SOW 521-24-136.docx

Statement of Work 521-24-136 BVAHCS Master Planning and Feasibility Study

1. BACKGROUND / SCOPE OF WORK

The Birmingham VA Health Care System (BVAHCS) is seeking an Architectural/Engineering (A/E) Firm professional service to provide the Medical Center including all leased properties with a Facility Master Plan and Feasibility Study. The BVAHCS currently has one main hospital with approximately 708,131 square feet of space, 3 Major Clinics (Huntsville, Birmingham, and Birmingham East), 6 Community Based Outpatient Clinics (CBOCs), 1 Prosthetic Clinic, 2 Administrative leases, and 1 warehouse.

The A/E conducting the master planning shall have at least ten years of experience in healthcare planning and five years of experience with federal contracts. Experience with healthcare clinical design, VA patient and family-centered care or Planetree philosophy, evidence-based design for interior features to promote healing environments, ADA, NFPA 101 Life Safe Code, LEED certification, energy conservation, interior design, and space planning is preferable.

All work to be performed for this project must meet all National Fire Protection (NFPA); National Electric Code (NEC); National Electrical Manufacturers Association (NEMA); Energy Independence and Security Act of 2007 (EISA 2007); Underwriters Laboratory, Inc. (UL); Federal, State, and Local regulations and codes; and JCAHO standards and guidelines.

The contract work may require multiple disciplines. The Prime firm shall be a licensed/registered professional firm. The disciplines required include, but are not limited to: Architectural, Civil, Structural, HVAC, Plumbing, Electrical, Fire Life Safety, Security, IT/Data, Construction Cost Estimating, Landscaping and Geotechnical, SHPO, Hazardous Material and Biological Assessments, Environmental Assessments, and Pre-Solicitation Consulting experience.

2. SPECIFIC TASKS/DELIVERABLES

2.1 Facility Master Plan

The Facility Master Plan shall cover a five thru ten-year lifecycle. The A/E shall analyze and integrate input and direction provided by Central Office, network level staff and medical center staff including senior leadership. The A/E shall identify key service lines, including interaction and adjacency of relevant programs, both internal and external to the facility. The A/E shall independently collect relevant data from, but not limited to:

· Veteran population, enrollment, utilization, special population, and local demographics projection forecasts

· Existing workload

· Market and sector (sub-market) boundaries and service needs

· Drive time access and rural analysis.

· VHA, VISN, and Medical Center Mission, Vision Statements, and Strategic Plans

· Current facility goals and strategic plans where available

· Previous facility master plans

· Previous market assessment recommendations

· Current Health Care Planning Model (HCPM) Market Reports

· Current SCIP Gaps and Projects

· Proposed Capital and Non-Capital Solutions

· Capital Asset Inventory (CAI) including Facility Condition Assessments (FCA), and Capital Functional Survey Data

· Current facility project data (of ongoing work) and associated space implications

· Joint Commission Statements of Condition

· Other local facility data, and other documents as may be appropriate and available.

The facility master plan should be based on information received from the approved Existing Conditions and Site Analysis Study that outlines systematic and logically phased/sequenced plans for improving the environment of care of all medical and administration functions at the Medical Center, Major Clinics, and Community Based Outpatient Clinics.

· Coordinated with VA personnel to develop a listing of all planning assumptions and constraints.

· Generated in a collaborative method with VA personnel a list of necessary interviewees to ensure that critical stakeholders are included. Each critical stakeholders shall have a workgroup developed.

· Facilitated planning meetings with all critical stakeholders to perform an analysis and determination of needs to develop options for the facility master plan.

· Reviewed the deliverable with the facilities ensuring that the submission is free of errors before submission to the COR.

An In-brief meeting with senior leadership shall occur once the study is complete.

· Identified any planned new programs for the facility and determining workload and space requirements for those new programs.

· Completed a Market Level Services Delivery Plan.

· Completed a Space and Service gap analysis that contains all required solutions.

· Evaluated and identified additional services needed to support new programs.

