Replace Clovis Clinic Lease SOW.pdf

LESSOR INITALS:_____________ Replace Clovis Lease SOW

STATEMENT OF WORK

Project: Replace Clovis Clinic Lease

Thomas E. Creek Amarillo VA Health Care System, AVAHCS, Amarillo Texas

January 2022

I. GENERAL SCOPE OF WORK

A. Space Requirements

Total Staff / Headcount: Current 22. The space shall include rooms to serve as reception area, waiting area, exam rooms, women’s health exam room, teamwork area, blood specimen collection room, clean utility room, soiled utility room, cleaning closet, restrooms, a break room, and a secured telecommunications room. Space must be adjoining and located on one floor. Common areas shall have security monitoring. Clinic operational hours are 0700 AM to 0430 PM Mon

– Fri.

B. Parking Requirements

The space shall provide a parking area for approximately 50 vehicles, including at least 3 dedicated ADA accessible spaces, to be utilized by patients, and staff.

ADA accessible parking spaces must be located immediately adjacent to the building's main entrance(s). All other parking spaces shall be located within 100 feet of the main entrance(s).

The parking area shall meet the following requirements:

1. The parking area shall have appropriate vehicular circulation, access from main thoroughfares, emergency vehicle access and entry, barrier free access to public entrances, safe passage for pedestrians, adequate lighting, and security monitoring.

2. The parking area shall be paved and striped.

C. Additional Requirements

Lessor shall provide the Services, Utilities and Maintenance in compliance. The

Lessor shall assume all of the obligations with ownership, operation and maintenance of facility.

1. Utilities

The Lessor shall ensure that public utilities are available and operable at the site at the time of inspection before acceptance. The Lessor is responsible for all connection and impact fees to public utilities, including but not limited to, any and all tap fees associated with public utilities. The Lessor shall provide separate meters (exterior electric, gas and water) to measure VA usage versus

Lessor usage.

2. Housekeeping (cleaning janitorial) Services

The Lessor shall furnish all supplies, materials machinery, appliances, supervision, and labor necessary to provide complete janitorial services for the clinic. Services shall be provided in all interior areas of the leased premises to provide a clean, neat, and attractive appearance. The Lessor shall consider the clinical environment and ensure that the janitorial staff is instructed on applicable safety precautions and special requirements. Lessor shall provide disposal of general waste and trash. No day porter is required.

Cleaning and Disinfecting requirements. The Lessor shall routinely wipe down all solid, high contact surfaces in common and high traffic areas using soap and water, followed by a disinfectant from the EPA-registered list of products.

Cleaning staff shall use products in accordance with directions provided by the manufacturer, including the use of personal protective equipment (PPE), if applicable. Disinfection application and products should be chosen so as to not damage interior finishes or furnishings.

“Routinely,” for purposes of this section, is defined as no less than once daily.

Cleaning may be conducted after normal operations and coordinated with the lessor. More frequent cleaning and disinfection may be required based on level of use. Cleaning will be carried out twice daily; once during business hours and once after business hours while operating under Covid-19 guidelines.

Examples of common and high traffic areas include, but are not limited to, handrails, door knobs, key card scan pads, light switches, countertops, table tops, water faucets and handles, elevator buttons, sinks, toilets and control handles, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, water cooler and drinking fountain controls.

Disinfected surfaces should be allowed to air dry.

3. Building Maintenance Services

Maintenance of the building, building systems, equipment and grounds is the responsibility of the Lessor. The Lessor shall submit a Building Operations and

Maintenance (O&M) Plan with the offer to include factors relevant to the

Lessor’s proposed ongoing maintenance and repair of the facility. The plan shall include a schedule of startup and shutdown times for operation of each building system, such as lighting, cooling, ventilation, plumbing, and worn floor or wall coverings necessary for the operation of the building. The O&M plan shall be in operation on the effective date of the lease. HVAC system shall not be shut down after normal hours.

The Lessor must have a building superintendent or a local, designated representative available to promptly diagnose and or correct deficiencies upon written notice of such condition from VA within 3 business days for deficiencies not requiring immediate response. Deficiencies requiring immediate response include but not limited to; office or building conditions that pose a probable human health risk, building leaks or flooding, power outages, loss of ability to temper the space for an extended period of time.

These timeframes are to be specified in the O&M Plan. The Lessor shall provide the labor, material, and supervision to adequately maintain the structure, the roof, the exterior walls, windows, doors, and any other necessary building appurtenances to provide watertight integrity, structural soundness, and acceptable appearance. The Lessor's maintenance responsibility includes initial supplies of all items, materials, and equipment necessary for such maintenance. All maintenance work will be done in accordance with applicable local Building Codes and ordinances, and inspection certificates will be displayed as appropriate. Maintenance by

Lessor includes, but is not limited to, interior and exterior care of the building and the site; all sidewalks, parking areas, driveways, private access roads, lawns, and shrubbery; utilities; and building service equipment;

including all repairs and replacements. All equipment and systems shall be maintained to provide reliable service without unusual interruption, disturbing noises, exposure to fire or safety hazards, or unusual emissions of dirt.

4. Pest Control Services

Lessor shall provide interior and exterior extermination of insects and rodents on a minimum of every four (4) months, and upon any sign of infestation. If any signs of re- infestation appear, additional service shall be provided by the Lessor at no cost to VA. Use of chemicals shall conform to

EPA and State requirements. Control pests as appropriate, using Integrated

Pest Management techniques, as specified in the GSA Environmental

Management Integrated Pest Management Technique Guide (E402-1001).

