W9127S20Q6000 - Combined Synopsis Solicitation NICoE - Eglin AFB IO Project.pdf

Defense Health Agency – Facilities Enterprise – Eglin Initial Outfitting National Intrepid Center of Excellence (NICoE)

Eglin AFB, Florida

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 # W9127S20Q6000. 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 2019-06, effective September 10, 2019.

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

All Quotes shall be submitted no later than January 8, 2019, by 1:00pm Central Time.

A SITE-VISIT is tentatively planned for December 4, 2019, beginning at 9:00am Central Time.

Location:

Eglin Air Force Base West Visitors Center Eglin Blvd, Eglin AFB, FL 32542

Report to Main Gate Visitor Center for access.

Contractor requests for access must include point of contact to include date of visit, location and justification for access. Contractor information that must be accompanied with request:

• Full name.

• Date of birth.

• Place of birth (city, state).

• Social Security number (full), sent encrypted via email.

• Company Name

All interested contractors please contact Telia Mahomes via email at Telia.R.Mahomes@usace.army.mil to confirm attendance with information listed above. More information regarding entrance onto the base will be provided to you once your attendance is confirmed. All contractors interested in attending the site-visit must provide notice no later than November 29, 2019, 11 A.M., Central Time. In case of emergencies, please contact Tim Pighee at 501-482-8028.

W9127S20Q6000

INITIAL OUTFITTING & TRANSITION: REQUIREMENT DOCUMENTS

(FY20 NICoE, Eg lin AFB, Florida)

TABLE OF CONTENTS

DOCUMENT REFERENCES & HISTORY

1 GENERAL

2 PROJECT INFORMATION

2.1 PROJECT DESCRIPTION

2.2 COST

2.2.1 Initial Outfitting Funds

2.2.2 Procurement Funds

2.2.3 Project Funds

2.3 SCHEDULE

2.3.1 Period of Performance

2.3.2 Definitions

2.3.3 Schedule Constraints

2.4 CORRESPONDENCE

2.4.1 Weekly Reports

2.4.2 Written Records

2.4.3 Request for Information (RFI)

2.4.4 Document Revisions

2.4.5 Documenting Contractor Performance

2.4.6 Submittals: General Instructions

2.5 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

2.6 QUALITY CONTROL

2.7 FACILITY AND SITE PROVISIONS

2.7.1 Contractor Identification

2.7.2 Continued Occupancy

2.7.3 Hours of Operation

2.8 CHANGE MANAGEMENT

3 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, VALIDATION & COORDINATION) (254.210)

