A.07.23_W9127S-19-R-6000_Solicitation-Document_Released.pdf

W9127S19R6000

Section SF 30 - BLOCK 14 CONTINUATION PAGE

COMBINED SYNOPSIS SOLICITATION

COMBINED SYNOPSIS/SOLICITATION

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; proposals 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.

The Solicitation number is W9127S19R6000. This solicitation is issued as a request for proposal (RFP).

Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101, effective July 20, 2018.

This is a total set-aside for Service-Disabled Veteran-Owned Small Businesses only. NAICS code is 337127, size standard is 500 employees.

All proposals shall be submitted no later than November 27, 2018 by 2:00 PM central time.

Project Funding: Funds are not presently available for this acquisition. No contract award will be made until appropriated funds are made available.

The point of contact is vickey.j.polson@usace.army.mil. The Contracting Officer is Lakisha Vance at lakisha.d.vance@usace.army.mil.

STATEMENT OF WORK

INITIAL OUTFITTING OF

WALTER REED ARMY INSTITUTE OF RESEARCH BUILDING 511

FORT DETRICK, MA (June 2018)

SECTION 1: OVERVIEW

1.1 Customer Overview

The U.S. Army Medical Research and Materiel Command (MRMC) is responsible for the programming, planning, design, construction and initial outfitting (IO) of United States Army Medical Research Facilities worldwide. To meet the IO requirements, MRMC 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 Army to standardize execution, minimize acquisition lead-times and costs, work multiple projects concurrently and complete projects on schedule.

1.2 Project Description

Initial Outfitting and Transition (IO&T) project for the Walter Reed Army Institute of Research (WRAIR) Forest Glen Annex of Ft Detrick in Silver Spring, MD. The project will provide initial outfitting and transition for Building 511, a 72,000 SF newly renovated building. The facility will house laboratory services, research and development.

1.3 Project Schedule

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

Event Anticipated Date

Building occupancy date (BOD) – 30 July 2019 Open for business (OFB) - 30 August 2019 IO Contract completion – 30 October 2019

End of Initial Outfitting Contract’s Period of Performance shall be 3 months past OFB.

1.4 Project Requirements Overview

TBD

1.5 Scope of Initial Outfitting

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

1.5.1 Initial Outfitting-Transition (IO-T)

IO-T includes project management, planning services, space planning, transition planning, commodity, requirements planning, public relations planning, relocation management, project phasing support, public relations support, validation of new and reuse commodities as well as disposal of commodities. IO-T includes taking inventory of all existing systems, identifying commodity requirements, conducting user interviews and developing requirements for all new commodities. 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.

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.

1.5.3 Validation of Commodities

Validation of Commodities includes the following:

a. Complete a thorough inventory of existing facilities and check inventory against 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 operability, durability and DoD/ MRMC facility safety requirements

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

e. Ensure all new and reuse commodities fit within allowable space in new facility, and are supported by all necessary utilities to function in accordance with the manufacturer’s specifications.

f. Ensure commodities meet all current codes, including Army and life safety requirements. (e.g., ensure correct power voltage, power cords, placement of cords, shielding, exhausts, venting, floor drains, air temperature, water volume and temperature are available for the commodity to operate properly).

g. Ensure commodities are properly located for optimal operation by Users.

h. Ensure commodities have all attachments and accessories necessary for proper operation. Commodities must be complete and usable prior to acceptance.

i. Ensure all commodities and reuse items can be delivered and installed in specified locations without damage to existing facility, new facility or commodities.

j. Ensure commodities fit through any doors, windows, elevators, stairwells, hallways and etc. as required for proper installation.

k. Show new and reuse commodities on drawings to scale.

l. Color code new and reuse commodities on drawings.

m. Ensure MRMC Project Officers and Users are partners in the FF&E review process.

n. Following validation of commodities, reuse commodities should be denoted as “reuse-Transition” or “reuse-

DRMO”.

o. The IO Contractor shall prepare all DD FORM 250, and any other required equipment receipt forms per the direction of MRMC Project Officer. The IO Contractor shall also provide a detailed spreadsheet with a complete listing of all purchased commodities at final turnover. The spreadsheet will at the minimum include commodity product number, Joint Schedule Number (JSN) number, room number and department.

p. The IO Contractor and User may make commodity selection recommendations, however, the final approval for procurement of new commodities and reuse of existing commodities resides with MRMC Project Officer and will be provided in writing.

