Statement of Work Vlogic 8-16.docx

STATEMENT OF WORK

Electronic Drawings Management System Department of Veterans Affairs (VA) Veterans Integrated Service Network - 4 (VISN 4)

I. Background Multiple facilities within the Department of Veterans Affairs (VA), Veterans Integrated Service Network - 4 (VISN 4) had implemented a computerized Capital Assets and Facilities Management (CAFM) system. This system supports the generation of accurate reports on resource usage, rapid response to maintenance problems, re-configuration requirements, space planning, energy planning, and security planning. The CAFM system consists of an accurate field verified record set of as-built drawings, data associated with facilities system components, and a tool to store, manage, and report on the drawings and data. Since their initial implementation, it has been maintained and enhanced on an on-going basis. VISN 4 would like to expand this implementation to the remainder of its facilities entering into a Blanket Purchase Agreement (BPA), to further reduce the administrative costs of acquiring these services. VISN 4 is a fully integrated network of nine (9) VA campuses and forty-five

(45) VA Community Clinics (VACCs).

II. Requiring Facilities 36C24422A0044

Page of

VA

MEDICAL

FACILITY

ADDRESS

STATION

ID

James E. Van Zandt VA Medical Center -

2907 Pleasant Valley Blvd

Butler, PA 16001

Coatesville, PA 19320

Erie, PA 16504

Lebanon, PA 17042

Center - Philadelphia, PA

Philadelphia, PA 19104

Pittsburgh, PA 15240

Wilkes-Barre, PA 18711

Wilmington, DE 19805

Ill. Scope of Work VISN 4 has a requirement for a web based Electronic Drawings Management System with graphical tools to store and share engineering drawings, assign space, report usage among organizational groups, and track equipment and other physical assets. It shall be a multi user, multi-tasking system supporting multiple users in organizations spanning many buildings and sites within its nine (9) VA Health Care Systems (VAHCS). The Contractor shall provide all supervision, coordination, staffing, software, licenses, website access, training, backup and other related services as necessary to provide and maintain VISN 4 building records and files and make them readily accessible to VA staff through the Contractor's website. The Contractor shall perform all these services as defined by this SOW and the services shall be provided to support all VISN 4 VA campuses and associated Community Clinics.

A. Build an Electronic Library of Current Drawings

The Contractor shall meet with VA Contracting Officer's Representative (COR) to develop file naming system. Capture existing paper and electronic drawings so that they can be easily organized, retrieved, and shared among all stakeholders including external contractors and designers. Title Block information must be captured and linked to each drawing to facilitate ease of use. Scanning of hardcopy paper drawings will be required. All drawings shall be scanned as a pdf output format.

After scanning the Contractor shall collect metadata that uniquely defines each drawing. Typical information includes:

1. Building

2. Floor

3. Discipline

4. Project Year

5. Project Number

6. Drawings Number

7. Sheet Number

The Contractor shall upload existing electronic drawings and collect metadata from these drawings. Once the upload is completed, the Facility COR will review to verify the accuracy and make any necessary changes. See Attachment A. Facility Drawings Estimates for estimated hardcopy paper drawings and electronic drawings. See Attachment B. Facility Buildings and Square Footage for facility specific square footage.

B. Build a Capital Asset Inventory (CAI) Database and Reporting System The medical center requires a space management system that can track the assignment of all spaces and capable of generating reports including Capital Asset Inventory (CAI) reports. The medical centers shall provide to the Contractor what available information is on hand. However, the Contractor shall conduct a walkthrough through the buildings to capture the required information for every room. In planning for this survey, the Contractor must be aware that some areas, such as pharmacies, OR's, and certain patient areas, may not be readily available to be surveyed and they must plan in consultation with the occupying service line and VA Contracting Officer's Representative (COR) and only when it is convenient for the service line.

C. Host Database and Provide Login Access The associated drawings and data shall be hosted on a secured server operated by the Contractor. The server and web portal shall have all VA required security and encryption measures implemented. The Contractor shall make it possible for VA users to access this application through the internet. The database shall be developed within six months of contract award. The Contractor shall work with the VA to develop the layout and appearance of the web portal. The Contractor shall maintain the system without interruption on a 24/7 basis and provide unlimited technical support. Technical support may be limited to normal operating hours.