5. Site and Grounds

Landscape maintenance shall be performed as needed year-round. During the growing season landscape maintenance shall be performed at not less than a weekly cycle and shall consist of watering, weeding, mowing, and policing the area to keep it free of debris. Pruning and fertilization shall be done on an as-needed basis. In addition, dead, dying, or damaged plants shall be replaced.

Lessor shall maintain the leased exterior premises to provide a safe, clean, neat, and attractive appearance. Activities to include cleaning of building entrances and gazebo; landing, steps and sidewalks; de-icing of walkways and parking areas prior to clinic opening; mowing and edging lawns;

removal of weeds from around the building, parking areas, all landscaped areas and fence borders; trimming and pruning shrubbery and trees.

6. Waste

Building interior: trash bins to be provided by VA and serviced under the Janitorial agreement.

Building exterior: The Lessor shall provide a dedicated space for both

Trash and Recyclable containers and dumpsters within the Area of the building and shall be in accordance with Security Requirements.

7. Hazardous Waste

The Government will be responsible for the disposal of hazardous or pathological waste which has been properly stored in the designated soiled utility room.

II. TENANT IMPROVEMENTS

The facility may require tenant improvements to meet the VA requirements.

A. Electronic Security Systems

New and existing facilities are required to meet the integration and monitoring of the following to be provided and installed by Lessor and shall be a negotiated item post award:

1. Intrusion Detection System - IDS consists of a minimal motion alarm system required to detect and “locally” annunciate unauthorized entry into a protected space with a private monitoring service capable of continuous operation and monitoring through the use of UPS equipment.

2. Panic Alarm System. - Alarm sensors/devices shall be hardwired, or wireless transmission directly connected to the data network without degrading the effective range of alarm.

3. Video-Cameras Assessment-Recording and Surveillance - VASS includes

“digital IP video” cameras, monitors, controlling and recording equipment to archive minimum of 6 months of video recording, and centralized management and operations of the system. Digital Video Recording (DVR) can terminate at the Police/Security Office. Cameras shall be color that allows for black and white application to support the exterior and interior to cover egress, public entrances, utilities, fire control room, lobby, main corridors, telecommunication and security rooms. VASS shall be supported by UPS equipment.

4. Duress, Security Phones, and Intercom System - DSIP requires an intercom to be integrated with VASS. Lessor to provide Duress/Panic Alarms and Intercom

Systems at locations where there is considerable public contact in isolated and pre-identified high-risk areas, such as the lobby reception desk, patient service areas, nursing stations, and isolated where VA personnel work.

B. IT Security Systems

New and existing facilities are required to meet the integration and monitoring of the following to be provided and installed by Lessor and shall be a negotiated item post award:

Lessor/Landlord shall follow mandatory procedures stated under VA Handbook

Directive 0730 – Security and Law Enforcement 0730/4 –March 2013 to comply with physical security requirements for IT data centers, server room, telephone equipment room, storage areas, data connection closets, etc. Lessor/Landlord shall provide and install cable trays, data cable, telecommunications cable and terminating all connections. Refer to revised table below.

C. Emergency Power and Lighting

Lessor shall provide Emergency power throughout the building as required by local codes and as per VA Guidelines. Lessor shall also ensure the Emergency

Lighting has an independent circuit so as to conduct lighting inspections without interrupting Normal Lighting Circuits.

D. Exam Room and Women’s Health Exam Room

Exam and Women’s Health exam rooms shall meet the design criteria in PACT

(Patient Aligned Care Team) design guide, and VA Design Manuals.

E. OIT EHRM Infrastructure

The Lessor shall provide design and construction work necessary at this CBOC site to support the Veterans Health Administration’s (VHA) change to the new

Electronic Health Record Management (EHRM). VHA requests the Lessor provide design and construction services to include all labor, materials, tools, equipment, transportation, supervision and other services necessary to upgrade the leased property in accordance with this scope of work.

1. The Lessor shall provide a complete package containing design drawings, bid drawings and specifications. The design drawing shall follow all applicable codes and standards and shall meet Technical Information

Library (TIL) references: Telecommunications and Special

Telecommunications Systems Design Manual and Infrastructure Standard for Telecommunications Spaces, Version 3.1.

2. The Lessor shall provide construction period services for the following infrastructure improvements, as necessary to meet listed requirements:

2.1. Communication infrastructure including new data outlets, patch panels, upgrades to Cat 6A cable, fiber infrastructure backbone within building.

2.2. Electrical infrastructure including electrical panel upgrades, normal and emergency power, as applicable, bonding, Uninterruptible Power Supply (UPS) system and Building

Management (BMS) interfaces to manage and monitor UPS.

2.3. HVAC infrastructure including temperature and humidity

upgrades, rack and space sensors, and BMS interfaces to manage and monitor temperature and humidity.

2.4. Reconfiguration of existing space including demolition, new construction, and finishes.

2.5. Physical security upgrades including telecommunication room cameras, alarms, and necessary interfaces to existing security system.

2.6. Identification and appropriate remediation of hazardous

materials, as needed for project.

3. VA shall reimburse the Lessor for the total cost of the alteration upon successful completion and inspection by the VA. Lessor shall be responsible for submitting their invoice for the project to the Tungsten payment portal system so that the VHA is able to reimburse Lessor. Total cost shall not exceed the amount agreed upon per the Lease Amendment.

Invoice to Tungsten shall reference the Purchase Order number, which can be found in the Lease Amendment.

END OF STATEMENT OF WORK