SECTION 2: INITIAL OUTFITTING TASKS

2.1 Overview

The IO Contractor shall provide initial outfitting services and commodities for the IO-T and IO-C of WRAIR building 511. The requirement for IO services, IO schedule dates and commodity purchase may change.

The IO Contractor must have adequate personnel available to accommodate considerable planning throughout the period of performance, changes to the commodity list, changes to reuse plan, changes to the amount of required disposal and purchase of additional commodities identified throughout the IO-T process.

2.2 Site Verification

The IO Contractor shall conduct an initial site visit / verification within 14 days of contract award. At BOD, the IO Contractor shall perform site verification to ensure the spaces being turned over to IO

Contractor are in accordance with the contract.

2.3 IO Submittal #1

The IO Contractor shall provide IO Submittal #1 in accordance with the format detailed in SOW paragraph 2.9. This submittal shall be delivered to the Government in accordance with the date established on the IO Master Schedule.

2.4 IO Submittal #2

The IO Contractor shall provide IO Submittal #2 in accordance with the format detailed in SOW paragraph 2.9. This submittal shall be delivered to the Government in accordance with the date established on the IO Master Schedule.

2.5 Reserved

2.6 IO Corrected Final Submittal

After IO Submittal #2, the Government shall have 14 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; the IO Contractor will then submit the Corrected Final Submittal in accordance with the format detailed in SOW paragraph 2.10.1

2.7 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, plan additional commodities and provide an updated change tracker. 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.

2.8 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, Army Facility Management Department and Biomedical Engineering Division 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 of warranties will be turned over to WRAIR Facilities Engineering Division prior to the end of this contract and a copy of those warranties shall be provided via CD/DVD to the USACE contract specialist.

The 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. New commodities are listed in Attachment 1, Bid Schedule under the “CAT C” tab. Reuse equipment is listed in Attachment 1, Bid Schedule under the “CAT R” tab. Photos of the reuse equipment can be found in Attachment 3, Reuse Equipment Photos.

2.9 Post Installation Cleanliness

The IO Contractor is responsible for returning the facility to same or better condition as it was prior to IO Vendor occupancy. The entire building must 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 IO Contractor will 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 OFB.

2.10 IO Supporting Tasks

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

2.10.1 Initial Outfitting Submittals

All IO Submittals shall include the following information:

1. Project Information

2. Table of Contents

3. Master IO Schedule

4. Project Design Analysis

a. Resource Protection

b. Communications

c. Furniture/Furnishings

d. Medical Equipment/Case goods

e. Change Tracker

5. Minutes, Briefings & Reports

a. Departmental User Interview Meetings

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

c. Briefings

d. Reports (include ProjNet reports from previous reviews)

6. Transition Planning

a. Transition Plan/Master Move Schedule

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

7. Comprehensive Interior Layout (CIL)

a. CIL/Furniture & Furnishing Boards

b. Finish Boards

8. Public Relations/Media Support

a. Flyers/Newsletters Key Milestones

b. Ribbon Cutting Plan

c. Public Postings – Relocation Efforts (template)

9. 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. Cut sheets / 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)

2.10.1.1 Additional Notes

a. All commodities shall be listed on the Room by Room list. This includes any commodity related to Resource Protection, Communications, Furniture/Furnishings, and Medical Equipment/Case goods.

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

c. All public media support must be coordinated with MRMC / WRAIR Public Affairs Office

2.10.2 Initial Outfitting Master Schedule

An Initial Outfitting Master Schedule shall be developed by the IO Contractor based on the projected construction schedule and transition requirements provided by the General Contractor and MRMC. The Government shall approve IO Master Schedule changes. The IO Master Schedule shall:

a. Include pertinent construction dates, project milestones, and pertinent IO-T and IO-C activities throughout the project.

b. Be delivered to the Government within 10 days of Contract Award.

c. Be updated and delivered as part of every IO Submittal.

d. Be updated throughout the contract whenever changes arise.

2.10.3 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 shall be submitted anytime there are requested changes to the Commodity List or as requested by MRMC Project Officer.

The Commodity Change Tracker shall be submitted and approved in accordance with SOW paragraph 4.1, Change Management Protocol.

2.10.4 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. The IO 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 IO-PM shall:

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

b. Ensure all deliverables are submitted per contract.

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

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

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

f. Maintain Quality Control for the IO project.

