S02 - SF330 Request Attachment - Scope of Work - Richmond 08152023.pdf

Central Virginia VA Health Care System 08/15/2023 Hunter Holmes McGuire VAMC 1201 Broad Rock Blvd Richmond, VA 23249

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

IMPROVE SURGICAL PATIENT PRIVACY

H.H. MCGUIRE VA MEDICAL CENTER

PROJECT NO: 652-326

PROJECT NAME: Improve Surgical Patient Privacy

ESTIMATED CONSTRUCTION COST: $10,379,000.00

1. SUMMARY OF SERVICES

Provide professional Architect/Engineer (AE) and healthcare planning services necessary to construct up to 15,000 s.f. of new and/or renovated space for an Intensive Care Unit patient care space as well as ICU supporting spaces. Services required of this A/E contract shall include, but are not limited to:

Part I – Preparation of Existing Conditions and Conceptual Design –Investigative Services:

Preparation of existing conditions plan and schematic design SD(15%) which includes site investigation for civil, structural, architectural, interior design, equipment/ furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/ security, telecommunications, healthcare technology systems and devices and environmental (asbestos abatement including but not limited to survey and sampling). Perform project site investigation in accordance with the ‘Site Investigations’ section of this scope of work.

Part II – Preparation Drawings and Specifications – Design Development: Preparation and submission for VA review interim design development document packages DD1, and DD2.

Design development packages shall be submitted in accordance with the terms of the ‘Design Package Submission Schedule’ section of the Scope of Work. Packages shall contain a complete set of documents as specified in the ‘Design Requirements/Submissions’ section of this scope of work. The A/E shall develop a design necessary to meet the requirements listed in the ‘Project Scope’ section. Design services shall include the following disciplines: civil, structural, architectural, interior design, healthcare architect/planner, equipment/furnishing, conveying equipment, mechanical, plumbing, fire protection, electrical, electronic/security, telecommunications, healthcare technology systems and environmental.

Part III – Preparation of Drawings and Specifications - Construction Documents Preparation of construction bid documents, CD1(95%), CD2(100%) and BD (Final Bid Documents) at the completion of the design development process in accordance with the ‘Design Package Submission Schedule’ section. Final construction document packages shall contain a complete set of documents as specified in the ‘Design Requirements/Submissions’ section of this scope of work. The AE shall finalize the design that meets the requirements in the ‘Project Scope’ section of this scope of work and the construction budget. Design shall include the following engineering services: civil, structural, architectural, interior design, healthcare architect/planner, equipment/ furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/ security, telecommunications, healthcare technology systems and devices and environmental.

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Part IV - Construction Period Services (Option Line Item): Review and provide concise direction on all submittals, shop drawings, product data, samples, RFI’s, change order proposals, etc. in accordance with ‘Construction Period Services’(Option Line Item) section of this statement of work. Services shall also include:

Third party asbestos monitoring that will be performed during construction performed by a certified IH.

Commissioning for HVAC systems in lieu of a VA hired 3rd party agent.

Construction Laboratory Testing services as required by design specifications Providing record drawings based on finalized contractor red-line as-builts.

Part V - Site Visits: Visit the site at the request of the VA in accordance with section ‘Site

Visits’ in this scope of work. The AE shall respond on site within a two-hour period when requested. A total of forty (40) site visits (at 1 person per visit) during construction shall be included. Each site visit shall be documented through a field report denoting the purpose and results of the site visit.

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2. PROJECT SCOPE

2.1 General Requirements

AE is responsible for providing all services necessary for design of this project – i.e. demolition, civil, structural, architectural, interior design, equipment/ furnishings, conveying equipment, mechanical, plumbing, fire protection, electrical, electronics/ security, telecommunications, healthcare technology systems and devices and environmental.

AE will review needs identified by the Integrated Project Team for the area under consideration for design and provide recommendations. A minimum of three layout options that address the identified needs will be presented to the VA for review. If necessary, the project shall be phased to minimize the impact to the Medical Center and patient care. Prior to submission of Schematic Design material, the AE shall meet with the VAMC’s COR to discuss any proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The AE shall be responsible for documenting the phasing requirements.

