36C25624R0010 SOW 629-18-114 06072024.docx

Department of Veterans Affairs Southeast Louisiana Veterans Health Care System Expand Distributed Antenna System (DAS) Project: 629-18-114 Scope of Work 06/03/2024

1. BACKGROUND

1.1. The Distributed Antenna System (DAS) was installed as part of the larger New Orleans VA Medical Center Project Legacy construction project. The DAS final commissioning and close out was completed in November 2017. The system is a three (3) sector 32 node Alliance 1-Watt system manufactured by SOLID. The DAS is supporting the transmission of several internal systems: VHF Radio, VHF Code Blue Paging, Public Safety 700/800Mhz (LWIN), and currently only a single cellular carrier, AT&T. The design and installation of the DAS was predicated on technology and standards generally available and regarded as state of the art as of 2012. The evolution of the cellular and public safety radio industry and its adoption by the public and first responder agencies have shown that a robust and reliable signal to all points in a facility are required for end user satisfaction. The current system, while functional, does not meet today’s standards for signal density, power, and quality.

2. PROJECT OBJECTIVES

2.1. The objective is to build two separate and complete DAS systems with new antennas and cabling to replace the one dual purpose DAS that currently exists ((1) Public Safety Radio (LWIN) and 2) Cellular). Offerors are to propose on the Design and Build for a complete new and separate DAS network dedicated for Public Safety Radio (LWIN). This network will be constructed separately from the new Cellular DAS network that will support VA Conventional VHF RF radios, commercial Wireless Service Providers (WSP), and Code Blue Radio Paging. Design and construct a fully installed, fully functioning, and operating Distributed RF Antenna Equipment and System (hereinafter will be referred to as “the system” or DAS) to replace the existing DAS. The two separate systems will support local two-way communications for Public Safety Radio (LWIN) Radio Coverage, VA Conventional VHF RF radios, commercial Wireless Service Providers (WSP), Code Blue Radio Paging, for the Southeast Louisiana Veterans Health Care System (SLVHCS) VA Facility. Attachment A provides details of the existing DAS system as originally built.

2.2. The integrator will provide a completely new package to replace the existing DAS system to current cellular industry standards and to provide more robust VHF/UHF radio and cellular coverage in all areas of the facility, as outlined in 2.2.1. This will be accomplished via a thorough design and installation to replace the existing system with two separate DAS systems. A new electrical panel along with conduit and wiring will be required as part of the scope to accommodate the two DAS systems and additional wireless providers.

2.2.1. System Design Criteria - The manufacturer’s proposed design is to be used to establish a minimum basis for the proposal. Cellular and VHF radio coverage is to be over 100% of the internal space of the facility, excluding EMI shielded rooms: MRI vaults, EEG & EMG exam rooms. VHF/UHF Radio and Cellular coverage areas include stairwells and elevators and interstitial spaces. VHF / UHF Radio coverage areas include all mechanical spaces including interstitial spaces. Offerors must take ownership of the proposed design and its resulting performance to ensure that it meets the requirements stated in the specifications. Offerors shall propose an approach, solution design and provide and install the proposed equipment to replace the current system. Offerors should include all required services, equipment, supplies, materials in their proposal to complete the project. The VA will not provide any government furnished equipment. The VA will allow the use of existing dark fiber for new closet locations if required, offeror must supply any additional jumpers & terminations.

2.3. Construction

2.3.1. The construction of the new systems must follow compliance with all reasonable expectations of an operating medical center. Construction in patient areas must be in full compliance with the facility Infection Control Risk Assessment (ICRA) and must be done to minimize dust, waste, and impacts to patient and staff access. All above ceiling construction must be done by crews with Personal Protection Equipment (PPE), safety barriers must be erected around ladders. Above ceiling work in patient areas should be considered high risk and be done inside dust containment enclosures. There is an existing antenna inside of the Central Sterile Supply area that will require full containment with HEPA filtration and full sterile outerwear. The VA will provide outerwear for construction staff entering sterile areas.

2.3.2. The existing system must remain operational as much as possible during the testing and replacement process. Outages must be limited to as small of a segment as possible. As the systems are replaced each segment must be brought online before taking an existing segment offline. The integrator must work with the VA, AT&T and any other Wireless Service Provider or DAS user to ensure the system is properly tested. Outages of the system must be coordinated 48 hours in advance of the event and all parties notified. Upon completion of the new DAS and testing and commissioning is complete, the existing DAS system will be totally dismantled and removed from the site.

