SNOTE | Q | Initial Outfitting and Transition Facilities Support Services

FBO DAILY ISSUE OF SEPTEMBER 21, 2009 FBO #2858
SPECIAL NOTICE

Q -- Initial Outfitting and Transition Facilities Support Services

Notice Date: 9/19/2009
Notice Type: Special Notice
NAICS: 541614 — Process, Physical Distribution, and Logistics Consulting Services
Contracting Office: Center for Health Care Contracting, ATTN: MCAA C BLDG 4197, 2107 17TH Street, Fort Sam Houston, TX 78234-5015
ZIP Code: 78234-5015
Solicitation Number: W81K04--INDUSTRY-DAY
Archive Date: 12/18/2009
Point of Contact: Shirley Tolbert, 210-295-4392
E-Mail Address: Center for Health Care Contracting
(shirley.tolbert@amedd.army.mil)
Small Business Set-Aside: N/A
Description: An Industry Day for INITIAL OUTFITTING AND TRANSITION FACILITIES SUPPORT SERVICES (IO&TFSS) for new healthcare facility and medical research laboratory construction and renovation projects to support the Army Medical Department (AMEDD) will be held on Wednesday 30 September 2009 from 8:00 -- 10:00 AM at Evans Auditorium, Fort Sam Houston (San Antonio), TX. THIS IS FOR AN INDUSTRY DAY AND DOES NOT CONSTITUTE A SOLICITATION FOR PROPOSAL. This industry day is intended to facilitate information in regards to providing total turn-key project support for equipping and transitioning the staff and patients associated with the healthcare construction projects as identified in the Request for Information Synopsis posted to FedBizOps on 10 August 2009. (Draft PWS and sample project follow.) Request that you provide via e-mail, POC information for interested attendees (name, name of company, phone number, and e-mail address) as well as any questions no later than 28 September 2009, 4:00 PM Central Time. Please forward information requested to shirley.tolbert@amedd.army.mil, contract specialist, 210-295-4392, and gary.hankins@amedd.army.mil, Contracting Officer, 210-221-3876. DRAFT PERFORMANCE WORK STATEMENT: FOR NON-PERSONAL SERVICES, FY10-FY11, U.S. Army Health Facility Planning Agency, 5109 Leesburg Pike, Suite 679, Falls Church, VA 22040 Initial Outfitting and Transition Facilities Support Services Contract 1. GENERAL: This is a non-personnel services contract to provide Initial Outfitting and Transition Facilities Support Services (IO&TFSS) for new healthcare facility and medical research laboratory construction and renovation projects to support immediate (FY10) of the Army Medical Department (AMEDD). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 OVERALL GOAL: To award a single corporate contract or multiple regional contracts that provide total turn-key project support for equipping and transitioning the staff and patients associated with the FY10 healthcare construction projects included in this Statement of Work (SOW). Services will include MHS compatible: comprehensive project management; comprehensive interior design development; planning and purchasing of medical, research, non-medical equipment and furnishings; planning and purchasing information management, physical security, and specialty telecom systems; transition and relocation planning & services; receipt, storage and warehousing of new and existing equipment; installation, technical inspection, maintenance and training for equipment/systems; and final turnover, close-out and post-occupancy evaluations (POE) for identified construction projects. All medical, research, non-medical and other equipment or furnishings items purchased by the Contractor will be approved by the MTF government designee and purchased by the Contractor using government approved/negotiated schedules and sources (i.e., FSS, GSA, DSCP). 1.2. BACKGROUND: Over the next five to seven years, the United States Army Medical Department (AMEDD) is entering the largest period of facility expansion in its history. Programs like Base Realignment and Closure (BRAC), Grow the Army (GTA), Host Nation and Medical Military Construction (MILCON), as well as continuing Sustainment, Restoration and Modernization (SRM) requirements will generate new healthcare facility and medical research laboratory construction and renovation projects. Those projects will require various degrees of initial outfitting and transition services. The enormity of these programs carried out over such a short time period necessitates a change in the methodologies employed to support future Army healthcare facility projects. Historically, providing the resources to accomplish a turn-key facility support service function was accomplished by assigning additional personnel to a specific project site and setting up a Health Facility Project office. While this method was successful in a low volume environment, it will not support the immediate and future requirements of the AMEDD. 