W9127S19Q6008_Combined_Synopsis_Solicitation.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Quotes are being requested and a written solicitation will not be issued. The simplified acquisition procedures of FAR Part 13 will be used in conjunction with commercial items procedures of FAR Part 12.

Solicitation # W9127S19Q6008. This solicitation is issued as a request for quote (RFQ).

Solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2019-03, effective July 12, 2019.

This is a total Small Business set-aside. NAICS code is 337127, size standard is 500 employees.

All Quotes shall be submitted no later than September 3, 2019, by 12:00pm central time.

Estimated contract value $250,000 - $500,000

A SITE-VISIT was conducted on August 15, 2019. Please see Attachment 6 for details.

Statement of Work is incorporated in this solicitation, starting below.

LAKEHURST NAVAL HEALTH CLINIC INITIAL OUTFITTING

NAVAL AIR STATION LAKEHURST

LAKEHURST, NJ

SECTION 1 - OVERVIEW

1.1 Customer Overview

The Navy’s Bureau of Medicine and Surgery (BUMED) is responsible for the programming, planning, design, construction and initial outfitting (IO) of U.S. Navy medical treatment facilities worldwide.

BUMED is chartered with modernizing hospitals, clinics, medical office buildings, warehouses, vet clinics, and wellness centers to meet mission objectives. To meet the IO requirements, BUMED 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.

Throughout this SOW, “Customer” shall refer to BUMED, or any of its subordinate organizations, such as Navy Medicine East, Navy Medicine West, or others.

1.2 Project Description

This SOW describes the commodities and ancillary services required to realign, transition and outfit

Naval Branch Health Clinic Lakehurst (NBHC) and affiliated facilities. Due to a realignment and restructuring of services, NBHC Lakehurst, New Jersey, will close during CY2019. The clinic’s current services will be transferred to other military medical assets in the adjacent area. The existing 17,588 square foot clinic, Building 39, will be vacated and returned to the United States Air Force’s Air http://farsite.hill.af.mil/reghtml/Regs/FAR2AFMCFARS/FARDFARS/FAR/12.htm?zoom_highlight=12%2E603&P298_49781

Mobility Command. The remaining services at Naval Air Station (NAS) Lakehurst will be realigned to

NBHC Earle, the 87th MDG, or to Building 483, which will house six staff members in the Occupational

Health and Industrial Hygiene clinics.

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

BOD 12 November 2019

OFB 10 December 2019

End of Initial Outfitting contract’s period of performance shall be 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

1.2.1 IO Details

Renovation will occur at Building 483 (A-CAD drawings only available after contract award), funded and executed at the local level. A contracted Initial Outfitting & Transition (IO&T) company will assist with the integral portion of the transition of services. Requirements for this contract include:

a. The transfer of re-use items to include furniture and equipment from Building 39 to Building 483, with some medical equipment items being moved to NBHC Earle, 201 Route 34 South (Bldg C-3), Colts

Neck, NJ 07722. See Attachment 1 – Bid Schedule, tab “LogCat R” for list of items to be moved. Re-use items need to be fully installed and functional.

b. The procurement of any items required to support services remaining in Building 483 and NBHC

Earle. See Attachment 1 – Bid Schedule, tabs “CAT C Bldg 483” and “CAT C Earle” for commodities to be procured by IO Contractor.

c. The IO Contractor will be responsible for all non-medical equipment FF&E disposal in building 39 which is not required to be disposed of through DLA process. All medical equipment tagged for disposal will be processed by clinic staff in coordination with local DLA disposition requirements. See

Attachment 3 – Site Photos, for identification of disposal items.

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 kick off meeting, site verification, new commodity & user review, and reuse item inventory within 7 days of contract award or as coordinated with customer, and USACE

Project Manager, 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.

1.2.2 Project Requirements

Number of personnel moving:

Six personnel to Bldg 483

Relocation of staff offices (including boxes and office supplies) is required. IO Contractor shall supply boxes, labels, etc. to both locations in order for Military staff to pack/unpack other areas/items.

