S02_SOW_A-E Minor Design_Imaging Center Expansion_Las Vegas_FINAL.pdf

VA Southern Nevada Healthcare System North Las Vegas, NV 08/04/2023

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

Diagnostic Imaging Center Expansion

PROJECT NO: 593-407

PROJECT NAME: Diagnostic Imaging Center Expansion

ESTIMATED CONSTRUCTION COST: $13,492,000.00

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA Southern Nevada Healthcare System (VASNHS) construct a new 10,000 SF Diagnostic Imaging Center to expand the Radiology Department footprint. As part of the expansion, this project also includes the renovation of 2000 SF of existing Radiology department space, adjacent corridors, and exterior elevation for integration of the two spaces to provide a cohesive space for Radiology. The design for the Diagnostic Imaging Center will be a state-of-the-Art facility fully equipped for provisions or services to house MRI, Nuclear Medicine, PET/CT and Administrations and Support spaces to support the Radiology Department continued growth and demands due to increase in veterans’ population with the Las Vegas metropolitan and surrounding areas.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to construct a new 10,000 SF, Single-Story Diagnostic Imaging Center to expand the Radiology Department footprint.

The A/E’s design shall incorporate the following:

1. The design will be for a one-story building.

2. The design will require modification and relocation of existing underground utilities as well as provisions for operational continuity while existing utilities are being modified.

3. The new Diagnostic Imaging Center shall be designed for approximately 10,000 SF of new construction and 2,000 SF of renovations to existing space.

4. Design will account for Radiology Services modalities (MRI, Nuclear Medicine, PET/CT) for proper design considerations.

5. The building’s exterior features and colors shall coordinate with the existing campus facilities.

6. A/E shall use the provided Concept Site Plan for the location of new Diagnostic Imaging

Center Expansion.

7. Design will include landscaping and pedestrian access sidewalks directly adjacent to building footprint.

8. Building automation and control will be specified with Johnson Controls equipment.

The Diagnostic Imaging Center building automation and control system shall integrate into the existing Metasys Building Automation System. This will allow monitoring and control at the campus Central Plant.

9. A/E shall identify bid deduct items totaling a minimum 10% of the construction cost. Bid deduct items shall be designed so that, if deducts are used to award construction within the approved total project cost, the project remains a stand-alone project and can be activated according to its intended function upon completion.

10. Designer shall recommend haul routes, contractor parking, and laydown area for construction operations.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VASNHS record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 01 – VASNHS Campus Map with location of building will give AE firm a basic understanding of the VASNHS campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on VASNHS campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Face mask with no vent. Must be replaced when damaged or soiled

3. Annual influenza shot is required for all staff performing work on VA Medical Center Las Vegas campus

4. Contractor badge must be always obtained and worn by contractor or representative while on campus

If at any time an employee of the A/E firm becomes ill, they should not remain or report to work at

VASNHS.

1. Seasonal influenza with Vaccines

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $13,492,000.00.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

VA Standard Title/Section PG 18-15: Volume C, A/E Submission Instructions for Minor and NRM Construction Program Design Manuals PG-18-10: Architectural Design Manual Design Manuals PG-18-10: Site Development Imaging Services Design Guide Radiation Therapy Design Guide

VA BIM Manual Version 2.2 DESIGN AND CONSTRUCTION PROCEDURES PG-18-3 Topics: 01 Codes, Standards and Executive Orders; 02 Drawings; 11 Noise Transmission Control Program Guide PG-18-9: Space Planning Criteria Manual for Preparation for Cost Estimates and Related Documents for VA Facilities Program Guide PG-18-1 Master Construction Specifications Program Guide PG-18-3 Design and Construction Procedures Program Guide PG-18-4 Standard Details and CAD Standards Program Guide PG-18-5 Equipment Guide List Program Guide PG-18-9 Space Planning Criteria and VA-Space & Equipment Planning System Program Guide PG-18-10 Design Manuals Program Guide PG-18-12 Design Guides Program Guide PG-18-13 Barrier Free Design Standard Program Guide PG-18-14 Room Finishes, Door, and Hardware Schedule VA Handbook H-18-8 Seismic Design Requirements VA Sustainable Design Manual Environmental Compliance Manual (PG-18-17)

The following references should also be used to complete the design documents:

VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION:

