W9127S20Q6002 Combined Synopsis Solicitation.pdf

W9127S20Q6002

Hadnot Point Medical/Dental Clinic Replacement Camp Lejeune, North Carolina

W9127S20Q6002

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 # W9127S20Q6002. 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 2020-05, effective March 30, 2020.

This is a total Competitive 8(a) set-aside. NAICS code is 337127, size standard is 500 employees.

All Quotes shall be submitted no later than June 8, 2020, by 12:00pm Central Time.

A SITE-VISIT will not be scheduled for this requirement.

TABLE OF CONTENTS

DOCUMENT REFERENCES & HISTORY

1 GENERAL

1.1 PROJECT DESCRIPTION

1.2 INITIAL SITE VERIFICATION

1.3 COST

1.3.1 Initial Outfitting Funds

1.3.2 Procurement Funds

1.3.3 Project Funds

1.3.4 Invoicing

1.4 SCHEDULE

1.4.1 Period of Performance

1.4.2 Definitions

1.4.3 Schedule Constraints

1.5 CORRESPONDENCE

1.5.1 Monthly Reports

1.5.2 Written Records

1.5.3 Request for Information (RFI)

1.5.4 Document Revisions

1.5.5 Documenting Contractor Performance

1.5.5.1 Notice of Evaluation in Contractor Performance Assessment Reporting System The contract

1.5.6 Submittals: General Instructions

1.5.6.1 Project Binders

1.5.6.2 MTF Binders

1.5.6.3 Departmental Binders

1.5.6.4 Drawings

1.5.6.5 Specifications

1.5.6.5.1 Manufacturer Product Literature (Catalog Cut Sheets & Illustration Sheets)

1.5.6.6 Color Boards

1.5.6.7 Electronic Submittals

1.5.6.8 Submittal Register & Reviews

1.5.6.9 Submittal Updates and Revisions

1.5.6.10 Format & Quantity

1.5.6.11 Government Reviews

1.5.6.12 Contractor Response to Submittal Comments

1.5.6.13 Early Design and Construction Phases

1.5.6.14 Written Records and Meeting Minutes

1.5.6.15 Equipment: Internal Government Approvals

1.6 COORDINATION (DESIGNER OF RECORD & CONSTRUCTION CONTRACTOR)

1.7 QUALITY CONTROL

1.8 FACILITY AND SITE PROVISIONS

1.8.1 Contractor Identification

1.8.2 Continued Occupancy

1.8.3 Hours of Operation

1.8.3.1 Security Provisions

1.8.3.2 Pass and Identification Items

1.8.3.3 Retrieving Identification Media

1.8.3.4 Traffic Laws

1.8.3.5 Safeguarding Property

1.9 CHANGE MANAGEMENT

1.9.1.1 Revisions or Changes to the Final Documents

1.9.1.2 Change in Personnel

1.9.1.3 FFE-LVS Adjustments

2 REQUIREMENTS: EQUIPMENT SERVICES (DESIGN, VALIDATION & COORDINATION)

(254.210)

