36C10F24R0051_2.docx

Modification to a Previous Notice Modification to a Previous Notice

GENERAL INFORMATION

SET-ASIDE

Office of Construction and Facilities Management (00CFM3B) 425 I Street NW Washington DC 20001

POINT OF CONTACT*

Contracting Officer Reginald Berry Reginald.Berry@va.gov 202 306-8963

PLACE OF PERFORMANCE

5901 East 7th Street

Long Beach CA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

The purpose of this notice is to provide offerors the Scope of Work for qualifications packages due NLT 7/15, 4PM, PDT. All other information remains unchanged.

Offerors to provide qualifications to include their Corporate Management Experience which includes Corporate Project Experience, Key Personnel Project Experience (SF-330s) and Technical Management Approach; Schedule with Phasing Plan and Proposed Progress Schedule; Past Performance consisting of the elements of quality control, effectiveness of management, timely performance and compliance with labor and safety standards; and Small Business Participation detailed in their small business subcontracting plan.

The maximum anticipated completion of this entire project is 855 calendar days.

The VA Office of Construction and Facilities Management requires professional Architectural and Engineering services to prepare an implementation plan for the development of Tibor Rubin VA Medical Center at 5901 East Seventh Street, Long Beach, California. This project addresses the requirement for a comprehensive analysis and planning process assessing the projected needs and the existing sites of care. This project provides VHA leadership with data and analysis for evaluation of strategic capital investments. This project will align capital planning with operational, programmatic, and service delivery plans in a 10-year Master Plan of Strategic Capital Investments. This Implementation Plan shall provide all necessary documentation for the elements of the master plan to move forward as separate SCIP submissions and execution via Design/ Build, or Design/ Bid Build contracts, and/or lease opportunities.

This contract includes a study of the courses of action (Upgrade or Demolish/ Construct Replacement/ Lease Replacement) and all implementation planning requirements addressing the renovation and seismic upgrade of Buildings 1, 2, and 7 on the Tibor Rubin VAMC site which are included on the Seismic Extremely High-Risk VA Inventory List.

• Project No. 600-408, Seismically Mitigate Building 1 (87,971 GSF)

• Project No. 600-410, Seismically Mitigate Building 2 (80,326 GSF)

• Project No. 600-406, Seismically Mitigate Building 7 (35,444 GSF)

Contract includes the development of all implementation planning requirements for Project No. 600-409 “Acquire Spinal Cord Injury/ Disease, Physical Medicine & Rehabilitation, and Prosthetics”.

Context and Market/ Facility Overview

Degenkolb Engineers assessed Buildings 1, 2, and 7 as part of the Department of Veterans Affairs Seismic Inventory. The evaluation included ASCE 31 Tier 1 Analysis, a site visit, ASCE 31 full-building Tier 2 analysis as well as a rehabilitation scheme to address the identified deficiencies as well as provide a cost estimate which included a magnitude of order costs to enable VA to make preliminary budgetary decisions. Due to the age of the Seismic Study and the deterioration of the aging structure, VA is seeking an assessment, as defined within this SOW, of the buildings, site, and clinical services to determine the best solution replace, repair, or relocate the functions in these buildings.

Per the SCIP submission, Project VHA22-600-2019-36449 “Acquire Spinal Cord Injury/Disease, Physical Medicine & Rehabilitation, and Prosthetics” will construct a 459,217 BGSF SCI/D, PM&R (Rehab), and Prosthetics Center with inpatient and outpatient SCI operations, expanded SCI Long Term Care (LTC) capability, consolidated Physical Medicine and Rehabilitation (PM&R) services, and Prosthetics Services. The project also includes the renovation of Building 150 (per SAT 138,813 SF).

In addition to creating a new program which adheres to current VA design guidelines, the project submission added a gymnasium, therapy pools, canteen, and a rooftop garden. Per the SAT, the project also includes 200 surface parking, basement utility and supply corridors, and utility connections to existing structures.

IMPLEMENTATION PLANNING PHASES OVERVIEW

The objective of Implementation Planning is to validate data and assess the current campus assets to determine the need to add future points of care or rebalance location and/or services provided at existing care locations, determine the appropriate mix of care services to be offered based on population demands while maintaining provider efficiencies. The implementation planning process provides the 10-year strategic capital investment plan for the Long Beach Market in a single foundational planning study.

The study accomplishes the following:

• Assesses VA assets and thoroughly analyzes sites.

• Projects demand distribution, service capability and sizes the ambulatory care network and inpatient services.

• Identifies gaps in present VAMC and satellite clinic’s capability and capacities in preparation for major construction, seismic upgrades, lease expiration, contraction, consolidation, or expansion.

• Plans for natural synergy/referral locations for primary and secondary services within the market.

• Identifies sustainable points for care within the Tibor Rubin market.