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

2.10.5 Initial Outfitting Transition Planning

The IO Transition Planning services include 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. Develop detailed 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 staff and occupants are completely familiar with the new site.

h. Establish a relocation execution plan.

i. Develop a clinic services transition plan to incorporate patient notification, and appointment rescheduling.

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

2.10.6 Initial Outfitting Space Planning

The IO Contractor shall provide the following Space Planning Services:

a. Develop departmental floor plans as reflected on 100% design submittal showing work flow of all categories of all IO Commodities.

b. Develop the reconfiguration requirements of existing product. Plan and develop the requirements for all commodity cut sheets as outlined in Attachment 1, Bid Schedule, tab “CAT C”.

c. Coordinate and conduct departmental/user interviews, develop an existing inventory list, establish new requirements, and determine excess/disposition items.

d. Ensure the MRMC standards and specifications are met.

e. Ensure all commodity planning execution information is provided in each IO Submittal.

f. Coordinate all infrastructure/technical interfaces with the commodity vendors.

g. Show / reflect all deliverables developed by the IO Contractor on the drawings.

h. Provide a list of modifications to the USACE PM and MRMC Project Officer that may be required of the construction contract in order to accommodate all IO.

i. Develop a Comprehensive Interior Layout (CIL) based upon the information provided the Government.

NOTE: 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. Additional detail may become available throughout the IO-T process to aid planning and validate.

2.10.7 Initial Outfitting Public Relations / Media Support

The IO Contractor is responsible for keeping all staff and public informed of the project beginning, progress and completion. The IO Contractor shall develop and provide a public relations and media support plan with all IO Submittals. During the IO-C phase, the IO Contractor shall provide all media, including but not limited to, newspaper, website, radio announcements, base newsletters, briefings for staff at key milestones for the project and public signs, flyers, posters and announcements in and around the medical facility.

The IO Contractor is responsible for ribbon cutting ceremony planning and the procurement of supplies necessary for these events.

All public postings and public relations plans shall be coordinated with the MRMC Project Officer, MRMC Public Affairs Officer (PAO) and WRAIR PAO. Submittals will not be generic and must be for the intended project. IO Contractor will not create invitation list nor does contractor send out invitations.

IO Contractor will contact local Protocol Office for any special requirements for location or for VIP’s.

The extent of public outreach and media support for this project will be limited to the local area. Public outreach efforts must be employed to inform WRAIR staff and base stakeholders of IO related changes within the health clinic.

Announcements and a ribbon cutting ceremony for the grand opening of the new WRAIR building 511 shall be conducted and coordinated through the WRAIR PAO.

The following shall be developed for each submittal during IO-T:

- Social media blasts (Face Book, Twitter, etc.)

- Informative newsletters

- Press releases / Base paper articles / E-newsletter Articles

- Posters

- Storyboards

- Invitations

- Ceremonial programs

- Ribbon Cutting ceremony script

- Ribbon Cutting ceremony equipment needed

- Alternate Plan for inclement weather

- Access letter for base

- Develop schedule for events

The IO Contractor shall plan, present and procure the following Public Affairs products to MRMC and WRAIR for approval during IO-C:

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

- Information newsletters: Quantity 200, timeline for distribution TBD in IO Master Schedule

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

- Base paper articles: Quantity 2, timeline for distribution TBD in IO Master Schedule

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

- Posters: Quantity 20

- Storyboards: Quantity 3.

- Ribbon Cutting ceremony programs: Quantity 200.

- Ribbon Cutting ceremony invitations: Quantity 200, paper and electronic.

- Equipment needed for ribbon cutting ceremony

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

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

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

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

2.10.8 Initial Outfitting Low Voltage/IT

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

a. 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.

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

c. Ensure the Unified Facilities Criteria (UFC) and MRMC standards and specifications are met.

2.10.9 Initial Outfitting Biomedical Equipment Technician

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

a. Be on site to perform operational checks, calibration, testing and safety checks for any newly procured or re-use equipment.

b. Provide medical equipment installation, repair and training services.

c. Administrative space will not be provided for the BMET to work.

d. Furnishings, tools and equipment for the BMET shall be provided by the IO Contractor.

2.10.10 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 MRMC M4 and WRAIR facility design. The Government reserves the right to reject a submittal that is not quality controlled, coordinated or complete.

2.10.11 Meetings

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

2.10.11.1 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, location of meeting and required information at time of meeting.

2.10.11.2 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 IO Submittal #1 and Corrected Final.

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.

2.10.11.3 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:

a. 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.

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

This meeting shall address all commodity standards required of the MRMC.

