Amendment 0004 - 12018711_Spec013000_Response.pdf
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- Attached to
- Construction of Chilled Water Plant and Site Utility Upgrades at VA Medical Center in West Haven, CT
- Solicitation number
- W912WJ26RA008
About this file
This is an excerpt from a Department of Veterans Affairs solicitation for construction services related to the West Haven VA Medical Center Phase A2-Chilled Water Plant Replacement project (Solicitation #W912WJ26RA008/VA #VAWH-689-040).
The document establishes project management and coordination requirements for the contractor. Red Zone Meetings must commence at approximately 75 percent project completion or three to six months prior to the Beneficial Occupancy Date, whichever occurs first. Meeting frequency, established by the Contracting Officer, is expected to escalate from bi-weekly to weekly as project completion approaches. During these meetings, the contractor must review upcoming critical activities, coordinate with the Contracting Officer's Technical Representative (COTR) regarding activities requiring Government involvement, and maintain a Red Zone Checklist as a Plan of Action and Milestones documenting actual and revised planned completion dates. The contractor is required to host a formal partnering session within 35 calendar days after contract award and prior to work commencement. This one-day session must occur at an off-base location agreed upon by the Contracting Officer and include key personnel from the Medical Center, end users, contractor, key subcontractors, and the Designer of Record. The contractor bears all costs for the third-party independent Facilitator Consultant, meeting room, and incidental items such as audio-visual equipment and supplies, while participants cover their own meals, lodging, and transportation expenses. The partnering session may occur concurrently with the Pre-Construction Meeting.
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Department of Veterans Affairs Solicitation #W912WJ26RA008/VA #VAWH-689-040 West Haven VA Medical Center Phase A2-Chilled Water Plant Replacement
1.6.2 Meetings
a. Conduct regular Red Zone Meetings beginning at approximately 75 percent project completion, or three to six months prior to Beneficial Occupancy Date (BOD), whichever comes first.
b. The Contracting Officer will establish the frequency of the meetings, which is expected to increase as the project completion draws nearer.
At the beginning, Red Zone meetings may be every two weeks then increase to weekly towards the final month of the project.
c. Using the Red Zone Checklist as a Plan of Action and Milestones (POAM) and basis for discussion, review upcoming critical activities and strategies to ensure work is completed on time.
d. During the Red Zone Meetings discuss with the COTR any upcoming activities that require Government involvement.
e. Maintain the Red Zone Checklist by documenting the actual completion dates as work is completed and update the Red Zone Checklist with revised planned completion dates as necessary to match progress.
Distribute copies of the current Red Zone Checklist to attendees at each Red Zone Meeting.
1.7 PARTNERING
Contractor shall host the partnering session within 45 calendar days of contract award. To most effectively accomplish this Contract, the Contractor and Government must form a cohesive partnership with the common goal of drawing on the strength of each organization in an effort to achieve a successful project without safety mishaps, conforming to the Contract, within budget and on schedule. The partnering team must consist of personnel from both the Government and Contractor including project level and corporate level leadership positions. Key Personnel from the Medical Center, end user, , Contractor, key subcontractors and the Designer of Record are required to participate in the Partnering process.
1.7.1 Facilitated (Formal) Partnering
a. Within 35 calendar days after award and prior to the start of work, host a Formal Partnering session with key personnel from the project team including both Contractor and Government personnel. All costs associated with the Partnering session including the third-party independent Facilitator Consultant, meeting room and other incidental items are the responsibility of the Contractor.
b. Before the Facilitated (Formal) Partnering session, coordinate with the Facilitator all requirements for incidental items (such as audio-visual equipment, easels, flipchart paper, colored markers, note pads, pens/pencils, colored flash cards) and have these items available at the Partnering session. Provide copies of any documents required for distribution to all attendees. Participants will bear their own costs for meals, lodging and transportation associated with Partnering .
c. The Initial Partnering Session must be a duration of one day and be held at a location off base as agreed to by the Contracting Officer.
Partnering session may take place concurrently with the Pre-Construction Meeting.
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