The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 21 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION:

The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VASNHS. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY:

The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN:

In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO), as it is hosted on a non-public VHA site (https://govtribe.com/file/government-file/attachment- 2-vha-memorandum-2019-11-13-sensitive-infrastructure-data-classification-fouo-dot-pdf).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

Provide a Design Analysis (DA) divided into appropriate technical disciplines (Civil, Architectural, Mechanical, etc.). A DA shall be submitted with each submittal package at each design submission per this SOW. The DA at each submittal shall reflect any changes from previous design reviews. The design analysis shall at a minimum provide the following items:

1. Provide a Basis of Design Narrative. The narrative shall be a presentation of facts, sufficiently complete, to demonstrate full understanding of the project concept, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions.

The narrative shall summarize the A/E’s understanding of the project scope, code analysis for each discipline, type of construction, building systems, and existing site conditions.

2. Provide design calculations for each discipline (architectural, structural, civil, mechanical, electrical, fire protection, etc.).

3. Summarize applicable federal, state, and local regulations, codes, and standards, with distinction made as to which reviews, approvals, and permits are required before, during, and after the construction stage.

4. Shall reflect the current state of design at each stage of submission and reflect changes in the design development due to review comments, formal changes to the contract, or any other official communication (written or oral) between VA and AE.

5. Each DA submittal shall include design review comments with A/E responses from respective design phase.

11.1. Schematic Design (SD) Phase (10%, 25%, 35%)

The objectives of the SD phase will be to develop the Program for Design (PFD), floor plan, cost estimate, outline specification, and a 3D conceptual model of the building to be used as the foundation for the Design Development phase. The SD phase will consist of 2 mini charrettes to be held at the VASNHS North Las Vegas campus and associated submittals as defined within the SOW. The AE shall coordinate with VA Contracting Officer Representative (COR) to schedule dates and develop agendas for both Charrettes within the time requirements provided within this SOW.

The Charrette process objective will be to reach consensus on the SD and provide a clear and accurate definition of the project. Charrettes will be a collaborative process including AE team, VA Engineering, and VA stakeholders.

Mini-Charrette 1: The objective of this Charrette will be to kick-off the design process and develop a consensus on design priorities. The Charrette shall at a minimum include discussions on the following topics:

1. Team introductions.

2. Summary of project scope by A/E.

3. Radiology Department models benefits, and lessons learned from previous design projects completed by the A/E.

4. VA user experience with Radiology Department operations, flow, and processes.

5. A/E modeling capabilities relative to providing 3D model of building for VA to interact with during SD phase. A/E shall provide a demonstration to the VA team on 3D modeling and the interface allowing VA interaction.

6. Definition of design priorities.

Mini-Charrette 2: The objectives of this charrette will be to consolidate VA’s feedback from the 10% submittal and A/E responses to refine design priorities and identify a design path forward for site location, building orientation, floor plan, and exterior design.

The Charrette shall include discussions on the following topics:

1. Review of 10% Charrette submittal and A/E responses to VA 10% review comments.

2. Preliminary floor plans, exterior shape/design, building orientation, and building integration plans with existing building and spaces.

3. Location of major mechanical, electrical, plumbing systems.

4. Discuss possible bid deducts items.

5. Refine design priorities.

Schematic Design Submittals: SD submittals shall be submitted per the submittal table. SD submittals for Charrettes 1 and 2 shall include 2 unique options of floor plan, exterior shape/design, and building orientation and integrations. The options shall also address conceptual location of major building systems (Major HVAC equipment, Electrical, Utility Inputs to the building), general landscaping concepts, and pedestrian circulation. These options are meant to stimulate thought and discussion between A/E and VA staff to assist VA in selecting options that best fit the user and patient needs. The Final Schematic Design submittal at 35% shall show site location and organization, building footprint, floor plan, model of exterior shape, and an outline specification showing the expected divisions that will be developed during the Design Development phase.

VA Engineering will approve Final Schematic Designs at 35% via an approval memo to the Contracting Officer. The Contracting Officer will issue a Notice of Award (NOA) to allow Contractor to move to Design Development.

