AE Design SOW - EHRM Infra CPS - 5-13-25.pdf

Northport VA Medical Center 79 Middleville Road 5/13/2025 Northport, NY 11768

ARCHITECT-ENGINEER DESIGN STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

Construction Period Services

PROJECT NO: 632-22-700

PROJECT NAME: EHRM Infrastructure Upgrades – Northport, NY

ESTIMATED CONSTRUCTION COST: $50,000,000

1. BACKGROUND:

The EHRM infrastructure upgrade design at Northport VAMC was completed under a contract (now closed) with the US Army Corps of Engineers. Project design was completed in the Summer of 2024.

The Contractor (herein referred to as “A-E”) shall provide construction period services to also include preparation of a pre bid modification of the existing design documents for the EHRM Infrastructure construction project at the Northport VA Medical Center (VAMC) in accordance with this statement of work.

2. SCOPE OF WORK (Pre-Bid Modification):

A-E requirements for preparation of the pre bid modification to this design project includes site visits, field investigation, studies, and user meetings to prepare updated drawings and/or a written modification as needed, updated specifications, and a final cost estimate for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements.

The following are requirements for the modification:

A. Specification Review:

Numerous spec writer comments were never edited out of the final specifications indicating that specification editing was incomplete. This has been noticed in section 01, 22, 23, and 26 but might be in other sections as well. Specifically in section 26, there appear to be numerous spec sections included which are not applicable for this project.

Engineer shall review current specifications and delete ones not applicable to project, complete spec editing and include VA comments where applicable (Some specific VA comments to a handful of specs will be provided to engineer once the final list of specifications has been agreed upon). Utilize VISN 2 edited spec 013323 (in place of the one on the VA TIL and include VISN 2 specification 013200 and add VISN 2 edited spec section 01 32 16.13. Redraft submittal register using VISN 2 template (attachment 4) and incorporate register into the front end of a new finalized specification book.

B. Existing Drawing Review:

Attend virtual meeting with VA to review existing drawings and review omissions, quality control issues and inconsistencies to be noted and corrected.

C. Design Alert #15 and #16:

The program office issued design alert 15 and 16 after the Northport design was completed. The current design is mostly a 1 to 1 cable replacement which has resulted in many over provisioned TR’s for cooling, cabling, electrical capacity, wall outlets and rack counts. The Northport VA team will identify to AE where excess wall outlets are to be eliminated. The AE will be responsible then for providing a revised TR plan with a “right sized” number of racks and the associated “right sized” cooling and electrical requirements. A report of the current number of active ports in each existing TR will be provided to AE to help assess the potential rack count reductions.

D. Physical Security:

The following aspects of physical security appear to be underdefined or missing in the existing drawings:

1. Security cameras/card readers inside TR’s... Security drawings need to be updated to show the locations of existing security hardware versus areas where new infrastructure is required if any.

Presumably the existing hardware will remain in its current locations and be connected to new TR’s as necessary which is not how the drawings seem to indicate.

2. A new padmount transformer for new data center building appears to be outdoors though it is not shown on site plans. Outdoor padmount gear does not comply with PSRDM and a waiver will need to be justified and submitted.

3. Since there was no physical security narrative included, it is difficult to ascertain whether the new data center building meets the standoff and blast resistance requirements of the PSRDM.

Please provide blast calculations and standoff review to provide confirmation of compliance.

4. An external temporary generator connection box is required per the VA Physical Security Design Manual.

E. PCRA/ICRA:

The A/E shall assist local VAMC with development of an infection control risk assessment plan and an interim life safety measures plan. Include in drawings any issues brought up not currently addressed.

F. Cost Estimate:

Provide a cost estimate based on the final design modification made with assumption that construction will commence March 2026.

G. Hazardous Materials Design:

Remove Bldg 200 Fire Doors from abatement drawings.

H. Electric Design:

The electrical one lines in some cases assume new generator projects which are not constructed yet or rely on unverified old facility one-line drawings which are not accurate. Drawings should be reflective of existing conditions only and all existing panelboard designations shown on drawings should match exactly the designations in field. The site has recently completed an arc flash study and those one lines will be provided to AE and will constitute most accurate as built conditions.

The electrical drawings are incomplete with respect to what type of breaker type and manufacturer are required for new circuit power and whether hardware is required. Some panels identified for power sources are completely full. Any existing Federal Pacific panelboard should not be utilized for new circuits unless existing spare breakers already exist. No “add to existing” shall be specified for an obsolete panelboard brand such as Federal Pacific. Buildings where Federal Pacific panels are being utilized shall be confirmed whether spare breakers exist, or to replace panel in entirety or to find a different source of power.

