2 SOW Update PG 18 14 Room Finishes.docx

Statement of Work Update and Revision of VA Program Guide PG-18-14 05/9/2023

I. BACKGROUND:

A. The VA Standards for Room Finishes, Door, and Hardware Schedule Program Guide (PG-18-14) dated April 2017 is the responsibility of the Facilities Standards Service, Office of Facilities Planning, in the Office of Construction & Facilities Management (CFM). These Standards provide baseline requirements for the interior finishes, doors, and hardware for new and renovated VA planning, design, and construction projects. Revisions are a result of regulatory changes, expansion and growth of VA facilities, procedural changes, new products, new manufacturing techniques and materials, and practical knowledge gained from field experience. These Standards provide baseline requirements for the selection of VA approved construction finish materials and systems, and doors, and hardware. These Standards represent a collaborative effort, with input from healthcare industry best practices, research and VISN officials, NCA and VBA administrative staff, and VACO program staff with expertise in interior design, fire and life safety, security, and law enforcement, aligned with Federal Law, Directives, VA Programmatic requirements, industry best practices, research and lessons learned.

B. There is an urgent need to review and update the PG-18-14 Standards in order to remain current with Federal and regulatory requirements, best value healthcare industry practices, optimized for VA Program requirements to establish world class environments of care and service for our Nation’s Veterans, families and Providers.

II. GENERAL:

A. CFM has determined the need to revise and update the current Room Finishes, Door, and Hardware Schedule Program Guide that impacts VA facilities across Administrations (VHA, NCA, VBA) and throughout the enterprise system. The AE and its sub-consultants, herein known as Consultant in this Statement of Work (SOW), shall provide the professional services to complete this task with work items including, but not limited to Section III – Detail Scope of Work shown in this SOW. The Consultant shall be responsible and liable for the technical content and format of the deliverables for this work.

. B. The Consultant shall substantiate the following:

1. The Consultant shall provide a proven track record of a minimum of 5 years providing healthcare systems with knowledge and working experience that includes thorough understanding and knowledge of master construction interior finishes for major healthcare systems. Interior design work described in this SOW shall be performed by an Interior Designer with a Bachelor’s degree in interior design and certified as Healthcare Interior Designer by the American Academy of Healthcare Interior Designers; accompanied by 15 years of experience.

2. The Consultant shall have proven track record of a minimum of 8 years providing knowledge and successful, extensive working experience in programming, establishing, composing, and implementing a complete master interior finish master plan for a major healthcare system. Extensive experience refers to having worked on and managed multiple large sized (250+ bed) medical centers as well as mental health facilities, community living centers, and outpatient clinics.

3. The Consultant shall provide names of projects with a minimum of 5 healthcare master interior finish specification systems completed in the past 5 years.

4. The Consultant shall provide a Data Analyst to extract data from SEPS, PG-18-9, PG-18-14, TIL|MS, and PG-18-12 (room data sheets) and transpose them into a 'database' i.e., Excel spreadsheet format. No special software is required, just understanding how SEPS and this other data work into an integrated whole.

C. The Consultant shall revise and update “Room Finishes, Door and Hardware Schedule Program Guide (PG-18-14) with the following objectives as primary goals:

1. The Consultant shall coordinate with current VA Space Planning Criteria (PG-18-9) that is posted on VA Technical Information Library (TIL) to match with room names, room codes and departments; Currently the room codes in PG 18-14 do not match those shown in PG 18-9. The VA recently conducted an extensive revision of room codes. The VA will provide a matrix of old and new room codes. The matrix provided will be used as a tool for updating the room codes in PG 18-14 to match those in PG 18-9.

2. Research: The Consultant shall propose room finish revisions based on research of evidence-based data and best industry practices of major healthcare.

3. The Consultant shall complete the Room Criteria Spread Sheet and ensure its accuracy. Spreadsheet will be provided by VA.

4. The Consultant shall retain the services of a door and hardware consultant. The hardware consultant shall be certified by the Door and Hardware Institute as an Architectural Hardware Consultant with 10 years of experience. The consultant will review, and update hardware sets assigned to rooms and coordinate this work with hardware specified in VA’s door hardware master specifications. The consultant shall provide recommendations to updating VA’s door hardware master specifications. Hardware consultant shall review, and update door schedule as needed to establish hardware functions and special requirements. VA approved door finishes and the materials schedule, including acoustical and fire ratings. Consultant shall also determine appropriate door materials and finishes to accommodate the rooms use and function based on code and functional requirements, best practices for healthcare facilities documented in research Recommend updates for all doors and functions with TIL document Standard Detail SD080000-01.DWG.

5. The Consultant shall assign hardware for sliding doors. Coordinate this work with VA’s Door Hardware Master Specs.

6. The Consultant shall review all interior finishes to ensure that VA follows evidence-based practices of both private and public major healthcare systems.

7. The Consultant shall offer VA guidance in meeting recycled content requirements.

8. The Consultant shall provide VA requirements for specifying products with minimal impact on indoor air quality (VOC off-gassing, etc.).

9. The Consultant shall provide recommendations that meet sound transmission (STC) requirements in PG 18-3, Topic 11, Sound Transmission Control.

