534-24-706 SOW EHRM Data Center Uprades FINAL.pdf

Ralph H Johnson VA Medical Center 109 Bee Street 10/11/2023 Charleston, SC 29401

ARCHITECT-ENGINEER DESIGN STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 534-24-706

PROJECT NAME: EHRM Data Center Upgrades for JSA-FDS – Charleston, SC

ESTIMATED CONSTRUCTION COST: $4,524,000

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 Ralph H Johnson VA Medical Center in accordance with this design statement of work.

2. SCOPE OF WORK

A-E Part One Services (also known as Design Phase Services) for this design project include 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 upgrade the facility’s main computer room.

The project may result in work that is not in 100% compliance with standards for a Tier 3 data center as called out in VA (The Veterans Administration) design requirements, but instead meet the requirements outlined in the EHRM (Electronic Health Records Management) IO Site Infrastructure and End User Requirements (SIEUDR).

The project shall include upgrades within the main computer room and in other spaces deemed necessary to ensure a complete project. The goal is to provide a refreshed data center to increase cooling and power redundancies and maximize space efficiencies within the existing footprint. Scope includes redundant power distribution, Uninterruptible Power Supply (UPS), upgrade computer room cooling and distribution including Computational Fluid Dynamics (CFD) Analysis, replacement of aged equipment, BMS interfaces, fire protection, grounding and bonding, cable management, fiber and copper within the data center, raised floor modifications, physical security upgrades, and hazardous material abatement. Spaces includes Building 1, Rooms B100, B200, and B255.

This design should also include:

- Review electrical infrastructure including but not limited to, distribution, loads, phase balance, and grounding. Conduct necessary analysis to determine system compliance with latest requirements including load testing and coordination studies.

- Complete a detailed rack analysis and optimization/consolidation plans.

- Electrical load analysis to determine if any Main Computer Room (MCR) power distribution could transition to emergency power sources with automatic vice manual switching or provision for cutover once additional capacity is brought online.

- Development of detailed construction phasing plans to limit service interruptions during construction.

A-E Part Two Services (also known as Construction Period Services (CPS)) for this design project include 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 10 site visits 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 (see Third-Party Commissioning under section 14 – OPTIONAL ITEM REQUIREMENTS, below); 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 comprise 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 record drawings and the EHRM infrastructure readiness assessment documents 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.

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 VA Medical Center (VAMC) campus must have the following additional requirements before starting site investigations on campus:

1. Negative Tuberculosis (TB) Test within the past calendar year

2. Annual influenza shot is required for all staff performing work on VA campus

3. Contractor or representative must obtain and wear a contractor badge at all times while on campus

If at any time an employee of the A-E firm is found in deficiency of the listed requirements, a stop work order will be issued for the safety of VAMC patients. Any further questions, please reference SOW Attachment 07 – VHA Directive 1031 Prevention and Control of Seasonal Influenza with Vaccines. When working in or travelling to Veterans Health Administration (VHA) locations, the A-E must comply with the requirements detailed in VHA Supplemental Contract Requirements for Combatting COVID-19 dated December 14, 2021. This document is included as SOW Attachment 9.

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 (FAR) procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $4,524,000. The design project must comply with VAAR 836.606-71, Application of 6 percent architect-engineer fee limitation.

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 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 & Facilities Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, Building Information Modeling/Computer Aided Design (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:

Criteria Document Title PG-18-1 Master Construction Specifications SOW Attachment 01 VHA Required Division 01 Specification Sections List

PG-18-3

Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Requirements PG-18-9 Space Planning Criteria https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/til/projReq.asp

Criteria Document Title

PG-18-10

Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier-Free Design Standard PG-18-14 Room Finishes, Door, and Hardware Schedule PG-18-15 A-E Submission Requirements, Volume C (With Design Alert Addendum) PG-18-17 NEPA Interim Guidance for Projects H-7545 VA Cultural Resource Management Procedures See SOW Section 17 OIT Infrastructure Standard for Telecommunications Spaces (latest edition)

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

VA Standards Alert 017 – Infrastructure Standard for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf) 00 VA OEHRM Site Infrastructure Requirements v2.0 (SOW Attachment 02) HEFP SEP Design Alerts 1-9 and 11-12 (SOW Attachment 03) Campus Map (found at Ralph H. Johnson VAMC Campus Map ) Available As-Built Drawings and Asbestos Report will be made available to the highest rated firm when

Fee Proposal is requested.