2.1 GENERAL

2.2 EXISTING FFE-LVS

2.3 SERVICES

2.3.1 Furniture, Fixture & Casework Services

2.3.1.1 Quality Standards: Furniture, Fixture & Casework

2.3.1.2 Quantity: Furniture, Fixture & Casework

2.3.1.3 Location: Furniture, Fixture & Casework

2.3.1.4 Configuration & Utility Interface: Furniture, Fixture & Casework

2.3.2 Artwork Services

2.3.2.1 Quality Standards: Artwork

2.3.2.2 Quantity & Location: Artwork

2.3.2.3 Configuration & Utility Interface: Artwork

2.3.3 Medical & Other Equipment Services

2.3.3.1 Quality Standards: Medical & Other Equipment

2.3.3.2 Quantity: Medical & Other equipment

2.3.3.3 Location: Medical & Other Equipment

2.3.3.4 Configuration & Utility Interface: Medical & Other Equipment

2.3.4 Low Voltage System Services

2.3.4.1 Quality Standards: Low Voltage Systems

2.3.4.2 Quantity: Low Voltage Systems

2.3.4.3 Location: Low Voltage Systems

2.3.4.4 Configuration & Utility Interface: Low Voltage Systems

2.3.4.5 LVS Matrix

2.3.5 Incidental Signage Services

2.3.5.1 Quality Standards: Incidental Signage

2.3.5.2 Quantity, Configuration & Utility Interface: Incidental Signage

2.3.5.3 Location: Incidental Signage

2.4 SUBMITTALS

2.4.1 Submittal 1: Draft/DoR VALIDATION

2.4.1.1 Project Binder

2.4.1.1.1 Integrated Project Schedule

2.4.1.1.2 Price Information

2.4.1.1.3 Project Room Contents (PRC)

2.4.1.1.4 Existing Inventory

2.4.1.1.5 MTF Supplied FFE-LVS List

2.4.1.1.6 Attic Stock & Spare Parts List

2.4.1.1.7 Criteria

2.4.1.1.8 Narrative-Interior Design

2.4.1.1.9 Narrative-Low Voltage Systems (LVS)

2.4.1.1.10 Narrative-Medical Device Equipment (MDE)

2.4.1.2 MTF and Departmental Binders

2.4.1.3 Drawings

2.4.1.4 Specifications

2.4.2 Submittal 2: final

2.4.2.1 Project Binder

2.4.2.1.1 Integrated Project Schedule

2.4.2.1.2 Price Information

2.4.2.1.3 Project Room Contents (PRC)

2.4.2.1.4 Existing Inventory

2.4.2.1.5 MTF Supplied FFE-LVS List

2.4.2.1.6 Criteria

2.4.2.1.7 Narrative-Interior Design

2.4.2.1.8 Narrative-Low Voltage Systems (LVS) and IM/IT Systems/Devices

2.4.2.2 MTF & Departmental Binders

2.4.2.3 Drawings

2.4.2.3.1 Floor Plans

2.4.2.3.2 Room Typicals/Room Placement Plans

2.4.2.4 Specifications

2.4.3 Submittal 3: Corrected Final

2.4.3.1 Project Binder

2.4.3.2 MTF and Departmental Binders

2.4.3.3 Drawings

2.4.3.4 Specifications

2.4.3.5 Color Boards

2.4.4 Closeout Submittals

2.4.4.1 Closeout Schedule

2.4.4.2 O&M Data

2.4.4.3 Cybersecurity Requirements for LVS and MDE

2.4.4.4 Final Record Documents

2.4.4.5 Transfer of Property Documents

2.4.4.6 DMLSS Data Information

2.4.4.7 Final payment

2.5 MEETINGS

2.5.1 Meeting Logistics

2.5.2 monthly Progress Meetings

2.5.3 Documenting Potential Changes

2.5.4 Project Kick Off

2.5.5 Site Investigation Meetings & Surveys

2.5.6 Existing Inventory Meetings & Surveys

2.5.7 Pre-planning (Requirements Validation)

2.5.8 DHA Subject Matter Experts (SMEs) User Meetings

2.5.9 Resolution Conferences

2.6 IO&T CONTRACTOR TEAM & QUALIFICATIONS

2.6.1 Project Manager

2.6.2 Quality Control Representative

2.6.3 Medical Equipment Planner

2.6.4 Biomedical Equipment Technicians

2.6.5 Communication Systems Engineer

2.6.6 Interior Designer

2.6.7 Wayfinding/Signage Consultant

2.6.8 Artwork Consultant

2.6.9 Public Relations Consultant

2.6.10 On-Site Personnel

3 REQUIREMENTS: TRANSITION SERVICES (MOVES, CLEANING & DISPOSITION)

(254.220)