• Provides the Master Plan and roadmap for capital investments for the VAMC campus for the 10-year horizon.

• Provides separate executable project requirements for lease and construction projects.

The Implementation Planning Process has 5 key steps which create distinct components of the Implementation Plan. (See Appendix B: Phasing Diagram)

Baseline Analysis

• Provide Seismic Study for identified assets.

• Provide a thorough Asset Assessment of the existing campus and leased sites of care.

• Provide a thorough Site Analysis of the existing VA property or proposed site of care excluding Environmental and Historic resources.

• Provide a Space and Functional Analysis identifying operational inefficiencies and space gaps.

(Scope of Work continued)

Healthcare Planning

• Establish Prioritized Goals e.g., provide all private patient rooms, create modern OR suite, right-size ED, establish PACT compliant clinics, eliminate contract clinics etc.

• Answer key analytical questions and collect data (utilizing VA’s most recent baseline data) to support the planning effort.

• Provide access and referral analysis between existing sites.

• Define the service area, geography and existing vs. projected enrollee and unique population.

• Assess current VA Delivery System of leased sites.

• Determine the rightsized service offering and workload overview to address future access to inpatient and outpatient services at the main campus.

Validation / Gap Mitigation Plan

• Determine the workload, service/ staff, and space gaps.

• Provide Space and Needs Analysis for the Long Beach Medical Center (to include all buildings on the existing site.)

• Provide options and recommendations to resolve the gaps of care via new, expanded, or consolidated points of care, enhanced partnerships, or divestments.

• Provide scenario planning as overview of market ensuring access to care is maximized.

• Provide Service Delivery Plan which defines which services will be provided at what locations, clearly identifying the number of Veterans to be served at each site of care, the assumed drive bands for each site and overlapping drive bands when applicable.

• Develop the key characteristics (size, number of veterans served, services, geographic delineations) of each point of care.

• Provide projected departmental square footages vs. existing department square footages.

• Develop initial Campus Master Plan concepts.

• Through a Course of Action Analysis, present the capital investment options including, but not limited to, the costs to acquire, construct and operate new sites of care vs. the costs to renovate and/or maintain the existing site of care. Courses of action may include alternative scenarios of VA leased vs. VA owned assets.

Functional Programming

• Determine the size and functional programming (SEPS PFD) of the new healthcare assets, including staffing requirements, room by room space programs, parking, and land requirements for each of the market solutions.

• Develop a detailed Campus Master Plan

• Provide phasing plans to achieve the 10-year vision.

• Develop a schedule of actions, milestones, and deliverables for the required capital investments.

Project Development- Project Definition

• Based on VA leadership’s guidance, prepare project requirements and provide all executable design and construction and/or lease documents required for capital investments including Seismic Upgrades.

• Capital Investment may include, but are not limited to the following:

o Lease- New, Replacement, or Consolidation of Existing Sites o Major Construction- Replacement o Major Construction- New Requirement o Partnerships Divesture

Figure 3: Project Development Lifecycle

Implementation Planning Process Outline - Following the identification and prioritization of conceptual requirements, some prioritized requirements will proceed to Implementation Planning to fully define a project’s requirements. A rigorous four phase analytical process will take place to produce pre-design project requirements, the elements required for the project to enter the SCIP process, and/or confirm the requirements of previously approved SCIP projects, to move forward to project execution.

Figure 4: Implementation Planning Process

REQUIRED QUALIFICATIONS OF THE CONSULTANT

The A/E firm, and its sub-consultants, herein known as Consultant in this Statement of Work (SOW), shall provide professional services to complete this task.

The Consultant shall identify its proposed technical approach in writing for every task. The technical and professional team members shall have a minimum of ten (10) years of very high level of experience in the tasks described in this contract, including Architect/Engineer, Healthcare Planning, and Cost Estimating personnel.

The Consultant shall be a team of licensed senior architects and engineers with legal privilege to provide professional consulting services in at least one state, commonwealth, or the District of Columbia, of the United States. The consultant shall be liable and responsible for technical consistency, correctness, completeness, and clarity throughout all sections of the studies. The consultant shall be liable and responsible to coordinate content of the studies with all related VA design standards and Government Furnished Information (GFI).

VA requires, as a minimum, the following Consultant personnel be engaged in this study:

• Consultant’s A/E Team shall have experience (at least 10 years) performing work.

for healthcare campuses containing multiple buildings and limited physical space.

• Consultant’s A/E Team shall have experience (at least 10 years) providing facilities.

to achieve third-party sustainable building certification.

• Consultant’s Cost Estimating Team shall have experience (at least 10 years) performing cost.

estimating in high-cost and dynamically changing construction markets. Specific experience in the Market is preferred.

