limited to the local area. Public outreach efforts must be employed to inform MTF staff and base stakeholders of IO related changes within the MTF. Announcements and a ribbon cutting ceremony for the grand opening shall be conducted and coordinated through the base and MTF PAO.

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

Social media blasts (Face Book, Twitter, etc)

Informative newsletters

Press releases/ Base paper articles / E-newsletter Articles

Posters / Temporary Way-finding

Storyboards

Invitations

Ceremonial programs

Ribbon Cutting ceremony script

Ribbon Cutting ceremony equipment needed

Alternate Plan for inclement weather

Access letter for base

Develop schedule for events

During IO-C, the IO Contractor shall plan and present the following to Customer for approval, and procure all printed

Public Affairs items below:

Social media blast- quantity 3, timeline for distribution TBD in IO Master Schedule

Information newsletters – quantity 200, timeline for distribution TBD in IO Master Schedule

Press releases- quantity 2, timeline for distribution TBD in IO Master Schedule

Base paper articles – quantity 2, timeline for distribution TBD in IO Master Schedule

E-newsletters- quantity 1, timeline for distribution TBD in IO Master Schedule

Posters- quantity 20

Temporary way finding- quantity 20

Storyboards- quantity 3

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

Social media blast- quantity 3, timeline for distribution TBD in IO Master Schedule

Information newsletters – quantity 200, timeline for distribution TBD in IO Master Schedule

Press releases- quantity 2, timeline for distribution TBD in IO Master Schedule

Base paper articles – quantity 2, timeline for distribution TBD in IO Master Schedule

E-newsletters- quantity 1, timeline for distribution TBD in IO Master Schedule

Posters- quantity 20

Temporary way finding- quantity 20

Storyboards- quantity 3

Ribbon Cutting ceremony programs- quantity 200

Ribbon Cutting ceremony invitations – quantity 200, paper and electronic

Procurement of equipment needed for ribbon cutting ceremony

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

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

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

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

2.7.8 Initial Outfitting Low Voltage/IT

The IO Contractor shall provide a Low Voltage/IT Consultant for this project. The Low Voltage/IT

Consultant shall plan and develop the requirements for all IT and low voltage systems, including resource protection and communication systems, as identified in this SOW and commodity list. This consultant shall schedule and coordinate departmental/user interviews, develop an existing inventory list, establish new requirements, and determine excess/disposition items. The Low Voltage/IT Consultant shall ensure the Unified Facilities Criteria (UFC) and service standards and specifications are met.

2.7.9 Initial Outfitting Biomedical Equipment Technician

The IO Contractor shall provide the one biomedical equipment technician (BMET) for the project. The

BMET shall be on site to perform operational checks/calibration/testing and safety checks for any newly procured or re-use equipment. Furnishings, tools and equipment for the BMET work shall be provided by the IO Contractor. The BMET shall provide medical equipment installation, repair and training services.

Administrative space will NOT be provided for the BMET to work.

2.7.10 Initial Outfitting Artwork

The IO Contactor shall provide artwork in accordance with the Attachment 1, Bid Schedule and

Attachment 9, Artwork Cut Sheets. The IO Contractor shall also provide an artwork consultant. The artwork consultant shall validate all artwork requirements and verify with the User as to the placement of artwork. The IO Contractor shall coordinate and conduct departmental/user interviews, develop an existing inventory list, establish new requirements, and determine excess/disposition items. The artwork consultant shall ensure the service standards and specifications are met.

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

2.7.11 Initial Outfitting Signage/Wayfinding

The IO Contactor shall provide signage and wayfinding services. The IO Contractor shall provide a signage / wayfinding consultant to facilitate implementation of the signage and wayfinding services. The

IO Contractor signage / wayfinding consultant shall plan and develop requirements for life safety and emergency signage, temporary signage, way finding, architectural graphics, room-by-room signage, departmental signage, and maintenance/legacy numbers as noted in architectural drawings. The IO

Contractor signage/wayfinding consultant shall coordinate and conduct departmental user interviews, develop an existing inventory list, establish reuse and new requirements, and determine excess/disposition items. The IO Contractor signage consultant shall ensure the Customer standards and specifications are met. The IO Contractor signage consultant shall ensure all information is provided in submittals.

Attachment 4 provides signage information by room; Attachment 5 provides cut sheet specifications for signage/wayfinding.