As noted in the narrative, “Each panelboard serving the TR rooms shall be provided with meter per OIT standards.” however the metering requirement is only for the data center, not for the TR’s, so as a result remove all TR panelboard metering.

The existing Bldg 12 generator was shown for removal to allow the new data center building to be constructed but there is no indication how the building will have its emergency power restored.

TE’s should be specified with 1Ph power, not 3Ph.

I. LAN/Data Center Phasing Meeting:

Since the design was completed, the program office has a more rigorous review process with respect to phasing. Attend virtual meeting with national EHRM program office to review construction phasing plan for the TR, fiber backbone and datacenter work. Incorporate any comments from meeting into design documents as necessary. Since design is complete, it is expected that most of the design aspects are included but what the program office expects to see in the drawings is as summarized here:

1. Phasing Overview:

The project involves constructing a new standalone data center to improve operational efficiency while minimizing downtime. The phasing plan shall address equipment relocation, connectivity continuity, and clear documentation of all work areas.

2. Objectives:

• Comprehensive Phasing Plan: A detailed multi-phase plan that addresses server, rack, and core switch relocations.

• Ensure Continuous Operation: Maintain connectivity between existing and new data centers, including temporary fiber routes and redundant pathways.

• Clear Documentation & Drawings: Produce clear, annotated design drawings and Key

Notes with grid numbering/lettering that delineate existing and new locations.

• Compliance: Meet all contract and TIL specification requirements:

o Infrastructure Standard for Telecommunications Spaces - Version 3.1, o Division 27.

o Division 27i.

3. Phasing Plan Development:

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• Overall Strategy:

o A detailed phasing plan that outlines each phase of the data center upgrade.

o Ensure that Key Notes specifically address phasing requirements and avoid ambiguity

• Key Notes:

o Ensure installed racks (clearly identified by drawing numbers) and provide cabling and power in preparation for subsequent phases.

o Allow for a 90-day window for the relocation, with the GC coordinating the schedule.

o Installation of MDA racks, ensure there is a fully completed and tested fiber run (from the demarcation room to TRs) prior to moving existing CORE switches.

o Document the location and testing of the WAN extension fiber in the Key Notes.

o Complete the installation of a second fiber run to the TRs.

o Relocate the remaining CORE switches with a 90-day schedule window and document all activities and testing requirements.

4. Data Center Room Requirements:

• Space Evaluation:

o Identify if the move is a one-time final end-state or involves temporary relocations.

• Connectivity:

o Verify that a fiber connection is established between the existing MCR and the new/relocated data center (temporary and permanent routes).

o Ensure that a temporary fiber bundle (if applicable) is correctly assigned to the project tier to prevent interdependencies.

o Confirm the existence of a temporary fiber route for BioMed data center migration, coordinated to BioMed’s timeline.

o Ensure all required structured cabling and heartbeat connections are in-place prior to migration activities.

• Equipment Phasing:

o Ensure the RCCD has detailed the proper sequencing of equipment relocations, including CORE switches.

o Incorporate time constraints within the phasing plan (e.g., dedicated activation periods by VA and GC coordination for server and rack moves).

• Construction Requirements:

o Include provisions for factory pre-terminated patch cables in the construction contract.

o Verify that LAN Core switches and Joint Security Architecture (JSA) equipment are co-located as needed.

5. Entrance Room / Demarc Rooms:

• Design Drawings:

o Clearly identify and label the entrance room and demarcation points on all design drawings.

6. Telecommunications Rooms (TRs):

• TR Relocation and Connectivity:

o A relocation plan for TRs that minimizes operational downtime.

o Ensure proper phasing of OIT equipment relocation:

Validate that temporary connectivity (fiber or copper) is provided between new and legacy TRs.

o Confirm that any move from an existing TR to a new TR maintains the necessary connectivity, particularly when non-OIT equipment remains on-site.

o Document in design drawings and Key Notes the requirements for fiber terminations and testing prior to moving CORE switches.

7. Structured Cabling & Compliance:

• Cabling Identification:

o Identify and document all structured cabling in accordance with ISTS 3.1 Division 27 and Division 27i specifications.

Refer to the TIL for detailed requirements (Division 27 and Division 27i).

• Phasing Notes:

o Ensure that all project phasing notes are detailed and correlate directly to the phasing identifiers in the design drawings.

o Include notes that specify which racks are to be vacated and the sequence of moves to avoid confusion during implementation.