The AE shall provide an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget for each of the three options submitted.

Disadvantages and advantages will be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility).

Design will have modern finishes selected in coordination with VA. Finishes shall incorporate recycled materials. AE shall provide finish boards at the DD2 (65%) and CD1 (95%) submissions with samples, manufacturer names, series, colors, etc. for easy clarification. Project design will require the construction contractor to recycle demolished materials such as carpet and ceiling tile.

Documented quantities, disposal method and final certified documents noting that demolition materials have properly been recycled.

At the CD1 (95%) design submission phase provide one (1) framed project rendering of the interior of the finished space. Provided as a 20 in. x 28 in. landscape sized color renderings and fact sheets in addition to the regular design package requirements.

At the CD1 (95%) design submission, the AE shall finalize a construction plan showing any temporary conditions for construction, per phase, to ensure general conditions, life safety and infection control requirements are designed, identified and specified including:

Infection Control Risk Assessment (ICRA) classification sheet on construction plan, denoting:

requirements for how negative the space must be maintained (in inches of water) requirements for negative air monitoring and alarming negative air achievement during construction by capping all HVAC ducts in the area

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Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo)

Denote temporary construction barrier wall and construction entry door/frame types and ratings for separation of construction areas to other areas (all barriers between construction areas and other areas shall be maintained with a minimum of a one hour fire barrier until final installation of ceiling and sprinkler system). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas.

Identify requirements for all fire protection systems during construction:

will sprinklers, smoke detectors, pull stations, etc. remain active? fire watch required?

will a heat detection system be installed due to a compromised fire protection system?

will construction barriers re-route egress or necessitate egress signage change outside of construction space?

Identify contractor laydown area, trash, delivery, and pedestrian/construction routes.

Identify temporary utilities for contractors use as necessary Identify utilities/systems passing through construction space or that require bypass during construction to be maintained/bypassed to ensure continuity of services in adjacent areas Denote legionella water concerns through construction (temporary water temperature ranges maintained, no stagnant water, no dead legs, flushing/heating of the system prior to tie-ins and before turnover to VA, etc.)

The following items shall be addressed with the design:

Patient privacy criteria are met (i.e. computerized information, patient privacy, HIPPA) Fully sprinklered and fire protection systems integrated into existing system Integrated Nurse Call/Cable TV/Patient Education to each patient location. Nurse Call system to be specialized to meet the requirements of the unique patient population and be integrated into the facility’s Get-Well Network

HVAC integrated with Johnson Control DDC system; each room to have separate environmental controls

All rooms shall be ADA compliant and meet VA Barrier Free Design Standard Patient and Hospital Wi-Fi in all areas Providing certified industrial hygiene services to perform asbestos survey investigations, bulk sampling and development of specifications and drawings.

Always minimize impacts to continuity of care. Phase construction as required to minimize impacts to continuity of care as the work is being completed.

AE shall retain the services of a registered Fire Protection Engineer to design and review the entire project for code compliance. Guidance on Fire Protection Engineer Consultant Services can be found at the following links:

http://www.cfm.va.gov/til/ae/fp_engr.doc http://www.cfm.va.gov/til/aeDesSubReq.asp At the CD-1 (95%) design submission phase, the VA will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance

1201 Broad Rock Blvd Richmond, VA 23249 with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The AE shall incorporate all comments into the design prior to finalizing the design.

2.2 Specific Requirements

Provide professional engineering services for the design and construction administration to construct up to 15,000 sf of new or renovated space consisting of a single story with interstitial addition to building 500 geared specifically towards the intensive care of surgical patients.

The construction shall include a rooftop addition adjacent to the existing 4A MICU space as indicated in Attachment G, Project Location Plan. The project design will outline and specify (but is not limited to) the following construction activities:

1. Demolition work as necessary to construct new facility addition.

2. Structural designs in accordance with VA Standards.

3. Architectural design in accordance with this scope of work, and VA standards.

4. Interior design that provides a welcoming atmosphere and efficient workplace.

5. MEP designs that conform to VA design standard.

The estimated cost of construction for this project must always be within the programmed construction budget of $10,379,000.00. If during the design process the estimated cost of construction exceeds the budget, the A/E is to immediately notify the VA and work with the IPT to reduce the scope of the design to bring the project within the construction budget. Once measures to reduce the estimated cost are finalized the A/E shall provide a summary of the changes to the design scope for VAMC and VISN 6 approval.

