Attachment 31 - EHRM Newington-Pre Bid Presentation.010725.R02.pdf

J A N U A R Y 7, 2 0 2 5

PROJECT 689A4-22-700

EHRM Infrastructure Upgrades - Newington VA Medical Center - Newington, CT

Pre-Bid Site Walk

AGENDA

Introductions

Overview of Project

Project Challenges

Bid Documents Available for use

Bidding Procedures & Close Date

Site Walk

Existing Telecom Room Building 1C-242

INTRODUCTIONS

PROJECT TEAM

VA team –

Department Of Veterans Affairs

VA Medical Center

555 WILLARD AVE, NEWINGTON, CT 06111

(860) 666-6951

GABRIAL ESCARCIGA, CONTRACTING OFFICER

GABRIEL.ESCARCIGA@VA.GOV

SHARDAE WEBB, Contracting Specialist

• SHARDAE.WEBB@VA.GOV

• PHONE NUMBER216-447-8300

Peter Sandor – Primary COR

Sandor, Peter E. Peter.Sandor@va.gov

Triple C Team –

Mat Perkins, AIA – Vice President

Kevin Luke, PE – Engineering Dept Quality Manager

Shannon Pollard Maden, AIA – Architect/Project Manager

Kristy McDermott, NCIDQ – Interior Designer

Bidding Documents Available For Use

Bidding Documents Available for Use

• Basis of Design Documents Available for bidding @ Sam.gov: SAM.gov o RFP o Construction Drawings o Specifications o Drawing packages per Building and

Site o Asbestos Report o DBA Wage Rates o VHA Requirements - Covid-19 o Contractor Safety & Environmental

Record Evaluation form o Limitations on Subcontracting o Site Visit Instructions o Site Map

Bidding Documents Available for Use

• Bid form Template

Line Item # = CLIN

#1 Overall project

#2 - #27 - each Building & Site Pkg separately (Packages 19 and 28 were deleted)

• Bidders shall submit a Pricing

Schedule. No Bid-Form has been provided for this project.

• IMPORTANT NOTE: Ensure that the cost estimate breakdown form for Line

Item 01 matches the total amount provided in the Price Schedule. The bid forms will be used to determine price acceptability.

• The Submittal log is in 01 00 00.B

• Triple C will be the CxA for this project.

Bid Procedures and Close Date

Bidding Procedures and Close Date

• Bids Due: Feb 04, 2025 – 11 AM EST

• emailed to Shardae.Webb@va.gov and gabriel.escarciga@va.gov and Megan

Johnson at Megan.Johnson9@va.gov

Only Emailed bids will be accepted. No public opening of bids.

A Bid Bond in the amount of 20% of the bid price is required and must be submitted with your proposal submission.

After award of the contract a Payment Bond and a Performance Bond in the amount of 100% of the contract value are due prior to a Notice to Proceed Letter being issued

• Technical Questions due: January 14, 2025 – 11:00 AM EST

• emailed to Shardae.Webb@va.gov and gabriel.escarciga@va.gov and Megan

Johnson at Megan.Johnson9@va.gov

• All technical questions must be submitted via Email to the issuing office

• No hard copies of the solicitation or drawings will be provided; and telephone requests or questions will NOT be accepted.

• The subject line must read: “Newington ERHM Infrastructure – Technical Questions”

Updates and Amendments will be posted to: SAM.gov

OVERVIEW OF PROJECT

Project Introduction This project addresses deficiencies within the built environment of the IT and Communication Service

Lines and prepares the campus for the Cerner upgrade that is happening nationally. In addition to ensuring adequate capacity for planned growth and maintenance, this project addresses deficiencies as defined by the PSRDM (Physical Security Design and Resiliency Manual) 2024 VA Standard. Like all standards, they are to be implemented to the greatest extent possible within the framework of available budgets and without negatively impacting the overall mission of serving the health and welfare of the veteran population served by the Newington, CT VA Medical Center. The following buildings have been identified as having deficiencies to address:1C, 2E, 2C, 2W, 3, 12, 32, 33, 34, 42, 65 and the site. If additional buildings are found to be integral to patient services, they will be included in the survey and design to ensure that this program is successful and all required connectivity is installed prior to the Go Live date. To date all buildings have been surveyed.

The Contractor (herein referred to as “GC”) shall provide construction services for a construction project at the Newington VA Medical Center (VAMC) in accordance with this statement of work.

Areas of work include:

• 09 buildings on campus

• New Fiber Service to all buildings

• New CAT 6A cable and devices for all buildings in scope

• New Telecommunication

Rooms (TR) and equipment

• New MEP systems for TR’s

• New Security (PACS) devices

• Schedules have cable and tray quantities.

• See Specifications and drawing packages for site and each building.

• Asbestos abatement is required, with third-party oversight mandatory throughout the abatement process.

• The cost of which is part of the contractor's scope. An abatement plan shall be submitted prior to mobilization.