Technical support shall include telephone calls, fax messages and email.

The web portal will consist of numerous modules each with a specific purpose. Each facility's needs shall vary with projected needs annotated on Attachment C. Facility Needs and Number of Users. Modules needed consist of:

1. Space Module: Manages and reports on detailed allocation and use of space among service lines. This database shall ensure that all space within the Medical Center is accounted for and allocable to the specific categories required for reporting to VHA for Capital Asset Inventory (CAI).

2. Capital Assets Inventory (CAI) Module: This database shall ensure that all space within the Medical Center is accounted for and allocable to the specific categories required for reporting to VHA for Capital Asset Inventory (CAI). The space database shall, at a minimum, contain the following pieces of data:

a) Room numbers

b) Space functions

c) Service line assignments

d) CAI Space Driver assignments

e) Net and Gross Square footages

3. As-Builts Module: Stores and makes available electronic drawings, printable as PDF, as-built drawings and allows for drawing mark-up tools. The drawings shall consist of a design disciplines, i.e. architectural, electrical, mechanical, plumbing, etc.

4. System Administration Module: Provides for VAMC administration of the system and its modules.

5. User Preferences Module: Sets user preferences.

6. Documents Module: Provides for an electronic library of "legacy drawings" that be retrieved and shared among all internal and external stakeholders.

7. Fire Life Safety Module: Integrate and maintain the of Fire Life Safety systems features and revision control for the following disciplines:

a) Sprinklers/stand pipe/fire department connection (FDC)

b) Sprinkler data such as type, manufacture, zone and installation date (NEW information provided from 3rd party survey)

c) Fire/smoke damper (to include ID name and other data pertaining to inspections)

d) Fire alarm panel architecture (one line drawing showing panel locations and areas served)

e) Fire barrier locations and hazardous storage locations

f) Fire smoke doors (to include ID name and other data pertaining to inspections).

g) Statement of conditions drawings showing type of space as defined by NFPA provided by others (as-built plans)

h) Emergency management quick reference drawings

(1) Single page diagram of site of fire fighter features (showing doors, hydrants, FDC, fire pumps, roadways, etc.)

(2) Single page diagram of site showing door with naming/symbol convention

(3) Single page drawing for emergency response showing the facility in an isometric view allowing to view fire/rescue features to include corridors, elevators, stairs, patient floors and hazardous storage locations

8. Asset Module: Manage, view, and track physical assets with reference to facilities layout.

9. Scheduling Module: Manage the planning, scheduling, and tracking that is involved with reserving meeting rooms and office space along with coordinating accommodating amenities, services, and resources required. This is to include hot desking (sharing desks) and office hoteling (sharing office space).

10. Employee Module: Plan, manage, and track employee facility use information to enable visualization of employee location and space utilization.

11. Facility Condition Assessment (FCA) Module: Compiles a comprehensive database on the physical condition of listed buildings.

12. Furniture Module: Track, view, report, and manage key pieces of furniture with reference to facility layout.

13. Maintenance Module: Provide operational support for managing and tracking scheduled maintenance functions to optimize equipment life cycle and minimize maintenance costs and repairs.

14. Projects Module: Manage planning, scheduling, and tracking of projects that require team collaboration and link to related drawings and documents.

15. Real Property Module: Plan, manage, and track the performance of a real property portfolio that integrates with architectural floor plans for accurate space calculations.

16. Telecom Module: Manages and tracks physical layout of the Medical Center's telecommunication network, equipment, and service points.

17. Utilities Module: Facilitate organized documentation of the Utilities Systems linking riser diagrams, floor plan drawings and any other available documents

D. Update and Maintain the Database Ongoing additions or renovations require changes to drawings to maintain the integrity of the drawing database. The VAMC will require that these changes be incorporated in the existing drawings so that the drawings in the system will be current. The frequency and extent of such changes will depend on completion of projects and may be unpredictable. Periodically, the VAMC will send to the Contractor drawings and other documentation that indicate the alterations in certain areas. The Contractor shall, upon receipt of such documents, consult with VAMC staff and clarify the changes as necessary. The Contractor shall incorporate the changes in the drawings and update the respected modules.

