3. Exhibit B - Agency Special Requirements .pdf

RLP # 36C248-24-R-0040 Exhibit B Agency’s Special Requirements – West Palm Beach Northern Multi Specialty Clinic

The U.S. Department of Veterans Affairs (VA) desires to lease sufficient Rentable Square Feet (RSF) of existing real property not to exceed 19,365 Net Usable Square Feet (NUSF) in Northern Fort Pierce / South Indian River County. The space will be used for a Community Based Outpatient Clinic (CBOC). Clinical space must be contiguous and located on a single floor. On-site parking for approximately 150 vehicles, with a minimum of 9 dedicated to handicapped parking spaces: seven accessible parking spaces and two van accessible parking spaces are required. A lease for up to 10 years will be considered.

The offered facility may be a multi-tenant building or single tenant building with a VA preference for a ground floor facility. The offered facility must be in suitable location for a clinical or administrative facility preferably in an area of other medical office buildings or in a retail sales area. Standalone building preferred, but not required.

1. The following spaces are necessary for occupancy by the Northern CBOC in Florida per delineated area. The building owner shall provide Architectural, Engineering, and Construction services to build new or convert existing space for the following space requirements.

2. Offerors shall design and build all rooms based on all the requirements on all documents provided with the RLP. The following requirements and the layouts, room templates, samples and standards on Exhibits M, N, O and P. It is the offeror’s responsibility to ensure TI pricing provided with offer represents the full ecost of the required space accordingly.

3. SPACE PLAN: Space is approximate.

Room Room Code Qty Area Net Area

Floor Covering Base

Wall Covering Ceiling

CBOC Gurney Corral SB253 1 30 30 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Wheelchair Corral SB262 1 30 30 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Mobile Lift Corral SC093 1 40 40 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Lactation Room CWV02 1 80 80 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC Veteran / Guest

Seating SB003 2 370 740 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Family Seating SB051 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC Bariatric Patient

Toilet, Bldg SB163 1 75 75 Porcelain

Tile Porcelain

Tile Paint Acoustical

Tile CBOC Universal Single

Occupant Toilet SB191 3 65 195 Porcelain

Tile Porcelain

Tile Paint Acoustical

Tile CBOC Women Veteran

Patient Toilet SB159 2 75 150 Porcelain

Tile Porcelain

Tile Paint Acoustical

Tile

CBOC Patient Toilet, SB201 2 75 150 Porcelain

Tile Porcelain

Tile Paint Acoustical

Tile

CBOC Housekeeping Aides SB244 2 60 120 Quarry Tile Quarry Tile

High Build Glazed Coating

Acoustical Tile

CBOC Refreshment Station and Seating SV381 1 100 100

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

RLP # 36C248-24-R-0040

Exhibit B - Agency’s Special Requirements

CBOC Vending Area SV692 1 30 30 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Prosthetics Workshop and Patient

Care Room CPR11 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC Prosthetics Storage

Room CPR56 1 140 140 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile Patient Care Room

(Prsthtics, PMR) CT231 3 125 375 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC PT/OT Multiple

Treatment Station Room CT232 1 600 600 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC PT/OT Equipment

Storage Room CT233 1 180 180 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC Clinical Supply

Storage Room CT237 1 70 70 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC PT / OT Tech

Workstation SS217 2 48 96 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

Blood Draw Station CL821 1 64 64

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

Acoustical Tile

Bariatric Blood Draw Station CL822 1 80 80

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

Acoustical Tile

Laboratory Specimen Processing CL823 1 120 120

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

Acoustical Tile

Clean Supply Storage CL831 1 60 60 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

Laboratory Soiled Holding Room CL832 1 60 60

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

Acoustical Tile

Specimen Collection Toilet SB198 1 65 65 Porcelain

Tile Porcelain

Tile Paint Acoustical

Tile

Handwashing Station SC189 2 10 20 Porcelain

Tile Porcelain

Tile Paint Acoustical

Tile

Staff Workstations SS218 21 48 1,008 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile Audiometric Booth Patient

Care Room CAS11 1 300 300 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile Audiology Patient Care

Room CAS36 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

Audiology shared office CAS94 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile Hearing Aid Fitting/Lab

Patient Care Room CAS94 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile Optometry Testing Patient