3.1 GENERAL

3.2 SERVICES

3.2.1 Furniture & Fixture Services

3.2.2 Artwork

3.2.3 Medical & Other Equipment

3.2.4 Low Voltage Systems

3.2.5 Services: Incidental Signage

3.3 SUBMITTALS

3.3.1 Submittal 1 (DRAFT)

3.3.2 Submittal 2 (pre-final)

3.3.1 Submittal 3: Final CORRECTED

3.3.2 Closeout Submittals

3.4 MEETINGS

3.4.1 General

3.4.2 Project Kick-Off

3.4.3 Site Investigation/ Existing Inventory/ Planning Meeting & Surveys

3.4.4 Resolution Conference

3.5 CONTRACTOR IO&T TEAM & QUALIFICATIONS

3.5.1 Project Manager

3.5.2 Quality Control Representative

3.5.3 Medical Equipment Planner

3.5.4 Biomedical Equipment Technicians

3.5.5 Communication Systems Engineer

3.5.6 Interior Designer

W9127S20Q6000

STATEMENT OF WORK

3.5.7 Signage Consultant

3.5.8 Artwork Consultant

3.5.9 On-Site Personnel

4 REQUIREMENTS: TRANSITION S ERVICES (MOVES , CLEANING & DISPOSITION) (254.220)

4.1 GENERAL

4.2 TRANSITION SERVICES

4.2.1 Existing Warranties

4.2.2 Transition Schedules

4.2.3 Public Relations

4.2.4 Coordination

4.2.5 Existing Inventory & Reuse

4.2.6 Warehousing & Staging

4.2.7 Security

4.2.8 Protection Of Areas

4.2.9 Excessing & Disposition (aka DRMO)

4.2.10 Staff Orientation

4.2.11 Housekeeping

4.2.12 Temporary Space/Facilities

4.3 TRANSITION SUBMITTALS

4.3.1 Submittal 1: Transition Plan (draft)

4.3.2 Submittal 2: Transition Plan (PRE-FINAL)

4.3.3 Submittal 3: Final CORRECTED Transition Plan

4.4 TRANSITION MEETINGS

4.5 TRANSITION TEAM & QUALIFICATIONS

4.5.1 Transition Planner

4.5.2 Public Relations & Media Support Specialist

4.5.3 Contractor IO&T Team

4.5.4 On-Site Personnel

5 REQUIREMENTS: EQUIPMENT (FFE-LVS) (310.800)

5.1 EQUIPMENT PROCUREMENT

5.1.1 Furniture, Fixtures, Furnishings

5.1.2 Medical and Other Equipment

5.1.3 Artwork

5.1.4 Incidental Signage

5.2 SHIPPING & DELIVERY

5.3 INTERIM STORAGE

5.4 INSTALLATION

5.5 TESTING & CERTIFYING

5.5.1 Testing List

5.5.2 Equipment Testing

5.5.3 Coordination

5.5.4 Systems Testing

5.5.5 Industry Standards

5.5.6 Documentation

5.6 INSPECTION & ACCEPTANCE

5.6.1 General

5.6.2 Multi-Phase Project Acceptance

5.6.3 Contractor Identified Punchlist & Inspections

5.6.4 Pre-IO Inspection – Facility

5.6.5 Pre-Final Inspection

5.6.6 Final Inspection

5.6.7 Final Acceptance

5.6.8 Inspection & Acceptance Documentation

5.7 TRAINING

5.8 CLEAN

5.9 WARRANTY

5.10 MEETINGS

5.11 O&M MANUALS & DATABASE

5.11.1 Changes to O&M Data Submittals

5.12 TRANSFER AND ACCEPTANCE OF PROPERTY

5.12.1 DML-ES Support

6 REFERENCES

6.1 CRITERIA & DOCUMENT APPLICABILITY

6.2 FEDERAL CRITERIA

6.3 CODES & INDUSTRY STANDARDS

6.4 US DEPARTMENT OF DEFENSE (DOD)

6.5 DEFENSE HEALTH AGENCY-FACILITIES ENTERPRISE (DHA-FE)

6.5.1 FFE References

6.5.2 Signage Criteria

6.5.3 LVS Criteria

6.5.4 EXESSING & DISPOSITION Criteria

6.5.5 ACCEPTANCE Criteria

7 ATTACHMENTS

7.1 GOVERNMENT KEY PERSONNEL

7.1.1 Contracting Officer (KO)

7.1.2 Contracting Officer Representative (COR)

7.1.3 Contracting Activity: Project Manager (PM)

7.1.4 Defense Health Agency-Facilities Enterprise (DHA-FE)

7.1.5 DHA-FE: Project Officer/Manager (PO/PM)

7.1.6 DHA-FE: PlannerS

7.1.7 DHA-FE: IO&T Functional Experts/Advisors

7.1.8 DHA-FE: Technical Experts/Advisors

7.1.9 Facility Representatives

7.1.10 Site/Installation Representatives

7.2 PROJECT SCHEDULE (DESIGN/CONSTRUCTION PROJECT)

7.3 DESIGN ANALYSIS (DESIGN/CONSTRUCTION PROJECT)

7.4 DRAWINGS (DESIGN/CONSTRUCTION PROJECT)

7.4.1 Design/Construction Project (FIO)

7.4.2 Drawings (Furniture/Fixtures/Equipment)

7.5 INSTALLATION & MAPS

7.6 LISTS

7.6.1 Project Room Contents (FFE)

7.6.2 DMLSS LIST (Existing FFE-LVS)

7.7 PRICE SCHEDULE

7.8 SPECIFICATIONS

7.8.1 Furniture & Furnishings

7.8.2 Medical Equipment

7.8.3 Low Voltage Systems

7.9 DHA-FE LAN-W LAN REQUIREMENTS

8 APPENDICES

8.1 WEEKLY [RISK] REPORT (TEMPLATE)

8.2 CONTRACTOR PERFORMANCE FORM (TEMPLATE)

8.3 SUBMITTAL EXAMPLES

DOCUMENT REFERENCES & HISTORY

References used to develop the “Requirement Documents” include:

1) DODI 6015.17 MHS Facility Portfolio Management (Facility Program Management & Oversight, Facility Requirements Planning; Facility Transition & Activation; Facility Decommissioning & Disposal)

2) DODD 4270.5 Military Construction

3) DODI 5000.02 Operation of the Defense Acquisition System; Relationship Between Defense Acquisition, Requirements & Budgeting Process (Par 5.b(1))

4) MIL-STD 1691

5) FAR 1.102 Statement of guiding principles for the Federal Acquisition Systems; Acquisition Team & R&Rs

(par (c) and (d)

6) FAR 11 Describing Agency Needs

a. FAR 11.1 Selecting & Developing Requirement Documents

i. FAR 11.101 Order of precedence for requirement documents.

ii. FAR 11.102 Standardization program.

b. FAR 11.2 Using & Maintaining Requirement Documents

i. FAR 11.203 Customer Satisfaction

7) FAR 7 Acquisition Planning

a. FAR 7.104 General Procedures (“Acquisition planning should begin as soon as the agency need is identified, preferably well in advance of the FY in which contractor award or order placement is necessary” (Par (a)).

1 GENERAL

The Defense Health Agency – Facilities Enterprise (DHA-FE) is responsible for the Military Health System’s (MHS) facility portfolio which includes the program management of design, construction, initial outfitting/activation and disposition of property. The DHA-FE requires the services of a contractor who can provide furniture, fixtures, equipment1 (FFE), low voltage systems 2 (LVS), and associated services for a new/newly renovated medical treatment facility (MTF). The required goods and services include: 1) “Equipment Services” (FFE-LVS planning, design, validation and coordination services); 2) “Transition Services” (relocation/move services to include disposition services related to FFE-LVS); and 3) “Equipment” (FFE-LVS and associated services related to its delivery, installation, testing, certifications and acceptance).

2 PROJECT INFORMATION

2.1 PROJECT DESCRIPTION

The National Intrepid Center of Excellence (NICoE) Building 2370 is currently being constructed at 1 Ash Drive, Eglin AFB, Florida 32542. It will consist of approximately 25,000 sf. The Designer of Record is SmithGroup. The General Construction Contractor is GreenHut. The Owner/Owner’s Representative is Intrepid Fallen Heroes Fund (IFHF)/Plaza Construction. Anticipated BOD is April 2020.

The existing Invisible Wounds Clinic (IWC) Building 15104 is located in the parking lot adjacent to the MTF Building 2825, off Boatner Road, Eglin AFB, Florida 32542. The existing IWC consists of approximately 18,500 sf.

Transition shall be from the existing IWC Building 15104 to the NICoE Building 2370, Eglin AFB, Florida.