3.0 SITE INVESTIGATIONS

3.1 As-Built Investigations

The AE will make site visits as necessary to survey and document all existing conditions. The AE shall make site visits, as required, to determine the existing as-built conditions of areas contained in this project. Information, including drawings and other documentation, provided to the AE shall be used as reference only. Original as-built and historical drawings are available upon request. The AE shall verify all as-built condition related to this project despite the presence of as-built drawings.

The AE shall coordinate visits with the COR as assigned at the NTP. The AE shall arrange for and oversee the performance of such investigations necessary for the proper design of the project.

AutoCAD background drawings may be provided by the VA upon request and shall be used as reference only.

The AE shall field verify every physical aspect that relates to the project using onsite investigation methods.

3.2 Utility Loading Investigation

The AE will conduct onsite metering of utilities that will be utilized as part of the design. This utility loading information will be used to determine the best location for connecting utilities that will not impact current hospital operations once the project is complete and in operation. At a minimum the AE shall investigate the following utilities.

3.2.1 Electrical

The AE shall conduct a load analysis of electrical usage at the service vault that is anticipated will be used for electrical power for the final project. This load analysis will be conducted for a minimum of 30 days to determine KWH and KVA loading of the anticipated vault circuit. If after completing the analysis, it is determined that the selected circuit is overloaded, the AE is responsible to select a new circuit and conduct a new load analysis to verify its capacity. This will continue until a suitable circuit is determined.

3.2.2 Steam

The AE shall conduct a steam load analysis to determine a suitable location to connect the existing steam system that will meet anticipated design loads while not impacting other functions in the Hospital.

3.2.4 Chilled Water

The AE shall conduct a chilled water capacity analysis to determine a suitable location to connect the existing chilled water system and to determine that the chilled water system will meet anticipated design loads while not impacting other functions in the Hospital.

3.2.5 HVAC Loading

The AE shall conduct flow measurements/test for all existing HVAC systems being modified by the final design. A Pre-TAB of the existing HVAC systems shall be conducted in accordance with VA

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Specification 23 05 93 as part of the mechanical site investigation to determine existing conditions in any system that will be modified by the final design.

4.0 DESIGN PACKAGE SUBMISSION SCHEDULE

The AE shall submit review packages, so they are received on the day noted in the schedule below.

Attachment Tasks/Submissions Schedule Duration Calendar Days

Completion Date - Calendar Days after NTP

Initial Investigation - Integrated Project Team (IPT) meeting

1 day 14 days

A Generate/Submit Schematic Design SD (15%) (3 options)

35 days 49 days

IPT Review 28 days 77 days

B Design Development DD1 (35%) design submission

28 days 105 days

IPT Review 21 days 126 days

C Design Development DD2 (65%) design submission

28 days 154 days

IPT Review 21 days 175 days

D Construction Documents CD1 (95%) design submission

28 days 203 days

IPT Review 21 days 224 days

E Construction Documents CD2 (100%) design submission

28 days 252 days

IPT Review 14 days 266 days

F FINAL Construction Bid Documents BD submission

14 days 280 days

The issuance of the NOA may be performed virtually and will be an introduction of the AE team to the IPT. The IPT will consist of at a minimum, the following members:

Impacted clinical services Impacted administrative services Engineering (safety, biomed and M&O)

OIT

Infection Control Quality Management Patient Safety Medicine Service Other members of the medical center who have vested interests in the design, compliance and accreditation for the medical center.

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The period between the NTP and the initial IPT meeting shall be used for the AE to gather data/information to be well prepared to discuss their design intent and to ensure project requirement/restraints are understood to make a highly productive meeting at the initial IPT meeting. This time shall also be used to gather as-builts and begin investigative services. AE will be required to attend and take minutes at each IPT meeting. Minutes will be submitted electronically to the COR and Contracting Officer within five (5) calendar days of each meeting. AE is responsible for documenting through meeting minutes all comments received at the IPT on-site reviews including but not limited to written, typed, drawing mark-ups, verbal etc.