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 7, 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. HEFP/SEP and/or VISN deliverables shall be coordinated with the A-E’s design submittals to ensure compliance with all requirements is 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 all comments from the VA 3rd party life safety review.

http://www.cfm.va.gov/cfm/til/dManual.asp https://section508.gov/ http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/CFM/TIL/sDetail.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://www.va.gov/charleston-health-care/locations/ralph-h-johnson-department-of-veterans-affairs-medical-center/

8. ENVIRONMENTAL PROTECTION

The A-E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the Ralph H Johnson VA Medical Center VAMC. 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 Contracting Officer’s Representative (COR) for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the VA Physical Security and Resiliency Design Manual (PSRDM), located on the TIL (https://www.cfm.va.gov/til). The A-E shall ensure that all applicable aspects of the VA PSRDM 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 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 Building Industry Consulting Service International (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. This document is included as SOW Attachment 06. 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). This memo is included as SOW Attachment 04, as it is hosted on a non-public VHA site.

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 Statement of Work. Each new submittal will incorporate all VA comments from the previous submittal.

https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF http://www.cfm.va.gov/til https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required.

Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details and their ultimate presentation in the final drawings and specifications will be based on sound architectural and engineering decisions.

Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

Schematic Design (SD) - 35% Design Development (DD) - 65% Construction Documents (CD) - 95% Final Bid Documents (Bid) - 100%

12. DRAWING FORMAT

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. CAD Software shall be AutoCAD 2022 or the latest version available to Ralph H Johnson VAMC.

The A-E shall provide various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions, and other items in the design to aide with facility visualization and contractor coordination.

The project drawings shall include the systems described below as they would be built and the processes of installing them, and to reflect record drawing conditions. The deliverable drawings at the SD, DD, and CD design phases shall be developed to include as many of (but not limited to) the systems described below as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume Room Names and Numbers Architectural Schedules Architectural Specialties and Woodwork Doors Windows Louvers Roof Floors Ceilings Walls/Curtain Wall Sizes, Shapes, & Material Data Schedules Furniture Equipment Structural

Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Other Engineering Data as Required Exterior Building Information Asbestos/Hazardous Material Info Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms) Departmental Ownership (By Common Name, Capital

Asset Inventory Department Definition, and Strategic Capital Investment Program Department Definition) http://www.cfm.va.gov/til/projReq.asp

13. SUBMITTAL FORMATS

Submittals shall be provided in electronic 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. The A-E must establish a submittal exchange service or SharePoint site to provide all electronic copies of required submittals. The A-E must ensure the submittal exchange service is accessible by VA personnel and provide station personnel and PCAC with the information necessary to access the service. 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 https://section508.gov/. The A-E shall be responsible for providing:

Meeting/Conference Agendas and Minutes

Agendas and other required documents for all status update meetings will be provided to the Post-Award CO/CS and COR a minimum of 24 hours in advance of the meeting. At the initial status update meeting, the frequency of subsequent status update meetings will be established and mutually agreed to by the contractor, VA station personnel, and the Post-Award CO/CS.

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings, shall be submitted within seven calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements Project name, project 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)) 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 the VA Cost Estimating Requirements for Veterans Affairs Facilities dated August 1, 2022, located on the TIL (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 All documents in any of the electronic formats listed above.

Basis of Design (BD) All documents in any of the electronic formats listed above.

Two half-size paper bond sets of drawings to VA https://section508.gov/ http://www.cfm.va.gov/cost/index.asp

Schematic Design (SD) All documents in any of the electronic formats listed above.

Two paper bond sets of specifications to VA Two paper bond sets of investigation reports, design calculations, space planning data, and cost estimate to VA

Design Development (DD), and Construction Documents (CD) All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

One full-size paper bond set of drawings to VA Two half-size paper bond sets of drawings to VA Two paper bond sets of specifications to VA Two paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW), and cost estimate to VA

Final Bid Documents (Bid) PDF files of drawings, specifications, and any miscellaneous design analysis documents, such as submittal log and physical security compliance report Certified memo annotating what areas/times were not upgraded and the corresponding justifications Certified memo that the A-E design is independent of future projects and includes all equipment required for the project to be activated/fully functional Word files of specifications Revit and AutoCAD files of drawings One full-size paper bond set of drawings to VA Two half-size paper bond sets of drawings to VA Two paper bond sets of specifications to VA One paper bond set of investigation reports, design calculations, space planning data, construction schedule, construction SOW, and cost estimate to VA

14. 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 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)

Requests for Information (RFI) The A-E shall review the Contractor's requests for information when requested by the COR. Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews Submittal reviews shall be submitted within seven calendar days of submittal to the A-E.