• Consultant’s Healthcare Planning Team shall have experience in healthcare planning (at least 15 years) performing work with healthcare analysis, market, and demographic surveys.

and analysis, workload and staffing projections, and service line projections and recommendations for medical facilities in the fifteen to twenty (15-20) year forecast.

• Consultant’s Design Team shall have experience (at least 10 years) performing work.

with healthcare providers performing construction expansion and renovations within active medical facilities (medical centers, community hospitals and ambulatory healthcare facilities.

• Consultant’s Site Planning Team shall have experience (at least 10 years) performing.

analysis of medical (hospitals and ambulatory health care) facility needs and development.

of site requirements at the concept development stage for future healthcare campuses.

• Senior Healthcare Planner with demonstrated professional experience of VA data- based functional and VA strategic investment planning for major medical centers.

• Licensed Architect with demonstrated professional experience with design and construction of major medical centers including both VA 1A Complexity Healthcare Systems and large tertiary care private sector medical centers.

• Senior California Licensed Structural Engineer (SE) with demonstrated professional experience with structural seismic evaluations and retrofit design projects in high seismic zones.

• Licensed Architect with demonstrated professional experience with nonstructural seismic evaluations and retrofit design projects. California licensure is required.

• Licensed Electrical Engineer with demonstrated professional experience with nonstructural seismic evaluations and retrofit design projects.

• Licensed Mechanical Engineer with demonstrated professional experience with nonstructural seismic evaluations and retrofit design projects involving plumbing and HVAC.

• Licensed Landscape Architect with demonstrated professional experience with design of medical center sites.

• Civil Engineer

• Project Manager with Quality Control Program Development experience.

• Cost Estimator

CONTRACT MANAGEMENT REQUIREMENTS

Period of Performance- The anticipated Period of Performance is thirty-six (36) months from the date of Notice to Proceed (NTP)

Quality Control-The Consultant shall develop and maintain a quality control program to ensure services are performed in accordance with the contract terms and conditions. The Consultant shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective.

services. The Consultant’s Quality Control Program (QCP) is how the Consultant assures themselves.

that the work complies with the requirement of the contract. An Implementation Planning Tibor Rubin VA Medical Center Long Beach, California comprehensive written QCP shall be submitted to the Contracting Officer Representative (COR) in accordance with the schedule of deliverables.

Quality Assurance-The government shall evaluate the Consultant’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government shall do to ensure that the Consultant has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Meetings-The Consultant shall schedule meetings as agreed upon with the VA COR for the efficient management of work and to meet the project milestones as specified for the project. The meeting schedule will be agreed upon prior to beginning the project. The Consultant shall be responsible for scheduling, coordinating, and attending all meetings and reviews, to appropriately monitor the project, and ensure scheduled milestones are met. Meetings may be virtual or at the project site, when applicable. For meetings requiring teleconferencing capability, the Consultant shall provide the teleconferencing service and call-in numbers and host the meetings. Use the VA’s preferred teleconferencing service (TEAMS) whenever possible.

The Consultant shall verify that contract employees maintain an open and professional communication with the staff at the VAMC facility as well as with CFM. For transparency purposes, email to VA staff shall not be blind carbon copied (BCC) to other personnel. Complaints or violations validated by the Contracting Officer’ Representative (COR) or VA staff will be reported in writing to the CO, Office of the Inspector General (OIG), or Head of the Contracting Activity (HCA) for action.

Kickoff Meeting- The Consultant shall prepare to have an initial project kickoff meeting no later than (NLT) seven (7) calendar days after the Notice to Proceed (NTP) is issued. The purpose of this meeting is to develop the Project Management Plan framework for the project and establish expectations, provide a proposed meeting schedule and an overall project schedule.

Bi-Weekly Coordination Meetings- A bi-weekly coordination meeting shall be established with the applicable Points of Contract (POC’s) to, at a minimum, review project status, open Requests for Information (RFI’s), project schedule, include a log of any risk items or issues that could impact project cost or schedule and the proposed corrective actions and include a four (4) week look ahead of scheduled activities. The agenda for these bi-weekly coordination meetings shall be prepared by the Consultant and be distributed to the appropriate POC’s prior to the meeting. This is not a complete agenda and additions may be determined by the Consultant or Government Stakeholders. Additional meetings may be established more frequently by the Consultant or the Government to ensure that project milestones are met in accordance with the current schedule.

User Group Meetings - The Consultant shall not meet with any on-site personnel without the knowledge and permission of the COR. Implementation Planning Tibor Rubin VA Medical Center Long Beach, California

Meeting Documentation- The Consultant shall publish and distribute the agenda and all material to be reviewed at a meeting involving VA personnel at least five (5) business days prior to the meeting date to allow time for internal preparation and discussion.

The Consultant shall provide, via email, minutes of all Government-Consultant meetings. The Consultant shall provide these minutes within two (2) business days after completion of the meeting unless otherwise specified in an individual task.