Contractor shall provide boxes at least three (3) work days prior to move.

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 at any of the buildings, 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.

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, and low voltage systems. 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, and planning services (new commodities, reuse commodities, and disposal commodities). (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, and space 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.

1.3.2 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 moving services, Operation and Maintenance

(O&M) manuals, and contractor supplied warehousing/storage.

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 re-planning 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 as indicated in para 1.2.1 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 5 days for review, then will submit comments and corrections to the IO Contractor. The IO Contractor shall have 7 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 7 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 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 (as applicable to project):

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

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

VIII. 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 (At minimum, should include: Joint Standard Number (JSN), Nomenclature, room number, quantity, cost per item, model number, manufacturer, 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/Warranty information

Roll-up of total quantities per JSN

List of JSN changes

Order Data Sheet (CAT C)

Departmental Drawings/Placement Plans

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:

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, and

Artwork.

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

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:

a. Develop the overall Transition Plan

b. Develop an overall Master Schedule

c. Develop conceptual advance planning

d. Identify all occupancy milestones

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

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

g. Create an orientation program to ensure that staff and occupants shall be completely familiar with the new site

h. Establish a relocation execution plan

i. 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 “CAT C Bldg 483” & “CAT C Earle”. 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 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.

2.7.8 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.

Additional Meetings. The IO-PM shall arrange each meeting noted below to support each IO Submittal.

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. Logistics (procurement, delivery, installation and certification)

11. Status of Minutes/Briefings/Reports

12. Transition Planning

13. Comprehensive Interior Design revisions

14. Master Room Contents

2.7.9 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.

2.7.10 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 prior to transition activities in case IO Contractor personnel need to complete paperwork to access DOD Healthcare

Information Systems or incidental contact to personal health information.

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. Personnel may be dual hatted as long all minimal requirements for each position are met.

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 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.

3.3 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,

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,

3.5 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.

3.6 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.

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 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.

4.13 Traffic Laws: The IO Contractor and its employees shall comply with base traffic regulations while operating on DOD facilities.

4.14 Physical Security: The IO 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 IO Contractor. Administrative space will NOT be provided for the IO-

PM to work. All electronic equipment to support his/her job shall be provided by the IO Contractor unless otherwise approved by the MTF.

4.16 Safety: IO Contractor will abide by all OSHA standards while performing work for the

Government.

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

IT systems.

4.18 For any equipment that connects to the DOD medical system and has a cost of $25,000 or more, the

IO Contractor shall submit information about the equipment to the MTF first and obtain approval before connecting this equipment to the DOD network/system.

4.19 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

A. The Project Delivery Team (PDT) is 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 IO process are listed for information only.

B. Design/Builder: The Prime Construction Contractor or General Contractor (GC) Responsible for design and/or construction of new facility or newly renovated facility.

C. Program Manager (USACE): Responsible for work acceptance, establishing the PDT, setting expectations for the acquisition, strategic communication, and customer relations.

D. Project Manager (USACE): Primary point of contact for the Customer. Responsible for leading PDT.

Manages cost, schedule, and performance of the contract awardee. Manages schedule and performance of PDT.

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

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

G. Contracting Officer (USACE): The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings with the IO 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.

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

I. Vendors: Any company responsible for providing good and services.

J. 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.

K. 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 military healthcare 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 (16 Oct 03), “Design: Medical Military

Facilities”, Glossary of Terms, Abbreviations, and Acronyms.

