SPECIAL_NOTICE_FBO.pdf

This is not a solicitation. This is a Special Notice ONLY. The USACE Little Rock District intends to post a solicitation for an initial outfitting project in Iquitos, Peru. The purpose of this Special Notice is to inform potential contractors of the upcoming requirement and the site-visit associated with this project. Since special clearance is needed for the site-visit, this Special Notice is being posted prior to the solicitation.

The simplified acquisition procedures of FAR Part 13 will be used in conjunction with commercial items procedures of FAR Part 12.

A solicitation will be issued as a request for quote (RFQ). This will be a total small business set-aside. NAICS code is 337127, size standard is 500 employees.

Estimated proposal due date

All proposals shall be submitted no later than April 1, 2019, by 1:00pm central time.

A SITE-VISIT is tentatively planned for March 12, 2019, beginning at 9:00am Peru Time.

Location:

Naval Medical Research Unit No.6 Administration Building

Iquitos, Peru

Avenida de La Marina S/N, Clinica Naval, NAMRU-6, Iquitos, Loreto

All interested contractors please contact Timothy Pighee via email at Timothy.A.Pighee@usace.army.mil to confirm attendance. All contractors interested in attending the site-visit must provide notice no later than March

5, 2019.

STATEMENT OF WORK

NAVAL MEDICAL RESEARCH UNIT NO.6 ADMINISTRATION BUILDING

RENOVATION/ADDITION IQUITOS, PERU INITITAL OUTFITTING

1. SECTION 1: OVERVIEW

1.1 Customer Overview:

Navy Medicine West (NMW), Installation and Logistics (I&L M4) is responsible for the programming, planning, design, construction and initial outfitting (IO) of U.S. Navy medical treatment and research facilities located in the western continental United States and Pacific Region. NMW is chartered with modernizing hospitals, clinics, medical office buildings, warehouses, vet clinics, research facilities, and wellness centers to meet mission objectives. To meet the IO requirements, NMW/I&L M4 requires a contracting vehicle that utilizes experienced companies, suppliers and vendors who are able to rapidly respond to multiple Requirements, meet constrained project schedules, and provide a variety of commodities, products and IO services - from planning through warranty.

The contracting vehicle, of which this Statement of Work (SOW) is a part, enables the Navy to standardize execution, minimize acquisition lead-times and costs, work multiple projects concurrently and complete projects on schedule.

1.2 Project Description:

This SOW describes the commodities required to outfit Naval Medical Research Unit No.6 Administration Building

Renovation/Addition located in Iquitos, Peru. This research facility is currently under construction to repair/renew approximately 6,701 gross sq ft of the existing first floor and addition of a second floor. The project takes place in four separate phases in regards to construction and initial outfitting will be completed upon beneficial of occupancy date.

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

BOD 05 SEP 2019

OFB 05 OCT 2019

End of Initial Outfitting contract’s period of performance shall be 3 months past OFB mailto:Timothy.A.Pighee@usace.army.mil

Key:

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

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

1.3 Initial Outfitting Details

The Construction Schedule has included the construction of the transition facility and the temporary relocation of current research operations. The transition and temporary relocation known as Casa Callao is a primary residence converted by the contractor to accommodate research administrative functions. Casa Callao is located approximately 2 miles from the future NAMRU-6 Administration newly renovated spaces. The IO Contractor will inventory all existing items and label as either “dispose” or relocate “reuse” for government approval, as described in the transition plan later in this SOW. For bidding purposes, the IO Contractor will assume that all existing commodity items will be disposed. The IO Contractor will dispose of all excess items identified in advance with coordination with NAMRU-6 and U.S Embassy. IO Contractor will assume that all commodity items in the transition facility and temporary locations will be disposed. See attachment 3 for pictures. The IO contractor will provide turn-key delivery, installation, and training of all new commodities identified.

IO Contractor PM and Transition Planner shall be onsite full time 2 weeks prior to BOD PM and Transition Planner shall remain onsite until OFB.

IO Contractor shall schedule new commodity review within 7 days of contract award to ensure all commodities can be procured in a timely manner for the OFB. Any longer lead item that will not be installed by OFB shall be immediately identified.