Care Room CEY52 2 100 200 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

Optometry/Ophthalmology Patient Care Room, CEY53 4 140 560

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Eyeglass Fitting & Dispensing Patient Care

Room CEY91 1 140 140 Luxury Vinyl

Tile Resilient

Base Paint

Medicine/ Surgery Patient Care Room OCB31 3 125 375

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Pharmacy Patent Care Room OCB31 1 120 120

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Social Work Patient Care Room OCB31 2 100 200

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Medicine, Surgery/ Bariatric Patient Care

Room OCB37 2 200 400 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

Dilation Seating Alcove SB001 1 60 60 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Accessible Patient Height & Weight Station SC066 1 60 60

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Point of Use Equipment Alcove, SC079 1 75 75

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Point of Use Supply Alcove SC281 1 75 75

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Hoteling Workstation SS217 5 36 180

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Team Copy / Supply Alcove SS268 1 50 50

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Point of Use Medication Alcove SV581 1 75 75

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Housekeeping Aides Closet SB287 1 60 60

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Trash Holding Room, SB289 1 60 60 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Receiving Area SB521 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Breakdown Area SB522 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile Full Gas Cylinder Storage

Room, SB541 1 40 40 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC Empty Gas Cylinder

Storage Room SB551 1 40 40 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile CBOC Equipment /

Furniture Staging Area SB581 1 100 100 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Medical Equipment Storage Room, SB721 1 160 160

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Clinical Supplies Storage Room SB741 1 250 250

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Sterile Supplies Storage Room SB763 1 250 250

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Soiled Linen Holding Alcove SC206 1 40 40

Luxury Vinyl Tile

Resilient Base Paint

CBOC Telecommunications Room (TR) SC391 1 180 180

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Soiled Instrument Holding Room SC971 1 60 60

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

Acoustical Tile

CBOC Logistics Staff Workstation SS218 2 36 72

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Staff Workroom / Storage Room, SC231 1 80 80

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Administrative Officer (AO) / Nurse

Manager Office, SS204 2 100 200 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC HAS Supervisor office SS209 1 100 100

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Administrative Staff Workstation, SS218 1 56 56

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC HAS Workstation, SS218 10 52 520 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Copy / Supply Station SS268 1 20 20

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Staff Lactation Room, CWV11 1 75 75

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC Universal Staff Toilet / Shower, SB196 1 85 85

Porcelain Tile

Porcelain Tile Paint

Acoustical Tile

CBOC Staff Personal Property Locker Alcove, SS251 2 40 80

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

CBOC General Staff Multipurpose Room /

Break Room, SS262 1 240 240 Luxury Vinyl

Tile Resilient

Base Paint Acoustical

Tile

CBOC Staff Wellness / Fitness Room, SS276 1 100 100

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Panoramic / Cephalometric X-Ray Room, CDS03 1 120 120

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Multifunctional Dental Treatment Room (DTR), CDS11 5 120 600

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Clean Dental Supply Room, CDS21 1 120 120 Luxury Vinyl

Tile Resilient

Base Paint

Supply Storage Room, Dental CDS26 1 100 100

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Sterile Instruments Processing, SC951 1 220 220

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

General Purpose Laboratory, CDS51 1 240 240

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Instrument Supply / Receiving, CDS94 1 90 90

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Dental Equipment Mechanical Room CDS95 1 120 120

Luxury Vinyl Tile

Resilient Base Paint

Acoustical Tile

Dental Clnc Clean Utility Room, SB838 1 100 100

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

Acoustical Tile

Dental Clnc Soiled Utility Room, SB743 1 100 100

Welded seam sheet floor

Welded seam sheet floor

High Build Glazed Coating

4. ADDITIONAL SPACE REQUIREMENTS:

• Space must be on one floor and all in the same building.

• Refer to Barrier Free Design Standard in the Technical Information Library (TIL) for handicap accessibility requirements throughout the facility including but not limited to accessible routes, building entryway, sidewalks, and auto-door operator for main entry door. All door openings and clearances shall meet VA accessibility specifications. Take care to minimize changes in level of the floor at floor finish transitions and include no carpet pad or cushion.

• All offices and other workspaces are to have adequate phone, data, cable tv and power (details to be determined during design). All data cable distribution shall be Cat 6A. WIFI to be provided by the VA, however, Cat 6A cables will need to be installed throughout for distribution.