VA MANAGEMENT OF THE IMPLEMENTATION PLANNING PROJECT

VA Roles and Responsibilities

Contracting Officer Representative (COR)- The COR shall be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is responsible for serving as a liaison between the Consultant, the facility, the Veterans Integrates Services Network (VISNs), CFM, and the CO.

Organizational Conflict of Interest- Consultant and sub-Consultant personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Consultant shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Consultant’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Consultant from participation in subsequent contracted requirements which may be affected by the OCI.

7.1 Site Access

Security Requirements- The consultant shall verify with the government on any security requirements during the Kick-off meeting.

Access Requirements- The consultant shall verify with the government on any access requirements during the Kick-off meeting.

Safety And Health Requirements- Consultant shall adhere to all federal, state, local and facility safety regulations. Specific procedures and PPE requirements will be provided as required.

Safety And Health Requirements- Consultant shall adhere to all federal, state, local and facility safety regulations. Specific procedures and PPE requirements will be provided as required.

Hours of Operation- When on site, the Consultant is responsible for conducting business, between the hours of 8 am - 4 pm Pacific Standard/ Daylight Time (PST/PDT) Monday thru Friday except.

Hours of Operation- When on site, the Consultant is responsible for conducting business, between the hours of 8 am - 4 pm Pacific Standard/ Daylight Time (PST/PDT) Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Consultant shall maintain an adequate workforce for the uninterrupted performance of all.

tasks defined within this Statement of Work (SOW) when the Government facility is not closed for the above reasons. When hiring personnel, the Consultant shall keep in mind that the experience, stability, and continuity of the workforce are essential.

GFI- Additional information and updated documents may be provided during this project. GFI will be issued to the A/E team that is selected for the contract.

• SCIP Action Plans and Business Cases for current and outyear projects

• Development drawings and specifications including record BIM files. (e.g., drawings for ongoing projects not complete but informative, B*, seismic, etc.)

• VA Recommendations to the Asset and Infrastructure Review Commission, or equivalent report.

• Facility Master Plan

• Preliminary Concept Schedule showing the proposed capital asset project with the actual Implementation Plan delivery schedule.

• Facility Condition Assessments (FCA) of existing VAMC campus facilities

• List of Available Facility Records and Contact Information including the following:

o As-Built Drawings and Specifications, including record BIM files.

o Development drawings and specifications, including record BIM files e.g., drawings for ongoing projects not yet complete.

o Progress Drawings or Construction Documents for upcoming and/ or current construction projects.

o Utility Billing and Usage records (Electrical, Water, Sewage, Fuel, Gas, Telephone, Internet Connections, and Utility Company Contacts) o Current Facility Master Plan and Projection (with projected dates) of Future Facility Minor Projects (10 year minimum) including Cost / Funding Information and Risk Projections o Previous Topographic, Boundary and Utility Surveys and Legal Descriptions (including easement) o Previous Geotechnical Reports o Previous Seismic Studies o Locations of any vibration sensitive equipment effected by construction.

Environmental and Historic Resources Assessment -VA will contract (UNDER SEPARATE ACQUISITION) for the services of a consultant to perform environmental and historic resources studies necessary to characterize baseline site conditions and satisfy the requirements of the National Environmental Policy Act (NEPA) and National Historic Preservation Act (NHPA). To the extent practical, the CONSULTANT shall coordinate and cooperate with the CFM Environmental Program Office and Historic Program Office regarding the findings of such studies to satisfactorily achieve the goals of both efforts. To the extent that it becomes available from VA’s separate environmental and historic resources consultant during performance of work, CFM will provide to the CONSULTANT information and analyses from these studies as applicable or necessary to develop the project’s requirements and to document the opportunities, risks, and conditions relevant to the project definition. The potential topics that may be covered by such studies is broadly encompassed by the topics.

Data Rights- The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Consultant without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Repository- VA shall provide a project repository for all electronic files.

DELIVERABLES

Project Management Plan- The Consultant shall develop and submit a Project Management Plan (PMP) no later than NTP + 7 calendar days. The PMP shall outline the Consultant’s execution plan and shall, at a minimum, address all areas included the Project Management Plan Outline. The PMP shall be a living document; all changes shall be coordinated with and approved by the COR. The PMP will be updated, at a minimum at the beginning of each task.

Project Execution Schedule- The Consultant shall develop and maintain a detailed Project Execution Schedule (PES) throughout the duration of the project. The PES at a minimum shall track all major milestone actions to demonstrate effective management and execution of the project to ensure that the Consultant is on schedule and identify any potential delays specific to the contract. A projected PES shall be submitted with the proposal and a draft PES shall be submitted no later than NTP +7 calendar days. The draft PES shall be reviewed by the Government for completeness of presentation, structure, format, and milestone dates. The Consultant shall incorporate Government provided comments on the draft PES and shall submit for approval a complete and comprehensive PES no later than NTP +30 calendar days.