1.3. SCOPE OF WORK: The Contractor shall provide qualified personnel, services, materials, equipment, supplies and facilities necessary to perform the Initial Outfitting and Transition Facilities Support Services (FSS). The contractor shall: oIncorporate a clear understanding of the healthcare and/or research requirements included in the project oIncorporate a clear understanding of the architectural and engineering requirements outlined in the project so all work meets with end users equipment and transition requirements oProvide a range of services that ensure all occupancy requirements for a newly constructed/renovated facility are met in an accurate, efficient, cost effective and timely manner to ensure all operational/functional requirements are in place on the day the facility opens for patient care/business oDemonstrate and incorporate knowledge and experience of The Joint Commission, National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA), American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE), Americans with Disabilities Act (ADA) and other applicable/medical standards to fully identify, integrate and apply requirements to all provided services oIncorporate and follow any applicable Department of Defense (DoD), Army Regulations, Medical Command (MEDCOM), Health Facility Planning Agency (HFPA), regional and/or healthcare facility Commanders guidance in accordance with healthcare industry standards for a patient care environment 1.3.1. The Contractor shall comply with all applicable laws, rules and regulations, including but not limited to those included in Section 6 of the PWS. 1.4. SAFETY REQUIREMENTS: The Contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA). 1.5. SECURITY REQUIREMENTS: The Contractor shall be responsible for the security of all Soldier information. 1.5.1. Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions. 1.5.2. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the contracting officer representative (COR) and the contracting officer. 1.5.3. The Contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the government, in writing, and updated as necessary throughout the contract period. 1.5.4. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the Contractor, but remain the property of the U.S. Government. These files/results must be surrendered to the COR. 1.5.5. Contractor Verification System (CVS) for contractors at Army Facility (INCLUDE THIS LANGUAGE IF CONTRACT SERVICE PROVIDERS WILL REQUIRE ACCESS TO GOVERNMENT SYSTEMS) 1.5.5.1. The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. 1.5.5.2. The Contractor shall comply with agency personal identity verification procedures in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system. 1.5.5.3. The contractor shall ensure compliance with the provisions set forth below. For purposes of FAR Clause 52.204-9, the Government will designate a Trusted Agent (TA), and the contractor shall designate a Facility Security Officer (FSO), for this contract. The Government reserves the right to amend or supplement these provisions pursuant to the Changes clause in the contract. 1.5.5.4. In-processing Requirements. Contractor personnel are prohibited from performing services under this contract absent compliance with the in-processing requirements set forth below. 1.5.5.5. For every contract service provider, the FSO shall provide the following information to the TA for input into the DEERS/RAPIDS System: (a) Last Name (b) First Name (c) Middle Name (d) Social Security Number (e) Date of Birth (f) E-mail Address (may be either the e-mail address of the incoming individual or the FSO). 1.5.5.6. The contract service providers shall have an Army Knowledge Online (AKO) account in order to submit the application. AKO registration may be accessed via https://www.us.army.mil. 1.5.5.7. The DEERS/RAPIDS Systems will send a notice to the e-mail address provided IAW the above requirement, in which the contract service providers user ID and password are provided. In the event the e-mail message is sent to the FSO, the FSO shall notify the contractor of the contract service providers user ID and password. 1.5.5.8. The contract service provider shall log into the DEERS/RAPIDS System, and submit an application for acceptance into the System, using the user ID and password provided. 1.5.5.9. The application will be accepted, returned, or rejected by the TA. Notice as to whether the application has been accepted, returned or rejected will be provided to the individuals e-mail address provided within 48 hours after submission. If the application is returned or rejected, the contract service provider shall contact the TA and comply with the TAs guidance to attempt to correct and resolve the issues. 1.5.5.10. Upon approval of the application, the contract service provider shall receive an e-mail sent to the address provided stating the Common Access Card (CAC) application was approved and to proceed to the Verifying Office (VO) with two photo IDs to obtain a CAC. For CAC issuance, the individual must present with two forms of ID, one must be a picture ID. The e-mail will contain a URL to download the form. Acceptable forms of ID to include: Drivers License, Military ID, Contractor Company ID with picture and expiration date, charge card with picture imprinted, and passport. 