· Completed an initial gap evaluation and provided a report showing current and future deficiencies for:

· Support Services

· Clinical Services (Patient Care)

· Mechanical, Electrical, and Plumbing Infrastructure

· Space

· Security

· Functionality/Adjacency/Efficiency

· Parking Reviewed the deliverable with the facilities ensuring that the submission is free of errors.

included in the Master Plan.

Draft version to include a briefing paper, online presentation, and handout. It is expected by this submittal that the A/E will have performed (at a minimum) the following tasks:

· Provided a general listing of program requirements, as well as a detailed listing of projects and prioritization.

· Utilized space projections to determine appropriate square footage needs on both the departmental and facility levels.

· Developed a detailed list of capital initiatives by year and program that will identify tasks (broadly defined projects), task duration, task schedule (timing of activation to meet projected demand), task phasing (successor/predecessor relationships), as well as program resources required for accomplishment (NRM, CSI, Minor, Major, lease, etc.).

· Reviewed the deliverable with the facilities ensuring that the submission is free of errors.

2.2 SCIP Readiness

The A/E shall develop a 10-year Construction Phasing Plan that considers the impact of all in-progress and/or pending renovations and make recommendations on the realignment of the facility’s existing SCIP for NRMs, Minors, Leases, and Major projects. The 10-year Construction Phasing Plan will have detailed planning and overall objectives. The A/E will perform the following tasks: review and identify any new specific capital initiatives such as construction projects, special projects (studies), and/or leases; evaluate the advantages of build versus lease versus fee out decisions regarding capacity requirements (cost, the timing of need, availability of resources, duration of need and location of need relative to the location of the customer shall be considered); evaluate the advantages of renovation versus new construction versus non-capital solutions regarding meeting capacity requirements (condition of facilities to be renovated, the cost of renovations, the existing layout and functionality of existing space, physical limitations and constraints, as well as adjacencies of existing space to other key programs in the facility shall be considered). For new capital solutions, the A/E will develop realistic timelines, cost estimates, gap reviews, detailed descriptions, and scope of work. VA will use this information to submit projects into SCIP (the A/E will not perform SCIP submissions). For each project, the A/E will include a timeline that recommends the SCIP year/cycle that the project shall be entered into the SCIP Automation Tool (SAT).

2.3 Drawing Updates

The A/E will conduct a full face-to-face space audit of the main hospital, the 3 major clinic and all the CBOCs. The space audit should show all current rooms, the owning service, the current room usage, and any other information relevant to the planning effort. The A/E will update the facility’s existing AutoCAD (.dwg) floor plans with any discrepancies found. After the initial audit, two additional audits (virtual) will be made to accommodate changes that result from space moves, and/or renovations and construction projects. The A/E will develop a process to request a data call and the government will provide updates that were made since the initial audit via space minutes, red-lines, as-builts, etc. in response to the data call. The A/E shall develop drawings for clinics that currently do not have drawings in the system. Drawings shall be done in plan view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = 1'0" or larger, when possible, to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only.

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCAD" 2020 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2000 release. Final drawings submitted shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature on sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets.

All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

1. Drawings shall provide uniform photographic quality.

2. Minimum lettering height shall be not less than 1/8 inch.

3. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

4. No lettering, shading or marking on the reverse side is acceptable.

5. Clearly distinguish between new work and existing work.

6. Graphic scales shall be provided on all drawings.

3. DELIVERABLE FORMAT

The A/E shall develop and maintain a SharePoint-like site for project documentation and information sharing. The site or software shall be able to provide automatic email updates to designated members as new documents are uploaded or require Government review (example: Submittal Exchange). All project documentation shall be compatible with systems utilized by the medical facility and easily accessible with files downloadable by all parties. The database shall meet "for official use only" (FOUO) and sensitive but unclassified information handling requirements. The site shall be organized in a logical manner. The contents of this site shall be submitted to the COR 10 days after project close out on a CD ROM.

4. MEETING FACILITATION

The A/E shall schedule meetings with key stakeholders and appropriate personnel (to be identified by the Government). Meeting frequency and modality shall be determined by the A/E and approved by the COR.

