Project Assistant/Coordination Support

Job Description

Job Description:\n\nDescription: Project Support, Defense Health Agency (DHA) Facilities Enterprise (FE), Falls Church, VA. Objective: This contract is to provide planning, design, construction, and initial outfitting & transition (IO&T) management support services for the DHA FE, Falls Church, VA. The contractor personnel will provide support services of Military Construction (MILCON) Projects, Unspecified Minor Military Construction (UMMC) Projects, Uniform Services University (USU) Design, various special project management support and oversight as assigned by DHA-FE. Scope and Tasks: Provide support as part of a project management team overseeing planning, design, construction, and IO&T of military medical facilities within DHA’s area of responsibility under the NCR. Provide medical constructability technical support and monitor the quality of work performed on the project(s), ensuring that Construction Agencies i.e., Navy Facilities Engineer Command (NAVFAC) and US Army Corps of Engineers (USACE) provides DHA with complete and functional infrastructure that adhere to the various planning/design/construction contracts and the various applicable guidelines/standards/codes. Advise DHA Officer-in-Charge (OIC)/Program Manager (PgM) or designated government representative(s) concerning coordination of project actions and resolving of issues between local medical command activity staff, NAVFAC, USACE, installation staff, Design of Record (DOR) architects/engineers/technicians/planners, and prime contractors/sub-contractors. Provide general and medical-specific technical advice, constructability support and information, to ensure projects meet required standard/codes. Provide liaison oversight and assistance to the medical facility staff during construction, transition, commissioning, turnover and decommissioning associated with projects. Period of Performance: This requirement consists of one twelve-month base period, two twelve-month option periods. Base Year: 29 July 2026 – 28 July 2027 Option Year 1: 1 July 2027 – 28 July 2028 Option Year 2: 1 July 2028– 28 July 2029Requirements: Project Assistant/Coordination Support – Key Contract Position Project Assistant with 5+ years of experience in project support, including planning, programming, design, and construction management activities or related field. All proposed contractors must meet the following four (4) criteria and demonstrate experience in medical facility planning/design, master planning, project management, transition management, and health facility technical and clinical reviews. Health facility criteria/standards experience is required.Have performed a variety of capabilities in support of the project delivery lifecycle as it pertains to design, construction, and activation of a hospital.Have provided technical assistance in medical planning, design, construction, and IO&T equipment planning and execution for DoW agencies.Have experience with designing and implementing systems and processes for oversight with designated medical construction projects.Have experience with DHA and NAVFAC MFPO support activities in directing all aspects of the final activation activities.All proposed personnel to perform services under this requirement/contract, must be a current citizen of the United States of America. Key Area of Expertise. Current experience and technical knowledge of methods and procedures affecting Department of War medical facility engineering and construction including applicability of laws, regulations, methods, procedures, and policies. Demonstrated ability to apply Project Management principles, tools and techniques recognized by the industry to successfully complete a project:Extensive knowledge of, and experience in, medical engineering and construction.Knowledge of general principles of architecture, engineering, design, and construction of medical facility building system components and their inter-relationshipsExperienced in interpretation of government, industry, and accreditation standards and criteria including space planning, life safety, anti-terrorism, indoor air quality, patient privacy, sustainability, and others related to healthcare, medical academic and medical research facilities.Current experience and knowledge of total building commissioning, U.S. building codes and standards, DoW Regulations, The Joint Commission (TJC), National Fire Protection Agency (NFPA), Occupational Safety and Health (OSHA), American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE), Americans with Disabilities Act (ADA)/Architectural Barriers Act (ABA), and other regulatory and medical standards.Knowledge of DoW policies and procedures including contracting functions, NAVFAC QA process, and risk management.Experienced in use of computer programs and tools that speed and improve project execution including data and documentation use and management, to include drawings, specifications, schedules, and estimates.Advanced experience in use of CADD.Working knowledge of the Microsoft Office Project, Word, PowerPoint, Access, Excel, and Outlook.Excellent oral and written communication and presentation skills.Strong interpersonal skills to work effectively with project stakeholders.Experience with reviewing and interpreting basic engineering deliverables such as drawings, specifications, engineering calculations, RFIs, etc. Administrative and Technical Duties.Prepare reoccurring ad hoc reports and briefings as well as provide required information papers and executive summaries on all pertinent projects.Perform quality assurance for draft/final reports and briefings to ensure products are consistent and recommendations are achievable.Facilitate management interface for user meetings, provide VIP project tours and site-specific issues.Review design and specifications for building and facility operational/ functional systems.Review and provide comments to government personnel on contractor submittals and schedules, and other project-related documentation and plans.Review and coordinate response to user requested engineering change proposals (ECP’s); in conjunction with subject matter experts validate ECPs against Design Intent, Basis of Design and Concepts of Operations as applicable.Review RFIs and construction contract modifications for potential impact on the medical functionality of the building, the Design Intent, the Basis of Design and Concepts of Operations as applicable.Coordinate with DHA Transition Coordinators to ensure engineering changes are reflected in future transition processes such as training, Concept of Operation implementation, and Movement Planning. Coordinate engineering support reviews for specialized medical equipment with assigned Local Command Activity staff, DHA support staff and subject matter experts.Participate in user-representative oversight of the NAVFAC QA/QC program, in coordination with the NAVFAC Construction Manager, via regular interface/discussions with NAVFAC QA personnel including field inspections.Maintain current situational awareness and provide assistance to the DHA PgM or designated government representative(s) concerning NAVFAC QA/QC procedures, requirements, standards and practices.Assist in reviewing any Value Engineering (VE) proposals.Coordinate with NAVFAC Medical Facilities