1.5.5.11. Revalidation Requirements. The TA is required to revalidate all contract service providers, in the DEERS/RAPIDS System, every 6 months. In the event revalidation is denied, the CAC credentials shall be revoked and the CAC will not be useable to login. 1.5.5.12. Out-processing Requirements. When a contract service providers performance under this contract ceases, the contractor or FSO shall provide written notice to the TA. The TA will remove the contract service provider from the DEERS/RAPIDS System. The contractor shall ensure the contract service providers CAC is turned in to the Government IAW the out-processing procedures and further guidance from the contracting officer. 1.5.5.13. The contractor is responsible for absences of contract service providers due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the health care services required under this contract. 1.5.5.14. The contract providers shall immediately report any lost or stolen badges to the COR. 1.6. IDENTIFICATION OF PRIVACY ACT. This contract requires the development of a system of records in accordance with the Privacy Act of 1974. 1.7. PERFORMANCE QUALITY: The Contractor shall establish and maintain a complete Quality Control Plan that shall ensure the requirements of the contract are provided as specified in Section 5 of the PWS. Within thirty calendar days after contract award, three copies of a comprehensive written QCP shall be submitted to the COR and within 5 working days when changes are made thereafter. 1.8. PHASE IN /PHASE OUT PERIOD. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, at no additional cost to the government, during the sixty (60) days phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with the requirements in order to commence full performance of services on the contract start date. 2. DEFINITIONS AND ACRONYMS: 2.1. DEFINITIONS: 2.1.1. CONTRACTOR. The term as used in this contract refers to the prime. 2.1.2. CONTRACTING OFFICER. A person with authority to enter into contract; administer, or terminate contracts. Make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4. PHYSICAL SECURITY. Actions that prevent the loss or damage of government property. 2.1.5. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.6. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. 2.1.7. SUBCONTRACTOR. One that enters into a subcontract and assumes some of the obligations of the primary Contractor. 2.1.8. WORK DAY. The number of hours per day the Contractor provides services. 2.1.9. WORK WEEK. Is defined as Monday through Sunday (dependent on workload and mobilization requirements). 2.2. ACRONYMS: ACORAlternate Contracting Officer's Representative ARArmy Regulation CFRCode of Federal Regulations CONUSContinental United States (excludes Alaska and Hawaii) CORContracting Officer Representative COTRContracting Officer's Technical Representative COTSCommercial Off the Shelf DADepartment of the Army DD250Department of Defense Form 250 (Receiving Report) DMDCDefense Manpower Data Center DODDepartment of Defense HIPAAHealth Insurance Portability and Accountability Act of 1996 KOContracting Officer (the only person that can obligate the Government and approve modifications to the contract) MEDCOMU.S. Army Medical Command MTFMedical Treatment Facility OCONUSOutside Continental United States (includes Alaska and Hawaii) OTSGOffice of The Surgeon General, U.S. Army PIPOPhase In/Phase Out POCPoint of Contact PWSPerformance Work Statement QAQuality Assurance QAPQuality Assurance Program QASPQuality Assurance Surveillance Plan QCQuality Control QCPQuality Control Program TETechnical Exhibit 3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 3.1. MATERIALS. 3.1.1. Materials will be tailored to the individual task order. 3.2. FACILITIES. 3.1.2 Facilities will be tailored to the individual task order. 3.2. GOVERNMENT SERVICES. 3.2.1. Services will be tailored to the individual task order. 3.3. GOVERNMENT QUALITY ASSURANCE (QA). 3.3.1 The Governments Quality Assurance Surveillance Plan (QASP) is provided as Attachment 3. 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under section 3 of this statement. 4.1. PERSONNEL QUALIFICATIONS. An outline of qualifications for the Contractor staff is given below: 4.1.1. The Contractor shall furnish extensive technical and administrative expertise to ensure the expeditious accomplishment of the work specified in this SOW and subsequent task orders. Contractor personnel are required to be appropriately licensed, certified and bonded for specific job/position related tasks.4.1.2 The contractor shall provide key personnel with a minimum of 5 years demonstrated experience in healthcare projects of similar size, scope and project costs. 4.2. MATERIALS. The Contractor shall: 4.2.1. Furnish materials, supplies, and equipment necessary to meet the requirements for the provision of services established under the terms of this contract. 