• Provide adequate lighting, plumbing, HVAC, power, data, and phone for spaces and the medical function.

• Provide casework, chair rails, handrails, and window shades/blinds.

• Provide ADA-compliant hardware approved for ADA use. Building and office spaces must be lockable.

• Preventive maintenance of building existing systems such as HVAC, domestic water heaters, and electric panel boards will be completed prior to occupying the space and throughout the occupancy of the building to meet FEGLI and Joint Commission Accrediting standards.

• Building owner to provide exterior building/lot/marquee signage (building signage shall be designed to meet VA signage standards).

• Building owner to provide flooring, cove base, paint, and window covering samples to VA interior designer for color selection.

• Clean entire space (aka “terminal cleaning”) prior to VA occupying space.

• Patient restrooms (unisex) should be conveniently located near the entrance to the space. Both restrooms should contain baby changing stations (with appropriate signed) and feminine hygiene product dispensers.

All patient restrooms shall be ADA compliant and require grab bars.

• Provide a noncombustible covered area via permanent canopy with a minimum of 8’ x 8’ to completely cover a patient on a gurney waiting in inclement weather, should transport via ambulance be necessary.

Final determination of canopy height shall be based on an assessment of the typically emergency vehicles arriving at the site. Since some ambulances may require even more clearance, the A/E must coordinate with the medical center and local sources of emergency transportation before firmly establishing the canopy height.

• Provide a driveway to the building man entry drop-off area with access to the parking areas. The drop-off shall have canopy cover designed to accommodate public bus, ambulances, and shuttle services. The canopy shall be a noncombustible permanent structure. Final determination of canopy height and location shall be coordinated between the A/E and medical center.

• Provide a 20’x20’ exterior canopy for Whole Health activities. Canopy shall be a noncombustible permanent structure suitable for outdoor activities with power outlets, lighting, and ceiling fans. Canopy structure can be detached from the main building depending on the site’s capabilities and shall be connected to main facility via a sidewalk. Canopy surroundings shall be designed with pleasant landscaping features, maximize the site’s views, and climatic conditions. Final determination of canopy location shall be coordinated between the A/E and medical center.

• All interior walls for offices and conference rooms will be insulated to reduce disruptions and maintain a level of confidentiality and privacy. Refer to acoustic requirements in the TIL for further guidance.

• Building owner’s proposal to include facility interior signage. Signage configuration shall be approved by VA Project interior designer and be designed according to the VA sign manual.

• All exterior signage is the lessor’s responsibility for city approval and should be in place by CoO.

• Communication Room and telecommunication infrastructure requirements shall meet Electronic Health Records Modernization (EHRM) in the TIL listed under the Telecommunications Systems Infrastructure Standards and Design section. Reference: Infrastructure Standard for Telecommunications Spaces, Version 3.1, https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf. Also, for reference see attachments: Lease Amendment Scope of Work and Basic Guidance TR Design Checklist (See Exhibit Q and Exhibit R). Special attention should be taken to security, electrical, and air conditioning (HVAC) requirements for the Communication Room. Stable HVAC temperature is needed in the Communications Room 24 hours a day and will require a separate dedicated Air Conditioning Unit as per VA Design Manuals.

Provide 100% redundancy in the event the air conditioning unit fails.

• The Facility shall be designed to provide a full HVAC system redundancy so that in the event one chiller must be serviced, the other can handle the full capacity to maintain the chilled water requirements. Also provide full redundancy on the condenser water side.

• The Clean Utility Rooms shall have a temperature and humidity monitoring system.

• The police office construction requirements are listed in the latest VA Physical Security & Resiliency Design Manual (PSRDM) in the TIL. Glazing looking into lobby or entry should be bulletproof including wall construction under the security window. Use glazing tinting to prevent people from viewing locations and activities on cameras. VA holds the right to install security devices (alarm, cameras, etc.) as necessary throughout the facility per the PSDRM.

• Ensure all patient care rooms have locks on the patient side to ensure privacy. Coordination from earliest design phases with locksmith will ensure privacy requirement is met.

• Ensure soap dispensers are located near the sink and do not have a top that can be accessed without a key.