Program Office (MFPO) IT Planning support, Transition Manager and installation IT personnel concerning interpretation/execution of IM/IT/Low Voltage System design including engineering support for follow-on contracts.Provide technical engineering advice on unique medical systems, applications, and functions.Identify and track construction engineering specific issues, ensuring they are coordinated and resolved to a successful collaborative conclusion.Assist DHA PgM or designated government representative(s) to develop, coordinate, and process project-related engineering change proposals (ECPs) to ensure valid user requirements are integrated into the projects’ end state.Participate in coordination and implementation of the commissioning plan, coordinating with local command activity staff, installation staff, DHA/NAVFAC MFPO to ensure appropriate involvement in the process.Participate in Red Zone meetings and building acceptance process including punch-out inspections.Coordinate with the local command activity staff, installation staff, DHA/NAVFAC MFPO subject matter experts to ensure O&M training, O&M manuals, warranties, As-Built drawings, etc. are scheduled, developed, reviewed and delivered in a timely manner.Assist in coordination and conduct of inspections, tests, verifications, and certifications.Participate in meetings and teleconferences (video/audio), and coordinate associated actions as required by DHA PgM or designated government representative(s).Provide recurring project-related reports, presentations and documentation as required by DHA PgM or designated government representative(s).Coordinate schedules and report progress on a weekly basis with the DHA PgM or their designated representative(s).Provide proposed response recommendations and review comments back to the Design/Construction Agent for subsequent release to the Designer of Record (DOR) and/or construction contractor.Assist in development of maintenance plans for post-occupancy sustainment of facilities.Review facility systems O&M training plans. Planning and Design Support. The contractor will represent DHA in project planning and design review efforts by providing expertise from planning and utilization studies of designated space accommodations through coordination with the DHA PgM or designated government representative(s).The contractor shall assist in facilitating and documenting reviews with end users, providers, and local command activity(s) consultants, which will evolve to provide guidance to the executive leadership on healthcare, medical academia and/or medical laboratory/research operational requirements and design layouts through iterative space utilization analysis, when required.The contractor to provide input to and refinement of programming documents, business planning consultation and refinement of various previous initiatives/studies (i.e. HCRA, Deficiency Tabulation, Facility Utilization Study, etc), when required.The contractor will gather and analyze projected workload requirements to provide recommendations on the development of staffing, equipment, information technology and space needs for project offices and embedded transition management activities, following coordination with the DHA PgM or designated government representative(s). Construction Oversight Support. The contractor will evaluate and provide recommendations to the DHA PgM or designated government representative(s) on Engineering Change Proposals (ECPs) with respect to budget and schedule impacts and ensure that ECP responses are coordinated in accordance with Project Management Plans.The contractor will check for completeness of technical or operational information, maintainability, and impact on project Design Intent and Total Building Commissioning (TBCx),The contractor, following coordination with the DHA PgM or designated government representative(s), shall perform complete technical reviews of project elements such as maintainability, impact of construction changes on Design Intent and Total Building Commissioning (TBCx) submittals and construction RFIs. The contractor shall provide proposed response recommendations and review comments for subsequent release to the construction agent, DOR and/or construction contractor, within the established review and construction timeframes.The contractor, following coordination with the DHA PgM or designated government representative(s), shall assist in the development and support of an Integrated Delivery Schedule for all assigned MILCONs and major Special Projects. Initial Outfitting & Transition (IO&T) Planning and Execution Support. The contractor, following coordination with the DHA PgM or designated government representative(s), will assist with space planning, space utilization, equipment and furniture procurement coordination, operating procedures, interior design, move planning, and budgeting necessitated by designated projects, ensuring that these are consistent with the relevant master and strategic plans and the project Design Intent. Assigned efforts must support utilization of DoW’s Space and Equipment Planning System (SEPS). The contractor will ensure tasks are completed according to approved costs, qualities, schedules, and guidelines provided by DHA-Facilities Enterprise leadership.The contractor will assist and support IO&T contractors/vendors in operational planning development, phase planning, signage/wayfinding for transition activities, move sequence planning, preparation and setup, staff and patient move guides, regulatory requirement planning, preparation of teaching plans, relocation execution, detailed initial outfitting and move planning, detailed move plans for every location, education & training including “Day in the Life,” workshop planning and implementation, transition budget tracking, development of work and relocation plans and schedules.The contractor will monitor equipment installation including planning, integration of logistics, personnel staffing, training and operational support services for (1) deployment of initial supplies, (2) medical equipment, (3) materials, and (4) associated personnel in preparation for the activation. They will directly support the DHA Lead Medical Equipment Specialist regarding IO&T efforts. Post Occupancy Support. The contractor, following coordination with the DHA PgM or designated government representative(s), will assist with individual project Planning and Execution, including Design Intent development, design and submittal reviews, ECP and RFI reviews, transition processes, and post- occupancy evaluations/commissioning, to ensure Design Intent is maintained and projects are technically adequate and complete. The contractor will assist the facility user in developing maintenance plans for post-occupancy sustainment of facilities following coordination with the DHA PgM or designated representative(s).The contractor shall assist DHA PgM or designated government representative to ensure close out completion of MILCONs by receiving all information from Agent, Construction Contractor, and DOR to be historically archived. Documents required, but not limited to:Final Design Authorizations, DD1391s and PFDsContractor’s Final ProposalConstruction Award ContractFinal Construction DocumentsRFPs and RFIsAll Executed Change Orders and RevisionsAs-Built DrawingsReceipt of DD1354s