3.1 GENERAL

3.2 TRANSITION SERVICES

3.2.1 Existing Warranties

3.2.2 Transition Schedules

3.2.3 Public Relations

3.2.4 Coordination

3.2.5 Existing Inventory & Reuse

3.2.6 Warehousing & Staging

3.2.7 Security

3.2.8 Protection Of Areas

3.2.9 Excessing & Disposition

3.2.10 Staff Orientation

3.2.11 Housekeeping

3.2.12 Temporary Facilities/SPACE

3.2.12.1 Infrastructure Requirements

3.2.12.2 Government Field Office

3.2.12.3 Temporary [Swing] Space

3.2.12.4 Temporary Phasing Facilit ies

3.2.12.5 Shared and Sole Use of Space

3.2.13 Temporary Signage

3.3 TRANSITION SUBMITTALS

3.3.1 Submittal 1: Draft Transition Plan

3.3.1.1 Plans

3.3.1.2 Schedules

3.3.1.2.1 Department Activity Schedule

3.3.1.2.2 Master Move Schedule

3.3.1.2.3 FFE-LVS Training Schedule

3.3.1.2.4 FFE-LVS Testing & Certification Schedule

3.3.1.3 Presentation Slides

3.3.1.4 Transition: Lessons Learned Survey

3.3.2 Submittal 2: Pre-Final Transition Plan

3.3.2.1 Plans

3.3.2.2 Schedules

3.3.2.2.1 Department Activity Schedule

3.3.2.2.2 Master Move Schedule

3.3.2.2.3 FFE-LVS Training Schedule

3.3.2.2.4 FFE-LVS Testing & Certification Schedule

3.3.2.3 Presentation Slides

3.3.2.4 Transition: Lessons Learned Survey

3.3.3 Submittal 3: Final Transition Plan

3.3.3.1 Inspection, Acceptance and Closeout Plan

3.3.3.2 DMLSS Data Information

3.4 TRANSITION MEETINGS

3.5 TRANSITION TEAM & QUALIFICATIONS

3.5.1 Transition Planner

3.5.2 Public Relations & Media Support Specialist

3.5.3 Contractor IO&T Team

3.5.4 On-Site Personnel

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

4.1 TEMPORARY FACILITIES

4.2 EQUIPMENT PROCUREMENT

4.2.1 Furniture, Fixtures, Furnishings, and Casework

4.2.2 Medical and Other Equipment

4.2.3 Artwork

4.2.4 Incidental Signage

4.3 SHIPPING & DELIVERY

4.4 INTERIM STORAGE

4.5 INSTALLATION

4.6 TESTING & CERTIFYING

4.6.1 Testing List

4.6.2 Equipment Testing

4.6.3 Coordination

4.6.4 Systems Testing

4.6.5 Industry Standards

4.6.6 Documentation

4.7 INSPECTION & ACCEPTANCE

4.7.1 General

4.7.2 Project Acceptance

4.7.3 Contractor Identified Punch list & Inspections

4.7.4 Pre-IO Inspection – Facility

4.7.5 Pre-Final Inspection

4.7.6 Final Inspection

4.7.7 Final Acceptance

4.7.8 Inspection & Acceptance Documentation

4.8 TRAINING

4.9 CLEANING

4.10 WARRANTY

4.11 MEETINGS

4.12 O&M MANUALS & DATABASE

4.12.1 Changes to O&M Data Submittals

4.13 TRANSFER AND ACCEPTANCE OF PROPERTY

4.13.1 DMLSS Support

5 REFERENCES

5.1 CRITERIA & DOCUMENT APPLICABILITY

5.2 FEDERAL CRITERIA

5.3 CODES & INDUSTRY STANDARDS

5.4 US DEPARTMENT OF DEFENSE (DOD)

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

5.5.1 FFE References

5.5.2 Signage Criteria

5.5.3 LVS Criteria

5.5.4 Excessing & Disposition Criteria

5.5.5 Acceptance Criteria

5.5.6 Temporary FacilitieS Criteria

6 ATTACHMENTS

6.1 GOVERNMENT KEY PERSONNEL

6.1.1 Contracting Officer (KO)

6.1.2 Contracting Officer Representative (COR)

6.1.3 Contracting Activity: Project Manager (PM)

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

6.1.5 DHA-FE: Project Officer/Representative (PO/R)

6.1.6 DHA-FE: Advisors

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