PES shall be submitted with the Monthly Status Report each month. Revisions made since the last update shall be clearly identified.

Project Execution Schedule Updates- The PES shall be updated within the first ten (10) calendar days of each month to reflect all schedule changes since the last published schedule. The updated

Monthly Status Report- The Consultant shall deliver a Monthly Status Report electronically within the first ten (10) calendar days of each month to the COR. The report shall provide a clear status of the overall project, associated tasks performed during the previous month, any known risks or issues and a four-week look ahead.

Executive Summaries- Deliverable format for Executive Summaries includes the following PowerPoint slides in pdf and native formats. Reports (pdf and native) to include (as appropriate for the content):

• Executive Summary listed in the definition of the Environmental Condition of Property report.

• Intent and Scope

• Methodology and Data Sources

• Needs/Benefits Overview

• Detail options with financial and qualitative costs/benefits

• Analysis and Recommendations

• Conclusions

• Appendices: Presentations, data tables/sources, references, etc.

Deliverables Format- All material submitted to VA, other than building drawings, models, and concept studies and GIS Mapping (where noted) shall be in the form of MS Office Word, MS Office Excel, MS Office Visio, MS Project, or MS Office Publisher software for ease of VA review and commenting, and as Adobe PDF files for final reports. Files must be delivered in electronic formats that can be revised or updated by the government. Documents destined for public distribution shall also be 508-compliant. If the file is larger than 20 megabytes, the document(s) must be uploaded to the VA provided repository.

Revised documents shall include Word (or native format) files with both a clean version and a version showing tracked changes. The government review of draft deliverables will focus on ensuring that the document meets VA requirements. The Consultant may be required to adequately address issues overlooked; supplement, improve, or modify analyses; address readability and editorial issues; and make factual corrections.

When a hard copy is required by coordinating/consulting agencies or parties: All hard copy documents, maps, and illustrations must be of high quality and easily reproducible on standard or color copiers. Hard copy documents will be double-sided on 8.5- by 11-inch paper. Maps identifying the location of the project will be included within the document and may be used along with tables, figures, and illustrations throughout the document to display project-related information more efficiently. Fold-out pages should be avoided. If these are necessary, they will be no larger than 11 inches by 17 inches and have the same design as the 8.5- by 11-inch graphic pages and will be approved by the government before document preparation. All pages of the documents will be appropriately numbered and inserted into a three-ring binder. For submissions to regulatory agencies, the required format may supersede these details.

Printing, Publishing and Distribution of Submissions- The submissions, both interim and final, shall be made in printed and electronic format (electronic format via upload and on CD). Printed copies in binders shall also be submitted as follows: Required interim review submissions – 2 copies of each interim submission each accompanied two copies in electronic format (Flash Drive, CD, or DVR) to be distributed as directed by the Contracting Officer or COR. All project documents and submissions must be uploaded to the VA provided repository.

Photographs- Photographs or other types of images of VA patients, staff, and visitors shall not be taken. Images which contain any patient or staff specific information shall not be taken and any documents which come into the Consultant’s possession with such information shall.

immediately be returned to the Contracting Officer. Photographs of significant facility issues are encouraged to document findings and observations.

Drawings- Drawings shall be delivered in AutoCAD Architecture latest version. Where BIM is utilized, drawings shall be exported to AutoCAD and a BIM Development Plan shall be provided to VA with all information m=necessary to access and maintain. In addition to electronic versions, each drawing shall be provided in hard copy, 11 X 17 format in submissions stated above. Campus master plan project out-line shall be provided in MS Office Project or compatible format, including predecessor/successor relationships, duration of phases (design, construction, disposals, etc.), parametric cost estimates, and proposed VA capital program.

CONTRACT MANAGEMENT REQUIREMENTS

Period of Performance- The period of performance is thirty-six (36) months from contract award. For each task, the government will provide a specific notice to proceed.

“Days” as used throughout this document refers to calendar days.

Anticipated Project Meetings- At the beginning of the Implementation Planning effort, the Consultant shall convene an Initial Planning Session with all Project Leadership parties. This should include VA CFM, significant VAMC, VISN and VHA stakeholders, and others, including representation from VACO Office of Facilities Planning, VACO and VHA Seismic Program, VACO Office of Programs and Plans, and VACO Office of Facilities & Acquisitions.

The primary goal of the session is to ensure that everyone reviews the overall plan of action, understands the tasks at hand, and the schedule of the Implementation Planning project.

The objectives of the project should be openly discussed and jointly ranked.

The meeting shall include determination of the available government furnished documentation.