4.3. EQUIPMENT. The Contractor shall: 4.3.1. Provide equipment and instrumentation necessary to perform the requirements specified in each task order. 4.4. CONTRACTOR RESPONSIBILITIES. The contractor shall: 5. DESCRIPTION OF WORK: 5.1.Services will include: 5.1.1.Comprehensive Project Management Services - The Contractor will be required to provide Project Management (PM) services to any and all of the sub-categories of work described within this SOW in providing comprehensive initial outfitting and transition services supporting the equipping of the facility, maximizing standardization of equipment and supplies, training and provisioning of the facility and relocating the staff and patients. 5.1.2.Comprehensive Interior Furniture/Furnishings Coordination Services - The Contractor will be required to provide comprehensive furniture/furnishings interior design (CID) coordination services including planning, packaging, and design review and oversight ensuring incorporation of evidence-based healthcare concepts. The furniture and furnishings services must complement any interiors packages developed by the Architect/Engineer firm associated with the construction project and/or the healthcare facilitys standards as provided by the government. The Contractor will be required to purchase, receive and install furniture/furnishings and visual arts and/or uninstall, pack, transport and reinstall existing furniture/furnishings and visual arts in the healthcare facilitys current inventory identified for reuse in the new facility following approval by the COR. Extended installation services including&.. shall not exceed &.. 5.1.3.Comprehensive Equipment Planning The Contractor will be required to provide comprehensive equipment planning services for both medical and non-medical equipment and Information Management/Information Technology (IM/IT) equipment and systems, as well as Intrusion Detection Systems (IDS) and other similar security systems. 5.1.4.Equipment Purchasing The Contractor will be required to provide comprehensive equipment purchasing services for all government approved equipment requirements IAW with government designated processes, i.e.Federal Acquisition Regulation (FAR). Each project, as identified in the task order, will have its own unique purchasing requirements to be managed by the Contractor. 5.1.5.Transition Planning and Relocation Services The Contractor will be required to provide transition planning and relocation services which includes interim and/or final development and facilitation of transition team structure and organization. Services include: interim and/or final development and facilitation of transition team structure and organization; operational planning development with end users; phasing planning; signage and wayfinding for transition activities; detailed initial outfitting and move planning; move sequencing, preparation and setup; detailed move plans for every location; staff and patient move guides; internal & external marketing; education & training including Day in the Life; regulatory requirement planning and inclusion; systems descriptions; workshop planning and implementation; preparation of teaching plans; issues/action items tracking; transition budget tracking; relocation execution; documentation of lessons learned and post-move clean-up 5.1.6.Warehousing Management Services - The Contractor will be required to provide management, supervision, administration and labor to support the warehousing and logistics for purchased equipment, newly acquired equipment, equipment identified for reuse, as well as the removal and transportation of replaced equipment 5.1.7.Installation, Testing, Maintenance and Training Services - The Contractor will be required to provide all management, materials, tools, supervision, labor and equipment to support the installation and testing of all purchased equipment and/or systems prior to installation and/or after the equipment is installed. Additionally, the contractor will provide equipment operation and maintenance training. All equipment and system testing and installation shall be in accordance with the equipment manufacturer's recommendations 5.1.8.Final Turnover, Close Out and Post-Occupancy Evaluation (POE) The Contractor will be required to provide all management, materials, tools, supervision, labor and equipment to facilitate the turnover of applicable documents, close out the project and facilitate/participate in the POE particularly in the operational and staff/patient impact arena. 5.2. DELIVERABLES. 5.2.1. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officers Technical Representative (COTR) or also know as the Contracting Officers Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractors system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website 5.2.2Documentation Guidelines Reports and documents delivered by the Contractor in performance of this contract shall be considered Technical Data as defined in the applicable Rights in Data clause of the General Provisions. All documentation shall reflect the latest version number, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with standard industry practices, ensuring electronically produced documents, which reflect logical flow of material, tables of contents, indexes and page numbering. Where applicable, the Contractors attention is called to the availability of commercial, industry, federal, and military guides, instructions, and standards for many of the topics addressed in this contract. 5.2.3Program Management Plan The Contractor shall finalize the draft Program Management Plan submitted with its Proposal for Government approval within 30 days of contract award. Following Government approval of this plan, it shall be applied by the Contractor to manage, track and evaluate the program or task performance. The Program Management Plan shall consist of control policies and procedures in accordance with standard industry practices for program administration, execution, and tracking. The Program Management Plan shall include the following: "Identification of milestones where Government information, activity, equipment, material, facilities, and other resources may be required and timeline dependencies or prerequisites for subsequent Contractor activities "An Integrated Master Management Plan (IMMP) describing the Contractors overall management approaches, policies and procedures including suggested program metrics "A detailed staffing plan with key personnel identified by the Contractor and approved by the Government "A separate Subcontract Management Plan outlining plans and goals for use of subcontractors 5.2.4Training Plan The Contractor shall plan for and coordinate formal training with each vendor / equipment manufacturer. The Contractor shall ensure that a training schedule is developed which allows for each vendor / equipment manufacturer to train all staff in turn on the equipment each must use. The Contractor shall develop a training program to specify training approaches, methods, schedules, tools, and curricula, and track the performance of all training related to the equipment procured by the Contractor. 5.2.5Monthly Progress Report (MPR) The Contractor shall prepare and deliver an MPR. For equipment purchases, the MPR shall outline deliverables submitted, problems encountered, and schedule deviations. The MPR shall measure the Contractors price and schedule performance using the Government-approved WBS, and include a report on the critical path for the program and the current price and level of effort (e.g.., equipment ordered). For services provided on a cost plus basis (e.g., moving of equipment, IT integration, and warehousing), the MPR shall measure the Contractors cost and schedule performance. The report shall include the current cost and level of effort (e.g., hours worked by task). 5.2.6Subcontract Expenditures Report The Contractor shall prepare and deliver a Subcontract Expenditures Report that discloses actual subcontract expenditures by company name, business size standard (e.g., Woman Owned Business, Veteran Owned Business), and other socioeconomic programs (e.g., Indian Incentive Program, Historically Black Colleges and Universities and Minority Institutions). 5.2.7Quality Control Plan The Contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP shall be updated following award. The QCP shall document how the Contractor will meet and comply with the quality standards established in this performance work statement. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation. 5.2.8Integrated Schedule The Contractor shall establish an integrated program schedule depicting for this task its planned duration, planned start and finish dates, associated resources, and relationship to other Contractor tasks as appropriate. The integrated program schedule shall be compatible with the Military Health System (MHS) IM / IT Integrated Program Planning, Scheduling, and Reporting System (IPPSRS). Activities on the critical path shall be highlighted. 5.2.9Earned Value Management (EVM) The Contractor shall provide and implement a formal earned value management system in accordance with the EVM-STD-EIA-748-98 to plan, track, and manage program activities. When presented by the Contractor to the Government, the data within these reports shall not be greater than ten (10) days old. The EVM report shall not only provide that given month's progress and costs but shall also include projections on work to be performed and cost for the following month. The report shall be prepared using procedures for planning work, controlling costs, measuring performance using earned value techniques, and generating timely and reliable information as required by DFARS clause 252.242-7005, Cost/Schedule Status Report (C/SSR). The Contractor shall also relate technical accomplishment to cost and schedule accomplishment in contract performance reports and meetings. The Contractor shall