6.1.8 DHA-FE: Engineering Advisors

6.1.9 Facility Representatives

6.1.10 Site/Installation Representatives

6.2 PROJECT SCHEDULE (DESIGN/CONSTRUCTION PROJECT)

6.2.1 Project Schedule (FIO)

6.2.2 Phasing Schedule/Plan (FIO)

6.3 DESIGN ANALYSIS (DESIGN/CONSTRUCTION PROJECT)

6.4 DRAWINGS (DESIGN/CONSTRUCTION PROJECT)

6.4.1 Design/Construction Project (FIO)

6.4.2 Drawings (Furniture/Fixtures/Equipment)

6.4.3 MHS ROOM TEMPLATES

6.5 INSTALLATION & MAPS

6.5.1 Base/Facility Access and Haul Routes

6.5.2 IO&T Contractor Staging/Lay Down Area

6.5.3 IO&T Contractor Logistics Drawings (Elevator/Corridor Access Etc)

6.5.4 DRMO Facility Map

6.6 LISTS

6.6.1 Project Room Contents (FFE)

6.6.2 Low Voltage Systems (LVS)

6.6.3 Program for Design (FIO)

6.6.4 DMLSS/RPIE List (Existing FFE-LVS)

6.7 PRICE SCHEDULE

6.8 SPECIFICATIONS

6.8.1 DOR Specifications

6.8.1.1 Furniture & Furnishings

6.8.1.2 Medical Equipment

6.8.1.3 Low Voltage Systems

6.8.2 Temporary Construction Facilities

7 APPENDICES

7.1 GLOSSARY (TERMS & ACRONYMS)

7.2 MONTHLY [RISK] REPORT (TEMPLATE)

7.3 CONTRACTOR PERFORMANCE FORM (N/A)

7.4 SUBMITTAL EXAMPLES

7.5 CHANGE TRACKER (TEMPLATE)

7.6 PRICE SCHEDULE

7.7 CONSTRUCTION SCHEDULE

7.8 TECHNICAL PACKAGE - CID

7.9 TECHNICAL PACKAGE - SID

7.10 TECHNICAL PACKAGE – PLANS & CUTSHEETS

7.11 DMLSS LIST

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. 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 systems2 (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 goods and associated services related to its delivery, installation, testing, certifications and acceptance).

Any reference to “Contractor” throughout this document refers to the Contractor, unless differentiated by a different prefix or explanation.

Any reference to DoR Design/CID validation is for room contents and infrastructure support only. The floorplan will not be changed.

Items throughout the SOW shown in BOLD reference a section found later in the report or an appendix to this document.

1.1 Project Description

The project name is FY20 Hadnot Point Medical/Dental Clinic Replacement and is located at Camp Lejeune near Jacksonville, North Carolina. It includes 39,978(GSF)/22,924(NSF) of new construction.

The project includes vacating and moving 0 NSF of existing facilities. Only personnel will be relocated.

The project is a DBB project. The Designer of Record (DOR) is SS&A and the Construction contractor is Whiting-Turner Contracting Company. The Design/Construction project is administered by the NAVFAC MFDO located in Washington Navy Yard, DC. The IO&T Contract is administered by the United States Army Corps of Engineers (USACE) located in Little Rock, AR. The DOR was awarded on 26 February 2016 and the Construction award on 28 September 2019. Refer to attached Project Schedule for estimated phasing and completion dates.

The project is a stand-alone IO project that follows the DBB project for this location, with minimal reuse.

Transition is expected to only include 150 personnel (estimated), not FFE-LVS. The Contractor must use Revit for this project. The Contractor shall validate the DoR’s plans, PRC, and End User’s mission needs.