10. Review the Term Synopsis Document and the Term Synopsis Worksheet. If changes are required, the consultant shall revise these two documents. If new terms or revised terms are needed, the consultant shall add or modify them in these documents first and get VA approval. The VA Term Synopsis Worksheet is a database that exists on the TIL|MS site: VA TIL Management System (max.gov). It is used in TIL|MS and the Space, Equipment Planning System (SEPS).

11. The consultant shall compare existing Room Codes and Room Data Sheets from PG-18-14 with new Room Codes and Room Data Sheets existing within the Term Synopsis Worksheet while verifying they are accurate and correct. If the information is incorrect, the consultant shall make all necessary corrections. If information is missing the consultant shall provide the missing data.

12. The consultant shall fill in the overall Room Code Spreadsheet. Overall, Room Code Spreadsheet for all departments is to be used to update the TIL|MS and SEPS Database.

13. The consultant shall create one Section 508 compliant Excel Spreadsheet per department for inclusion in the PG-18-14 document as PDFs on the TIL and TIL|MS as Excel Spreadsheets. Currently there are approximately 52 departments.

14. There are approximately 1600 Room Codes and (16) columns that shall be filled in with requirements. In the Room Code Spreadsheet.

The following columns shall be filled out with correct information:

Wainscot

l. Door Rating

15. The narrative (text) portions of the PG-18-14 shall be created in Word based on a Word template provided by the VA. Consultant shall follow VA’s formatting and chapter structure. Consultant shall provide a final Word and PDF document.

E. The Consultant shall review recommendations of finishes in all VA Design Guides, and other accessibility, security, privacy criteria, advise CFM where conflicts occur, and propose revisions to coordinate the criteria

F. The Consultant shall comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations and guidelines of authorities having jurisdiction and VA convention. Refer to http://www.section508.gov/. Section 508 requires that Federal Agencies’ electronic and information technology is accessible to people with disabilities. This work includes but is not limited to providing aptly descriptive text equivalent for informational non-text elements in documents (provide double quotes for non-informational images such as logos), identifying row and column headers, and using fonts that are readable by assistive technology. Documents delivered in Adobe PDF format must be viewable by Adobe Reader 7.0 or previous, must be tagged, and an accessibility report generated following a full check with all options included must have no potential accessibility errors identified by Adobe. Any errors identified must be repaired in the original document to render a clean accessibility report.

G. The Consultant shall administer all data, communications, tasks, schedules and deliverables of the project.

1. Prepare and distribute agenda, minutes, notes, and other documentation of all meetings, teleconferences, and other official activities and decisions of project team. Progress review meetings will be conducted through video conference call arranged by the Consultant.

2. Provide project initiation to include confirmation of project scope, schedule, participants, communications, documentation, and deliverables. Establish and maintain project schedule and protocols.

3. Submit a detailed schedule, indicating milestones and events in conformance with the basis provided above. Maintain schedule.

H. The Consultant shall determine if the finishes include products in any of USDA’s biopreferred product categories. If so, add language that requires the use of biobased products, as prescribed on USDA’s website www.biopreferred.gov. Example: Biobased Materials: For products designated by the USDA’s BioPreferred® program, provide products that meet or exceed USDA recommendations for biobased content, so long as products meet all performance requirements of the agency as specified in VA master specifications section. For more information regarding the product categories covered by the BioPreferred® program, visit http://www.biopreferred.gov”

III. PARTIES INVOLVED

Consultant

1. Contracting Officer:

2. Contracting Manager/COR:

3. Project Manager:

4. Technical Task Manager:

IV. TASKS, DELIVERABLES, AND SCHEDULE:

A. Task 1 – Research, Review & Analyze Resources, Outline Draft / First Draft

c. Final Deliverables:

1. Term Synopsis (Revised as Needed)

2. Term Synopsis Worksheet (Revised as Needed)

3. Room Code Spreadsheet (with all room codes, Revised)

4. Room Finish and Door Hardware Spreadsheets by Chapter (new document, approximately 52 chapters/Excel Spreadsheets, Section 508 compliant.

5 New PG-18-14 Document in Word Format for Narrative, Section 508 Compliant and Excel Spreadsheets for Tables.

6. Final PG-18-14 Document in 508 Compliant PDF format.

B. Task 2 - Final Draft

1. Edit and refine Program Guide PG-18-14 draft and other data. Provide a Final Draft of the new Guide and other supporting materials as required for full completion. Distribute for final review. Receive final detail comments and assemble in action item checklist form.

a. Deliverables: Program Guide for Final Review and Approval Drafts, for each draft – Electronic files, Front end Narrative in MS Word docx file format using Microsoft Word in a version no later than 2010. Action item checklist - Electronic file, same format as Front-end Narrative, and Excel file format of finishes and door schedules following the format of existing PG-18-14 and the room names and departments will be in the same order as shown in new PG-18-14. Final deliverables will be in the proper (PDF) format for incorporation into VA web page Technical Information Library (TIL) and in an accessible, editable format that will allow future edits to be made as needed for both the front-end narrative in MS word and the door and finishes schedule in Excel.

b. Time to Complete: (2) calendar months from completion of Task 1

V. INDIRECT RESOURCES:

A. Clerical Support: Includes the preparation and submission of all deliverables to VA

VI. ITEMS/ACCOMMODATION TO BE PROVIDED BY VA

A. CFM will provide the following:

3. Room Code Matrix

4. Term Synopsis Document

5. Term Synopsis Worksheet

6. Room Code Spreadsheet

7. VA Space Table Legacy Room Code Equivalence