2.3.3. Contractor must provide all equipment, cabling, terminators, racks, cable trays, cages, UPS, antennas needed to complete the installation. The existing DAS system is powered from Room 7J301B, panels ECR32721A and ECR32721B and there are no spares available in these panels to support two new DAS systems. A new emergency circuit panel/panels will be required to be installed in this room to support the power requirements of the two new DAS systems and additional wireless systems. A new panel/panels along with all conduits, wiring and distribution to the new DAS rack locations will be required. A shutdown of the existing power source will be required for providing the new power source. Additional racks and power sources will be installed throughout the campus in secured IT closets per the new Design/Build facility survey for signal and device coverage. The existing racks can be reused but all the existing equipment will be removed from the site once the new systems have been commissioned. Additional antennas will be required to accommodate the signal coverage to all parts of the campus including the areas out to the existing city sidewalks. The shotgun houses and Fisher House shall be included. Antennas may be required to be installed in the two parking garages if required.

2.4. UPS Installation

2.4.1. The system has been designated as a life safety system and therefore requires the installation of a UPS that will run the system for 2 hours in the event of a total electrical outage. The offeror is to include costs associated with the installation of wall mounted UPS for each remote unit and replacing the head end UPS to support a 2-hour runtime.

2.5. VHF Coverage

2.5.1. Expansion of VFH coverage into elevators, stairwells and interstitial and mechanical/penthouse spaces is to be included in the coverage requirement.

2.6. Public Safety Coverage

2.6.1. Increase 700/800MHz Public Safety Radio (LWIN) coverage to 100% of the facility to include stairwells, elevators, penthouses, interstitial, and mechanical spaces.

2.7. Validation of Design

2.7.1. A predictive signal strength of each system and frequency range heat map must be generated in iBWave to show how the new design will satisfy all Key Performance Indicator’s (KPI) and performance requirements. The contractor must supply all raw iBWave files to the VA for validation of their predictive and actual signal coverage designs.

2.7.2. The build out of a Wireless Service Provider (WSP) equipment cage enclosure in the service bay housing the head end equipment is included in the scope of this project. Each cage enclosure will provide locked door access for each WSP. A single segmented cable tray will pass through each cage to provide access to the DAS head end racks. The existing cage, equipment racks and equipment shall be removed from the site.

2.8. Commissioning

2.8.1. Final commissioning, by a third-party commissioning agent hired by the VA, will include a complete walk test of the entire site with the readings for all KPI’s entered iBWave to show an as-built signal heat map. All iBWave design and as-built files are to be turned over to the VA for use without restrictions. The commissioning agent is to perform carrier integrations (Verizon, T-Mobile, Sprint) configuration of system. System to be configured for equal power sharing between all carriers. Commissioning agent to provide results showing that the new system (systems) has not introduced PIM anywhere in the system. The contractor shall be responsible for correcting all deficiencies in the system/systems that are found.

2.9. Testing

2.9.1. Testing must also validate actual cellular, Public Safety, VHF Radio, VHF code blue paging coverage to 100% of the facility. A walkthrough of all hallways, service bays, elevators, public spaces, and a single central location of the interstitial spaces for each area, utilizing a spectrum analyzer must be done. Results showing all KPI’s must be shown on the same tool used for predictive signal mapping.

2.10. In addition to the installation of the DAS the offeror will be responsible for building out a co-location style equipment cage enclosure in the radio room service bay to provide separation between carrier installations.

2.11. Performance Requirements

2.11.1. The cellular side of the system must meet the minimum requirements of the cellular carriers over 100% of coverage areas.

2.11.1.1. Quad Band Configuration

2.11.1.2. SISO / MIMO Configuration for 700 LTE, PCS LTE, AWS

2.11.1.3. -75dBm RSRP for 700 LTE

2.11.1.4. -84dBm RSRP for AWS

2.11.1.5. SINR +17 or better

2.11.1.6. RSRQ -9dB or better

2.11.1.7. 6dB - 10dB or better Separation over macro or other sectors for dominance over 100% of coverage area

2.11.1.8. Download Throughput minimum 20M (BTS)

2.11.1.9. Upload Throughput minimum 10M (BTS)

3. DELIVERY

3.1. Contractor shall deliver all equipment to the Southeast Louisiana Veterans Health Care System (SLVHCS) Central Energy Plant building, 2400 Canal St, New Orleans, LA 70119 in accordance with the timeline listed in 4.1.

3.2. Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon.