The first five working days of the IPT review time will be for the VA to determine minimum acceptability of the design submission. If the VA finds the design submission to be unacceptable, the AE will be required to resubmit the submission. The VA review time will not be impacted and shall remain the same number of allotted days with the first five working days for the VA to determine acceptability of the design submission. The AE will be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete submission is defined as a submission lacking any piece of information outlined in Attachments A – F of this SOW, or failure of submission to include a required item as outlined by PG-18-15, Volume C.

All documents submitted shall comply with the CAD standards contained in the VA Building Information Model Standards.

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5.0 DESIGN REQUIREMENTS/SUBMISSIONS

5.1 General Requirements

The AE shall submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/ae/aesubmin.doc. Please pay specific attention to the schematic, design and construction submission requirements. As appropriate depending upon the complexity of the design, the AE may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects)

Deliver all design packages in person directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery.

Include all information required for each submittal as outlined in Program Guide PG-18-15, Volume C and as outlined in the attachments A – F. The program guide is available at the following address:

http://www.cfm.va.gov/til/ae/aesubmin.doc. AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at http://www.cfm.va.gov/til/. As a minimum, design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above using the links provided below:

PG-18-1 Master Construction Specifications PG-18-3 Design & Construction Procedures PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook (Seismicity = Low, Risk Category = IV, Site Class = D, Seismic

Design Category = C, Component Importance Factor, Ip = 1.5) PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS) PG-18-10 Design Manuals PG 18-12 Design Guides PG-18-13 Barrier Free Design Guide PG-18-15 Minimum Requirements for AE Submissions PG-18-17 Environmental Planning Guide Infrastructure Standards for Telecommunication Spaces, v3.1 Special Design Requirements (includes asbestos, commissioning, fire/life safety and physical security) Sustainable Design Requirements Cost Estimating Requirements AE Quality Alerts AE Design Alerts Design shall comply with 20013 ASHRAE 90.1 Standards, as well as:

VA Directive 0055 VA Energy and Water Management Program

VA Directive 0056 VA Sustainable Buildings Program VA Handbook 0056 VA Sustainable Buildings Program VA Directive 0065 Climate Change Adaptation Planning VA Directive 0066 VA Sustainable Locations Program VA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems VA Directive 1116 Sterile Processing Services VHA Directive 1129 Radiation Protection for Machine Sources of Ionizing Radiation VHA Handbook 1330.01 Health Care Services for Woman Veterans VA Directive 7545 Cultural Resource Management VA Handbook 7545 Cultural Resource Management Procedures.

Project Specific Standards can be found at the links provided below.

Medical/Surgical Inpatient Units & Intensive Care Nursing Units Design Guide

5.2 Cost Estimating

The AE shall manage the execution of the project within the VA programmed construction budget.

The entire AE design team will take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator’s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development.

5.2.1 Cost Estimate Objective

Cost estimates for the base bid shall be within the VA programed construction budget. If the cost estimate is outside of the construction budget, the AE is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get estimate within the budgeted construction cost and providing design documents that correspond accordingly.

Design submissions with cost estimates outside of the construction budget are grounds for rejecting a design submission. The final construction document submission estimate shall not be greater than the VA programed construction budget and not less the 90% of the VA programed construction budget. All cost estimates costs shall be escalated to the midpoint of the expected construction period.

5.2.2 Recapitulation

The AE shall provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet will be required for each bid packages (deductive alternates).

5.2.3 Level of Detail

The level of detail of the estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in

1201 Broad Rock Blvd Richmond, VA 23249 detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Project estimates will include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement and any other such items.

5.2.4 Timing of Submission

Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The AE is responsible for managing workflow and communications to ensure that this can be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that will affect cost.

5.3 Deductive Alternates

The AE shall provide a design identifying a minimum of 10% of the construction budget as deductive alternates. The project must remain within the construction budget with all deduct alternatives in place. Each alternate shall be progressively deductive in nature and shall be non-scope impacting.