2.2 COST

The Contractor is required to provide both Personal Property (PP) and Real Property Installed Equipment (RPIE) FFE- LVS is funded with three types of appropriations: 1) Initial Outfitting Funds (IO); 2) Procurement Funds (P); and 3) Project Funds (P). The IO&T Contractor is required to price and track each fund source for the duration of the project.

Refer to Table 1. Fund Sources by Property Type/Service.

Cost Line Item No Appropriation (Fund Source) Property Type/Service Cost Accounting #

Initial Outfitting

Personal Property (PP) Equipment Services 254.210 0002 Personal Property (PP) Transition Services 254.220 0003 Personal Property (PP) Equipment 310.800 0004 Procurement Personal Property (PP) Equipment that exceeds $250K

0005 Project Funds (MILCON/O&M) Real Property Installed Equipment (RPIE)

Table 1. Fund Sources by Property Type/Service

2.2.1 INITIAL OUTFITTING FUNDS

1 FFE = furniture, furnishings, fixtures, medical and non-medical equipment, moveable casework, artwork, plants 2 LVS = communications, electronic security systems and other related information management/technology systems (IM/IT) and facility related control systems (FRCS)

“IO Funds” are used to purchase and install Personal Property (PP). Personal Property is all property (systems and equipment) except real property. Personal Property items are outlined on the attached Project Room Contents (PRC) list. IO&T services/equipment is cost accounted in three ways:

1) Equipment Services (Cost Accounting: 254.210): Required equipment services are outlined in Section 3.

2) Transition Services (Cost Accounting: 254.220): Required transition services are outlined in Section 4.

3) Equipment (Cost Accounting: 310.800): Required property or goods (equipment and systems) and incidental services are outlined in Section 5.

2.2.2 PROCUREMENT FUNDS

“Procurement Funds” are used to purchase and install PP (to include systems) valued more than $250K each. Required procurement services is outlined in Section 3 and equipment is outlined in Section 5.

2.2.3 PROJECT FUNDS

“Project Funds” (i.e. Design/Construction Funds) are used to design and/or build the facility, to include site, civil and demo work. Project Funds are also used to purchase and install certain types of equipment, fixtures, casework, medical equipment, communication and electronic security systems classified as “Real Property Installed Equipment” (RPIE).

RPIE is any equipment item affixed, built into, and integral to, the facility and is necessary to make the facility complete. If the equipment item were removed, it would destroy or severely reduce the designed usefulness and operation of the facility. If required, RPIE goods and incidental services are outline in Section 3 and Section 5.

2.3 SCHEDULE

2.3.1 PERIOD OF PERFORMANCE

IO&T Project Requirements, award through Open for Business (OFB), shall be completed within 30 calendar days following the new NICoE Building 2370 Beneficial Occupancy Date (BOD). The BOD for the new NICoE Building

2370 is currently scheduled for 01 May 2020.

2.3.2 DEFINITIONS

1) Beneficial Occupancy Date (BOD). The date the Government takes formal acceptance of the space/building.

2) Early Access. When the Government must access select rooms/departments prior to BOD in order to install select systems or equipment (i.e. communication systems or radiology equipment).

3) Open for Business (OFB). The date medical staff starts seeing patients and practicing medicine. It is also referred to as the “Placed in Service” date.

2.3.3 SCHEDULE CONSTRAINTS

Schedule and time constraints are outlined in Table 2. Schedule Constraints. The Contractor shall consider these constraints when developing their proposal, transition plans and project schedules. Construction constraints are illustrated on the attached Construction Schedule. Days are listed in calendar-days unless otherwise noted.

The Contractor shall not have early access to the new facility/space until the date the Government takes acceptance (i.e.

Beneficial Occupancy Date). The Contractor shall incorporate any early access requirements in the Transition Plan and coordinate with the Government prior to accessing space. The Contractor shall account for local and US and host-national holidays which may impact delivery and installation.

# REQUIREMENT SCHEDULE CONSTRAINT

1 Submittals & Deliverables Government review period = 10 working days unless otherwise noted herein

2 Weekly Meetings First meeting w/in 7 days of Award.

Contractor Exceptions to

Directed Changes 14 days of receipt of the revisions

Resolve and Closeout Risks on Weekly Report Not to exceed 30 days of identification

Request for Information

(RFI)

As-needed; Government review period = 7 working days

6 Draft Agendas 30 days prior to meeting (due to Governm ent travel approvals/country clearanc es)

Final Agenda & Confirmation of Attendees

10 days prior to meeting

Meeting Minutes and Written

Records 5 days following meeting/conference

9 Risk Identi fication Within 7 days of identification

Contractor submits Proposals in response to the

Requirements Package

As directed by the KO/COR but not more than 21 days

Contractor documents FFE- LVS Changes

Changes shall be documented/reviewed in Weekly PDT meeting

Variations/Deviat ions or

Modifications

Provide updated documents within 15 days of awarded mod and/or variation unless otherwise directed; government review period = 7 work-days min

13 Project "Kick-Off" Meeting 1 week following Award

Resumes of Key Personnel Provide resumes to the Government at the time of the Project Kick-Off meeting

14 Site Visit Site Investigation, Existing Inventory, Planning Meeting, Surveys

15 Combined Submittals 1 & 2 Following Planning meeting; Government review period= 10 work days min

16 Final Corrected Documents Within 10 days of change; Government Review period = 5 work-days

Notice of Work Outside

“Limits of Construction” Notify PDT 10 days prior to commencing work

18 Traffic Disruptions 14 days prior to work commencement

Contractor Facilities:

Building Number

14 days following receipt of Government assigned number

Notice to work holidays, weekends, after-hours 14 days prior to commencing work; Government review period = 7 days

21 Disruption of Utility Services 14 days prior to shutdown

Systems & Equipment

Testing List Update/provide 60 days prior to testing

23 Transi tion Period Departments shall not be down for more than 2 duty-days

24 Master Move Schedule Revise & distribute updates when construction schedule changes

3rd Party Vendor

Coordination

3rd party FFE-LVS de-installs/re-installs and GFE install coordination to begin with the MTF and Vendors NLT 6 months prior to commencement of the Transition Period (i.e.