The COR shall coordinate a project call with the facility to establish a meeting schedule and expectations for the first site visit.

The Consultant shall lead a series of Team Meetings with personnel from the Office of Facilities Planning (OFP), the VAMC, VISN, and the Integrated Planning Team, VAMC Clinical Service-Line leaders, and as appropriate, security, environmental services, food service, materials management, and energy representatives, and government representatives participating remotely.

Meetings requiring participation from VAMC Staff other than Project Management requires 2 weeks’ notice. Meetings with VAMC Project Management requires 1-week advanced notice.

Integrated Project Team (IPT) Project Meetings- will take place weekly. Discussion will include schedule review, progress, required actions, and action assignments. All meetings require a minimum 2-week notice and a 4 week notice for CFM leadership briefs.

Site visit shall include the following agenda items, at a minimum:

o Executive In-brief.

o Facility tour/assessment o Meeting with engineering/planning staff o Meeting with key clinical staff o Executive Out brief

Executive In-Brief- The Consultant team shall conduct the Executive In-Brief with facility Executive Leadership, explaining the purpose for the site visit and providing an overview of the process used for the Health Services and Facilities Master Planning effort.

Facility Tour/ Assessment- The facility shall provide knowledgeable staff to accompany the Consultant Team on a walking tour of the facility. The Consultant shall verify the accuracy of the facility space information provided from the Capital Asset Inventory (CAI) for the assessment and gap analysis; familiarize themselves with the facility; identify issues with departmental adjacency, fragmentation, patient flow, patient privacy and/or functionality; and conduct informal discussions with program staff in the occupied areas to gather information on the suitability, functionality, and efficiency of the space as it relates to performance of their program responsibilities. The walk through and informal discussions shall complement face to face interviews with program offices that shall take place later as well as identify topics of interest for those interviews.

Face-To-Face Interviews- Interviews shall be scheduled between 30-60 minutes each depending on the size and scope of each service. Multiple services can be combined into one session for greater efficiency when appropriate.

Executive Out-Brief- The Consultant shall conduct an Out-brief with the executive staff highlighting the key elements found during their visit and shall explain the next steps in the Implementation Planning effort.

The Consultant shall provide meeting notes, and meeting recordings, at the IPT Team Meetings and shall prepare summaries including narrative, graphic and tabular material.

Progress Meetings- In person or online Progress Meetings (at least once per month) shall be convened with VAMC or VAMC Management, VACO Representatives and CFM Project Manager to resolve issues related to Consultant access, work definition or performance. The meeting will discuss key issues from the work to date, focusing on project direction and risk issues which will drive recommendations. Agenda will include review and update of risk register. Graphics may be created and used to illustrate findings but may not illustrate solutions. Based on the progress to date, minor adjustments to the project goals will be justified and finalized. These will be a single meeting to cover all projects.

Risk Analysis-The Consultant shall assist the CFM Planner in preparation of a risk register and risk management plan by identifying risks and populating a risk register form. Format will be provided by CFM. Consultant shall participate with the project team in assigning probability and consequence ratings for all risks identified. Risks shall include those related to Architecturally Significant Equipment (ASE) and those identified in NEPA, ESA, and Cultural and Historic resources studies.

Progress Meeting Agenda shall include review and update of risk register, specifically addressing scope, budget, and schedule by CFM and A/E Team.

TASKS

Task 1: Baseline Analysis

The purpose of the Baseline Analysis is to accurately document existing physical infrastructure conditions that directly affect the areas of seismic deficiency, and the entire site, so that the requirements for repair, modification, extension, or replacement to accommodate the proposed project/ projects can be identified. Documentation will include Existing Conditions and Impact/ Analysis Reports as required by proposed capital investments.

1.1 Baseline Analysis

The Program of Requirements should be inclusive of, but not limited to the following.

1.1.1 Seismic Study- Perform a structural investigation and seismic evaluation report on structural condition, including recommendations for repairs of Building 1, 2, and 7, per H-18-8 requirements, if a seismic evaluation using latest requirements has not already been done performed.

The Department of Veterans Affairs (VA) Directive 7512 establishes policy regarding the seismic safety of VA buildings. See Directive at the Link below:

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=871&FType=2

• Per Directive 7512, Seismic Safety of VA Buildings, VA policy is for Critical and Essential facilities to remain operational after a seismic event.

• The Consultant shall develop seismic study reports focusing on Directive 7512 qualifying Critical and Essential buildings in California, as identified in this scope of work. The purpose of this project is to advise the VA Seismic Program on buildings with seismic deficiencies for the purpose of seismic risk identification and mitigation program planning.

• The Consultants shall provide professional services to complete this task with work items including, but not limited to Section III – Scope of Work Detail shown in this SOW. The Consultant shall be responsible and liable for the technical content and format of the deliverables for this work and be solely responsible for the final delivery.