VA will provide A/E with comments after each SD submittal. Comments will generally fall in the following categories:

1. General Design Comments

2. Drawing Comments

3. Design Analysis Comments

4. Cost Estimate Comments

5. Specification Comments

11.2. Design Development (DD) Phase (65%, 95%)

Design Development will begin after issuance of a Notice of Award (NOA) from VA Contracting Officer. The NOA will be preceded by an Engineering approval of the final SD package.

Design development includes work by the A/E required to represent the project as a set of drawings conveying the major intent of the project. At this stage of project design the physical layout of the new facility and systems should be developed and refined for each submittal. The A/E shall incorporate the use of Virtual Reality walkthrough to allow the VA and users to interact with the building and spaces. The A/E shall submit DD submittals in a single package per the phases and submittals defined in the submittal table. VA will provide design review comments after each design submittal.

DD review comments returned by VA to A/E will generally cover the following:

1. General Comments

2. Drawing Comments

3. Specifications Comments

4. Cost Estimate Comments

5. Schedule Comments

11.3. Construction Documents (CD) Phase (100%)

The construction documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc.) making up a complete set of project documents. The quality and level of detail in the CD submission should be such that no further changes are required before soliciting the package to construction contractor. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. The A/E shall submit CD submittals in a single package per the phases and submittals defined in the submittal table.

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) as defined per VA BIM Standard available at http://www.cfm.va.gov/til/projReq.asp.

13. SUBMITTAL FORMATS:

Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and AutoCAD (.dwg) files are acceptable. 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/. The A/E shall be responsible for providing:

Meeting/Conference Minutes

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings. 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.

Minimum meeting minutes requirements

Project name, number, meeting host, Meeting Name Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box) Meeting purpose, Roll call, and Additional Items Agenda items (Decisions, action items, and fixes or next steps) Next meeting date and time Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated August 1, 2022. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

1. All documents in electronic format.

14. Submission Requirements for Deliverables

Upon completion of each design phase the A/E shall furnish the required documents in accordance with the Submittal Table below.

All deliverables submitted as PDF files shall be searchable and contain a bookmarked Table of Contents linked to respective sections, title pages, etc. Drawings in PDF shall have bookmarks for each drawing page within a table of contents to allow quick navigation to individual drawing sheets. Specifications in PDF shall have a linked Table of Contents down to the Subpart level (Example Section 23 21 13 Hydronic Piping, Part 1 – General, 1.1 – Description). Each level shall have a respective link in the TOC). All digital files shall be submitted on a DVD. Submittal title pages or DVD labels shall contain at minimum the following: Project Name, Client Name (VA Southern Nevada Health Care System), Contract Number, Project Number, Submittal phase, Name of AE, Submittal Date. Provide hard copies of all submittals per the Submittal Table below.

Submit all 2D design drawings in AutoCAD 2019 (DWG) and Adobe PDF. Submit all BIM files as Autodesk Revit 2019 (RVT).

SUBMITTAL TABLE

Submissio n Phase

Submittals Hard

Copies Qt.

Paper Size for Hard Copies Digital File

Formats

Notice of Award

Design QA/QC Plan 1 8 ½ x 11 inches PDF Design CPM Schedule 1 11 x 17 PDF

10%

Charrette Report 1 2 8 ½ x 11 inches PDF

Preliminary floor plan and exterior shape/ design (2 options)

2 ARCH E1 – 42 inches by 30 inches ARCH C – 18 inches by 24 inches

PDF, RVT, DWG

3D Model NA NA RVT Parametric Cost Estimate

2 8 ½ x 11 inches PDF

25%

Charrette Report 2 2 8 ½ x 11 inches PDF

Preliminary floor plan and exterior shape/ design (2 options)

2 ARCH E1 – 42 inches by 30 inches ARCH C – 18 inches by 24 inches

PDF, RVT, DWG

3D Model NA NA RVT Parametric Cost Estimate

2 8 ½ x 11 inches PDF

35%

Drawings 2 each

ARCH E1 – 42 inches by 30 inches ARCH C – 18 inches by 24 inches

PDF, DWG

Program for Design 2 88 ½ x 11 inches PDF Schematic 2 (S2) Checklist

8 ½ x 11 inches PDF

A color rendering submitted on 30” X 42” presentation board and electronic file for the VA to print future copies

30” X 42” PDF

Outline Specifications 2 8 ½ x 11 inches PDF Design Analysis 2 8 ½ x 11 inches PDF CPM Estimated Construction Schedule

2 11 x 17 inch MS Project, PDF

Cost Estimate 2 8 ½ x 11 inches PDF 3D Model NA NA RVT

Submissio n Phase

Submittals Hard

Copies Qt.