2.10.11.4 Department Meetings

The IO-PM shall arrange Department Meetings to support each IO Submittal. 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 MRMC Health Facilities Planning and Project Officer (HFPPO) approved changes must be noted on a meeting document by the IO Contractor. This document shall be signed by the User department representative, MRMC HFPPO and the IO Contractor before the conclusion of each Department meeting.

2.10.11.5 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 MRMC prior to meeting with the users.

2.10.11.6 Interior Design Meetings

This meeting shall address all furniture and furnishings. 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 MRMC Health Facility Office shall be included as invitees to this meeting.

2.10.11.7 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.

2.10.11.8 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. The government reserves the right for a 14-day review per submittal.

2.10.11.9 Weekly Progress Meetings

The IO-PM shall schedule weekly progress meetings with the PDT and the following personnel: USACE PM, MRMC HFPPO, MRMC Biomedical Maintenance Representative, Information Technology Rep, Facility Manager and other Army Medicine stakeholders as identified by the IO-PM or MRMC HFPPO.

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 MRMC and provide, at a minimum, status on the items below:

a. Review Meeting Minutes

b. Budget Issues

c. IO Schedule

d. Risk Report

e. Commodities

f. Furniture/furnishings

g. Case goods

h. Medical equipment

i. Low voltage systems (communications, resource protection)

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

k. Status of Minutes/Briefings/Reports

l. Transition Planning

m. Comprehensive Interior Design revisions

n. Public Relations/Media Support

o. Master Room Contents

2.10.12 DOD Facility/Base Access

The IO Contractor shall ensure all IO staff will be able to meet all DOD base access requirements, including required training, paperwork and certifications. CAC Cards will not be issued solely for the purpose of base access.

Army installations utilize RAPID Gate. For more information on the RAPID Gate process, please see http://www.rapidgate.com/.

2.10.13 Health Insurance Portability and Accountability Act Certification The IO Contractor shall ensure all IO contractor personnel have Health Insurance Portability and Accountability Act (HIPAA) certification. Proof of HIPAA certification is required at time of award in order for IO Contractor personnel to complete paperwork to access Army Medicine Information Systems.

SECTION 3: INITIAL OUTFITTING PERSONNEL QUALIFICATIONS

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, 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 MRMC.

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 MRMC. 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. Any IO Contractor PM or Transition Planner leave during predetermined on-site project work time shall be coordinated with MRMC. An employee of equal or greater experience and qualifications shall work on-site to replace the absent IO Contractor PM or Transition Planner.

NOTE: All IO Contractor personnel and PDT members must have an active Dr Checks / ProjNet account within three (3) days from the contract date of award.

3.1 IO Project Manager

The IO Project Manager (IO-PM) shall have three (3) years of experience as Project Manager on DoD initial outfitting and transition projects. The Contractor shall provide project names, dates, and Government points 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 of military healthcare transition and relocation experience. The Contractor shall provide project names, dates and Government points 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 three (3) years of military healthcare equipment experience.

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

3.4 Interior Designer

The Interior Designer for this project shall have three (3) years of experience in a healthcare setting, to include ambulatory and occupancy settings. Interior Designer must hold a National Council for Interior Design Qualification (NCIDQ) or American Academy of Healthcare Interior Design (AAHID) certification. The IO Contractor shall provide project names, dates and Government points of contract information (name, organization, email address, and phone number) for verification of experience.

3.5 Public Affairs Coordinator

The Public Affairs Coordinator shall have at least one (1) years of experience working with DoD Public Affairs. The Contractor shall provide project names, dates and Government point of contract information (name, organization, email address, and phone number) for verification of experience.

3.6 Biomedical Equipment Technician

The Biomedical Equipment Technician (BMET) must have Defense Medical Logistics Standard Support (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.

3.7 Quality Control Manager

The IO 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.

3.8 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

The IO-PM shall oversee the IO Change Management process. The following change management protocol applies during the IO process:

4.1.1 Government Requested IO Changes:

a. MRMC HFPPO submits User Change Request (UCR) with marked-up equipment list, cut sheet and specifications to USACE-PM.

b. MRMC HFPPO submits UCR to WRAIR Facilities Representative with MRMC for approval and concurrence.

c. IO Contractor will track and show changes on IO-Change Tracker as a credit or an addition

4.1.2 Contractor Requested Category A / IO Changes:

a. IO Contractor submits Plan Deviation with marked-up equipment list and specifications sheet to

USACE PM.

b. USACE-PM coordinates with MRMC and MRMC HFPPO for approval/concurrence.

c. IO Contractor tracks changes on IO-Change Tracker with value of credit / addition.