FFE requiring 3rd party move assistance, Government Furnished Equipment (GFE), etc.)

Final Public Relations Plan (Postings/ Handouts)

Update plan, including deliverables, and review with MTF 45 days prior to release of public postings & handouts

27 LVS Coordination Meetings

Commence meetings immediately following Award and Kick-Off Meeting. NOTE:

Intrusion Detection and Duress System testing and certification shall be fully coordinated with Base Security Forces not later than (NLT) 90 days prior to system installation and/or move. Meetings shall be held bi-weekly at a minimum.

Facility Cleaning Coordination

Coordinate facility cleaning activities with the COR NLT 30 days prior to moves

29 Final Transition Plan Update & coordinate plan with MTF prior to final distribution. Distribute final plan 30 days prior to department move date.

Transition Planning Meetings

Commence regular meetings 30 days prior to move date at intervals commensurate with the level of difficulty for each department move

Public Relations (Postings/

Handouts) Distribute a minimum of 90 days prior to move commencement

Final Public Relations Plan (Ceremonial Activities)

Update plan, including deliverables, and review with MTF prior to final distribution.

Distribute final documents 90 days prior to ceremonial activities.

Preliminary and Final Move

Notification (by move/phase)

Preliminary Notification: 30 days prior to departmental move date (based on current target dates).

Final Notification: 21 days prior to Pre-IO Facility Inspection.

35 Final Orientation Plan Update plan and review with users 30 days prior to move

Cybersecurity Plan (aka

RMF)

Provide an updated plan and distribute 30 days prior to outfitting FINAL project phase

37 DMLSS Data & Support 30 days prior to the arrival of the FFE-LVS

Cybersecurity Testing

Documentation

Submit Cybersecurity compliance documentation required to gain ATO 14 days prior to moves.

Final Department Move Guide

Finalize and distribute 14 days prior to moves

40 O&M Manuals (FFE-LVS) 30 days prior to Government testing & certification activities or training, whichever occurs first

Final Draft DD Form 1354/AF Form 1261

21 days prior to final acceptance

42 Inspect ion Notifications 21 days prior to inspection

43 Notice of Final Acceptance 45 days prior to final acceptance (due to Government travel approvals/c ountry clearances)

Accepted Final Design

FFE-LVS Documents Distribute electronic copies of all required documents 14 days prior to inspection

Warranty & Maintenance Documents

14 days following acceptance; government review period = 21 days

Punch Lists & Inspection

Findings Within 7 days following government inspection

47 Submit Initialed PRC RBRs Within 7 days following OP/PP Pre-Final and Final Inspections

Record Documents (Red-lines)

Prior to Prefinal Inspection (Facility); Government review period = 14 days

Table 2. Schedule Constraints

2.4 CORRESPONDENCE

2.4.1 WEEKLY REPORTS

Provide a Weekly Report and document project information and weekly issues. Refer to the attached Weekly Report

Template. The purpose of this report is to keep management and the PDT informed of issues relative to cost, schedule and scope. It’s a tool for Contractor and Government personnel to proactively manage issues and address risks before they compound.

Update the report weekly for the project’s life-cycle. Provide to the PDT prior to the Weekly Progress Meetings. It’s critical Weekly Reports reflect accurate and current information and all data fields are complete. Failure to maintain this document could adversely impact the project, programming decisions, prompt resolution, change management, etc.

and adversely affect the Contractor’s performance ratings. The document serves as a repository for both relevant and historical information and is used extensively for studies, analysis and senior level reporting. Review the Weekly

Report with the PDT at Weekly Progress Meetings. Highlight and document changes, updates, and edits. Weekly

Report tabs include:

1) Tab 1-Project Overview. Include: 1) key contract information; 2) the project management team; 3) key dates;

4) scope; 5) cost data by fund source; and 6) cost of the base bid, options, modifications and pending changes.

2) Tab 2- Costs. Include: 1) costs, scope and performance periods of awarded work; 2) modification costs, and 3) estimated costs relative to pending and potential changes. This enables management and PDT to quickly ascertain the cost and time exposure on a given project and take measures to proactively cost contain and make necessary adjustments to the schedule if necessary.

3) Tab 3-Schedule. Summarize key milestones relative to design, construction and outfitting. Document and update milestone dates. It is imperative that dates are current and accurate. PDT members use this document to program funds, plan travel, keep customers informed, report to senior management, de-conflict calendars, etc.

All inspection and acceptance dates shall be shown.

4) Tab 4-Scope. Summarize the departments under renovation/construction, building classification and type, and levels of renovation. It is used as tool to monitor shifts in requirements, analyze opportunities to descope and cost contain, and negotiate cost and no-cost changes.

5) Tab 5-Risks. Summarize risks to the projects. Document, manage and resolve risks as they present. It requires the PDT to identify risk and attempt to resolve it before it impacts scope, schedule, costs, safety or quality. It is the responsibility of the Contractor to identify and document risks. As soon as the risk presents itself, the Contractor shall document the risk on this tab, date the risk was identified, title the risk, note who is responsible for working the issue, the plan to minimize the risk, planned resolution date, the date it was resolved, possible impact to the critical path, possible cost exposure, and whether the risk requires the owner or the contractor to address.