Paper Size for Hard Copies Digital File

Formats

65%

Drawings 2 each

ARCH E1 – 42 inches by 30 inches ARCH C – 18 inches by 24 inches

PDF, DWG

Design Development 2 (DD2) Checklist

8 ½ x 11 inches PDF

Redline Specifications 2 8 ½ x 11 inches PDF Specification Submittal Table

2 8 ½ x 11 inches PDF, Excel

Design Analysis 8 ½ x 11 inches PDF CPM Estimated Construction Schedule

2 11 x 17 inch MS Project, PDF

Cost Estimate 2 8 ½ x 11 inches PDF 3D Model NA NA RVT

95%

Drawings 2 each

ARCH E1 – 42 inches by 30 inches ARCH C – 18 inches by 24 inches

PDF, DWG

Construction Document 1 (CD1) Checklist

8 ½ x 11 inches PDF

Redline Specifications 2 8 ½ x 11 inches PDF Specification Submittal Table

2 8 ½ x 11 inches PDF, Excel

Design Analysis 8 ½ x 11 inches PDF CPM Estimated Construction Schedule

2 11 x 17 inch MS Project, PDF

Cost Estimate 2 8 ½ x 11 inches PDF 3D Model NA NA RVT

100%

Design-Intent Model NA NA RVT

Drawings 2 each

ARCH E1 – 42 inches by 30 inches ARCH C – 18 inches by 24 inches

PDF, DWG

Submissio n Phase

Submittals Hard

Copies Qt.

Paper Size for Hard Copies Digital File

Formats

Final Bid Document Checklist

8 ½ x 11 inches PDF

Specifications 2 8 ½ x 11 inches PDF Specification Submittal Table

2 8 ½ x 11 inches PDF, Excel

Design Analysis 2 8 ½ x 11 inches PDF CPM Estimated Construction Schedule

2 11 x 17 inch MS Project, PDF

Cost Estimate 2 8 ½ x 11 inches PDF

15. OPTION ITEM REQUIREMENTS

Solicitation Support Services

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period.

Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A-E within five (5) calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

Construction Period Services (CPS)

Review of Construction Contractor Submittals: A/E shall review all material submittals, shop drawings, test reports, and any other items requiring review in the construction package specifications. Reviews shall be completed, and submittals returned to the VA COR within 10 calendar days from the A/E's receipt of the submittal.

Review of Requests for Information (RFI), Change Orders, and Costs: A/E shall provide analysis of construction contractor requests for information; change orders; and resulting cost adjustments due to omissions, errors, ambiguities, etc. RFI response time shall be 10 calendar days from the A/E's receipt of RFI.

Site Visits: Site visits shall be made only by registered architects and engineers familiar with the project based on the table below. A/E shall summarize each site visit in a report covering details of inspections conducted, issues found, and recommendations to address issues.

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.”

Requests for Information (RFI)

Requests for Information shall be submitted within three (3) calendar days of submittal to the A-E.

Submittal Reviews

Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A-E

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.

Modification/Change Order Requests

Modification requests shall be submitted within seven (7) calendar days of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their 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 Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch List

Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings

Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

Third-Party Commissioning

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System.

16. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

A/E shall develop and submit a design schedule within five (5) calendar days of NOA. The schedule shall be developed based on the critical path Method (CPM) showing at a minimum the milestones and durations in the table below. A/E shall maintain the schedule to reflect any changes made throughout the design period. A/E shall re-submit the schedule if changes are made. A/E shall develop durations for all items below that do not have durations. Complete design schedule must fall within the period of performance as defined in the SOW.

Description Duration

(Calendar Days) Schematic Design NOA 0 Kick-off Meeting * Schematic Design Mini Charrette 1 * Schematic Design Submittal 10% * Schematic Design Submittal 10% - VA Review Period 10 Schematic Design Mini Charrette 2 * Schematic Design Submittal 25% * Schematic Design Submittal 25% - VA Review Period 10 Final Schematic Design 35% Submittal * Final Schematic 35% Design VA Review Period 10 35 Percent Schematic Design Review Meeting Design Development NOA 3 65 Percent Design Development Submittal * 65 Percent Design Development - VA Review Period 10 65 Percent Design Development Review Meeting * 95 Percent Design Development Submittal * 95 Percent Design Development - VA Review Period 10 95 Percent Design Development Review Meeting * 100 Percent Construction Document *

* Duration defined by A/E in schedule submittal

The Period of Performance is 270 calendar days from the issuance of the Notice of Award. The 270 calendar days listed in part one project schedule may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

17. CONTRACT OVERSIGHT:

All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract.