2.7.12 Initial Outfitting Quality Control

The IO Contractor shall develop and provide a Quality Control Plan (QCP) for this project. The QCP shall be submitted to the Government within 30 days of contract award. The Government will have 14 days to review and either accept the QCP or provide corrections and suggested changes back to the IO

Contractor. The IO contractor will have 7 days to resubmit a corrected QCP. The QCP shall implement and document an effective quality control plan for the program in accordance with the contract terms and conditions. The IO Contractor shall be responsible to ensure both planning documents and construction documents are coordinated and that IO Commodities and room orientations/configuration plans are feasible with proposed equipment installations. The QCM shall identify and document all disconnects between the Customer and MTF facility design. The government reserves the right to reject a submittal that is not quality controlled, coordinated or complete.

2.7.13 Meetings

The IO Contractor shall schedule and run meetings as necessary to support project execution.

Meeting Agendas. The IO-PM shall provide a draft meeting agenda and submit it to the Project Delivery

Team (PDT) a minimum of 14 calendar days prior to a meeting date for which users are required to be present.

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

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

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

Weekly Progress Reports. The IO-PM shall prepare and submit a Weekly Progress Report to the PDT.

The Weekly Progress Report shall be submitted to the USACE PM one day prior to submitting the

Weekly Progress Report to the entire PDT.

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

Standardization Meeting: Standardization meetings are required on site to support each IO

Submittal. This meeting shall address all commodity standards required of the DOD and service.

Departmental Meetings: User interviews shall include IO Contractor and each department impacted by the project. These meetings shall address all commodities that will be moved or purchased for that department. During User meetings, all Customer Project-approved changes must be noted on a meeting document by the IO Contractor. This document shall be signed by the

User department representative, Customer Project Officer, and the IO Contractor before the conclusion of each Department meeting.

Low Voltage Meetings: These meetings shall address all low voltage systems and include key personnel from the IO Contractor, Base Communications, Information Technology, Base

Security, and key departmental representatives. The IO-PM shall obtain all commodity standards from the Customer prior to meeting with the users.

Interior Design Meeting: This meeting shall address all furniture, furnishings, and artwork. The intent of these meetings is to establish standardization, obtain corporate buy-in and set direction for the development of a Comprehensive Interior Design (CID) package. Key personnel from the

IO Contractor, Facility Management, Logistics, and the service shall be included as invitees to this meeting.

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

Review Meetings. The IO-PM shall arrange Review Meetings. These meetings shall be scheduled within ten (10) days of closing the review for each IO Submittal according to the IO Schedule.

Weekly Progress Meetings. The IO-PM shall schedule weekly progress meetings with the PDT and the following personnel: USACE PM, Customer Project Officer, Customer Biomedical Maintenance

Representative, Information Technology Rep, Facility Manager and other stakeholders as identified by the IO-PM or CUSTOMER PROJECT OFFICER. An agenda shall be provided to the PDT at least one

(1) day in advance of the meeting. Additionally, and at most once a month, the IO-PM may be required to meet with Customer and provide, at a minimum, status on the items below:

1. Review Meeting Minutes

2. Budget Issues

3. IO Schedule

4. Risk Report

5. Commodities

6. Artwork

7. Furniture/furnishings

8. Case goods

9. Medical equipment

10. Low voltage systems (communications, resource protection)

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

6. Status of Minutes/Briefings/Reports

7. Transition Planning

8. Comprehensive Interior Design revisions

9. Public Relations/Media Support

10. Master Room Contents.

2.7.14 DOD Facility/Base Access

The IO Contractor shall ensure all employees, subcontractors, and vendors will be able to meet all DOD base access requirements, including required training, paperwork and certifications. Please note, the

Government will not authorize CAC Card issuance solely for the purpose of base access. DLA

Disposition Services may not be co-located at the project site, and may require different base access requirements due to their location. The IO Contractor shall be responsible for proper pre-planning to ensure their company personnel, subcontractors, and vendors have made proper coordination to access each military installation. It is the IO Contractor’s responsibility to coordinate base access; it is not the responsibility of USACE, the Customer, or MTF personnel. If base access requires the Customer to approve or coordinate with the base, then the base access request must be provided to Project Officer a minimum of five business days in advance.

2.7.15 Health Insurance Portability and Accountability Act (HIPAA) certification

The IO Contractor shall ensure all IO contractor personnel have Health Insurance Portability and

Accountability Act (HIPAA) certification. Proof of HIPAA certification is required at time of award in order for IO Contractor personnel to complete paperwork to access DOD Healthcare Information

Systems.

SECTION 3 – INITIAL OUTFITTING PERSONNEL QUALIFICATIONS

3.1 The IO Contractor shall provide personnel who meet the experience and qualifications, discussed below, to complete duties associated with this SOW. The government reserves the right to accept or reject personnel identified for work under this contract.