Identify the level of risk. Red denotes immediate impact, yellow denotes impact within 30 calendar days and green denotes impact within 45 calendar days. Provide an estimated time and cost impact (if applicable) within the timelines outlined Table 2. Schedule Constraints. The actions to resolve each risk shall be chronicled on a weekly basis until the risk is closed. Members of the PDT may also identify a risk and request that it be noted on the Weekly Report. Every attempt shall be made to close a risk within the timelines outlined in Table 2. Schedule Constraints (closed risks may be crossed out or shaded but cannot be deleted from the record). Program Managers and PMs shall diligently review the Risk Tab and take immediate action to resolve urgent risks. The Contractor shall update and chronicle the progress of each listed risk on a weekly basis.

6) Tab 6-Project Delivery Team (PDT) & Distribution. This tab documents the PDT names and contact information and distribution requirements. The PM shall work closely with the Government Project

Officer/Project Manager to ensure this list remains current and accurate. PDT members may change so it’s important this tab is kept current. “Core” PDT members shall be invited to all conferences and meetings.

7) Tab 7-Request for Information (RFI) Log.

8) Tab 8-Submittal Register.

2.4.2 WRITTEN RECORDS

Address correspondence to the Contracting Officer, or their appointed representative. Label all correspondence with project year, title and contract number. Confirm, in writing, any oral instructions, decisions, or important communications exchanged between the Contractor and the Contracting Officer, or their appointed representative.

Prepare detailed and accurate written records of each site visit, meeting (either telephonic or in-person) and provide to the PDT within the timelines outlined in Table 2. Schedule Constraints.

Include agenda, subject, names of participants, outline of discussion, all relevant details regarding issues discussed, participants involved in the discussion, action items and the party responsible for resolution or follow-up, timeframes for resolution, drawings and/or illustrations reflecting requirement additions/deletions, recommendations, conclusions and a separate summary listing of all work the Contractor believes is outside the contract requirements.

Number written records in consecutive order. To ensure timely responses and coordination, follow standardized electronic naming conventions. Electronic document titles (to include e-mail) shall include (in this order): Fiscal Year, Project Title, Document Type, Number and Date. Do not exceed 30 characters or include special characters, examples:

1) Submittals = FY12Eglin_Rpr_S1_1Nov19

2) Agendas = FY12Bethesda_Rpr_ IO Mtg 1_Agenda_1Dec19

3) Meeting Minutes = FY12Andrews_Dntl ACC Rpl_IOMM_1Nov19

4) Weekly Reports = FY12Ft Bragg_ER_WR_1Nov19

5) Schedules = FY14IO&T Cannon_Rpl_Sch_1Jan19

2.4.3 REQUEST FOR INFORMATION (RFI)

A Request for Information (RFI) is an informal written request (not formal contract communication) initiated by the

Contractor asking a question, clarification, raising an issue, etc. RFIs shall adopt a standardized form. The Government will provide review/response within the timeframes outlined in Table 2. Schedule Constraints. Note: Content within an

RFI, or response to a Requirements Package, cannot change or modify the contract. If an RFI communicates an issue that drives a change in the contract, a modification must be issued to formalize the change.

2.4.4 DOCUMENT REVISIONS

Revisions to any documents shall be reissued to the PDT. Include: 1) new issuance date; 2) updated revision block written with the PM signature; 3) clouded drawing and/or specification, 4) narrative summarizing revisions, and 5)

Index listing all current changes.

2.4.5 DOCUMENTING CONTRACTOR PERFORMANCE

Contractors will be evaluated on their performance. The Government Project Manager is responsible for maintaining the “Performance Form” with input from the Project Officer and the Government’s team. The Contractor may obtain a copy of the Performance Form from the Contracting Officer, or their appointed representative. This document is tailored to the IO&T program and may or may not be submitted in other rating systems. The Performance Form is submitted to the Contracting Officer, or their appointed representative, for review and will be taken into consideration on following projects – regardless of the Contracting Activity. The Contractor is permitted to resolve or address the rating(s) within the timeframe outlined in Table 2. Schedule Constraints. The Contracting Officer, or their appointed representative, will concur/non-concur with the final ratings within the timeframe outlined in Schedule Constraints. The form is typically reviewed and updated at the:

1) Completion of Submittals 1 and 2 (Combined)

2) Following the transition period of the first two major phases on renovation/alteration projects or 50% construction complete on new construction projects

3) Final closeout and acceptance

2.4.6 SUBMITTALS: GENERAL INSTRUCTIONS

Each submittal contains four (4) distinct deliverables:

1) Project Binder. Project Binders include criteria, cost and schedule information, interior design provisions to include written features/work descriptions, project lists, photos, etc.

2) Drawings. Drawings graphically show the scope, extent, and character of the work to be performed by the

Contractor.

3) Specifications. Consists of written requirements for materials, equipment, systems, standards, and workmanship applied to the work.

4) Departmental Binders. Documents what product will be purchased for each department and how and when the transition/move will be executed.

2.4.6.1 PROJECT BINDERS

Provide standard 3-ring 2-inch binders with labeled sub-dividers by topic, sequential page numbers, and a table of contents. Date and properly identify all documents according to project title and level of submission. Project binders are required at every submission unless noted otherwise. Clearly annotate any/all deviations from original accepted proposal.