These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VASNHS and have the technical knowledge required to monitor and oversee the project.

A COR from the VASNHS shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

18. SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY SECURITY SERVICES:

1. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA polices as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce’s National Institute of Standards and Technology (NIST). This also includes the use of common security configuration available from NIST’s Web site at: http://checklists.nist.gov.

2. To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in “VA Information and Information System Security/Privacy Requirements for IT Contractors” located at the following site:

http://www.iprm.oit.va.gov.

3. These provisions shall apply to all contracts in which VA sensitive information is stored, generated, transmitted, or exchanged by VA, a contractor, subcontractor or a third-party, or on behalf of any of these entities regardless of format or whether it resides on a VA system or contractor/subcontractor’s electronic information system(s) operating for or on the VA behalf.

19. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS:

1. A contractor/subcontractor 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 task order.

2. 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.

3. The contractor or subcontractor must notify the COR 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 COR must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

20. VA INFORMATION CUSTODIAL LANGUAGE:

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)

VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems 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 onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements.

Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while 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 COR within 30 calendar days of termination of the contract.

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.

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.

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).

In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate Standard. This requirement meets the exception and does not require a Business Associate agreement for Covered Entity to disclose Protected Healthcare Information to the contractor for treatment. 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. 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. The records created in accordance with this contract belong to the VASNHS and should be returned to the VASNHS and/or destroyed in accordance with VHA RCS 10-1. Destruction should only occur with advance notice and guidance from the Records Management Officer at the VASNHS. Records shall be safeguarded in accordance with the Privacy Act, Health Insurance Portability and Accountability Act (HIPAA) and the VASNHS Release of Information Unit. Patient Medical information is considered privileged and shall not be disclosed or revealed in any way without prior written permission from the VA Chief, Health Information Management Section.

The Contractor shall only release medical information obtained during this contract to those VA staff members involved in the necessary management and treatment of that individual patient.

Patient list and name of patients are considered privileged information and shall not be disclosed or revealed in any way for use outside the Contractor without prior written permission from the referring VA Chief of Staff. Veterans requesting copies of medical information generated by the contractor will be referred to the VASNHS Release of Information Unit.

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 VASNHS Release of Information Unit for response.

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 VASNHS Release of Information Unit for response.

All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1requirements. This must be completed within 30 calendar days of termination of the contract.

The C&A requirements do not apply, and that a Security Accreditation Package is not required.

Ensure that a Contractor Security Control Assessment (CSCA) is completed within 30 calendar days of contract approval and yearly on the renewal date of the contract.

Ensure that the CSCA is sent to the ISO and the OCS Certification Program Office for review to ensure that appropriate security controls are being implemented in service contracts. Ensure a copy of the CSCA is maintained in the Security Management and Reporting Tool (SMART) database. COR will provide a copy of the completed CSCA to ISO for uploading into SMART database.

21. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA):

Contractor shall take reasonable measures to ensure patient privacy and confidentiality. The contractor agrees to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in both electronic and hard-copy formats. This includes not only electronic security measures such as “strong” user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer workstations; that hard copy patient files are in secured lockable areas, that files are in lockable cabinets, that the cabinets can in fact be locked, i.e., keys are available, and the locking mechanisms work properly. This precaution also includes the proper transfer of patient information via electronic means, such as faxing or system to system transmission.

That only the minimum necessary patient information is used to provide appropriate service to the correct patient. That the undersigned understands that all parties are bound by the requirements of the “Health Insurance Portability and Accountability Act of 1996” which provide guidance on the protection of patient privacy and confidentiality. This Act mandates that all government agencies, and those bodies with whom they contract, must follow the directives of the Act.

22. SECURITY INCIDENT INVESTIGATION:

1. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

2. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/ subcontractor considers relevant.

3. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

4. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law…