The PRC for this project was re-validated two years ago. Minimal changes are expected and should be on a mission change only basis, unless FFE specified in the current plans is obsolete. Key equipment items to look at are listed in paragraph 2.3.3, Medical & Other Equipment Services.

The project includes the following buildings:

1. Building [Medical/Dental Clinic Hadnot Point], Building [HP402]. Scope:

[39,978(GSF)/22,924(NSF)]

2. Temporary Facilities include: None foreseen at this time

1.2 Initial site verification

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

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

1.3 Cost

FFE-LVS is classified as Personal Property (PP) or Real Property Installed Equipment (RPIE)]. The IO&T Contractor is required to provide FFE-LVS classified as PP unless otherwise noted on the attached Project Room Contents (PRC) and the attached LVS List.

All PP is funded with two types of appropriations: 1) “Initial Outfitting” Funds (IO); and 2) “Procurement” Funds (P). All RPIE is funded with “Project Funds (PF)” also known as “design and construction” funds. The IO&T Contractor is required to price and track all fund sources 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

Property Type Cost

Accounting

001A

Initial Outfitting (O&M)

Personal Property (PP) Equipment Services

PP 254.210

001B Personal Property (PP) Transition Services

PP 254.220

001C Personal Property (PP) Equipment PP 310.800

002 Procurement Personal Property (PP) Equipment that exceeds $250K

PP

003 Project Funds

(MILCON/O&M)

Real Property Installed Equipment

(RPIE)

RPIE N/A

TOTAL

Table 1. Fund Sources by Property Type/Service

1.3.1 INITIAL OUTFITTING FUNDS

“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 and the listing of Low Voltage System requirements. IO&T services/equipment is cost accounted in three ways:

1) Equipment Services (Cost Accounting: 254.210): Required equipment services are outlined in Section 2.

2) Transition Services (Cost Accounting: 254.220): Required transition services are outlined in Section 3.

3) Equipment (Cost Accounting: 310.800): Required property or goods (equipment and systems) and incidental services are outlined in Section 4.

1.3.2 PROCUREMENT FUNDS

“Procurement Funds” (PF) are used to purchase and install PP (to include systems) valued more than $250K each. Required procurement services are outlined in Section 2 and equipment is outlined in Section 4. Note: For this project, PF funds are also used to design, build and outfit required “Temporary Facilities” and its site and horizontal work.

1.3.3 PROJECT FUNDS

N/A

1.3.4 INVOICING

Contractor shall provide an invoicing schedule after award to be agreed upon by the government.

Contract Line Items (CLINs) for IO Services shall be incrementally invoiced based after performance. Invoices for services shall be tied to interim deliverables, such as submittals.CLINs for IO Commodities shall be invoiced after acceptance via DD Form 250 Material Inspection and Receiving Report..

1.4 Schedule

1.4.1 PERIOD OF PERFORMANCE

The Period of Performance (POP) for providing the IO&T requirements is 609-calendar days (award through closeout, assumption is a July 14, 2020 award date). Within this period of performance will be 2 IO validation submittals, a Corrected Final submittal, execution of IO plans, and closeout. Beneficial Occupancy Date (BOD) is expected to be 30 October, 2021. POP ends 90 days after Open For Business (OFB). OFB goal date is Dec 13, 2021.

1.4.2 DEFINITIONS

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

2) Early Access. When the government/Contractor 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’s also referred to as the “Placed in Service” date.

1.4.3 SCHEDULE CONSTRAINTS

The Contractor shall consider the schedule and time constraints outlined in Table 2. Schedule Constraints when developing their proposal, transition plans and project schedules. Required Contractor Activity constraints are illustrated in the table below. This table may or may not capture all required Contractor activities. 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). Exception: Early access to install intrusion detection systems may be required. The Contractor shall incorporate any early access requirements in the Transition Plan and coordinate early access approvals with the Government prior to accessing space. The Contractor shall account for local and US holidays which may impact delivery and installation.