prepare Contractor Fund Status Reports (CFSRs), which shall include forecast expenditures and expected billings to the Government. The Contractor shall require all subcontractors to furnish EVM reporting where there are critical or significant task orders related to the prime contract. Each subcontractors reported cost and schedule information shall be incorporated into the Contractors MPR. 5.3OTHER TERMS, CONDITIONS, AND PROVISIONSContractor Personnel Performance/Replacement For temporary and / or permanent replacement of Key Personnel (Program Manager, Chief of Procurement, Chief of Quality, and other positions so designated by the Contractor as key), the Contractor shall provide a resume for each individual to the COR. Resumes shall be provided at least two weeks (or as mutually agreed upon) prior to making any personnel changes. The Government reserves the right to approve the most qualified candidate based on resumes provided. Any replacement personnel shall have equal or better qualifications as the individual being replaced. Also, Contractor personnel must submit necessary information to be issued CAC cards to reporting for work under this contract. 6.DOCUMENTATION AND SOFTWARE 6.1. As this planning and execution effort will require the coordination with multiple personnel, agencies and companies within and external to the Government on a common information exchange platform; it is anticipated that task orders will require some form of a project document management system. Any such system proposed by the Contractor shall be approved by the HFPA or its representative 6.2. All software used by the Contractor shall be approved by the Government. Because of the scale and breadth of work described it is anticipated that specific formats or software platforms will be chosen to allow the AMEDD to consolidate, synchronize and share data developed, procured, managed or executed through these task orders in real time. Specific platforms or data formats will be specified by task order. Proprietary software, database management systems or data formats developed by the Contractor are unlikely to be approved for use on this contract unless full rights and privileges for unlimited use and installation are given to the Government. For all information and data developed and used during this contract and associated task orders the Government will have a nonexclusive, nontransferable, irrevocable, paid-up license to practice, or have practiced for or on its behalf, throughout the world in accordance with FAR 52.227-13. All information and data developed and used during this contract and associated task orders will be the property of the Government as defined in FAR Subpart 45. Minimum requirements for a project documents management system will include: 6.3. Multiple document support for searching and viewing. (Examples include MS Office file extensions,.dwg,.dgn,.pdf). Search functionality shall include the ability to perform Boolean and fuzzy search association both in file names and internal to the document on supported document formats. 6.4. Archiving ability upon completion of task order that provides the same basic search and viewing capabilities and same general file tree structure as that used during task order execution 6.5. Password Controlled internet accessibility to this common file project document management system is required for all entities 6.6. Access privileges shall be easily structured and definable at a top level down to the individual file level 6.7. Common project document management system must also have the ability to convert supported document types automatically to Adobe Acrobat file format (.pdf) 7.PERIOD OF PERFORMANCE TBD in subsequent task orders 8.PROJECTS INCLUDED IN THIS PWS TBD in subsequent task orders 9.APPLICABLE REGULATIONS AND MANUALS: (Current Editions) American with Disabilities Act and Architectural Barriers Act Accessibility Guidelines ADA Standards for Accessible Design, Department of Justice, 28CFR Part 36 ANSI C2 - 2007 - National Electrical Safety Code ANSI/IESNA RP-29-06 Lighting for Hospital and Health Care Facilities ANSI/TIA/EIA 606 - Admin Standard for Telecomm Infrastructure of Commercial Buildings AR 420-1 Chapter 25, Section 2 Army Energy Program, Fire and Emergency Services Army Installation Information Infrastructure Architecture (I3A) Army Networthiness Checklist Illuminating Engineering Society of North America (IESNA) Lighting Handbook MIL-HDBK-411B - Power and the Environment for Sensitive DOD Electronic Equipment MIL-HDBK-419/1A - Grounding, Bonding and Shielding for Electronic Equipment and Facilities, Volume 1 of 2, Theory MIL-HDBK-419/2A - Grounding, Bonding and Shielding for Electronic Equipment and Facilities, Volume 2 of 2, Applications MIL-HDBK-411B Power and the Environment for Sensitive DOD Electronic Equipment NFPA 1 Fire Protection Code NFPA 10 Standard for Portable Fire Extinguishers NFPA 30 Flammable and Combustible Liquid Code NFPA 70 - National Electrical Code