3.3. Package to prevent damage or deterioration during shipment, handling, and storage.

3.4. Maintain protective covering in place and in good repair until delivery is necessary.

3.5. All deliveries shall bear the contractor’s name and be received by the contractor. The VA will not be responsible for deliveries or security of deliveries. No weekend deliveries will be accepted.

4. INSTALLATION

4.1. The system shall be installed, operational, and commissioned no later than 545 calendar days from the Notice to Proceed.

4.2. All equipment must be installed according to the manufacturer’s instructions.

5. INSPECTION AND ACCEPTANCE

5.1. The Contractor shall conduct a joint inspection with the COR upon delivery and upon installation of equipment.

5.2. Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s).

5.3. The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

6. PROTECTION OF PROPERTY

6.1. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.

6.2. The Contractor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work. To ensure that the Contractor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Contractor. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

6.3. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.

6.4. The contractor shall provide graphic evidence of any damage to the premises prior to starting work.

7. DELIVERABLES

7.1. Operation and Maintenance Manuals

7.1.1. Binders - Quantity (1) each for all equipment included.

7.1.2. Digital Copies- Quantity (1) each for all equipment included.

7.2. Contractor shall deliver a summary programming diagram detailing operation and maintenance of the systems.

7.3. Contractor shall deliver iBWave files, complete design documents, and as-builts.

7.4. All as-built documents shall be formatted in REVIT.

8. GENERAL INFORMATION

8.1. Access to IT and electrical closets shall be coordinated through the IT department and the FMS electrical department. Close coordination with the bio-medical engineers shall be necessary for the exact locations for mounting the equipment. All work to be conducted at the Southeast Louisiana Veteran Health Care System (SLVHCS) campus located at 2400 Canal Street, New Orleans, LA 70403.

8.2. The contractor shall install all devices to industry and manufacturer specifications. All installations shall be in accordance with all local, state, and national codes including but not limited to: National Electric Code (NEC), National Fire Protection Association (NFPA) 101 Life Safety Code, Building Code, and VA directives. The contractor will be responsible for providing all background paperwork certifying installation and certifications of proper function. This shall include commissioning and system testing.

8.3. There is no smoking allowed on any SLVHCS property.

for this project is between $100,000 and $

9. Work Hours: The Contractor may schedule work during the following time periods: 7:00 am to 3:30 pm, Monday – Friday, excluding federal holidays. It is anticipated that 10% of all work to be completed after hours. If there is an operational conflict with installation, night or weekend installation may be required. The contractor and COR must both agree to the extended hours without any additional costs to the government Work may occur on Federal Holidays as-long-as it is scheduled with the Contracting Officer’s Representative (COR) or Contracting Officer (CO) in advance (minimum 48-hour notice).

10. Work Restrictions: Plan and accomplish all work so that there is a minimum to no interference and inconvenience to occupants and/or operators of the facility. The work may have to be phased to accommodate the Hospital’s patient schedule.

11. Utility Outage: The Contractor shall submit a utility outage request for approval through the COR a minimum of fourteen (14) calendar days prior to any utility outage. The Contractor shall be responsible for coordinating all outages with the local utility providers and/or local VA staff. The Contractor will also be responsible for requesting all necessary permitting to complete the work.

12. Cleanup: Remove rubbish and debris from the project site daily in accordance with ICRA requirements; do not allow accumulations inside or outside the buildings. Store materials that cannot be removed daily in areas specified by the Contracting Officer Representative (COR). All demolished and excess material becomes the property of the Contractor, and the Contractor is responsible for removal unless otherwise specified in the document.

13. CONTRACT AWARD MEETING

13.1. Notice to Proceed: The Contractor shall not commence performance on the tasks in this Statement of Work (SOW) until the CO has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived.

14. GENERAL REQUIREMENTS

14.1. The Contractor shall provide all materials, tools, equipment, transportation, supervision, and labor required to provide the service described in this statement of work, specifications, drawings, and attachments.

14.2. Before any work is to begin, the Contractor shall field verify all work prior to start of project.

14.3. The Contractor shall replace any items, equipment or surfaces damaged by the Contractor, sub-contractor, his employees, or equipment.

14.4. All work shall be coordinated with the COR prior to, during, and after completion of this job.

14.5. Scheduling for the work to begin shall be determined by VA personnel and relayed to the Contractor prior to start date. The Contractor shall be responsible for all demolition and replacement to complete the work described.

14.6. Any materials, equipment, tools, etc. shipped or delivered to the VA site on behalf of the contactor must be scheduled with COR in advance. The Contractor must be present for and sign all receipts of materials pertaining to the project.