Seismic Scope of Work Detail- A/E and consultants shall plan to make all necessary site visits to the VA Medical Center (VAMC) as needed to research and accomplish the task order. Each site visit is expected to last no more than 5 days including travel time, depending on number of buildings and complexity.

The Consultant shall provide the following services for each building:

• Evaluate and identify seismic deficiencies to the main structure and nonstructural components and equipment, performing a seismic evaluation per the requirements in the latest VA Handbook H-18-8 Seismic Design Requirements at the time of each building evaluation available in the seismic section of the VA Office of Construction and Facilities Management (CFM) Technical Information Library (TIL) located at https://www.cfm.va.gov/TIL/seismic.asp. H-18-8 defines the performance objectives to be used in conjunction with an ASCE 41 seismic evaluation (using the referenced version of ASCE 41 in H-18-8). This work shall primarily require structural engineering services, but should include limited coordination with architectural, mechanical, electrical, plumbing engineering and cost estimating disciplines to determine the impacts to other building systems caused by any seismic retrofit work that would be recommended because of this structural study and any nonstructural bracing/restraint retrofits that would be required.

Tibor Rubin VAMC Buildings 1 and 2 require a Tier 1 and Tier 2 Seismic Evaluation. Building 7 require Tier 1 and 3 Seismic Evaluations.

If seismic mitigation is determined to be necessary, propose a conceptual retrofit scheme with consideration for balancing minimized impact to medical center operations while limiting cost and construction duration. For the recommended conceptual retrofit scheme, include all calculations and typical sketches of the recommended structural strengthening. Describe typical nonstructural strengthening (i.e., bracing, anchorage, etc.) recommendations.

If Building 1, 2, or 7 are found to be seismically deficient, the A/E shall provide an opinion on the VA Deficiency Category (DC, 1-4) based on the results of the seismic evaluation, as defined in the VA Seismic Risk Definitions on the CFM TIL Seismic page. Tibor Rubin VAMC shall provide Building 8 development documents to inform the retrofit scheme of Building 1,2 and 7.

• Estimate conceptual/order of magnitude seismic mitigation costs and prepare an estimate of the work identified and/or work required to mitigate the deficiencies found. A/E shall include any phasing that shall be required for mitigation. Phasing plans will require collaboration with CFM and VAMC to identify and mitigate operational conflicts. Estimates shall include test fit plans and PFDs.

Overall Seismic Report- The Consultant shall prepare and provide to the VA an overall summary report and individual building reports. The overall report outline at minimum shall include the following sections to provide an overall summary of the findings.

• Executive Summary

• Introduction- Brief description of buildings assessed, facility criticality, and performance objectives.

• Site Description and Seismicity

• Report Format - Description of separate building reports

• VA Deficiency Categories

• Cost Estimates

• Phasing Considerations

• Conclusions and Recommendations

Other Institutional Uses

Other Institutional Uses

The individual seismic study report for each building shall include all pertinent supporting documentation and shall be based on a consistent building seismic study template format, described below.

Seismic Executive Summary

Building Description, at minimum include:

• Building name and number

• Geometry/layout

• Number of stories above and below ground.

• Functions

• Facility Criticality Designation, as defined in H-18-8

• Gross square footage

• Year of construction (original and additions) Include building codes and seismic standards used.

• Year of prior seismic retrofit(s) (if applicable) Include building codes and seismic standards used.

• Gravity and lateral force resisting system, including:

• Common Building Type, per ASCE 41

• FEMA Hazus Model Building Type

• Description of significant nonstructural building elements (e.g., façade, interior partitions, roof, parapets, permanent equipment, utility distributions system, etc.)

• Photos, at a minimum include the building exterior.

• Typical lateral force resisting frame.

• Relevant nonstructural components and equipment

• Site Description and Seismicity o Summary of nearby faults

For seismicity, include both:

• VA seismicity, as defined in VA Seismic Risk Definitions, and

• ASCE 41 seismicity o Summary of soils o Seismic hazards

• Include all spectral accelerations and parameters.

o Site Class (assumed based on VA provided information or assumed default)

• Seismic Evaluation o Summary of analysis o Deficiencies o Structural o Nonstructural o Adjacency hazards o Geologic and site hazards

• Expected Building Performance Compare to H-18-8 performance objectives.

o VA Deficiency Category

• Proposed Retrofit Scheme, including:

o Vertical lateral elements o Diaphragm elements o Collectors o Foundations o Nonstructural elements o Sketches of conceptional retrofits in relevant plans, elevations, and details

• Impact of Proposed Retrofit Scheme, including:

o Architectural impact o Mechanical, electrical, plumbing impact.