IO Contractor shall conduct site verification, 1 round of user meetings, 1 user review, and submit IO Submittal and

Final “Corrected” Submittal. By no means shall this process impede new commodity procurement.

- (1) Hard Copy (NAMRU-6)

IO Contractor shall validate network data drop locations and run network cabling, if necessary.

IO Contractor shall validate network data drop locations and run network cabling, if necessary.

Cabling required will be:

-10 runs of 50 ft.

-10 runs of 75 ft.

-10 runs of 150 ft.

These cables are estimated to run through three firewalls. (Adhere to applicable NFPA regulations)

1.4 Project Requirements

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

Doormats at each entrance to the administrative building shall be replaced with a new door mat of similar quality and subject matter as the current doormats.

Number of personnel moving:

Amy/Assistants: 3

Open Office: 16

IT/Facilities: 3

Accessioning: 2

Data: 10

Field Storage: 33

Insecticides: 2

Lab Storage: 2

Admin OIC: 1

Finance: 1

Occupational Health: 1

All moves need to be completed after hours or on weekends. Departments must continue to operate throughout transition. Transition Plan must reflect continuous operation.

Wall and floor protection is required during transition and installation.

No loading dock is available, please plan accordingly and take into account logistical constraints of the area.

An equivalent clean condition to that upon acceptance of BOD shall be expected upon turnover to the government.

IO BMET is responsible for condition coding all disposal equipment prior to moving to DRMO.

The IO contractor must verify the local DRMO process after the contract is awarded. At the time of solicitation, below is the known DRMO process:

Property must be packed for safe handling and be palletized for offload by forklift. 3 copies of DD1348-1A

Disposal Turn in Document (DTID) must be attached to the corresponding item in packing envelopes prior to delivery. Unserviceable or broken furniture should be disposed of locally as refuse. Unserviceable items containing fluids, need to be drained and purged and annotation reflecting this on turn in document.

DD1348-1A turn in documents will require POC and phone number to resolve any issues after turn in. If items do not have a valid NSN (national stock number), a LSN (local stock number) will be used from a DLA DS master

LSN list. Demil Codes, Condition Codes and acquisition value will also be included on DD1348-1A.

If any property has a Demil Code of C or D, it will be brought to the DLA-DS staging area per the Embassy guidelines for shipment directly to the approved center. Demil Code F will have additional instructions from the item manager that must be complied with prior to turn in.

Serviceable refrigerators shall be handled per Embassy guidelines. Serviceable refrigerators must be clean, and turn in document annotated “Contains Refrigerant”. Unserviceable refrigerators will be turned in to the embassy to be drained and recycled unless otherwise directed by the embassy having jurisdiction.

Computer hardware will be accepted by the embassy. Hard drives shall be removed/degaussed prior to turn-in.

DLA2500 Certificate of Hard Drive Disposition must be properly completed and attached to each computer, annotating whether hard drive was removed, degaussed or overwritten in accordance with DOD Memo. All fields must be filled in to include DTID (disposal turn in document) Number, Generator/Activity Name, POC, phone, email, rank and date of person removing hard drive.

Any medical equipment that was in contact with patients requires a medical sanitation certificate attached to the turn in document stating: “ I certify that the ________ has been cleaned and sanitized in accordance with DOD

4160.21-M, Vol 4 Para 95 c”. If medical equipment is new and never been used, annotate in comments of turn in document.

IO contractor shall coordinate all DLA logistics and administrative requirements with government personnel not limited to the supply supervisor and equipment manager. IO contractor shall coordinate all DLA logistics and administrative requirements with government personnel not limited to the supply supervisor and equipment manager. IO contractor shall contact US Embassy to inquire regarding the local DLA process and requirements.

1.5 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, and low voltage systems. Development of the IO requirements and IO integration into the project shall be accomplished concurrently with construction activities.

1.5.1 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/frequency, 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

Customer Navy 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 applicable form 6700'sand 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.

1.5.2. 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.