2.4.6.2 DRAWINGS

Provide drawings according to UFC 4-510-01 DESIGN: MILITARY MEDICAL FACILITIES, Appendix C

Design Submittals and Documentation, unless noted otherwise. In general, drawings shall indicate the scale and relationship of project components and elements for all spaces, to include showing power, data, and plumbing. Clearly define all spaces on all floors to include room names, titles, and numbers. Provide composite plans showing FFE-LVS

(using a scale no smaller than 1/8-inch = 1-feet-0-inch). Maintain the same drawing format throughout project.

1) Dimensioning & Referencing: Refer to UFC 3-101-01 ARCHITECTURE.

2) Scale. FFE-LVS equipment drawings/plans shall be reproduced at a minimum scale of 1:50 (1/4 inch = 1 foot).

3) Typicals. Graphically represent typical rooms, equipment rooms and congested areas on plans or partial plans at a minimum scale of 1:50 (1/4 inch = 1 foot). The selected scale for the details shall be suitable to provide legibility at half-size reduction. Half-size drawing shall be reproduced at true half-size. Full size sheets shall be

30-inches x 42-inches.

4) Drawing Set Organization: Refer to the NATIONAL INSTITUTE OF BUILDING STANDARDS (NIBS),

5) U.S. National CAD Standard (latest versions). Do not use the same drawing sheet number for more than one sheet. For electronic submittal of drawings, each drawing to be provided as a single PDF, with each discipline organized into an individual discipline folder. In addition to the individual drawings, provide a single PDF, by discipline, containing a combined set of drawings for that discipline. All electronic drawings need to have the drawing number AND a drawing title, both for TPFs and all main building drawings.

2.4.6.3 SPECIFICATIONS

Provide general description of product, finishes, materials, systems and specialty items to be incorporated into the project. All contractor-generated specifications shall meet all criteria. Specifications shall be in sufficient detail to fully describe and demonstrate the quality of materials, the installation and performance of equipment, and the quality of workmanship. Quality standards initially provided in the Contractor’s Proposal and those identified in this Contract shall be met at a minimum. The specifications shall clearly identify the specific products chosen to meet the requirements of the Contract (manufacturers' brand names and model numbers or similar product information). In order to ensure quality is designed into the project, the specifications shall clearly reference current manufacturer association and/or industry and agency product standards to define the quality and properties of products, material or equipment (to include sustainability standards). Specifications shall also address maintenance, common work results, schedules, commissioning requirements, assemblies, materials and other information found in CSI Masterformat®. Specification numbering conventions found in the CSI Masterformat® may be followed.

Package specifications in standard 3-ring binders with labeled sections in sub-dividers, sequential page numbers, and table of contents. Date and properly identify all documents according to project title and level of submission.

2.4.6.3.1 Manufacturer Product Literature (Catalog Cut Sheets & Illus tration Sheets)

Provide cut sheets that reflect the basis for bid and findings from the Planning Meeting user interviews. Cut Sheets shall clearly communicate what software/hardware; licenses, required certifications, accessories, options and installation instructions are required for the project. Provide cut sheets for all FFE-LVS equipment and disciplines, new and reuse. For FFE-LVS, include a complete list of cut sheets with JSN, manufacturer and model number, nomenclature, and quantities provided to each department by room number/location of all JSNs and a cut sheet for each

JSN. Each page of multi-page cut sheets shall be clearly labeled with the JSN. Organize “cut sheets” (both hard copy and electronic files) by sequential JSN, sequential page numbers and a table of contents. Date and properly identify all documents according to project title and level of submission. All cut sheets shall include a photograph of the equipment being provided and all pages, including multi-page cut sheets, shall be clearly labeled with the JSN.

2.4.6.4 COLOR BOARDS

Reserved.

2.4.6.5 DEPARTMENTAL BINDERS

The purpose of the binders is to inform the facility/departmental representatives of: 1) what FFE-LVS will be purchased for their respective department; 2) how and when the transition will be executed (i.e. the “Transition Plan”).

The Contractor shall not include pricing information in these binders.

2.4.6.6 ELECTRONIC SUBMITTALS

Electronic submittals in CD/DVD format may be used unless otherwise stated. The Contractor shall provide a plan for effective use of electronic submittals, including ensuring a properly prepared single file structure with proper bookmarks. If approved by the Contracting Officer, or their appointed representative, the Contractor may replace all paper submittals, with the exception of color selections, samples, shop drawings, and mock-ups.

2.4.6.7 SUBMITTAL REGISTER & REVIEWS

Provide a Submittal Register listing all submittals on ENG Form 4288 Submittal Register; within the timeframes outlined on Table 2. Schedule Constraints. Ensure all Contractor deliverables are clearly outlined on the Submittal

Register.

2.4.6.8 SUBMITTAL UPDATES AND REVISIONS

Clearly communicate ALL changes from the original proposal and the previously submitted version via highlights, bubbles, colored text, etc. The Contractor is required to communicate and update changes to the “IO and OP Price

Schedule and PP JSN Price Schedule” and summarize adjustments made at each submittal.

2.4.6.9 FORMAT & QUANTITY

Each submittal shall contain information for that submittal and all information that had been required on previous submittals. All submittals/documents shall be provided in both .pdf and excel format. All multi-page spreadsheets and tables shall be formatted to carry over column headings onto the multiple pages. All .pdf documents comprised of multiple deliverables shall include a Table of Contents clearly identifying where information may be found. Each individual section of the PDF shall be bookmarked. PDF file size not to exceed 50MB per file.

2.4.6.10 GOVERNMENT REVIEWS

Upon receipt of a submittal, the Government will do a cursory check for quality and content. The Government reviews for conformance to codes, criteria, and standards. If a submittal does not include all the information required, it will be rejected and a resubmission will be required. The review time will begin when the corrected submittal is received.