# REQUIREMENT SCH ED U LE CON S TR A I N T

1 Submittals & Deliverables Government review period = 21 days unless otherwise noted herein

2 P r o g r e s s Meeting s First meeting “Kickoff Meeting” w/in 14 days of Award. For this project, meetings should be held monthly until S3 submittal. After S3 submittal, meetings shall be bi-weekly.

3 Contractor Exceptions to Directed Changes 14 days of receipt of the revisions

4 Resolve and Closeout Risks on Weekly Report

Red/Imminent Risks not to exceed 30 days of identification. All others should be resolved as quickly as possible.

# REQUIREMENT SCH ED U LE CON S TR A I N T

5 Request for Information (RFI) As-needed; government review period = 14 days 6 Draf t Agend as 14 days prior to meetin g (due to Gover nm en t trave l approv als/c oun try cleara nc e s)

7 Final Agenda & Confirmation of Attendees 5 days prior to meeting

8 Meeting Minutes and Written Records 5 business days following meeting/conference 9 Risk Identific a tion Within 14 days of identification

10 Contractor submits Proposals in response to the Request for Proposal (RFP) As directed in the RFP from the KO/COR

11 Review of Proposal Government review period (including review, IGE, contracting, negotiations, award) 12 Submittal 1 45 days following User Meeting 1; government review period= 21 days 13 Submittal 2 30 days following User Meeting 2: government review period = 21 days 14 Corrected Final Documents Within 10 days of change; Government Review period = 15 days

15 Chan ge Trac ke r 4-6 week timeline should be built into the schedule to allow the Government to prepare the IGE and process changes to the contract. This timeline shall apply to each request to modify the contract.

16 Traff ic Disru ption s 14 days prior to work commencement or in accordance with Base Installation policy

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

18 Systems & Equipment Testing List Update/provide 45 days prior to testing 19 Transitio n Period Departments shall not be down for more than 2 duty-days 20 Master Move Schedule Revise & distribute updates when construction schedule BOD changes

21 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.)

22 Final Public Relations Plan (Postings/ Handouts)

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

23 LVS Coordination Meetings

Commence meetings 120 days prior to department moves. NOTE: Intrusion Detection and Duress System testing and certification shall be fully coordinated with Base Security Forces not later than (NLT) 120-days prior to system installation and/or move. Meetings shall be held bi-weekly at a minimum.

24 Facility Cleaning Coordination Coordinate post-FFE installation and post-move facility cleaning activities with the COR NLT 120 days prior to moves

25 Final Transition Plan Update & coordinate plan with MTF prior to final distribution. Distribute final plan 90 days prior to department move date.

26 Transition Planning Meetings Commence regular meetings 90 days prior to move date at intervals commensurate with the level of complexity for each department move

27 Public Relations (Postings/ Handouts) N/A

28 Final Public Relations Plan (Ceremonial Activities) N/A

29 Preliminary and Final Move Notification (by move/phase)

Preliminary Notification: 60 days prior to departmental move date (based on current target dates).

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

30 Final Orientation Plan Update plan and review with MTF 60 days prior to move 31 Cybersecurity Plan (aka RMF) Provide an updated plan and distribute 45 days prior to outfitting FINAL project phase 32 DMLSS Data & Support 30 days days’ notice prior to the arrival of the FFE-LVS; data upon receipt by Contractor

33 Cybersecurity Testing Documentation Submit Cybersecurity compliance documentation required to gain ATO 28 days prior to moves

34 Final Department Move Guide Finalize and distribute 14 days prior to moves 35 O&M Manuals (FFE-LVS) Upon receipt of FFE-LVS or training, whichever occurs first

Final Draft DD Form 1354 /AF Form

1261NAVMED6700/13,

NAVMED6700/12

21 days prior to final acceptance Upon Receipt

37 Final DD250 Upon Gov’t acceptance 38 Inspe c tion Notific a tions 21 days prior to inspection 39 Notice of Final Acceptance 30 days prior to final accepta nce (due to Gove rn m e nt travel approva ls)