NFPA 72 - National Fire Alarm Code NFPA 96 - Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations NFPA 99 - Standard for Health Care Facilities NFPA 101 - Life Safety Code The Joint Commission Accreditation Comprehensive Accreditation Manuals UFC 4-510-01 Design: Medical Military Facilities UFC 4-021-01 Design and O&M: Mass Notification Systems SAMPLE SPECIFIC PROJECT INFORMATION SHEET: TRANSITION AND INITIAL OUTFITTING SERVICES: PROJECT NAME: Blood Donor Center: Facility designed to support blood donor activities, component processing and limited testing. Projected Square Footage: 12,334 SF. SECTION A: PROJECT MANAGEMENT SERVICES (CONTRACTOR): 1) Establish of a Program/Transition Office on site due to the scope and scale of the project. (N/A); 2) Provide oversight of all subcontractors and suppliers working in support of the contract; 3) Provide Project Management services that include controlling time, cost, quality, scope and risk of each project; 4) Provide for the digitization and archiving of laboratory and administrative documents. SECTION B: INTERIOR DESIGN/DEVELOPMENT SERVICES (CONTRACTOR): 1) Develop of the entire Comprehensive Interior Design (CID) Package to include selection of fabrics, finishes, textures and visual arts in accordance with MEDCOM Environment of Care Standards, as well as, budget and phasing; 2) Develop entire Comprehensive Signage and Way-finding Package which is complementary to the CID; 3) Develop a CID Schedule including phasing plans for the delivery and installation of all items; 4) Coordinate and incorporate end user requirements before items are procured; 5) Develop a life-cycle schedule for all elements of the CID for use in maintenance activities and future replacement planning; 6) Provide cut sheets with specifications and quotes and/or cost estimates, along with options as necessary. SECTION C: EQUIPMENT PLANNING (CONTRACTOR): 1) Incorporate SEPS (Space and Equipment Planning System) Version II or other electronically generated equipment lists to ensure all requirements have been identified and researched; 2) Validate the SEPS plan to determine which equipment will be purchased, moved, transferred or turned-in; 3) Expedite planning for long lead procurement items and incorporation of procurement lead times into transition schedule; 4) Coordinate all end user requirements/specifications before items are procured; 5) Provide cut sheets with specifications and quotes and/or cost estimates, along with options as necessary; 6) Create submittal packages for items to be procured for government evaluation and approval; 7) Utilize an online equipment planning and tracking database capable of managing the submittal system for the governments use for evaluating and approving the submittals status of the entire Initial Outfitting (IO) furniture, furnishings and equipment; 8) Update database in real time as status changes; notifying the government COR and end user if there are any issues with the manufacturer of a particular product and offer alternatives to meet delivery and installation requirements; 9a) Develop and maintain the medical equipment transition plan including phasing plans for the de-installation, packing, delivery and installation of all items as appropriate; coordinating equipment training for staff and equipment maintainers as require; 9b) Coordinate equipment certification (e.g., radiology systems) where applicable; 10) Ensure capital equipment inventory to include the collection of data (asset tag number, RFID number, item description, location, manufacturer, condition, age and serial number) from all equipment with a purchase value limit as defined by the local; 11) Prepare individual Medical Care Support Equipment (MEDCASE) requirement documents and obtaining required signatures for all items over the DoD procurement funding threshold, i.e., e$250 thousand each item or system; 12) Obtain quotes, cut sheets and statements of work (where applicable) for MEDCASE requirements; 13) Prepare required procurement documents for MEDCASE items for submission; 14) Coordinate the procurement, installation and/or connection of telephones and telephone systems in coordination with the Installation Directorate of Installation Management (DOIM) and Information Management Command (IMCOM) as required; 15) Develop LAN/WAN/Telephone migration plan; 16) Determine all VTC and AV requirements and development of the procurement plan for all IT requirements; 17) Develop a life cycle schedule for all equipment items included in the project for use in maintenance activities and future replacement planning; 18) Develop required rental equipment contract development packages such as copier/fax, specialty beds, etc; 19) Develop and/or execute the Turn In/Excess Equipment management process. SECTION D: EQUIPMENT PROCUREMENT (GOVERNMENT): 1) Coordinate the bid process or RFQ/RFP to provide equipment options and pricing based on the original specifications; 2) Ensure that planning is expedited for long