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

Modification/Change Order Requests The A-E shall review the Contractor's requests for modification and cost proposals for construction change orders when requested by the COR. Modification requests shall be submitted within seven 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 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 in AutoCAD (.dwg) and Adobe Acrobat (.pdf) 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), https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF 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 EHRM 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

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE

The A-E shall perform Part One Services/Design Phase work according to the schedule shown below. The A-E is also responsible for following Specification Section 01 32 16.01, Architectural and Engineering CPM Schedules, located in SOW Attachment 05. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Submittal/Meeting Timeline

QA/QC Submittal & 10% BD Submittals

44 calendar days after Notice of Award*

QA/QC & 10% BD Review Meeting 14 calendar days after VA receipt of QA/QC & 10% BD Submittals

35% SD Submittal 30 calendar days after VA acceptance of QA/QC & 10% BD Submittals

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 30 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 14 calendar days after VA receipt of 65% DD Submittal

Submittal/Meeting Timeline

95% CD Submittal 30 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 14 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 14 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting

14 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/ Design Phase Schedule

218 CALENDAR DAYS

*This submittal period is longer to account for administrative duties when award is made.

The 218-calendar day Period of Performance (PoP) listed for Total Part One Services in the project schedule may fluctuate based on when 95% CD Submittal meets all VA guidelines and acceptance is issued. If 95% CD Submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary, it is the responsibility of the A-E firm to cover all costs associated with such delays.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) and Third-Party Commissioning (Option Line Item) 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 Solicitation Support Services, Construction Period Services, and Third-Party Commissioning.

16. 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 VAMC Engineering team and have the technical knowledge required to monitor and oversee the project.

A COR from the VAMC Engineering team 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.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES

The current version for this standard is located on the TIL (https://www.cfm.va.gov/til/dguide/OIT- InfrastrucStdTelecomSpaces.pdf). The design, where feasible, should meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces (ISTS).

The ISTS serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment.

This Standard is maintained by the Enterprise Data Center Infrastructure Collaboration Team (EDICT). Questions or concerns should be directed to Enterprise Data Center and Infrastructure Engineering (DCIE) at VAITESEDatacenterEngineering2@va.gov.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

18. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS

Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented, and discussed with the CO, the COR, and HEFP SEP. Following approval of variance or exemption, the A-E shall submit documentation describing variance or exemption, indicate reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with the CO, the COR, and

HEFP SEP.

19. REPORTING REQUIREMENTS

For Site Visits, the Contractor shall be required to report to the VA Engineering Service (G206) for check-in. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall furnish this report and any supporting documentation within three (3) business days of the site visit.

20. RECORDS MANAGEMENT OBLIGATIONS

Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf mailto:VAITESEDatacenterEngineering2@va.gov

Definitions “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. RHJ HCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of RHJ VAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to RHJ VAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment.

Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in this SOW. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to RHJ VAHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and RHJ VAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with RHJ VAHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public RHJ VAHCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The RHJ VAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which RHJ VAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take RHJ VAHCS-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Flow down of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

21. REFRENCES

The following documents are attached to this SOW for A-E use and incorporation into the project documents:

Attachment Title Available SOW Att 01 VHA Required Division 01 Specification Sections w/ Solicitation SOW Att 02 00 VA OEHRM Site Infrastructure Requirements 2.0 w/ Solicitation SOW Att 03 HEFP SEP Design Alerts 1-9 and 11-12 w/ Solicitation SOW Att 04 Sensitive Infrastructure Data Classification Memo FOUO w/ Solicitation SOW Att 05 01 32 16.01 EHRM A-E CPM Schedules w/ Solicitation SOW Att 06 PG-18-15 Volume C – A-E Submission Instructions for Minor and NRM Construction program dates November 2008 w/ Solicitation

SOW Att 07 VHA Directive 1031 Prevention and Control of Seasonal Influenza with Vaccines (Amended September 19, 2022) w/ Solicitation

SOW Att 08 VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (Amended September 26, 2022) w/ Solicitation

SOW Att 09 VHA Supplemental Contract Requirements for Combatting COVID-19 (Amended December 14, 2021) w/ Solicitation

SOW Att 10 Post Award Specs-Drawings Review Checklist w/ Solicitation

END OF SOW