40 Accepted Final Design FFE-LVS Documents

Distribute electronic copies of all required documents 14 days prior to inspection upon

BOD

# REQUIREMENT SCH ED U LE CON S TR A I N T

41 Warranty & Maintenance Documents 14 days following acceptance; government review period = 21 days 42 Punch Lists & Inspection Findings Within 7 days following government inspection 43 Submit Initialed PRC RBRs Within 7 days following PP Pre-Final and Final Inspections 44 Record Documents (Red-lines) Prior to Prefinal Inspection (Facility); Government review period = 21 days

45 Record Documents (Final FFE Installation Layout) 14 days from receipt of Government comments; Government review period = 21 days

46 Changes to O&M Data Submittals Provide manufacturer-originated changes or revisions within 14 days

47 Existing Inventory Spreadsheet Update and distribute Existing Inventory spreadsheet reflecting the accurate location of reuse commodities within 14 days following each move phase (temporary and final moves)

48 Lessons Learned Surveys – PR & Transition

Distribute survey within 14 days following moves. Submit survey results to the PDT within 45 days following distribution

49 Final Cybersecurity Plan (aka RMF) Provide 45 days after Final Acceptance 50 BOD October 30, 2021 51 OFB December 13, 2021 52 POP Ends 90 days after OFB date 53 Performance Evaluation Response 14 days after receipt of evaluation Table 2. Schedule Constraints

1.5 Correspondence

1.5.1 MONTHLY REPORTS

Provide a Monthly Report and document project information and monthly issues. Refer to the attached Monthly 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 monthly for the project’s life-cycle, unless otherwise directed. Provide to the PDT prior to the Monthly Progress Meetings. It’s critical Monthly 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 Monthly Report with the PDT at Monthly Progress Meetings. Highlight and document changes, updates, and edits.

Monthly 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. Its imperative 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 Monthly 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 Monthly 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.

1.5.2 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

1.5.3 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, unless otherwise indicated in support documents (e.g. RMF process and deliverables). 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.

1.5.4 DOCUMENT REVISIONS

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

1.5.5 DOCUMENTING CONTRACTOR PERFORMANCE

Contractors will be evaluated on their performance. 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 performance evaluation is typically reviewed and updated at the:

1) Completion of Submittal 1, 2, and Corrected Final

2) Final closeout and acceptance

1.5.5.1 NOTICE OF EVALUATION IN CONTRACTOR PERFORMANCE ASSESSMENT

REPORTING SYSTEM THE CONTRACT

Awardee shall be subject to Contractor Performance Assessment Reporting System (CPARS) evaluations.

CPARS shall be completed on an annual basis and at the end of the contract.

1.5.6 SUBMITTALS: GENERAL INSTRUCTIONS

Each submittal contains six (6) 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) Color Boards. Documents material/finish samples, room-by-room typicals/layouts, room illustration sheets, room contents, and infrastructure interface.

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

6) Change Tracker. Format to be agreed upon between USACE and Contractor. See template Change Tracker in attached in appendix.

1.5.6.1 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. Refer to the attached Monthly Report Template (PDT Distribution) to determine distribution format (hard/electronic copy).

Clearly annotate any/all deviations from original accepted proposal.

1.5.6.2 MTF BINDERS

The purpose of the binders is to inform the facility representatives of: 1) Project Schedule; 2) Project Design Analysis and related design narratives; 3) high level “Transition Plan” and 4) Commodities being purchased for the project. The Contractor shall not include pricing information in these binders. Refer to section entitled Project Binders for required formatting.

1.5.6.3 DEPARTMENTAL BINDERS

The purpose of the binders is to inform the 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. Refer to section entitled Project Binders for required formatting.

1.5.6.4 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 1/4-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. Requirements for which typicals are needed for this project will be discussed and agreed upon by the IPT/PDT. 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.