The A/E shall prepare meeting agendas which shall be distributed to attendees 48 hours prior to the subject meeting. The A/E shall prepare meeting minutes. Meeting minutes shall document the purpose of the meeting, discussions, and decisions reached. When applicable, meeting minutes shall include "ACTION ITEMS" to include a description of the item, the responsible individual(s), and due date. Meeting minutes will be distributed to attendees for review and approval.

The A/E shall organize and conduct user-group meetings with key stakeholders and working groups across the facility to the extent required to adequately manage this master plan. A list of key stakeholders will be provided to the A/E after award.

At a minimum, each department will constitute a working group. The A/E may identify additional ad hoc groups as necessary. The A/E shall guide groups to consensus by identifying requirements, facilitating group discussions, and documenting decisions as a part of the documentation of meeting minutes. The A/E shall facilitate the groups to assess, analyze, recommend, and document solutions as developed jointly by the A/E and the stakeholders and/or group members.

Project status meetings shall cover, at a minimum, changes to schedule, risk, status of current action items, estimated completion and gateway reviews. Project status meetings are to occur every week at location specified by COR.

5. PROPOSED DELIVERABLE SUBMISSION DATES

30% Draft Facility Master Plan SCIP Report

60% Draft Facility Master Plan Cost Estimates CBA/Business Cases

100% Facility Master Plan Feasibility Study

6. PERIOD OF PERFORMANCE

365 calendar days from NTP.

7. DELIVERABLE SUBMISSIONS

7.1 Delivery Media and Format for Final Documents:

1. Format: CAD Drawings shall be prepared in accordance with VHA Program Guide 18-3, VHA National CAD Standard Application Guide. A copy of all data and files developed under this project shall be delivered to the Government in digital format. The data files should be provided on compact disk (CD ROM) in ISO 9660 format. A “Readme.txt” file must be included with the delivered digital media that includes normal transmittal information.

2. Label: The external label for each digital media shall contain the following information:

a. Contract Number and date.

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media.

c. Sequence number of digital media.

d. List of file names on the digital media

3. Quality Assurance/Quality Control: Before a file is placed on the delivery digital media the following shall be performed:

a. Remove all extraneous graphics outside of the border area and set the active parameters to a standard setting.

b. Check to ensure that all reference files are attached without device or directory specifications.

c. All digital files shall be delivered to the Government uncompressed.

d. Include all files both graphic and non-graphic required for the project (i.e. color tables, pen tables, font libraries, symbol libraries, user command files, plot configuration files, AML plot routines, etc.).

e. Make sure that all support files such as those listed above are in the same directory and that references to those files do not include device or directory specifications.

f. Include any standard sheets (i.e. abbreviation sheets, standard symbol sheets, etc.) necessary for a complete project.

g. Document any fonts, tables, symbols, cells/blocks, line styles/types, details, reference drawings, etc., developed by the contractor, or not provided among the Government furnished materials. The contractor shall obtain Government approval before using anything other than the Government standards.

h. Each finished CAD drawing or map shall have its own separate plot file. The plot file for each finished drawing shall be provided to the Government in a specified plotter configuration.

Ownership:

All electronic files created and reimbursed for this project shall be the property of the Department of Veterans Affairs.

8. RECORDS MANAGEMENT:

a. The A/E shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, The A/E shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. BVAHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of BVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, The A/E must report to BVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The A/E shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The A/E shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The A/E shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to BVAHCS, or the A/E must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. The A/E is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The A/E (and any sub-contractor) is required to abide by Government and BVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The A/E shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with BVAHCS policy.

h. The A/E shall not create or maintain any records containing any non-public BVAHCS information that are not specifically tied to or authorized by the contract.

i. The A/E shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

j. The BVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which BVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

l. [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

m. Flow down of requirements to Subcontractors.

n. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

o. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

9. REQUIRED TRAINING

All A/E employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

1. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, VHA Handbook 6500, Appendix D relating to VA information and information systems.

2. Successfully complete the appropriate VA privacy training and annually complete required privacy training.

The A/E shall provide to the CO and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

-END

2 | Page