14.7. The Contractor shall clean up the work area after each workday and always keep the area clean. Debris disposal shall be in accordance with NFPA 241.

14.8. Contractor shall not interrupt any utility service, sprinkler system or fire alarm service during the process of this job without notification to VA personnel prior to work.

14.9. The Contractor shall provide, at minimum, one 30-hour, OSHA deemed “competent person” to be always at the site while work occurs.

14.10. The Contractor shall provide appropriate safety signage, subject to VA approval, for the duration of the project.

14.11. The Contractor shall supply all SDS and general material and finish submittals to the VA for approval before commencing any work.

14.12. Material storage space is not available on site. The Contractor will be responsible for providing temporary storage containers or sheds for materials in areas designated by VA should they wish to store the materials on site.

14.13. All completed work shall be in strict adherence to NFPA 101 and applicable building codes.

14.14. All workmanship shall carry a minimum one (1) year warranty from point of final acceptance. Material shall follow manufacturer’s warranty or workmanship warranty, whichever is greater.

15. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

15.1 Government Furnished Deliverables

15.1.1 Initial drawings of existing and modified conditions as necessary to complete the work located on the South Louisiana Veterans Health Care System campus located at 2400 Canal Street, New Orleans, LA.

15.1.2 Drawings shall be made available electronically as PDF and/or CAD if available.

15.1.3. System information on the current utilities and related piping, electrical single line diagrams, and other related diagrams to the extent the VA has such information.

15. 2. Contractor Furnished Deliverables

15.2.1. The contractor shall conduct site visits to verify existing conditions and conduct a full system assessment prior to beginning work.

15.2.1.1. Existing electrical.

15.2.1.2. Existing plumbing/piping.

15.2.1.3. Existing walls

15.2.1.4. Existing fire lines.

15.2.1.5. Existing fire alarm system/fixtures.

15.2.1.6. Utility entry points.

15.2.1.7. Existing structural components.

15.2.1.8. Existing fire walls for penetrations.

15.2.2. Provide and install new systems as required by the contract design/build documents.

2.2.1. Provide a submittal for each of these items to VA for approval prior to installation.

15.2.3 Provide a site-specific safety plan (fire safety plan inclusive) for VA review prior to beginning any work.

15.2.4 Provide start up and commissioning services as required by the contract documents.

15.2.5 Provide documentation and operator training for VA personnel on all systems installed.

15.2.6 Provide as-builts using REVIT.

15.2.7 Meeting Minutes

Contractor shall provide meeting minutes and written responses to review comments within one week of the meeting conclusion or receipt of comments for all formal meetings between the Contractor and the VA.

15.2.8 Design and Construction Timeline:

Contractor shall follow the sequence of steps outlined below (para 17. D. 1-10).

16. SCHEDULE FOR DELIVERABLES DESIGN & BUILD SUBMITTALS/REQUIREMENTS

a. The design shall be in accordance with and capture the following requirements:

i. The contractor shall adhere to all building codes and life safety standards as they pertain to the installation of medical gas in hospital facilities. The contractor shall adhere to the latest editions of NFPA 99 Health Care Facilities, American Society of Mechanical Engineers (ASME), American Society of Safety Engineers (ASSE), NFPA 101, VA directives, and The Joint Commission.

ii. All equipment and installation must meet manufacturers and VA specifications.

b. The Contractor shall furnish all supplies, equipment, facilities, and services required for delivery and installation of the supplies and equipment.

c. The Contractor is responsible for any missing parts and components included in the construction documents to carry out the installation.

d. Design Development (DD): The DB Contractor shall develop 35%, 65% and 100% DD documents.

e. Construction Documents (CD) plans and specifications shall be developed and used for construction upon review and approval by the VA in accordance with the A/E Submission Instructions for Minor and NRM Construction Programs; PG-18-15, Volume C.

f. Verify ALL dimensions and equipment requirements.

g. The design documents shall incorporate proper construction phasing of work within the project period of performance.

h. Design drawings shall include all demolition and new work, and enough detail to provide for a thorough review by the VA.

i. The work (design and construction) shall include, but not limited to, demolition, structural, electrical and installation of coaxial and fiber optic cables and patch panels.

j. Design submission shall include load calculations stamped by a Professional Engineer. The final design documents shall be stamped by registered a Professional Engineer for each discipline.

k. Design shall be in accordance with the VA Master Specifications and shall include all site investigation, site survey, calculations, testing and design for documents to construct the subject project.