• The facility requires the installation of a standby emergency generator on site during an emergency. The installed generator shall be capable of providing 100% full power (normal and emergency) with on-site fuel storage capacity to provide power for at least 96 hours (4 days). Lessor shall have in place a contract or MOA for priority fuel delivery to the clinic. Monthly Load Test shall be performed by Lessor and shall keep record per attached template (See Exhibit S).

https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

• The nurse’s call should be installed within reach of the patient where they would most likely need it (not necessarily location most convenient to other electrical wiring). The focus is on patient safety.

• Provide general lighting that does not have direct visibility of ballast but does not have a lens cover that collects dust and debris.

• Ensure that all thermostats are not able to be adjusted or manipulated by staff or patients.

• Ensure that any door that opens to a thoroughfare has vision glass installed for safety.

• Use solid surface countertops in wet areas and laminates in areas that do not have risk of water damage.

• Utilize the PACT design guide located here for general design guidance of how clinic will be managed via the PACT model: https://www.cfm.va.gov/til/dGuide/dgPACT.pdf Design shall incorporate latest Design Alerts per TIL, including but not limited to Design Alert 003C2B-DA-149 (OCTOBER 1, 2018 ) Design for Patient Privacy and Women Veterans’ Health (See Exhibit T). Special attention should be taken to the placement of privacy curtains.

• Two rooms shall be equipped with an overhead lift system to handle bariatric patients: (Refer to Design Alert 003C2B-DA-149, Attachment T) o Exam Room, Women's Health o Procedure Room, General

• Please use the room templates located here: https://www.cfm.va.gov/til/rTemplate/LeasingCBOCw.asp to base the design of the rooms in the project.

• Parking, both handicapped and regular must be readily available and marked VA ONLY. Convenient access to public transportation is required.

• All utilities including gas, electric, water, sewer, cable, and janitorial service shall be included in the lease.

• All curtain track layouts shall be placed on drawing before 90% design review for interior design review, along with all furniture and equipment to be purchased by the VA in order to be reviewed by the project manager and interior design for coordination with systems and utilities.

• Disposable privacy curtains supplied by lessor or laundered and installed by lessor. Standard curtain track

• To prevent wall erosions, install tape-mounted rubstrips similar to Acrovyn (minimum 8”) in all waiting areas and exam rooms behind seating. Use corner guards on all corners. Coordinate with VA Interior Designer location and color selection.

• Mold Prevention: Wallcovering should be avoided if possible due to high relative humidity in this region. If a wallcovering is being considered, avoid exterior walls, restrooms, shower rooms, and other wet area.

Additionally, the wallcovering is required to be class A fire rated. Submit sample with permeability rating to Engineering office for approval.

• Special care should be taken to avoid storing construction materials in non-climate-controlled environments.

• Locks/Hardware: Stanley/best 7 Pin Small format cores. A new Great Grandmaster key shall be established for this project. The key system shall be removable core type. The key blanks shall be protected by a utility patent with a minimum seven years remaining on the patent from the start of construction and protected by contract-controlled distribution. Provide two keys for each lock. The name of the manufacturer, or trademark by which manufacturer can readily be identified, shall be legibly marked on each lock, the key change number shall be marked on the exposed face of lock, and stamped on each key. Key change numbers shall provide sufficient information for replacement of the key by the manufacturer. The manufacturer shall furnish code pattern listings in both paper and electronic formats so keys may be reproduced by code.; provide electronic format in file type required by project’s key control software. The manufacturer shall design the new key system with the capacity to rekey the existing system and provide for 25 percent expansion capability beyond this requirement. Submit a keying chart for approval showing proposed keying layout and listing expansion capacity. Keying information will be furnished to the https://www.cfm.va.gov/til/dGuide/dgPACT.pdf https://www.cfm.va.gov/til/rTemplate/LeasingCBOCw.asp

Contractor by the COR. Supply information regarding key control of cylinder locks to manufacturers of equipment having cylinder type locks. Notify COR immediately when and to whom keys or keying information is supplied. Return all such keys to the COR.