The VA and AE shall work collaboratively to ensure project remains viable for medical center operations within the allotted budget. The VA will have the final determination on the AE recommended bid deducts. Items removed as bid deducts shall be evaluated to determine impacts to the remainder of the design. Certain bid deducts could require a separate design to keep the design intent viable. Items identified as ‘yes’ in question 1 of the below decision tree shall not be removed as bid deductive alternates. Items identified as ‘yes’ in question 2, 3, or 4 of the below decision tree shall not be removed as bid deductive alternates without explicit consent from the Contracting Officer through the facility Chief Engineer. Items identified as ‘no’ in question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible.

5.3.1 Decision Tree

1. Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to question 2.

2. Is the item covered by OCFM's Master Construction Specifications PG-18-1, Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the item is to be funded within the construction project. If no, proceed to question 3.

3. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Division 27 and not IT equipment*? If yes, the item is to be funded within the construction project. If no, proceed to question 4.

4. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the item is to be funded within the construction project. If no, then the equipment must be funded by the facility’s respective equipment fund from medical care appropriations.

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*IT equipment includes: computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment.

Other Non-IT equipment includes: physical access control systems, data closet racks, WI-FI (both patient and medical), temp track, testing and punch down of the information systems etc.

5.4 VA Information Security Requirements

5.4.1 GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

5.4.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or taskorder.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non- U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

5.4.3 VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements.

VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

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f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

5.4.4 – 5.4.8 NOT USED

5.4.9. TRAINING

a. All contractor 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, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COTR 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.

c. 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

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6.0 CONSTRUCTION PERIOD SERVICES (Option Line Item)

The AE shall provide the following services during the period of project construction:

Assist in answering bid questions during solicitation process by issuing any addendums, drawings, etc. necessary to address questions.

Assist the VA to determine whether the construction contractor or subcontractor meets technical qualification requirements.

Assist the VA in the review of contractor proposals for technical acceptability and provide written recommendations of any problems or litigations encountered with the proposing contractor in the past based on first-hand knowledge.

Review all submissions and provide concise direction to the VA.

Provide direction within 7 calendar days upon request for review of submittals (shop drawings, product data, installation instructions, samples, etc).

Provide direction within 7 calendar days for RFI’s and change order proposals. Changes to contract documents based on errors and omissions in design will be executed at no cost to the VA, including cost estimates for the change. Contracting officer shall make final determination on what is or is not an error or omission.

Provide certified industrial hygiene services to perform asbestos abatement 3rd party monitoring during construction period services (Option Line Item).

Provide a Commissioning Agent for HVAC systems in lieu of a VA hired 3rd party agent.

Provide Construction Laboratory Testing services in lieu of a VA retained Construction

Laboratory.

Prepare record drawings based on contractor red-line as-built drawings with correspondence performed during construction. The AE shall provide a set of updated drawings and specifications on CD within 30 calendar days of construction contract completion to the COR.

The AE fee shall include all costs for printing and miscellaneous reimbursable costs.

Invoice payments for construction period services (Option Line Item) shall be submitted as the amount of effort expended up to 50% of the CPS services bid item value. The remaining funds on the bid item will then be invoiced directly correlated to the construction project progress percent complete. This amount will be coordinated with the COR throughout construction (i.e.

if the construction is 20% complete, the remaining construction period services (Option Line Item) shall be billed at 20% complete of the 50% remaining).

The A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

1201 Broad Rock Blvd Richmond, VA 23249

7.0 SITE VISITS

The AE shall make site visits at the request of the VA and prepare documented field reports denoting the purpose and results of the site visit to include agreed upon changes in design as determined necessary during the construction. Visits resulting from errors and omissions in design will be at no cost to the VA. Attend the pre-bid and pre-construction conference to review and confirm project scope.

Participate in partial/final acceptance inspections (in-wall, above ceiling and final) as scheduled and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents. The punch list shall reference the contract documents for specific deficiencies (i.e., specification section, drawing detail, etc.).

During construction, allow for a minimum of 40 site visits as directed and scheduled by the COR.

Site visits related to Commissioning and Construction Laboratory Testing Services do not count towards the 40 site visits.