lead procurement items and procurement lead times are incorporated into transition schedule; 3) Monitor ongoing reconciliation of the equipment budget and schedule. SECTION E: TRANSITION PLANNING AND RELOCATION SERVICES (CONTRACTOR): 1) Facilitate Operational Planning activities of the MTF; 2) Facilitate staff planning activities of the MTF and ensure there is a From/To Employee & Function (Faces to Spaces) Database; 3) Prepare detailed Gantt charts to show the phasing of transition activities including the coordination of construction activities and operational activities; 4) Coordinate with user representatives for all aspects of phasing of the projects for completeness; 5) Attend transition planning and scheduled construction meetings in order to appropriately monitor project and ensure occupancy activities; 6) Develop system description documents for user education and use; 7) Prepare staff and patient move guides; 8) Prepare transition manuals and continuity files; 9) Provide staff orientation and education to include change management facilitation; 10) Provide Move Day management and facilitation, including coordination of appropriate transportation for movement of patients/staff and with Provost Marshall (police); 11) Provide Marketing and Public Affairs information for Transition activities; 12) Monitor Signage and Way-finding program to facilitate Transition and Relocation; 13) Monitor asset relocation services to identify what equipment and supplies will be moved/relocated or installed; 14) Provide electronic and/or hard copy documentation and Defense Medical Logistics Standard Support (DMLSS) data entry to support Hand Receipted Transaction requirements and accountability of equipment, furnishings and keys (Key Control); 15) Review reuse lists to determine new equipment requirements in order to provide expert advice on systems integration while running multiple facilities in parallel. SECTION F: WAREHOUSING MANAGEMENT SERVICES (CONTRACTOR): 1) Consolidate and inventory items procured at a centralized location for possible shipment; 2) Coordinate item tracking once shipped and in transit to destination; 3) Ensure climate controlled environments as necessary; 4) Monitor construction delivery schedule to ensure just-in-time (JIT) delivery utilization to minimize costs; 5) Coordinate inspections of the project for proper utility requirements according to each manufacturers specifications prior to installation; 6) Ensure electronic and/or hard copy documentation and Defense Medical Logistics Standard Support (DMLSS) data entry to support Acceptance Testing requirements. SECTION G: INSTALLATION, TEXTING, MAINTENANCE AND TRAINING SERVICES: (CONTRACTOR): 1) Ensure that equipment is unpacked and tested, as necessary, prior to installation into the facility; and ensure that medical equipment is tested by certified medical technicians prior to installation in the facility; 2) Ensure that all equipment is installed into the appropriate room/area and in coordination with the appropriate agency, such as IDS with Provost Marshall, IT/IM with DOIM, etc; 3) Coordinate any decommissioning requirements prior to the de-installation, removal, relocation, and re-installation of any identified reuse/existing equipment moving from an existing facility to a new site; 4) Provide all necessary testing and training to end users as necessary upon acceptance of equipment by the Government; 5) Work with manufactures to extend product warranties or initiate new product warranties once the equipment is installed and operational; 6) Provide all installation, maintenance, operational testing and reference materials for all pieces of equipment installed or relocated; 7) Provide suggestions on how to increase efficiencies within a maintenance contract to get the best possible technical support available at the best cost; 8) Provide and documenting hands-on training as necessary before any system is placed in operation. SECTION H: FINAL TURNOVER, CLOSE OUT AND POST-OCCUPANCY EVALUATION (POE) (CONTRACTOR): 1) Identify, manage and resolve any post-move issues or vendor claims; 2) Coordinate decommissioning and facilitate disposal of excess equipment and supplies; 3) Coordinate post-transition decontamination of biological, chemical and/or radiological waste as required; 4) Provide Command and staff debriefs to include documentation of lessons learned; 5) Facilitate project files/history transfer; 6) Facilitate and/or participate in the POE; 7) Place all items in electronic format, on a SharePoint-like site, (includes but not limited to cut sheets and invoice documents) and at the end of the project, all documents will be provided on CD for turnover to the HFPA. Note: Hard copy documentation.
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Record: SN01962779-W 20090921/090919234350-fb285b760919e9de47271c7c91acaf0a (fbodaily.com)
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Q -- Initial Outfitting and Transition Facilities Support Services