• Janitorial Service:

o The Lessor shall maintain the Premises and all areas of the Property to which the Government has routine access in a clean condition and shall provide supplies and equipment for the term of the Lease.

o Response time of 1 hour during normal business hours for emergency janitorial services. Cleaning to be performed as per OSHA requirement for Bloodborne Pathogens and/or CDC requirement of Environmental Service.

o Lessor to provide unscheduled terminal cleaning when deemed necessary from infection control.

o Terminal Cleaning: The purpose of this cleaning and disinfection process is to remove bacterial contamination from environmental surfaces and equipment surfaces where patients receive care to prevent the transmission of the microorganism from patient to patient, from patients to healthcare workers, and from patients to visitors.

o Terminal Cleaning services personnel shall receive proper training and education on patient room cleaning and disinfecting protocols, and they must use all precautions (such as masks, gloves, and gowns) identified in the Personal Protective Assessment when cleaning in rooms or units where surfaces may be contaminated with infectious microorganisms. All training will be coordinated with the VA infection control staff and will be completed within 30 calendar days of contract award.

o Terminal Cleaning services personnel shall use Environmental Protection Agency (EPA)-approved, hospital-grade cleaning and disinfectant products and all horizontal surfaces and other surfaces in the room that may have become contaminated must be cleaned and disinfected. Contractor is to provide all terminal cleaning supplies.

o Contractor shall clean all high-touch areas in the room including cabinets, workstations and inner drawer, phone and cradle, armchairs, door and cabinet handles, light switches, etc.

o Privacy curtains should be removed by the Contractor, placed in a plastic bag in the room and double bagged into a laundry bag with the assistance of another member of the terminal cleaning services staff standing at the door outside the room. The person outside the door should wear gloves. After completing the task this person should remove gloves, wash hands with an antimicrobial soap and water or apply an alcohol rub to their hands. The terminal cleaning shall be completed following the Standard Operating Procedure developed by the user.

o If visibly soiled, Contractor shall clean window curtains, ceiling, and walls.

o Following the terminal cleaning of a patient room, gloves should be removed to avoid touching the outside of the gloves. Hands should be washed with an antimicrobial soap and water, or an alcohol rub applied to the hands prior to donning a new set of gloves.

o The Contractor shall use Green cleaning products and processes including, but not limited to products containing recycled content, environmentally preferable products and equipment, vacuum cleaners with High Efficiency Particulate Air (HEPA) filtration, bio-based products, and products and equipment that minimize the use of energy, water, and other resources. All cleaning cloths and mopping programs used at direct patient care areas, at a minimum; shall be of microfiber technology.

o An inventory list of products to be used under this contract, along with the respective SDS shall be provided to the COR for evaluation and approval upon contract award. The list shall include manufacturer’s name and brand name. The list shall be updated, throughout the term of the contract.

Contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of such location.

o No material or supplies shall be used in the performance of this contract or placed or stored on government property until the applicable SDS have been furnished to the Contracting Officer/COR and has been approved. Costs for correcting damage caused by misused materials will be borne by the Contractor.

o Standard Services: The contractor shall clean all spaces in accordance with customary hospital-grade, aseptic techniques standards and VA approved contractor procedures manual. A hospital-grade germicide shall be used in all areas. Standard precautions shall be always practiced. There may some cases where a room requires a "terminal Cleaning" in the case of a sick patient or otherwise. Upon request from VA staff, the contractor shall perform a terminal clean to affected areas.

o Performance Standards: Through innovation, technology, or other means the Contractor shall perform the work in this contract to meet the quality and performance standards in this section. Evaluation of the Contractor's work shall be based on the standards in this Section and conducted in accordance with the Government's Quality Assurance Surveillance Plan (QASP)

• Davis Bacon Act Wages must be utilized for the build out of the lease space.

• As part of JCAHO inspection standards, Sites must show that at least 95% of the program’s items work properly at any given time. Exit Lights and Lights in the means of egress must be in working condition at all times. Inspect smoke barrier penetrations and fire rated corridor wall penetrations quarterly for penetrations and repair with appropriate fire-rated materials. Onsite lessor rep should be inspecting the facility monthly to assess fire rated door latches, panic hardware, fire extinguishers, eye wash stations, ensure corridors are clear, all common areas assessed for damage, building systems are fully operational, etc. During repairs or maintenance, a process is in place to manage air quality, infection control, utilities, noise, odor, dust, vibration, and other hazards; high-risk and infection control preventive maintenance completion rates at 100 percent; and non-high-risk completion rate at 90 percent.

5. EMERGENCY RESPONSE:

• Past emergencies, outages and power disruptions have shown the Government that equipment such as portable A/C chillers, industrial fans, water pumps, complete structure dry-out gear, high volume air movers, high volume dehumidifiers, mold or sewage remediation and high-volume floor/carpet dryers may be required to restore services to ensure the continuation of normal facility services. It is the Lessors’ responsibility to have immediate access to any equipment that may be needed in response to an emergency or utility outage.