4.2 IO 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

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

4.3 Acceptance

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

4.5 Reserved

4.6 Quality Assurance

The Medical Treatment Facility will assign a Quality Assurance representative (QA) to monitor progress and ensure all deliverables are met. This role typically resides with the Facility Manager or the Director of Medical Logistics.

USACE will assign a COR to ensure all technical aspects of the contract are in compliance.

4.7 Administrative Oversight

Administrative oversight of the IO Contract will be led by the Contracting Officer and assisted by the USACE Program Manager, Project Manager (PM), and Project Coordinator (PC).

4.8 Contractual Control

Contracting Officer and Contracting Officer Representative (COR).

4.9 Programmatic and Administrative Oversight

USACE Program Manager and MRMC shall provide programmatic and administrative oversight.

Invoices are processed through USACE COR.

4.10 Operational Oversight

MRMC Facility Specialist shall provide operational oversight.

4.11 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 is 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.

4.12 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 (including 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.

4.13 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 IO Submittal.

4.14 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 Army 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.

4.15 Security

The IO Contractor shall observe and comply with all security provisions in effect at WRAIR 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. Refer to Supplemental C, Base Access Requirements.

4.18 Traffic Laws

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

4.19 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.

4.20 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 WRAIR facilities representative.

4.21 Safety

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

4.22 System Access and Security/Equipment

Common Access Cards (CAC) is required for IO-PM, Transition Planner, and BMETs. Personnel shall apply for a CAC within three days of contract award if the IO-PM is not in possession of a CAC before contract award.

4.23 N/A

4.24 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, Army Instructions, civilian and DOD standards, applicable legislation regulating coding practices and/or Army 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 (16 Oct 03), “Design: Medical Military Facilities”, Glossary of Terms, Abbreviations, and Acronyms.

4.25 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 IO process are listed for information only.

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

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 MRMC 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 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 with authority to authorize contractual obligations on behalf of the Government.

Health Facilities Project & Planning Officer (HFPPO): The Army medical-functional expert representing the Army Surgeon General on a given Contract. The USACE Program Manager, partnering with the onsite HFPPO, will act as the Contracting Officer's Representative (COR). As the COR, he/she has the authority to interpret plans and specifications and provide clarifications thereto, review and certify cost estimates, and obtain information as may be required under the terms of the contract. The COR will be responsible to submit and give recommendations to the Contracting Officer regarding modifications, and Request for Information (RFI)s for approval.

Army Civil Environmental/Engineering: The MRMC representative on MILCON-funded projects.

HFD Portfolio Manager: National Capital Area representative responsible for tracking funds expenditures on all Sustainment, Restoration and Modernization Projects.

IO Project Manager: The IO Contractor individual responsible for controlling time, cost, quality, scope and risk of each initial outfitting initiative/project.

Transition Planner/Relocation Specialist: The IO Contractor individual responsible for planning all departmental moves and outfitting.

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.

U.S. Army Medical Research and Materiel Command (MRMC): The ‘user’. The MRMC will assign a representative to work directly with the Project Manager. May include WRAIR Facilities leadership and/or designated representative.

Facility Management (FM): The MRMC representative who manages the Facility Management Program for the Medical Group and who is the primary point of contact at the WRAIR and provides reviews from the WRAIR perspective.

Major Command (MAJCOM): The source of funding for some initial outfitting.

MRMC Equipment Planner: Oversees and advises IO Contractor and WRAIR representatives regarding various project issues/concerns related to all equipment/furniture/clinical case goods.

Other Technical Support: The Government may utilize third party contracts to evaluate the quality of the project.

4.26 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: Beneficiary Occupancy Date (Date when IO Contractor takes possession of facility and begins installation and transition) 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 I/O: Initial outfitting I/O – T: Initial Outfitting Transition I/O-C: Initial Outfitting Commodities I&L (M4): Installation and Logistics Code M4 I/OD: Initial Outfitting Directorate ISS: Infant Security System JSN: Joint Schedule Number LAN: Local Area Network LEED: Leadership in Environmental Excellence 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 MRMC: U.S. Army Medical Research and Materiel Command MSDS: Material Safety Data Sheet 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 IO Contractor turns facility possession to User and clinic operations begin 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…