2 SECTION 2: CONTRACTOR 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 2.7.1. 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 2.7.1.

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 re-planning efforts throughout the entire contract period of performance. Note that all change requests must be approved by the Navy Project Officers.

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 Post Installation Cleanliness

The Contractor shall return the facility to same or better condition as it was prior to Contractor occupancy. The entire building shall retain the same or higher level of space cleanliness, this includes but not limited to administrative spaces, clinical spaces, corridors, passageways, waiting areas, loading docks and restrooms. The

Contractor shall address any damages that occur to the facility (e.g., floors, walls, doors, elevators) as well as thoroughly clean and dry all areas prior to project completion.

2.8 Supporting Tasks

The following tasks and products either support the primary deliverables or otherwise further describe the

Contractor tasking:

a) Submittals

All Submittals shall include the following information:

I. Project Information

II. Table of Contents

III. Master Schedule

IV. Project Design Analysis

a. Resource Protection

b. Communication

c. Equipment

d. Temporary Signage

e. Change Tracker

V. Minutes, Briefings & Reports

a. Departmental User Interview Meetings

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

c. Briefings

d. Reports (include Projnet reports from previous reviews)

VI. Transition Planning

a. Transition Plan

b. Storage/Warehousing Plan

c. Security Plan

d. Delivery/Installation Plan

e. Cleanup Plan

f. Training Schedule

g. Disposal/Excessing Plan

h. Testing/Certification/Inspections/Acceptance Plan

VII. Comprehensive Interior Layout

a. CIL/Equipment Layout

b. SIL/Finish Boards

VIII. Master Room Contents (by room and by department)

a. Department / Room Move Schedule

b. Department / Room Relocation Schedule

c. De-install / Reinstall / Reconfiguration of existing product

d. Training Schedule

e. Room by Room Lists

(1) Lists shall indicate which items / systems are being relocated

(2) Lists shall indicate which rooms the items / systems are being moved from

(3) Lists shall indicate which rooms the items / systems are being moved into

f. Departmental Product Information

g. Manufacturer’s Summary List

h. Cutsheets / Specifications

i. Roll-up of total quantities per JSN

j. List of JSN changes

k. Order Data Sheet (CAT C)

l. Departmental Drawings / Placement Plans

m. Placement Plans

(1) Show all reuse & new commodities

(2) Show all and color code all JSN’s by Category on drawings (e.g., CAT A, CAT B, CAT C)

Additional Notes

a. All equipment shall be listed on the Room by Room list. This includes any commodity related to

Resource Protection, Communications, Equipment, and Temporary Signage/Way finding.

b. The Submittals are for the planners and vendors/buyers as much as they are for the

GoverNMCSDnt. 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, systems, furniture, costs to procure critical items and identifies accessories and options to systems/equipment.

b) 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.

c) 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.

d) Project Management

The Contractor shall provide Project Management services for this project and a Project Manager to execute these services. The Contractor shall provide Project Management services to include, but are not limited to, facilitating the project while controlling resources, staffing, time, cost, quality, scope and risk for each project.

The PM shall:

1. Oversee and guide project initiation, planning, execution, and closing of the project.

2. Ensure all deliverables are submitted per contract.

3. Be on site during all contractor led meetings, deliveries, installations and as needed.

4. Ensure appropriate contractor personnel are on site to coordinate vendor/3rd party base access, visits, deliveries, and installations.

5. Lead the work to complete detailed inventory of all existing services impacted by the moves or transition.

6. Lead and direct the activities for each meeting described in this SOW.

7. Maintain Quality Control for the project.

8. Ensure that all deliverables are provided in accordance with this scope of work.

e) Transition Planning

The Transition Planning services include inventorying existing commodities, developing a plan for new and reuse commodities and creating transition plans. The Contractor shall provide Transition Planning services in support of submittals and project execution, to include:

1. Develop the overall Transition Plan.

2. Develop an overall Master Schedule.

3. Develop conceptual advance planning.

4. Develop detailed implementation plans and move sequencing, prepare and setup.

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

6. Create an orientation program to ensure staff and occupants are completely familiar with the new site.

7. Establish a relocation execution plan.

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

f) 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

g) Public Relations Support

The IO Contractor is responsible for keeping all staff informed of the project beginning, progress and completion in a standard powerpoint presentation. The IO Contractor shall have the presentations updated at any given time when requested by the Users or the Navy Project Officers.

h) Low Voltage/IT

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

1. 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.