• The lessor shall be responsible for ensuring that the HVAC (Heating, ventilation, and air-conditioning) system are always fully operational and capable of providing a temperature range per VA Design Manual.

Temperatures must be maintained throughout the leased premises and service areas, regardless of outside temperatures and the opening and closing of exit doors, during hours of operation specified in the lease.

In the event of a utility system failure it is the lessor’s responsibility to respond to the following:

• The Lessor shall have a building superintendent or locally designated representative available to promptly address and correct any deficiencies that may impact use of the building.

• When the Lessor is notified that his/her action is required to correct any deficiencies, the lessor will respond within one hour via telephone or e-mail with a plan of action and an expeditious time frame to resolve the deficiency(ies).” The Government reserves the right of approval of the plan of action and an expeditious timeframe to resolve the deficiency(ies).

• Four-hour response time on any utility or building system problems, to include but not limited to a/c, plumbing, electric, roof leaks, etcetera. Repair personnel shall be on site to effect repair within four hours or appropriate time frame determined by the government. If the deficiency(ies) is not corrected within the government approved timeframe for plan of action, the Government will exercise their right under GENERAL CLAUSES No 15, 48 CFR 552.270-10, Failure in Performance, and may have the deficiencies corrected at the Lessors expense. The dollar amounts for any equipment or services necessary to respond to or correct deficiencies will be deducted from the Lessor’s rent.

• Non-urgent calls, as determined by the COR, will be addressed within 24 hours of the facility manager being notified. If no evidence of action being taken 24 hours after the problem has been reported; the Contracting Officer will have the option to Contract the Services of an outside Contractor, order the repairs directly and deduct the total cost of the repairs from the base monthly rental rate.

• The lessor will provide a 24-hour emergency point of contact phone number that will be responsible for all emergencies during normal and after work hours including weekends and holidays.

• The lessor shall submit a building emergency plan annually that clearly defines the actions the lessor will take in the event of emergencies. It will clearly define the details of what actions will be taken by the lessor in the event of:

o Loss of water o Loss of Electricity o Loss of Heating and cooling o Structural damage to the building o Interior water intrusion containment, response and recovery o Smoke and water damage remediation o Flooding from a ruptured supply or flow pipeline within the building o Disruption of heating, ventilation, and air conditioning services (HVAC) services o Release of airborne particulates such as dust, mold asbestos and fiberglass that may be hazardous to building occupants.

6. QUALITY ASSURANCE

• Quality Control: The Contractor shall develop and maintain a quality program to ensure all services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services by conducting frequent inspections with the COR. As a minimum the contractor shall develop quality control procedures addressing the areas identified in Basic Cleaning Services, Basic Restrooms and Shower Cleaning Services, Exterior Cleaning, Periodic Cleaning Services, and Response to Emergency Repairs and Special Event Cleaning Services as well as Detailed Response to Unforeseen Events, Times and Schedules, to the CO for acceptance not later than the pre-performance conference. The CO will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer before the contract start date.

• The plan shall include:

o A description of the inspection system to cover all services specified in the statement of work.

Description shall include specifics as to the areas to be inspected on both scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government provided keys or lock combinations should be included.

o A description of the methods to be used for identifying and preventing defects in the quality of service performed.

o A description of the records is to be kept to document inspections and corrective/preventive actions taken. Copy to be provided to the COR o The records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

o Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified. The program shall be continuously improved and is therefore documented in loose-leaf manual format. The program shall include, but not be limited to the following:

o Written work instructions/procedures, processes, and product descriptions to implement contractual obligations. The preparation and maintenance of and compliance with, these instructions shall be audited as a function of the Contractor's Quality Control Program to assure compliance with or timely changes to the instructions. The COR shall be on document distribution for all formalized changes to the Contractor's Quality Control Program. The COR will request corrective action to improve the quality of patient care or cure damage to the facility. Written work instructions will be complete and reliable. Reliable records are objective evidence of the existing or past quality of service.

o A method of early detection and correction of assignable conditions adverse to the quality of service, to include analysis or corrective action records (including customer complaints) to determine causes of defects. This method will include providing timely written explanation/documentation of the correction of the defectiveness and correction of cause in response to Government corrective action request to include bacteriological monitoring when necessary.