The VAMC may decide to add additional data to the existing CAD drawings. Such additional data may include life safety components, electrical panels, piping, and shut-off valves. The VAMC may decide to add additional buildings or suites to the system. The size and locations of these are not known now. This task shall include making field measurements and sketching out the drawings, drawing them in CAD, and loading them to the CAI system.

E. General Field Verification Surveys The medical center cannot guaranty the accuracy of these drawings and therefore the Contractor may need to conduct an onsite verification field survey to capture current conditions of as-builts upon request.

1. The Contractor shall send a team to survey and field verify the accuracy of the architectural drawings in a manner that verifies that general conditions noted on the drawings appear to be accurate and complete.

2. These visits are to be used for instances where an as-built drawing is not matching the previously developed data, the new designs, or current conditions, or to clear up a currently unknown issue on site.

3. This shall include verification of the accuracy of existing life safety drawings in support of Electronic Statement of Conditions efforts by the Medical Center. This service shall require the additional services of a Fire Protection Engineer (FPE). The FPE retained to provide these services shall be licensed to practice in the States where the VAMCs are located.

4. These surveys shall also include verification of the accuracy of HVAC/mechanical, plumbing, medical gas, electrical, and telecom (MEP) systems. MEP design is important for planning, decision-making, accurate documentation, performance- and cost-estimation, construction, and operating/maintaining the resulting facilities.

5. In planning for this surveying, the Contractor must be aware that some areas may not be readily available to be surveyed and they must plan in consultation with the occupying service line and VA Contracting Officer's Representative (COR) and conduct the surveys when it is convenient for the service line.

6. The Contractor shall update all CAD drawings for any changes needed, based off the surveys. In updating the CAD drawings, the Contractor shall comply with VA CAD standards.

F. Provide Training for Use of The System Provide one (1) annual on-site training session per VISN 4 facility. This training shall be a hands-on/on-site session. The session shall cover features required by end users and administrators. Training for end users will demonstrate the use of the online system and focus on the system modules in use by the respective VA facility. Specialized training for administrative users, that are designated by respective VA facility, shall be more in-depth to cover any additional functions used by these users.

In addition, the Contractor will provide on-line training sessions as needed or when VISN 4 facilities require such training when specific situations warrant it. Examples are when new employees join a VISN 4 facility or when the Contractor significantly modifies the system. This on-line training will be done at no additional cost.

IV. Period of Performance VISN 4 requests a 5-Year Blanket Purchase Agreement (BPA) beginning immediately upon award.

V. Work Requirements A. The VA will not provide servers, equipment, or other items needed to perform the required service. No contractor software to be installed on VA computers.

B. Upon receipt of digital as built, drawings submitted to the Contractor, the Contractor shall provide updates to the existing electronic drawing database to provide concise and current drawings.

C. Work done on-site at the ordering VA shall be coordinated with the Contracting Officer Representative (COR) appointed by the CO. Generally, work will be done during normal business hours (M-F 8-4:30), excluding federal holidays. If work needs to be performed after hours for convenience to the government, all hours will be coordinated with the COR.

D. The data files will remain Government property while Contractor is in possession of the files. When the contract is rendered complete, all information will be returned to the respected VA Facilities.

VI. Government Roles and Responsibilities A. Roles The following personnel are the authorized representatives to oversee and coordinate with the Contractor for this contract:

Contracting Officer

Contract Specialist

B. Responsibilities

1. Contracting Officer- The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will also assure the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor's performance.

2. VISN-04 COR - The VISN Wide COR ("VCOR") has authority to provide direction to the Contractor if within scope of the contract, does not constitute and change to the contract, and has no funding implications. This individual does not have authority to change the terms and conditions of the contract.

3. Facility COR - The Facility COR ("FCOR") Assigned per facility, the FCOR is responsible for technical administration of the contract at the facility level. The FCOR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. The Contractor must refer any changes they deem may affect contract price, terms, or conditions to the CO for action. The FCOR will be assigned via individual Task Orders.

Attachment A Facility Drawings Estimates