2. Schedule and coordinate departmental/user interviews, develop an existing inventory list, establish new requirements, and determine excess/disposition items.

3. Ensure the Unified Facilities Criteria (UFC) and NMCSD standards and specifications are met.

i) Meetings

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

A. Meeting Agendas

The Contractor’s 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 Contractor’s 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, location of meeting and required information at time of meeting.

B. 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.

C. 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.

D. 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.

E. User 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:

1. 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.

2. Additional Meeting: The IO-PM shall arrange each meeting noted below to support each IO Submittal.

a) 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.

b) 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.

c) 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.

d) 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.

e) 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.

f) Weekly Progress Meeetings

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. 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)

12. Status of Minutes/Briefings/Reports

13. Transition Planning

14. Comprehensive Interior Design revisions

15. Public Relations/Media Support

16. Master Room Contents

2.9 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.

2.10 Health Insurance Portability and Accountability Act Certification

The Contractor shall ensure all Contractor personnel have Health Insurance Portability and Accountability Act

(HIPAA) certification. Proof of HIPAA certification is required at time of award in order for Contractor personnel to complete paperwork to access Navy Medicine Information Systems

3. SECTION 3: COMPANY/PERSONNEL QUALIFICATIONS AND EXPERIENCE

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.

3.1 Project Manager

The Project Manager (PM) shall have a minimum of five (5) years’ experience in healthcare and research laboratories 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:

a) development of comprehensive interior, equipment and system design and documents (including room layouts, room illustration sheets, project content lists, infrastructure interface, and technical specifications)

b) budgetary and procurement documentation

c) execution of the procurement, delivery, installation, and training related to FFE-LVS and artwork.

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

3.2 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.

3.3 Medical Equipment Planner

The Medical Equipment Planner shall have a minimum five (5) years’ experience in medical and research laboratories 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:

a) preparing medical equipment design layouts and documents (including project room contents lists, infrastructure interface, and technical specifications)

b) budgetary and procurement documentation

c) 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..

3.4 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:

a) preparing CES design layouts and documents (including project room contents lists, infrastructure interface, and technical specifications)

b) budgetary and procurement documentation

c) 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,

3.5 Biomedical Equipment Technician

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

1) Civilian

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) 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) Military

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,

3.6 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.

3.7 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.

4 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 Contractor Project Manager Designation

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

Acceptance is defined as the Navy’s signing of the DD FORM 250 following the Navy’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

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 and Administrative Oversight

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 Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contract employees. It is the responsibility of the 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 Contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the

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 Contractor shall be the sole responsibility of the Government.

4.9 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 Dr. Checks / Projnet Account

The IO PM shall ensure all contractor PDT members must have their own individual Dr. Checks / Projnet account set up prior to the first 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 Day; Dr. Martin Luther King, Jr. Birthday; President’s Day; Memorial Day;

Independence Day; Labor Day; Columbus Day; Veteran’s Day; Thanksgiving Day; and Christmas Day.

4.12 Security

The IO Contractor shall observe and comply with all security provisions in effect at the Base and MTF and any other Government facility visited in performance of this SOW. The Contractor shall be responsible for all work permits and clearances. The IO Contractor shall notify the appropriate Servicing Security Activity (SSA) 10 days before on base performance of the contract. The IO Contractor will be provided the addresses of the appropriate

SSAs. The SSA will advise the IO Contractor concerning any required permits and clearances required to perform.

See Supplemental, C. Base Access Requirements.

4.13 Traffic Laws

The Contractor and its employees shall comply with base traffic regulations while operating on DOD facilities.

4.14 Physical Security

The Contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.15 Government Furnished

No Government Furnished Property will be provided other than items which require installation by the Contractor.