4.22 Acronyms

ADA: Americans with Disabilities Act/Architectural Barrier Act

ADAAG – Americans with Disabilities Act Accessibility Guidelines

AIA – American Institute of Architecture

ANSI: American National Standards Institute

AVNC: Audio Visual Nurse Call System

BMET Biomedical Equipment Technician

BOD: Beneficial Occupancy Date -

BOM: Bill of Materials

BVD: Best Value Determination

CA: Contract Administrator

CCTV: Closed Circuit Television

CES: Civil Engineering Squadron

CFCI: Certified Floor Covering Installer

CID: Comprehensive Interior Design

CIDA - Council for Interior Design Accreditation

CLIN: Contract Line Item Number

CO: Contracting Officer

COMM: Communications

COR: Contracting Officer Representative

CSE: Communications Systems Engineering

DA: Design Analysis

DCOS: Deputy Chief of Staff

DFA: Director for Administration

DMLSS: Defense Medical Logistics Support System

DOD: Department of Defense

DOR: Design of Record

ECD: Estimated Completion Date

EO: Executive Order

EPA: Environmental Protection Agency

ETTV: Entertainment and Training Television

FAR: Federal Acquisition Regulation

FFE: Furnishings, Fixtures and Equipment

FFP: Firm Fixed Price

FM: Facility Manager

GC: General Contractor (the “construction” contractor)

GSA: General Services Administration

HFD: Health Facilities Division

HFPPO: Health Facility Planning and Project Officer

IAW: In Accordance With

IDS: Intrusion Detection System

IO: Initial outfitting

IO – T: Initial Outfitting Transition

IO-C: Initial Outfitting Commodities

I&L (M4): Installation and Logistics Code M4

IO-D: Initial Outfitting Directorate

ISS: Infant Security System

JSN: Joint Schedule Number

LAN: Local Area Network

LEED: Leadership in Environmental Excellence

LVS: Low Voltage, Resource protection, Communications

MATOC: Multiple Award Task Order Contract

MEL: Master Equipment List

MSDS: Material Safety Data Sheet

MLFC: Military Logistics Flight Com

MSDS: Material Safety Data Sheet

MTF - Military Treatment Facility

NAC: National Agency Check

NAVFAC: Naval Facilities Engineering Command

NEC: National Electric Code

NFPA: National Fire Protection Association

NSN: National Stock Number

OFB: Open For Business Date - The day the user starts seeing patients.

OIC: Officer in Charge

OP: Other Procured – Items which cost in excess of $250,000 and are procured by others, not procured by the Initial Outfitting Contractor

OSHA: Occupational Safety and Health Administration

PA: Public Address System

PBSOW: Performance-Based Statement of Work

PDS: Prewired Distribution System

PDT: Project Delivery Team

PHFO: Project Health Facilities Officer

PM: Project Manager

PMP: Project Management Plan

QASP: Quality Assurance Surveillance Plan

QAP: Quality Assurance Personnel

QC: Quality Control

QCP: Quality Control Plan

RCRA: Resource Construction Recovery Act

Resource Protection: Security systems

RFP: Request for Proposal

SFS: Security Forces Squadron

SID: Structural interior design

SIN: Special Item Number

SOW: Statement of Work

SRM: Sustainment, Restoration, Modernization

TO: Task Order

TVNC: Tone Visual Nurse Call System

UCR: User Change Request

UFAS: Uniform Federal Accessibility Standards

UFC: Unified Facilities Criteria

USACE: U.S. Army Corps of Engineers

User: Personnel who will be using the IO-C items, services, etc. provided by IO-C Contractor

4.23 Attachments

Attachment 1 – Bid Schedule

Attachment 2 – Cut Sheets

Attachment 3 – Site photos

Attachment 4 – Drawings

Attachment 5 – Past Performance Questionnaire

Attachment 6 – Site-Visit Documents

*** Notice of Evaluation in Contractor Performance Assessment Reporting System The contract awardee shall be subject to Contractor Performance Assessment Reporting System (CPARS) evaluations. ***

Price:

Price shall be provided in accordance with the following format below:

Description QTY UNIT PRICE CLIN 0001 – Initial Outfitting Transition 1 JB

CLIN 0002 – Initial Outfitting Commodities 1 JB

CLIN 0001 includes: planning services, commodity validation, project management, transition, move planning, inventory, disposition services, space development of commodities, and all other requirements in accordance with the Statement of Work (SOW).

CLIN 0002 includes: the procurement, delivery, and warranting of commodities planned during IO-T in accordance with the Statement of Work (SOW). This also includes all commodities for reuse and disposal.

EVALUATION AND AWARD

The Government will…