17. DESIGN DELIVERABLE REQUIREMENTS:

a. SLVHCS Design Submissions – Statement of Task:

i. 35% Design Development (DD) – Progress Payment is authorized at this Design Submission

ii. 65% Design Development (DD) - Progress Payment is authorized at this Design Submission

iii. 100% Final Construction Documents (CD) - Progress Payment is authorized at this Design Submission

NOTE 1: Detailed design submission requirements can be found in VA Guide PG-18- 15.

NOTE 2: The VA staff shall have a minimum of five (5) calendar days to review and coordinate each AE design submissions. If the VA workload does not allow for a thorough review within the five (5) calendar day timeframe, the AE shall not proceed to the next design phase until comments have been received from the VA.

35% Design Development: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting all data required for the design. The A/E is responsible for visiting the site for measuring and collecting actual field data that may be required. These drawings shall be at the largest scale possible and shall show the architectural layout of each floor, approximate room dimensioning/square footage, room identification, fire exists, chases, columns, and other pertinent information necessary to provide information that will carry the design to the next review.

i. Drawings & Specifications: Provide two 30”x42” size C sets and one unbound 11”x17” size B set of preliminary construction drawings.

ii. Provide one set of preliminary specifications indicating all the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies on a CD (Drawings PDF format, Specifications in Word format).

iii. Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means CostWorks format. Estimate shall include Prime Contractors Overhead, Profit, Bond, and Labor Burden. Estimate shall indicate feasible deductive bid alternates to bring the construction cost within the allotted construction budget. This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy on a CD.

NOTE: The AE shall proceed with the 65% design following written concurrence from the VA COR.

b. 65% Design Development: This submission of drawings, specifications and cost estimate shall be complete. This review by the VA shall be to validate that 35% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design may be required before the AE shall proceed to the 100% review set and Final Construction Documents.

i. Drawings & Specifications: Submit in the same manner as the 35% DD submittal.

ii. Cost Estimate: Submit in the same manner as the 35% DD submittal.

c. Final Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding.

i. Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide two 30”x42” size C sets and two 11”x17” size B sets of FINAL construction drawings (one set of the 11”x17” size drawings to be unbound). Provide two set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Provide two CD electronic copies of the entire package (Construction Drawings and Specifications). The drawings shall be as REVIT, and scanned individual PDF files per drawing. The specifications shall be in separate Word and separate PDF files for each specification section. Coordinate the naming and numbering of the files with the COR. Also, provide a PDF file for each complete volume of the specifications.

ii. Cost Estimate: Submit FINAL CostWorks cost estimate in the same manner as previous submittal.

d. Performance period for this contract shall be 545 calendar days for design and construction from NTP date per the following breakdown:

1. Notice to proceed

2. DD Submission (35%)

3. DD Review by VA complete

4. DD Submission (65%)

5. DD Review by VA complete

6. DD submission (100%)

7. CD Review by VA Complete

8. Final Construction Document Submission (CD)

9. Construction Submittal Submission and Review

10. Construction Complete

2. Contractor Furnished Deliverables.

2.4. Submittal Log.

2.4.1 Submit to COR 10 days after NTP for review.

18. CHANGES TO STATEMENT OF WORK

19. REPORTING REQUIREMENTS

1. During the service, the Contractor shall report any changes in delivery requirements/ problems to the COR.

2. Provide a waste and tonnage report (electronic copy) to COR for all construction waste generated over the life of the project.

20. TRAVEL

1. The Contractor is responsible for providing transportation/travel for all materials, supplies, personnel, and all items needed for the duration of this contract unless stated otherwise elsewhere.

21. GOVERNMENT RESPONSIBILITIES

22. CONTRACTOR EXPERIENCE REQUIREMENTS

23. CONTRACTOR PERSONEL SECURITY REQUIREMENTS

1. The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws, and regulations while on VA and VA leased property.

2. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

3. The Contractor and their personnel shall always wear visible identification while they are on the premises. Identification shall be in the form of individual badges furnished.

by the contractor or highly visible outer wear with the contractors printed logo on the clothing.

The badges or clothing shall be approved by VA Police.

4. The Contractor shall sign in the VA Police services prior to beginning work each workday.

5. VA does not provide parking spaces at the work site; the Contractor must obtain parking at/near the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

perform the work.

9. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

24. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Contractor in the performance of this request, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the request.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this request. No information shall be released by the Contractor. Any request for information relating to this task order, presented to the Contractor, shall be submitted to the CO for response.