SPECIAL NOTICE
Q -- INITIAL OUTFITTING AND TRANSITION FACILITIES SUPPORT SERVICES.
- Notice Date
- 8/10/2009
- Notice Type
- Special Notice
- NAICS
- 541614
— Process, Physical Distribution, and Logistics Consulting Services
- Contracting Office
- Department of the Army, U.S. Army Medical Command, Center for Health Care Contracting, 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-TBD
- Archive Date
- 11/8/2009
- Point of Contact
- Shirley Tolbert, 210-295-4392<br />
- E-Mail Address
-
Center for Health Care Contracting
(shirley.tolbert@amedd.army.mil)
- Small Business Set-Aside
- N/A
- Description
- INITIAL OUTFITTING AND TRANSITION FACILITIES SUPPORT SERVICES. The Government has a potential requirement 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). The Government anticipates awarding contract(s) that provide total turn-key project support for equipping and transitioning the staff and patients associated with the healthcare construction projects. Services include Medical Health Systems compatible: comprehensive project management; comprehensive interior design development; planning and purchasing medical, research, non-medical equipment and furnishings; planning and purchasing information management, physicial 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. A sample of a specific project information sheet available for each of 42 anticipated projects under this requirement follows the end of this synopsis. We encourage small businesses to reply with evidence of their capabilities in providing the above services. Request interested parties provide information as to their capabilities and experience in providing similar services, along with any suggestions they wish to provide on how the government can best meet this need, to the points of contact listed below not later than 24 August 2009 in order for the Government to develop a course of action. The Government is interested also in knowing any party that would like to participate in any future industry day. THIS REQUEST FOR INFORMATION IS FOR PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION OF PROPOSALS. The points of contact are Shirley.Tolbert@amedd.army.mil, contract specialist, (210) 295-4392 and Gary.Hankins@amedd.army.mil, Contracting Officer, (210) 221-3876. 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. 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
- SN01905413-W 20090812/090811000444-cdb5d76acdb499610671ad7bce1d81fc (fbodaily.com)
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