Department of veterans affairs

12.2.5. Activation Support Services

The Contractor shall provide full engineering planning, maintenance, coordination and support services including, but not limited to, computer workstation support (e.g. cabling, IT, comms, data), electrical, mechanical, plumbing, heating ventilation and cooling services, any associated utility shut-downs/turn-ons/tag-outs, systems installation, maintenance, modification, servicing, and any associated equipment integration to existing and future utility installations.

This work will include tasks that do not fall under the construction Contractor's contract but are tasks that will be necessary to activate the facility. This work will be defined at the Task Order level. Moreover, additional solicitation provisions and contract clauses (e.g. construction related provisions and clauses) may be incorporated at the Task Order level depending on the nature of the work as described in the defined requirement.

12.2.6. Concept of Operations (CONOPs) and Transition Planning

Provide transition planning and relocation services for the reorganization and consolidation of existing facilities and/or the opening of new facilities. Services should include all necessary actions to ensure efficient and effective transition of functions to new locations. The services may include the development of work and relocation plans and schedules; verification of critical field dimensions prior to installation; coordination of relocation plans and schedules with other professional, crafts, and trades persons; and moving and installation of existing or new equipment, FF&E, or otherwise identified items. Services should be provided and completed with maximum cost efficiency and minimum disruption to operations. The Contractor shall facilitate micro-CONOPS (operations units) and macro CONOPS (global: i.e. infection control, security, IT) that are interdependent across departments. The Contractor shall meet with key stakeholders in processes that involve multiple departments throughout the facility and facilitate groups to identify, determine and document key organizational CONOPS for use in the new facilities. Specific task(s) associated with this type of work will be identified and qualified in each individual Task Order. Tasks include but not limited to:

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  Micro (operations units) level CONOPs: assess current operations, define new operations, and obtain facility approval of business practices based on new conditions in space, equipment, staffing, and operations. Includes assessing how the programmed space and design will be used in the new facility in terms of patient care delivery and best practices, and documents departmental hours of operation, work flow, staff work spaces, staff efficiency, egress of patients and staff, movement of equipment and supplies within the department, and safety and security for patients and staff.
  
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  Macro (departmental) level CONOPs: assess current operations, define new operations, and obtain facility approval of business practices based on new conditions in space, equipment, staffing, and operations. Includes overall workflow assessment, departmental adjacency requirements, staffing efficiency recommendations, shared support spaces, signage/wayfinding, staff egress, movement of equipment and supplies, safety, security, infection control, and best practices.
  
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  Information Management CONOPs: determine IT governance, determine roles and responsibilities, and review supporting infrastructure and functionality of each system; define system CONOPS, system functional and technical requirements, and identify any necessary changes to infrastructure indicated in construction drawings.
  
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  Equipment/network CONOPs: determine equipment/network governance, determine roles and responsibilities, and review infrastructure and functionality of each system; define system CONOPS, system function and technical requirements, and identify any necessary changes to infrastructure indicated in construction drawings.
  
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  Management CONOPs: management processes affecting activation activities: meet with key stakeholders involved in short, medium, or long-range IOT&A activities; identify, determine, and document best business practices for managing activities in the transition to the new facility. Likely areas include equipment planning, information management, logistics, transition planning, and governance.
  
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  Workflow CONOPs: looking for opportunities to optimize flexibility in the space, patient flow, material flow, and staffing to maximize efficiencies in the design.
  
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  Transition and Preplanning Governance CONOPs: high-level requirements and processes required to accomplish activation and preplanning activities. Transition CONOPs will build upon STRATCOM and other CONOPs and details how to transition from current state to the required future state at the new facility. Transition CONOPs shall support the schedule development and acquisition, installation, and occupancy timelines. The Contractor shall provide detailed transition CONOPs by functional area. The Contractor shall identify key requirements and constraints that will empower or impede decision making processes, approvals, or the ability to manage well the activation activities. The Contractor shall make recommendations for improvement where constraints, impediments, or other problems are identified. This information shall be documented in the Transition Plan.
  
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  General CONOPS: Develop welcome/orientation kits for new employees, (i.e. facility maps, policies, service access, contact information, etc.)
  
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  Day in the Life Plan: Day in the Life Plan describes the Contractor’s plans for preparing Day in the Life scenarios to help prepare employees to work in the newly activated space.
  

12.2.7. Relocation Services

Provide relocation services for miscellaneous supplies, employee belongings, equipment, etc. into the new space. Specific task(s) associated with this type of work will be identified and qualified in each individual Task Order. Tasks include but not limited to:

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  Physical movement of files
  
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  Physical movement of accountable equipment (barcoded non-expendable supplies/equipment
  
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  Physical movement of expendable supplies
  
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  Physical movement of FF&E identified to be reused in the Reuse Plan
  
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  Physical movement of all reused equipment to/from warehouse
  
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  Physical movement of new FF&E to/from warehouse
  
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  Packing and unpacking of FF&E
  
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  Labeling of all items to be moved to coordinate with floorplans
  
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  Developing and executing a Move plan