Administrative space will not be provided for the CONTRACTOR’S PM to work. All electronic equipment to support his/her job shall be provided by the Contractor unless otherwise approved by the MTF.

4.16 Safety

The Contractor shall abide by all OSHA standards while performing work for the Government.

4.17 System Access and Security/Equipment

Common Access Cards (CAC) may be approved for contractor personnel who need access to DOD IT systems.

4.18 NAVMED 6700

For any equipment that connects to the Navy medical system and has a cost of $25,000 or more, the Contractor shall submit information (NAVMED 6700) about the equipment to Navy Medical Logistical Command (NMLC) via

NMCSD Project Officer and obtain approval before connecting this equipment to the Navy network/system.

4.19 Contract Line Items (CLINs)

Contract Line Items (CLINs) for IO Services shall be incrementally invoiced on a monthly basis after performance.

CLINs for IO Commodities shall be invoiced after acceptance via DD Form 250 Material Inspection and Receiving

Report.

4.20 Definitions

The Project Delivery Team (PDT): Comprised of members directly involved in the execution of this SOW and is listed in the attached PDT list. The PDT list also serves as the submittal distribution list. Roles and responsibilities are listed below. Individuals that are part of the construction process that precede the process are listed for information only.

Design/Builder: The Prime Construction Contractor or General Contractor (GC) Responsible

Program Manager (USACE): Lead PDT member responsible for overall execution of the project from initiation through completion. Program Manager selects USACE PDT and coordinates with NMCSD to establish overall PDT for project. Leads establishment of project time, cost, quality, scope and risk.

Project Manager (USACE): Individual responsible to direct and execute the project. Carries out Program

Manager’s directions to complete project within time, cost, quality, scope and risk parameters. Responsible for developing SOW and PMP.

Project Coordinator (USACE): Individual responsible for coordinating project activities and resources.

Quality Assurance (USACE): The individual responsible for ensuring all contract requirements are being met by the Planner/Builder.

Contracting Officer (USACE): The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings with the Contractor. Any modifications must be submitted to the Contracting Officer Representative (COR) for technical approval and design clarification, and must be authorized by the Contracting Officer. The Contracting officer is the only person authorized to authorize contractual obligations on behalf of the Government.

Health Facilities Project & Planning Officer (HFPPO): The DOD medical-functional expert representing the service on a given Contract.

Vendors: Any company responsible for providing good and services.

Contracting Officer Representative (COR): Advisor to the Contracting Officer on technical aspects of the project. Individual appointed by the Contracting Officer to assist in the monitoring and administration of the contract.

Customer: The organization that is charge of the project for which USACE is the Agent. Often referred to as the User, but User may be more specific to the Medical Treatment Facility (MTF).

4.21 References, Codes, Criteria, and Standards

All work under the SOW shall be performed in accordance with the attached references. It shall be conducted in strict accordance with the contract and all applicable federal, state, and local laws and codes, as well as stated military regulations, codes, and directives (whichever is the most stringent). The attached References list examples of codes, criteria and standards that shall apply. When a code is not listed, it does not under any circumstances exempt the IO Contractor to follow law or code. All codes and standard requirements shall be based on the latest edition of codes applicable at the time the project starts. Any pertinent civilian, service-specific instructions, civilian and DOD standards, applicable legislation regulating coding practices and/or service-specific Directives, and

HIPAA shall be adhered to. This project shall be designed in accordance with the requirements of the Architectural

Barriers Act for DOD Facilities.

The IO Contractor shall ensure that the project plan is evaluated for code and criteria in compliance with all applicable local, state and federal laws and regulations including those governing air quality, water quality, solid and hazardous waste, etc. The IO Contractor shall note that there are specific criteria for laboratory and/or Animal

Research Facility Projects. The IO Contractor shall be responsible for identifying all permits (utility connections, tap-ins, meters, etc.) and fees relating to these permits. All costs relating to permits shall be identified in the Current

Working Estimates for the project. Any codes or standards referenced that maintain to construction or work outside of the scope of this contract is shown for information purposes only. Reference Unified Facilities Criteria 4-510-01

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