36C25624R0114 SOW - Facility Master Plan.docx

DEPARTMENT OF VETERANS AFFAIRS

Overton Brooks VAMC (667) Capital Projects (NRMs/CSI/Minors/Majors), Space/Floor Plan Drawings, and Master Plan Development Statement of Work

Architect Engineer (A/E)

MASTER PLANNING 2024

PART A – SCOPE OF WORK

Architect Engineering Services shall include:

1. The A/E shall provide services that include Master Planning, Updates to VA’s Capital Asset Inventory (CAI) database and drawing files, and Strategic Capital Investment Planning (SCIP) readiness. The Overton Brooks VAMC has approximately 614,250 GSF of owned space in 17 buildings on the main campus and 96,251 NUSF of leased space in 7 locations. Summary of site shown in below table:

Main Facility:

Owned Space: 614,250 GSF Owned Buildings: 17 Acres: 48 Location:

Overton Brooks VA Medical Center-510 E. Stoner Avenue Shreveport, LA 71101-4243

Leased Buildings:

Leased Space: 96,251 GSF Leased Buildings: 7 Locations:

Knight Street Clinic (C&P) -3000 Knight Street, Building 5 Suite 3 Shreveport, LA 71105-2502

Knight Street Clinic Mental Health) -3000 Knight Street, Building 5 Suite 2 Shreveport, LA 71105-2502

Shreveport Business Office -1800 Buckner St, Suites A200 and A201 Shreveport, LA 71101

Shreveport Admin. Annex - 1800 Buckner St, Suite C200 Shreveport, LA 71101

Monroe, LA - 1691 Bienville Drive Monroe, LA 71201-3756

Texarkana, TX - 5701 Summerhill Road Texarkana, TX 75503-1634

Longview, TX - 1005 North Eastman Road Longview, TX 75601-4231

2. Master Planning: The A/E will develop a Strategic Business Plan and related Strategic Facility Plan that provides a vision for growth over the next 10 years for the Overton Brooks VAMC. The A/E will work with the engineering staff, strategic and/or facility planner, and senior leadership team to collect necessary data, analyze the data, and present recommendations regarding projects to support that vision. Collect all necessary data that is provided by the VA and collected independently to include, but not limited to:

· Baseline Year (2024) 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

· Previous facility master plans

· Previous market assessment recommendations

· Current Health Care Planning Model (HCPM) Market Reports

· Current Strategic Capital Investment Planning (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

· Current facility goals and strategic plans where available

· Joint Commission Statements of Condition

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

3. Capital Asset Inventory (database and drawing updates):

CAI (database): The A/E will update the CAI database to prepare each facility for the upcoming 2025 (or upcoming at time of award) CAI data call. The A/E will remote into the VA CAI database for Overton Brooks in order to update the system. CAI updates will be limited to “Buildings” tab, “VA as Tenant (In-Lease)” tab, and “Facility Condition Assessment” (FCA) tab. The A/E will develop a worksheet (Microsoft Excel) to gather information from the sites to complete each field.

· VA as Tenant (In-Lease) tab: Lease related contracts will be collected from the identified Contracting Officer Representative and/or Lease Contracting Officer and entered in the attachments section of CAI. A worksheet will be developed by the A/E for other lease data field such as Full-Time Equivalent (FTE) information and building usage codes not found in the contract information for the facility to complete and return to the A/E for CAI entry. Existing lease information will be reviewed for omissions and updated accordingly. New leases will be entered with completed information.

· FCA tab: A/E will address updates as it relates to entering approved construction project information. A/E will collect and enter any missing approved projects into the CAI database to ensure the accuracy of the FCA baseline and remaining correction cost. OBVAMC will provide A/E with a list of all approved Non‐Recurring Maintenance (NRM), Clinical Specific Initiatives (CSI), and Minor projects from the Capital Asset Database (Project Tracking Reports (PTR) and Project Application excel summary reports, that show the status of each project, project cost of construction, completion status and FCA unique identifiers.

· CAI Builds tab: A/E will review “Buildings” tab within the CAI with facilities and validate accuracy. Corrections/Omissions/updates will be made where applicable. Additionally, updates will be made to the Buildings tab for any new leases.

CAI (drawing files): The A/E will conduct a full space audit of the Shreveport Main Facility. 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. The A/E will conduct an initial audit of the space and will make updates to the existing drawings if discrepancies are found. After the initial audit, three additional audits will be made to accommodate changes that result from space moves and/or renovations and construction projects.

4. SCIP Readiness: The A/E will 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 for first five years and broader overall objectives for the second five years. The A/E will 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, timing of need, availability of resources, duration of need and location of need relative to location of 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 AE will develop realistic timelines, cost estimates, gap reviews, detailed description 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 cycle that the project shall be entered into the SCIP Automation Tool (SAT).