• Third-Party inspections are required for all divisions as stated in specification 01 00 00 general requirements. Inspector qualifications are identified in 01 45 00. Cost is paid by

Contractor

• Commissioning is required as stated in specification 01 00 00 general requirements & 01 91

00. Cost is paid by Contractor. CxA is Triple C, CxM is by the GC.

• Each building shall be bid as a Separate Item Number (CLIN) as identified in specification 01

00 00 general requirements. Construction Cost Estimate Breakdowns are provided for each

(CLIN -Contract Line Item Number) (Appendix A to the General Requirements 01 00 00)

• The contractor shall adhere to all Infection Control (ICRA) requirements and shall submit plans prior to mobilization.

• All site activities shall be coordinated with the COR throughout the duration of the project.

• This project must be CERNER compliant per the EHRM program directive and adhere to

Infrastructure Standards for Telecommunications Spaces (ISTS) v4.

A commissioning plan and commissioning manager resume shall be submitted with contractor bids. Commissioning will be phased by building.

• See Specification 01 91 00

• The Commissioning Manager (CxM) shall be a a professional engineer (PE) experienced, certified and approved by the VA COR. All costs associated with commissioning shall be included in the Bid.

• The contractor and representatives from each subcontractor shall conduct a commissioning plan review at the construction kick off meeting and shall identify roles and

Responsibilities of all individuals. All contact information shall be provided at that time.

• This Project requires Phased Commissioning and turnover by Building.

• All new and existing systems within the Scope

Of Work shall be commissioned.

Typical Arch sheet arrangement – Building B2E

Drawing packages are broken out separately for site and each building.

Some packages are in multiple pdf’s to meet download sizes.

Total of:

• 11 building packages

• 1 site package

• 1 specification (in multiple downloads)

Each package is organized similarly with general information, then information for each discipline.

Architecture sheets show new TR room locations.

At the end of each discipline is a sheet showing Basis of Design equipment items.

For Example - FX900, M900, E900 and

T900 series sheets.

Project Challenges

Project challenges

• The work for all (09) building packages and site work shall be completed in a maximum of 540 days. This will require working on multiple buildings simultaneously with multiple crews to achieve the overall construction period duration for the entire project.

• The entire project must be Completed, Tested, Commissioned and Turned over in Phases.

• Based on the approved schedule by the VA COR (and based on approved Project Schedule and Phasing plan submittals), multiple buildings shall be renovated simultaneously to meet Construction Schedule requirements.

• However, any required shutdowns shall be limited to one at a time to minimize the impact on Facility

Operations.

• Project will require a Comprehensive schedule of work to be submitted and approved.

• Weekly meetings will be conducted and require review of 3-week Outlook Schedule, Abatement, Third party inspections, and Commissioning process

• Site work will require comprehensive underground utility surveys. Survey scope shall be included in bids.

• Coordination drawings for each Building must be approved prior to commencing work. These drawings shall include field verified dimensions and locations of all new and existing conditions.

• Directional boring requires prior VA approval and is excluded. Trenching is required for all bids.

Project challenges

• The buildings and site shall remain occupied and functional throughout the project.

• All construction is to be performed in one phase during normal working hours as much as feasible. Off-hours premium time is included for noise abatement and utility shutdowns only.

• Shutdowns shall be limited to 8 hours maximum and scheduled for minimal interference with hospital operations.

• Lessons Learned:

• Pay attention to your third-party inspectors and address fill capacities, wall rating assemblies, commissioning requirements, and site access requirements promptly.

• Request support on the weekly calls. We are here to help.

• Identify long lead impacts immediately. We have been able to

Provide options which removed schedule impacts completely.

• The AE has committed to a 24-hour turnaround on RFIs and Submittals but please identify schedule impact items for priority.

Links to Lidar files

Download Jetstream Viewer from website- (bottom of page – software tab – install Leica TruView

(formerly Jetstream viewer)

• https://leica-geosystems.com/products/laser-scanners/software/leica-truview/leica-truview-live?gclid=CjwKCAjwur-

SBhB6EiwA5sKtjse9SSZb_mT4c0jFMpoo-

CGeWqbZkWk55IBFs0raw0oItMx3meVavBoC41 gQAvD_BwE

Download point cloud files to view TR rooms https://docs.b360.autodesk.com/s hares/00cb853a-539c-45ba-8f91-

4236f4b669a2

Building 1C First Floor 148D Renovate Existing Main Computer Room (MCR).

A phasing plan has been provided but must be submitted for review after contractor surveys have been completed. See sheet 01GC101.

Join us for a Site Walk

A. Starting point - Business

Office

B. 1C-148D - MCR

C. 1C-142, 1C-241A, 1-324, 1-424, 1-524, MCR staff area, 2C-1155, 2C-2139, 2C-3140, 2E-B127, 2E-

1178A, 2E-2148, 2E-

3113A, 2E-4115, 2E-

5142, 2W-121 – Main

Clinical Hospital

D. B03-42 – B03-

105/106/112A, B03-

213/213A/214A, B03-

305D/E, B03-3-203B, B42-107, B42-217

E. B32 – 115

F. B65 - 110

A

B

C

D

E

F

NORTH