8.0 PERIOD OF PERFORMANCE

Contract Period of Performance shall be as follows:

a. Design Completion: 280 calendar days from design notice of award includes VA design reviews in accordance with section 4.0

b. Procurement Timeframe: 180 calendar days from the completion of the design. Designer shall answer pre-bid RFIs and provide updated construction documents to capture any changes made through the procurement process during this period.

c. Construction Period Services(Option Line Item): 365 calendar days from construction Notice to Proceed of award.

d. Total contract period of performance: 825 calendar days

1201 Broad Rock Blvd Richmond, VA 23249

{Include attachments in accordance with the required schedule of submissions} Attachment A

Schematic Design Submission Requirements (SD–15%)

The AE shall deliver the following (labeled with Schematic Design) and include this attachment as a checklist with your submission:

1 copies evaluation narrative addressing items listed in the design requirements and any additional AE recommendations for each of the three proposed layouts.

1 half size sets of architectural floor layouts for each of the three proposed layouts being considered based on space required and VA space criteria. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show equipment to be used in each room/area.

1 copy of the preliminary cost estimate for each option being considered.

1 CD or Digital Download containing

All drawings in AutoCAD and pdf format Narrative report in pdf format Electronic copy of preliminary cost estimate PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

***Achieve a consensus on design approach before proceeding to 35% design***

1201 Broad Rock Blvd Richmond, VA 23249

Attachment B

Design Development Submission Requirements (DD1-35%)

The AE shall deliver the following (labeled with 35% submission) and include this attachment as a

1 copies of a narrative report forwarding the design developed 15% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

1 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD software.

1 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

1 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

1 copies of completed environmental sampling reports.

1 CD or Digital Download containing

All drawings in AutoCAD and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Electronic copy of cost estimate PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

Completed Pre-TAB of existing impacted HVAC systems.

Completed environmental sampling reports.

1201 Broad Rock Blvd Richmond, VA 23249

Attachment C

Design Development Submission Requirements (DD2–65%)

The AE shall deliver the following (labeled with 65% submission) and include this attachment as a

1 copies of a narrative report forwarding the design developed 35% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

1 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD software.

1 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

1 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. This information should also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

1 CD or Digital Download containing All drawings in AutoCAD and pdf format All specifications in Microsoft Word and pdf format Narrative report in pdf format Electronic copy of cost estimate PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet format.

All design related calculations.

1201 Broad Rock Blvd Richmond, VA 23249

Attachment D

Construction Document Submission Requirements (CD1–95%)

The AE shall deliver the following (labeled with 95% submission) and include this attachment as a

1 copies of a narrative report forwarding the design developed 65% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

1 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2016 software.

1 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

1 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections required per drawing and specification section.

1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east west and center, include an inventory of materials/manufactures recommended for use for approval and prepared for order by the VA Interior Designer. This information should also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

1 framed project renderings (20 in. x 28 in., landscape) to inform the public of the project intent to include drawing, color rendering and fact sheets.

1 copy of construction plan showing temporary conditions for construction, per phase, to ensure general conditions, life safety and infection control requirements are designed, identified and specified

1 CD or Digital Download containing All drawings in AutoCAD and pdf format All specifications in Microsoft Word and pdf format Renderings in full size pdf format Narrative report in pdf format Electronic copy of cost estimate PG-18-15, Volume C checklists, completed and signed Design review checklists, completed and signed.

Checklist of all submittals, certifications, tests, and inspections in an Excel spreadsheet

1201 Broad Rock Blvd Richmond, VA 23249

Attachment E

Construction Document Submission Requirement (CD2–100%)

The AE shall submit complete bid documents for final review prior to solicitation. Deliver the following packaged (labeled with 100% submission) and include this attachment as a checklist with your submission:

1 copies of a narrative report forwarding the design developed 95% submission addressing items listed in the design requirements and any additional AE recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with COR, and any design calculations or analysis.

1 half size and 1 full size set of all drawings (blueline copies) required by project, produced on Auto CAD 2016 software.

1 copies of updated cost estimate prepared in accordance with Cost Estimating Requirements.

1 copies of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples and inspections…