After satisfactory submittal receipt, the Government will be allowed time to review and comment on all submittals.

Review periods are outlined in Table 2. Schedule Constraints. The Government will pay no additional compensation to the Contractor for the incorporation of comments. Incorporation of review comments is considered part of the submittal review process. Review will be conducted via USACE Document Review and Checking System (aka

“ProjNet”). The Contractor shall check/resolve comments and set up an on-site review/resolution conference to go over comments within the timeframes established.

2.4.6.11 CONTRACTOR RESPONSE TO SUBMITTAL COMMENTS

The Contractor shall respond to all comments in advance of the next review/resolution conference. The response shall identify action taken and attach or cite location of the relevant document. Generalized statements of intention such as

“will comply” or “will revise the specification” are not acceptable. If the Contractor disagrees technically with any comment and does not intend to comply with the comment, the Contractor must clearly outline, with ample justification, the reasons for noncompliance prior to the review/resolution conference in order that the comment can be resolved. If the Contractor believes the action required by any comment exceeds the requirements of this Contract, they shall “flag” the comment as being outside design scope and shall notify the Contracting Officer, or their appointed representative, in writing immediately. Submission and response periods are outlined in Table 2. Schedule Constraints.

2.4.6.12 EARLY DESIGN AND CONSTRUCTION PHASES

Early packages are permitted unless otherwise noted herein. For any early completion of work, the contractor shall submit all disciplines at the same time for any phase that requires a stand-alone package. Therefore, stand-alone design packages resulting in early transition activities, shall comply with Transition deliverables, including Public Relations timelines, as specified. Refer to Table 2. Schedule Constraints for additional information. All Submittals shall be reviewed for compliance prior to start of any phase.

2.4.6.13 WRITTEN RECORDS AND MEETING MINUTES

Provide copies of all written records, presentations and meeting minutes in each submittal.

2.4.6.14 EQUIPMENT: INTERNAL GOVERNMENT APPROVALS

The Government is required to obtain internal approvals for select equipment. The Contractor shall provide a current and updated Project Room Contents (refer to Submittal Example) and keep the Government apprised of any IO

Option award need dates (refer to Weekly Report, Schedule tab).

In order to effectively manage internal government processes, at no time shall the Contractor solicit or accept MTF requested changes to FFE-LVS items (to include ‘new’ to ‘reuse’ or vice versa; without full PDT coordination and without formal direction and approval from the Contracting Officer or their appointed representative.)

2.5 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

The Contractor is responsible for reviewing on going design changes and surveying current field conditions. They shall identify any design or field changes that may pose a risk and/or impact the Initial Outfitting requirements or installation, and immediately notify the PDT in writing of possible impacts. These risks shall be documented on the

Weekly Report. The IO&T Contractor is required to coordinate the utility interface, move and installation with the vendor and the Construction Contractor.

2.6 QUALITY CONTROL

The QCM shall ensure adequate quality control coverage of all work phases to include planning, design, outfitting, delivery, installation, testing, certifications and acceptance. The QCM shall be allowed sufficient time to carry out their responsibilities. The QCM shall develop, implement, and document an effective quality control plan for the project and check and certify all submittals.

2.7 FACILITY AND SITE PROVISIONS

2.7.1 CONTRACTOR IDENTIFICATION

All contract 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, contract personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contract personnel shall identify themselves on any attendance sheet or any coordination documents they may review (electronic mail signature blocks) and shall identify their company affiliation. Where acceptable, contract personnel occupying co-located space with the

Government shall identify their workspace area with their name and company affiliation or as a minimum “Contractor” after name.

2.7.2 CONTINUED OCCUPANCY

The Contractor shall not negatively impact medical operations. For renovation and addition projects, work is required to be performed within the existing building. For new construction projects, the Contractor may be required to work in occupied areas to execute the FFE-LVS requirements of the project.

The Contractor shall have access to areas in which the work occurs. The user will occupy the existing building during the life of this project. The Contractor shall provide all interim life-safety, infection control and environment of care measures.

Schedule all work at such time and in such a manner to minimize interference and inconvenience to public, staff and

MTF operations. The Contractor shall be prepared to conduct work before and/or after normal business or duty hours for tasks that create excessive noise with no cost adjustment and/or premium provided by the Government.

The Contractor must obtain authorization of COR, as approved by the user, before starting any work within any occupied area. The area immediately surrounding all areas of Work shall be protected from danger of materials being dropped or dislodged. Work shall be carried out in a manner that will not impose avoidable hardship, danger, or inconvenience to public or staff.

Prior to commencement of work, the Contractor and the COR shall jointly survey the construction site/facility and surrounding areas, making permanent record of such existing damage as cracks, malfunctioning utility equipment and fixtures, or other similar damage. This record shall serve as a basis for determination of subsequent damage to these structures and adjacent areas due to Contractor's operations. Any damage of any nature to these structures and adjacent areas not noted in original survey but subsequently noted shall be reported immediately to COR.

2.7.3 HOURS OF OPERATION

Normal work hours shall be a ten-hour period between 0700 to 1700 hours Monday through Friday (exclusive of

Federal Holidays) unless otherwise specified herein. Work may be permitted on Federal Holidays, weekends and after hours at no additional cost to the Government with advance notice and approval of the COR and Facility Manager.

Notice must be given within the timelines outlined in Schedule Constraints. For most projects the work shall be done while the building is occupied. 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, weekends, after duty hours, or Using Military Department “down days”. All chargeable work will be directly attributable to the task being performed by the individual. 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; Christmas Day (all subject to change via Congressional directive).