5. Prepare a Basis of Study that outlines the study details and the ultimate presentation in the final plan and reports.

6. Analyze data and prepare a Schematic Study that includes both a narrative and conceptual drawings that meets or exceed current VA performance measures, design guides, and access requirements through improved space utilization. Proposed spatial improvements to facilities will eliminate gaps and/or surpluses in care; upgrade the facility to meet current life safety and building code requirements; correct high priority (levels C, D and F) deficiencies as identified in the Facility Condition Assessment; increase productivity; economize space; improve ergonomics; improve aesthetics; enhance overall appearance; reduce operational costs; and/or, extend the useful life of the facility through modernization of supporting architectural and utility infrastructure.

7. The master plan should be based on the approved Schematic Study that outlines systematic and logically phased/sequenced plans for improving the environment of care of all medical and administration functions at OBVAMC and Community Based Outpatient Clinics. Additionally, the 10-year Construction Phasing Plan should be a part of the Master Plan.

8. The individual or subcontractor 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 Safety Code, LEED certification, energy conservation, interior design, and space planning is preferable.

9. 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.

10. Deliverables:

Part I: Basis of Study: Provide a detailed summary of current conditions, constraints, and plans. This summary should include all meeting minutes, analyses performed, reviews performed, and other relevant documentation. This submission is intended to provide an agreed starting point for the master plan.

It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks:

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

· Generated in a collaborative method with VA personnel a list of necessary interviewees to ensure that critical stakeholders are included; and,

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

Part II: Schematic Study: The submittal will include conceptual drawings of the facility master plans, initial project listings and initial scope and cost estimates. It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks:

· Identified any planned new programs for the facility and determine workload and space requirements for those new programs; and,

· Completed Market Level Services Delivery Plan; and,

· Completed Space and Service GAP analysis and all required solutions; and,

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

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

· Support Services

· Clinical Services (Patient Care)

· Mechanical, Electrical, Plumbing Infrastructure

· Space

· Security

· Functionality/Adjacency/Efficiency

· Parking

Part III: CAI

CAI (database): The submittal will include the worksheet used to populate CAI with updates.

CAI (drawing files): The submittal will include complete DWG drawings and PDF’s.

Part IV: Draft Master Plan and 10-year Construction Phasing Plan: The submittal will include a 60% draft of the master plan and 10-year construction phasing plan with refined drawings, project listings, refined project phasing plan, scope and cost estimates for all work included in the Master Plan. Draft version of promotional material to include two-page briefing paper, online presentation, and handout.

It is expected by this submittal the A/E shall 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; and,

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

· Developed a detailed list of capital initiatives by year and program along with a Gantt Chart schedule for the Capital Master Plan 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.) preferred format in Microsoft Projects.

Part V: Final Master Plan and 10-year Construction Phasing Plan: The submittal shall include final drawings, project listings, timeline, scope and cost estimates for all work of the Master Plan.

11. Submission Due Dates

· Part IV CAI updates

Note: The VA will have 10 working days to review each submission.

12. Submittal Formats

Submittals shall be provided in electronic format only, unless specifically required to be in hard copy format as listed below.

Electronic format includes: Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), and AutoCAD (.dwg) files are acceptable formats.

Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/.

Meeting/Conference Minutes--Meeting minutes for all formal meetings and conferences held with the VA. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Site Visit Reports--Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Part I: Basis of Study

· All documents in any of the electronic formats listed above on a CD.

· Three paper bond sets of documents.

Part II: Schematic Study

· All documents in any of the electronic formats listed above on a CD.

· Three paper bond sets of documents.

Part III: Draft Master Plan and 10-year Construction Plan

· All documents in any of the electronic formats listed above on a CD.

· Three paper bond sets of Master Plan document.

Part IV: CAI updates

· All documents in any of the electronic formats listed above on a CD.

Part IV: Final Master Plan

· All documents in any of the electronic formats listed above on a CD.

· Six paper bond sets of Master Plan document

PART B - Supplement “B”

The project design shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.cfm.va.gov/). These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable but not limited to, shall be utilized for planning and design purposes:

· National CAD Standard Details PG-18-4

· VHA Program Guide PG-18-3

· VA Master Construction Specifications

· Structural Design Manual

· National Electric Code

· PG-18-13 Barrier Free Design Handbook

· Life Safety Codes

· Electrical Design Manual

· Government-furnished Record Drawings (AE to field verify conditions)

· PG-18-15 AE Submission Requirements.

· HVAC Design Manual

· VA Sustainable Design Manual

END OF STATEMENT OF WORK

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