• Cost Estimate, including:

o Structural o Nonstructural o Finishing o Construction phasing o Operational impact that may include impact leases, temporary space, care sent to the community, etc.

o Total

• Appendices: Tier 1 Checklists, calculations (including all evaluation Tiers), cost estimate details

VA shall have three (3) comment periods (30%, 60%, 90%) before the final reports are submitted. Review periods shall be 21 calendar days. The consultant shall document all review comments and their resolutions. Necessary changes based on comments and approved responses shall be incorporated into the immediately subsequent submission.

The report shall include necessary calculations, sketches, figures, diagrams, photos, etc. to present the analysis and findings.

The Consultant shall:

Where alternate seismic evaluation concepts are proposed, provide pertinent reference and/or copy of reference to industry technical information and documents, and/or specifications in support of proposed changes.

Structural Component Testing and Evaluation- The Consultant Team shall conduct specific laboratory testing and evaluation of structural component systems and shall recommend to the CFM Planner if any such special testing is needed for consideration.

1.2 Asset Assessment

The following are additional components of the Asset Assessment. The Program of Requirements shall include, but not limited to, the following.

Asset Inventory

• Provide a detailed inventory of the current and planned sites of care.

Accessibility Assessment and Compliance Report

For existing buildings being renovated, the Consultant shall do site investigations for conformance with accessibility requirements.

The Consultant shall survey and report on barriers and accessibility compliance for all spaces and buildings (public and non-public) including accessible path of travel and any associated spaces such as bathrooms, entries. The report shall include a scope of work, and budget for the site upgrades. Principally, accessibility shall comply with:

• Americans with Disabilities Act, 2010.

• Architectural Barriers Act, 1968.

• Architectural Barriers Act Accessibility Standard (ABAAS, 2006).

• VA Barrier Free Design Standard, PG18-13, 2016.

Boundary Survey

• If available, VA shall provide title reports for all subject which shall include legal descriptions, boundaries, and easements for the site.

• VA shall also provide any professional surveyed site boundary and easement maps for the site, if already in VA’s inventory.

• The Consultant shall provide a professional boundary survey of the property.

• Include all existing easements, along with the legal description of the property.

• Survey shall include GIS location points (X, Y, and Z planes) at all building corners and physical features.

• All work shall be under the direction of, and signed/sealed by, a Professional Engineer.

Climate Analysis

• Provide Graphic presentation of the results of the site climate analysis (wind, water, solar, temperature, humidity).

• Provide 10- and 30-year extreme weather events, e.g., high tide, 100- and 500-year flood plains, drought, wildfires, etc.

• Provide heating & cooling days, high and low temperatures, average rainfall, and snowfall by month and by highest record events.

• Show sun arc and angles for summer and winter solstices.

• Note prevailing wind direction and speed.

Code and VA Standard Review

• The Consultant shall provide a preliminary summary listing (from the VA CFM Technical Information Library – TIL: https://www.cfm.va.gov/til/, including the date and version of each, of the applicable versions of Codes, Standards and Requirements to be used, at a minimum, on this project.

• Consultant shall perform and report a code evaluation on this project area to determine if new work will, by use modification or area percentage of change, require a complete code upgrade to the building.

• NOTE: It is recommended that this effort be completed at the outset of the performance period as its results can inform all other requirements.

Domestic, Industrial (mechanical) and Fire Protection Water Supply Report

• Provide floorplans that show sizes, locations, and pressures of all supply piping, sizes and types of valves, meters, backflow preventers, fire pumps, FDC, water quality or treatment systems.

• Provide pressure tests for each fire hydrant and show pressures & flow rates. (Coordination with VMAC is required. Maintenance and Operations (M&O) requires advance notice to provide access and oversite.)

• Locate and describe existing water storage tanks (potable, domestic, industrial, fire protection water, landscape irrigation).

Disposal List and Buildings Recommended for Demolition

• Verify age of facility and appropriate building code used in latest update to the facility.

• Determine current condition of structure (e.g., steel frame vs. poured in place concrete).

• Identify those existing facility(ies) targeted for demolition in support of planned Major Construction, Minor Construction or NRM projects.

Electrical Service and Distribution Report

• Verify and show electrical services voltage, conduit, overhead and underground locations, manholes, hand holes, and building load interruption devices.

• Show substation and transformer locations and capacities. Show backup power types, location, and capacity.

• Present demand load and projected additional load of new construction.

• Present emergency power capacity and demand.

Environmental and Historic Resources Assessment -VA will contract (UNDER SEPARATE ACQUISITION) for the services of a consultant to perform environmental and historic resources studies necessary to characterize baseline site conditions and satisfy the requirements of the National Environmental Policy Act (NEPA) and National Historic Preservation Act (NHPA). To the extent practical, the CONSULTANT shall coordinate and cooperate with the CFM Environmental Program Office and Historic Program Office regarding the findings of such studies to satisfactorily achieve the goals of both efforts.