6) Revit software shall be used. Native files will be in Auto-CAD or Microstation format. Contractor is expected to convert the initial design file from Auto-CAD to Revit.

7) JSNs shown on plans must match model files provided by vendors for actual commodity being provided in appearance and scale.

1.5.6.5 SPECIFICATIONS

For any products that need to be changed or added to the project, 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, including the UFC and 1691. 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, cybersecurity and 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.

1.5.6.5.1 Manufacturer Product Literature (Catalog Cut Sheets & Illus tration Sheets) Utilize the provided DoR cut sheets as a basis of design. New/future cut sheets will only be for final validation and cut sheets will only be removed or added if the originally selected item is no longer available or the clinical end user needs a change. New 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. Equipment photographs on cut sheets for existing FFE-LVS shall accurately represent each specific piece of equipment. Departmental Binder hard copies shall be printed in color. Electronic copies shall be searchable (Ctrl-F).

1.5.6.6 COLOR BOARDS

Color boards and binders shall have actual samples of specified upholsteries, material and finishes (to include picture frame finishes and profile) and must be coded for easy reference to the specific item.

Include a legend that lists all finishes and upholsteries. All upholstery information must include the upholstery Double Rubs, and fabric finish/stain information such as Crypton etc.

Boards shall be 24-inch x 36-inch in size and be strong, durable and able to be wall hung. Sample sizes shall be a min of 3-inch x 5-inch. Label to reflect its corresponding department or functional area. Include the name of the project on each board and date of submission.

Binder sleeves shall be 8½-inch x 11-inchin size. Samples shall be loose and not glued to the sleeve.

Samples sizes shall be large enough to cover 80% of the insert/board where applicable (certain samples may not be that large). The remaining 20% of the board will be used for the sample information and labeling.

1.5.6.7 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 electronic submittals, with the exception of color selections, samples, and shop drawings.

1.5.6.8 SUBMITTAL REGISTER & REVIEWS

N/A

1.5.6.9 SUBMITTAL UPDATES AND REVISIONS

Clearly communicate ALL changes from the DoR’s design and original proposal 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.

1.5.6.10 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 accordingly. 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. Entire PDF shall be searchable via Ctrl-F function. PDF file size not to exceed 50MB per file.

See Monthly Report for quantities required.

1.5.6.11 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.

1.5.6.12 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.

1.5.6.13 EARLY DESIGN AND CONSTRUCTION PHASES

N/A

1.5.6.14 WRITTEN RECORDS AND MEETING MINUTES

Provide electronic copies of all formal written records, presentations, and meeting minutes in each submittal. This does included email communications unless they represent a formal correspondence.

1.5.6.15 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 List (refer to Submittal Examples) and keep the Government apprised of any IO Option award need dates (refer to the attached Monthly 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.

1.6 Coordination (Designer of Record & Construction Contractor) N/A

1.7 Quality Control

The IO QCM shall ensure adequate quality control coverage of all work phases to include planning, design, outfitting, delivery, installation, cybersecurity compliance, 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. The QCM shall not be dual-hatted with another role within this project (i.e. the IO Project Manager cannot be the QCM).

1.8 Facility and Site Provisions

1.8.1 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.

1.8.2 CONTINUED OCCUPANCY

N/A

1.8.3 HOURS OF OPERATION

Normal work hours shall occur between a ten-hour period of 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 coordination 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).

1.8.3.1 SECURITY PROVISIONS

The Contractor shall observe and comply with all security provisions in effect at the Base and MTF and any other Government facility visited in performance of this SOW. The Contractor shall be responsible for all work permits, clearances, and coordination with base for access prior to any site visit. The Contractor shall notify the appropriate Servicing Security Activity (SSA) 10 days before on base performance of the contract. The Contractor shall be provided the addresses of the appropriate SSAs. The SSA will advise the Contractor concerning any required permits and clearances required to perform.

Contact LT Matt Miles, HFPPO, 910-450-3872, matthew.j.miles12.mil@mail.mil for permits and clearances requests/information.

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…