If any person becomes unavailable for work under this contract (whether temporary or permanent), the IO

Contractor shall immediately notify the Contracting Officer and replace the departing employee within three (3) days of departure notification with an employee of equal qualifications, subject to approval by the Contracting Officer and Customer. Replacement of a departing employee must include a minimum seven (7)-day transition period between the departing employee and the newly arriving employee to ensure a smooth, seamless transition, unless otherwise determined by the Contracting Officer and

Customer. The dates of this transition period shall be made known to the government. The government shall incur no additional costs associated with the replacement and transition of IO Contractor employees.

There shall be no delay in the project delivery schedule as a result of the IO Contractor changing any employees.

3.2 Project Manager

The Project Manager (PM) shall have a minimum of five (5) years experience in healthcare initial outfitting, transition, and activation services and implementation. They shall be well-versed in healthcare infrastructure, operations, and/or practice and have direct experience in transition activities. The experience requirement may be satisfied with a combination of experiences in multiple functional areas.

They shall be proficient in DOD Criteria and demonstrate experience in managing services related to the:

1) development of comprehensive interior, equipment and system design and documents (including room layouts, room illustration sheets, project content lists, infrastructure interface, and technical specifications); 2) budgetary and procurement documentation; and 3) execution of the procurement, delivery, installation, and training related to FFE-LVS, artwork and signage.

The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.3 Transition Planner/Relocation Specialist

The Transition Planner/Relocation Specialist shall have three (3) years’ experience in transition planning and relocation services on multi-phased healthcare projects to include, but not limited to: conceptual advance planning, identifying occupancy milestones, detailed implementation planning and move sequencing, preparation and setup, compiling documents of detailed move plans for each department impacted, creating an orientation program to ensure staff is completely familiar with the new site/location, services and patient care systems, relocation execution, lessons learned documentation and post-move cleanup.

The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.4 Medical Equipment Planner

The Medical Equipment Planner shall have a minimum five (5) years’ experience in medical equipment planning and implementation. The Medical Equipment Planner shall demonstrate a solid understanding of healthcare operations and related medical equipment and systems, and be able to translate requirements into design/construction/installation documents.

They shall be proficient in DOD Criteria and demonstrate experience in: 1) preparing medical equipment design layouts and documents (including project room contents lists, infrastructure interface, and technical specifications); 2) budgetary and procurement documentation; and 3) in executing the procurement, delivery, installation, testing, certification, and training related to free standing & hard wired/plumbed/structurally supported equipment and systems.

The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.5 Interior Designer

The Interior Designer for this project shall have three (3) years’ experience in a healthcare setting, to include ambulatory and occupancy settings. Interior Designer must hold either a National Council for

Interior Design Qualification (NCIDQ) or American Academy of Healthcare Interior Designers (AAHID) certification. The Interior Designer shall demonstrate a solid understanding of healthcare operations and related furniture, fixtures, artwork, casework/case goods and signage, and be able to translate requirements into design/construction/installation documents. They shall be proficient in DOD Criteria and demonstrate experience in: 1) preparing comprehensive interior designs (CID) and documents

(including room layouts, room illustration sheets, project contents lists, infrastructure interface, and technical specifications); 2) budgetary and procurement documentation; 3) coordinating the CID with the

Structural Interior Design (SID); and 4) have experience in executing the procurement, delivery, installation, and training related to furniture, fixtures, and casework/case goods. They shall have a current working knowledge of:

a. Facilities Guidelines Institute (FGI), current edition

b. Americans with Disabilities Act Accessibility Guidelines (ADAAG)

c. Architectural Barriers Act (ABA)

d. Health Insurance Portability and Accountability Act (HIPAA)

e. General Service Administration (GSA) Schedule

f. “Best Practices” in the selection of interior finish materials, furniture, upholstery fabrics and fixtures for healthcare facilities

g. Current infection control protocols with regards to interior finish selection for healthcare facilities

The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.6 Low Voltage/IT Consultant

The IO Contractor shall provide the services of a Low Voltage/IT Consultant. This Consultant shall have a minimum of three (3) years of planning, procurement and installation experience related to low voltage and IT systems for a military medical facility. The CSE shall demonstrate a solid understanding of healthcare operations and related communication and electronic security equipment and systems (CES), and be able to translate requirements into design/construction/installation documents. They shall have and demonstrate experience in: 1) preparing CES design layouts and documents (including project room contents lists, infrastructure interface, and technical specifications); 2) budgetary and procurement documentation; and 3) have experience in executing the procurement, delivery, installation, testing, certification, and training related to CES (aka LVS) and 4) executing DOD Cybersecurity mandates.