7. QUALITY CONTROL MONITORING

• The Government appointed COR will monitor the Contractor’s performance to assure that the performance thresholds and standards of performance are met. In accordance with FAR 52.212-4

• “Inspection/Acceptance” the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or performance of nonconforming services at no increase in contract price.

• The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable levels of the service required for each task. These thresholds are critical to mission success.

• The Government COR will evaluate the services required by this contract to ensure compliance and quality

• The contractor shall perform all work required by this contract in a satisfactory manner in accordance with the SOW. The COR will not consider the task complete until all deficiencies have been corrected.

• The Government COR will inspect all work tasks required by the task order sheets to ensure contract performance on a monthly basis utilizing the attached work inspection sheet.

• The Government COR will receive complaints from facility personnel and pass them on to the Contractor’s quality inspector for correction.

• The inspection period is weekly. Inspection period will be from the first of the month through the last day of the month. The COR should receive no more than five (5) complaints. The COR will record results of the inspection, noting the date and time of inspection. If an inspection indicates unacceptable performance, the COR will notify the supervisor or quality inspector. The Contractor shall be given four

(4) hours after notification during shift hours to correct the unacceptable performance. Report period is weekly; however, complaints are by task.

8. BUILDING CODES AND STANDARDS.

All designs shall incorporate all electrical, mechanical, plumbing, structural, and architectural components necessary to provide for a complete structure and functioning building. Designs shall be in accordance with all applicable requirements of the NFPA, EPA, OSHA, National Plumbing Code, National Electric Code, ASHRA/E, National Safety Code, VA Specifications, VA Standard Details, VA Construction Standards (match existing site materials), VA Space Planning Criteria PG-18-9, and applicable local, state, and federal regulations.

The space will comply with the latest VA design standards located in the Technical Information Library (TIL) (http://www.cfm.va.gov/TIL/). While the Master Specification located in the Technical Information Library (TIL) at http://www.cfm.va.gov/til/spec.asp is considered the standard, it is important for the successful offeror to note that VA Caribbean Healthcare System has more stringent specifications. It is the vendor’s responsibility to familiarize themselves with VA Caribbean Healthcare System specifications.

• The Joint Commission

• The Facility Guidelines Institute Guidelines for Design and Construction of Health Care Facilities

• NFPA 99: Health Care Facilities Code

• Barrier Free Design Standard PG-18-13

• Architectural Barriers Act Accessibility Standards (ABAAS)

• In the absence of a State or Local Fire Code - NFPA 101: Life Safety Code

• VA PG 18-14: Room Finishes, Door & Hardware Schedule – used to define room finish materials, door sizes and types and hardware functionality.

• All VA Design Manuals PG-18-10 including but not limited to:

a. VA Signage Design Guide

b. EHRM- Infrastructure Standard for Telecommunications Spaces, Version 3.1

c. VA Physical Security & Resiliency Design Manual

d. VA Electrical Design Manual

e. VA HVAC Design Manual

f. VA Interior Design Manual

g. VA Lighting Design Manual

9. REFERENCES:

• National Electric Code (NEC), part 800 article 250

• Building Industry Consulting Service International (BICSI) standards.

• Electronic Industries Association / Telecommunications Industry Assoc. EIA / TIA 569 Standard for telecommunications pathways and spaces requirements

• Telecommunications Industry Assoc. / Electronic Industries Association TIA / EIA 568B (Telecommunications cabling standard)

• ICEA Publications S-80-576-1988

• Telecommunications Industry Assoc. / Electronic Industries Association TIA / EIA 607 (Building grounding and bonding requirements)

• Telecommunications Industry Assoc. / Electronic Industries Association TIA / EIA 606 (Standard for records, labeling and space & pathway administration)

• Installation of outside plant, inside riser, and station cabling shall conform to meet the requirements of ICEA Publications S-80-576-1988 (Ref.B1.6) as to size and installation practice.

• The installation of the cable shall conform to appropriate OEM, ANSI/EIA/TIA recommendations, Federal Communications Commission (FCC) part 68

• Americans with Disabilities Act (ADA)

• National Fire Protection Association (NFPA)

• Underwriters Laboratories (UL)

• VA PACT Module Design Guide for CBOC Facilities

• VA TIL Design and Construction Guidelines