2.7.3.1 SECURITY PROVISIONS

The Contractor shall observe and comply with all security provisions in effect at the Installation and MTF and any other Government facility visited in performance of this project. The Contractor is responsible for all work permits and clearances. The Contractor shall notify the COR prior to mobilization. The COR will advise the Contractor concerning any required permits and clearances not otherwise outlined herein.

For the duration of the contract, access to the Installation may be delayed between 30 minutes to an hour or more due to security precautions, including the checking of vehicle occupants' IDs, vehicle manifests, and the search of all vehicles.

Any general or specific threat to the safety of those working or living at the installation could result in longer waiting times. The following are requirements for Contractor employees entering the Installation. Provide the required to documents within the timeframes outlined in Schedule Constraints.

1) One form of picture ID; either a valid passport and/or military ID

2) A memo from the company on their letterhead stating the reason for entry, contract number, and the location at the Installation where the jobsite is located.

3) All delivery trucks must have a bill of lading and delivery truck drivers must have a picture ID.

4) Employee Identification Badges: Contractor personnel shall wear visible Contractor- furnished employee identification badges while physically on the Installation. Each badge shall include, as a minimum, the company name, employee name, photograph, Contract Title, Contract Number, and the expiration date of the badge.

2.7.3.2 PASS AND IDENTIFICATION ITEMS

The Contractor shall follow all installation Pass and ID procedures. Furnish to each employee, and for requiring each employee engaged on the work to display identification as approved and directed by the Contracting Officer, or their appointed representative. Prescribed identification shall immediately be delivered to the Contracting Officer, or their appointed representative, upon termination or release of any employee. When required, the Contractor shall obtain and provide fingerprints of persons employed on the project. The Contractor shall maintain a current listing of employees and ensure the pass and identification items required for contract performance are obtained for employees and non-

Government owned vehicles. The installation security office will furnish installation identification badges and/or car decals for each Contractor employee upon presentation of evidence of assignment. Other access badges, such as computer facilities access badges, computer access ID numbers and passwords, will be furnished by the Government as necessary to complete task requirements. Contractor personnel will be required to in process on beginning of work and out-process on completion of work or termination of employment. At the completion of the project all Government issued identification shall be turned-in in accordance with Installation Access requirements. Provide the required to documents within the timeframes outlined in Schedule Constraints.

2.7.3.3 RETRIEVING IDENTIFICATION MEDIA

The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

2.7.3.4 TRAFFIC LAWS

The Contractor and employees shall comply with Installation’s traffic regulations. Speed restrictions will be strictly enforced by the Air Base authorities; violators are subject to penalty.

2.7.3.5 SAFEGUARDING PROPERTY

The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for

Contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

2.8 CHANGE MANAGEMENT

Contractor shall clearly identify any design adjustments which may have a potential cost, schedule, requirements, safety, and/or quality component. The objective is to complete the project within the awarded firm-fixed price and within the defined requirements. Should a cost, schedule, requirement, safety, and/or quality component be identified, the contractor shall immediately notify the contracting officer in writing. The Weekly [Risk] Report shall be used to generally inform the PDT of these potential risks.

2.8.1.1 REVISIONS OR CHANGES TO THE FINAL DOCUMENTS

Refer to contract clauses. Accepted documents corresponds to the Final Corrected Submittal, where the Government has reviewed and all comments have been resolved. Once the Final Submittal(s) have been accepted by the

Government, the Contractor shall not revise or delete any item from the project shown on the Final Documents without prior Contracting Officer approval. The Contractor shall provide all items shown on the Final Submittal, as accepted and released for execution. The Contracting Officer’s review or acceptance of submittal packages including the Final

Documents shall not be construed as a waiver from requirements where those requirements may have been erroneously expressed or omitted from the Contractor prepared design documents, unless the Contractor has specifically noted such variations and the Contracting Officer has accepted them in writing. These documents shall define the requirements for this project.

The Contractor must obtain both the approval of the respective SME and the Contracting Officer concurrence for any

Contractor proposed revision to the Government reviewed and concurred Final Documents. Unless the Government initiates a change to the requirements, or the Government determines that the Government furnished design criteria are incorrect and must be revised, any Contractor initiated, proposed change to the requirements, which results in additional cost, shall not be accomplished. The Contractor shall track all approved revisions to the reviewed and accepted documents and incorporate them into the record documents.

2.8.1.2 CHANGE IN PERSONNEL

Personnel submitted and accepted at the time of the proposal shall be maintained for the life of the contract. Once personnel are selected to perform duties in accordance with the SOW, they shall not be removed, replaced or reassigned either permanently or temporarily to another task order without written concurrence by the Contracting Officer. If the person becomes unable to work under this contract, the Contractor shall immediately notify the Contracting Officer and replace them with one of equal qualifications, to that in their original proposal. The Government reserves the right to accept or reject personnel identified for tasks under this contract.

2.8.1.3 FFE-LVS ADJUSTMENTS

The IO/OP PRICE SCHEDULE, JSN PRICE SCHEDULES and Project Room Contents are the ‘legacy documents’ used to track cost and adjustments to FFE-LVS for the project's duration. The only adjustments shall be for

Government issued modifications driving a change in quantity, a change requiring a previously unlisted item, or a change deleting the need for an item. The Contract is firm-fixed-price and the Contractor is not authorized to exceed the contract price without a modification. Summarize and highlight any adjustments made at each submittal on legacy documents. When highlighting, do not use the same color for each submittal version. Adjustments may drive a cost or no-cost modification.

3 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, VALIDATION &

COORDINATION) (254.210)

3.1 GENERAL

The Contractor shall provide equipment services to…