The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.7 Public Affairs Coordinator

The Public Affairs Coordinator shall have at least one (1) years’ experience working in with DOD Public

Affairs. The Contractor shall provide project names, dates, and government point of contract information

(name, organization, email address, and phone number) for verification of experience.

3.8 Biomedical Equipment Technician (BMET)

The BMET shall meet one or both of the following two educational/work experience requirements:

1) Possess (a) Associate’s Degree in Biomedical Equipment Technology or Engineering from a civilian accredited school of learning and an active Certified Biomedical Equipment Technician

(CBET) certification issued by the Association for the Advancement of Medical Instrumentation

(AAMI) Credentials Institute. (b) Demonstrated proof of full-time biomedical equipment maintenance employment for three of the last seven years within a healthcare occupancy setting with an on-going practical maintenance experience for each end-type medical device being serviced herein/relative to awarded project.

2) Possess (a) United States Military Biomedical Equipment Technician Training course completion certificate and DOD equivalent intermediate skill level rating. (b) Demonstrated proof of full-time biomedical equipment maintenance employment for three of the last seven years within a healthcare occupancy setting with an on-going practical working experience for each end-type medical device being serviced herein/relative to awarded project.

Biomedical Equipment Technician must have DMLSS data entry experience in the previous 3 years and qualified/able to obtain a DOD CAC card. The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.9 Quality Control (QC) Manager

The Quality Control Manager (IO-QCM) shall have at least five (5) years of experience in quality control and is knowledgeable in applicable trade’s codes, criteria, standards, and guidelines for a military healthcare facility.

3.10 Signage Consultant

The IO Contractor shall provide the services of a Signage Consultant for this project, if this is required in the contract. The Sign Consultant shall have a minimum of two (2) years of planning and installation experience related to the following types of commodities:

a. Life Safety/Emergency Signage

b. Way Finding/Architectural Graphics

c. Room by Room Signage

d. Departmental Signage

e. Maintenance/Legacy Numbers

f. Restore large front entrance sign to match the recently restored smaller exterior sign

The Contractor shall provide project names, dates, and government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.11 Equipment/Product Installers

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

SECTION 4 – ADMINISTRATIVE

4.1 Change Management Protocol

Change Management. The IO-PM shall oversee the IO Change Management process. The IO-PM will seek the approval from the Customer, and submit the approved Change Request to the USACE Project

Manager. The USACE Project Manager will ensure that only the Contracting Officer directs changes to the contract.

The IO Contractor tracks changes on IO-Change Tracker with value of credit / add.

4.2 The name of the IO Contractor’s Project Manager and alternate(s), who shall act for the IO-PM when the IOPM is absent, shall be designated in writing to the Contracting Officer at the same time the PDT contacts are provided. The IO-PM or alternate(s) shall have full authority to act for the IO Contractor on all contract matters relating to daily operation of this contract.

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

4.4 Administrative oversight of the IO Contract will be led by the Contracting Officer and assisted by the

USACE Program Manager, UsACE Project Manager, and Contracting Officer’s Representative.

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

4.6 Programmatic/Administrative Oversight: Customer, USACE Program Manager, USACE Project

Manager, and Contracting Officer’s Representative.

4.7 Operational Oversight: Customer.

4.8 Non Personal Services: The Government will neither supervise contract employees nor control the method by which the IO Contractor performs the required tasks. Under no circumstances shall the

Government assign tasks to, or prepare work schedules for, individual contract employees. It shall be the responsibility of the IO Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the IO Contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the IO Contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the IO Contractor shall be the sole responsibility of the

Government.

4.9 IO Contractor Identification: All IO contractor personnel shall wear company picture identification badges so as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, IO-Contract personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. IO-Contractor personnel shall identify themselves on any attendance sheet or any coordination documents they may review (electronic mail signature blocks) shall identify their company affiliation. Where acceptable, IO Contractor personnel may occupy co-located space with their Government program. IO-Contractor should identify their work space area with their name and company affiliation or as a minimum “Contractor” after name.

4.10 The IO-PM shall ensure all contractor PDT members must have their own individual Dr.

Checks/Projnet account set up prior to the first IO Submittal.

4.11 Hours of Operation: Office will typically be open from 0700 to 1600 (local project time) Monday through Friday. Weekly hours shall not exceed a forty (40) hour work week. Exceptions include transition/move periods to make ready for occupancy and/or open for business. The Government reserves the right to change hours of operation or restrict contractor access. Government agencies will not be available during scheduled holidays, possibly during inclement weather (IO Contractor will verify inclement weather days), weekends, after duty hours, or DOD down days. Scheduled holidays include:

New Year’s…