8. Documentation:

• Drawing Sets:

o Each drawing must include a grid (numbering/lettering system) to identify locations and distinguish between existing and new rack placements.

• Key Notes & Annotations:

o Include detailed Key Notes that capture:

Specific phasing details (e.g., rack assignments per phase, timelines for server relocations, fiber connectivity, and testing requirements).

Fusion splice locations or designated areas for fiber terminations if multiple projects are involved.

• Schedule & Coordination Plans:

o Develop a timeline with clear milestones for each phase.

o Incorporate time blocks for “Data Center Activation by VA” and coordinate these with GC and site schedules.

J. Miscellaneous TR add/delete/keep/relocate:

Since design completion, some existing conditions have changed necessitating changes to some of the TR planning.

1) Building 5 Building 5 is currently vacant. Take new TR work out of scope and just run fiber from new MCR to existing TR only.

2) Building 6 Existing TR on ground floor should remain

3) Building 7 Building has been vacated. Take new TR work out of scope and just run fiber from new MCR to existing TR only.

4) Building 10 Remove new TR from 1st floor.

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5) Building 11 Remove new TR from first floor (tenant space- not VA)

6) Building 11 Ground floor existing TR should remain and perhaps expanded

7) Building 12 Remove new TR from 1st floor.

8) Building 17 Take new TR work out of scope and just run fiber from new MCR to existing TR only.

9) Building 36 Take new TR work out of scope and just provide TE’s at current rack locations.

10) Building 61 Remove new TR from 2nd floor.

11) Building 62 Remove new TR from 2nd floor.

12) Building 63 Remove new TR from Gnd floor.

13) Building 63 N wing of 1st floor should be shown as out of scope (vacant)

14) Building 64 Remove new TR from 2nd and Gnd floors.

15) Building 65 Remove new TR from Gnd floor.

16) Building 200 Relocate TR CO-23 to western corner of vending room BO-38

17) Building 200 Relocate the new TR from DO12 to DO7

18) Building 200 Remove new A1-102 TR. Consider entire construction area out of scope.

19) Building 200 Remove new TR B1-30.

20) Building 200 Remove new TR C1-75

21) Building 200 Keep existing TR C1-50. Make extents of current ED project out of scope

22) Building 200 A future ICU project will be responsible for providing new TR to serve surgical suite and expanded ICU. Make extents of those two project areas out of scope.

23) Building 200 On 1st floor, to serve TR ZN-4 and TR ZN-5 (extents remaining in scope) provide new single rack TR in storage space A1-05A and reutilize existing TR (also labeled as A1-05A) as necessary for second rack. Infill doors from conference room and provide access to new TR from corridor.

24) Building 200 Relocate the new TR from D1-7 to D1-1

25) Building 203 Provide a standard TE, not a conditioned TE in the current rack location. A new boiler plant project will be responsible for relocating the TE to its permanent home.

The following references should be consulted to complete the pre bid modification:

HEFP SEP Design Alerts 1-16 (SOW Attachment 1)

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 4)

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.

https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

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 2, and Northport VAMC as necessary.

Submittal Requirements As part of this requirement, engineer shall provide a single electronic submission with the revised documents for VA review prior to submitting a new Final Bid Documents set. 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 3.

Final Deliverables Final Bid Documents:

PDF files of drawings, specifications, and any miscellaneous design analysis documents, such as submittal log and physical security compliance report

PDF specification book, Word files of individual specification sections

PDF drawing package, 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. Construction cost estimates shall comply with the VA Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated February 1, 2019, located on the TIL (http://www.cfm.va.gov/cost/index.asp).

3. CONSTRUCTION PERIOD SERVICES (SOLICITATION AND CONSTRUCTION):

Construction Period Services 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 a pre-bid site walk, post-award support, post design commissioning, kick off construction project conferences; review of construction submittals and shop drawings; 24 site visits total during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications; preparation of site visit reports; 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, maintain RFI log, and provide meeting minutes for weekly construction meetings throughout the duration of construction. Construction is currently targeted for 2Q FY26.

Construction contractors and A/E design firms, selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting http://www.cfm.va.gov/cost/index.asp

Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its Non-Recurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

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 refresh project. The A-E shall further provide meeting minutes for all meetings held under this contract.

Site-Specific Requirements The A-E firms’ representatives performing site investigations on Northport VAMC campus must have the following additional requirements before starting site investigations on campus:

Contractor or representative must obtain and wear a contractor badge at all times while on campus and must sign in and schedule site visits with COR at least 96 hours in advance. Temporary badges are available for personnel not expected to be on site for duration of construction.

A. 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 that require edits to the issued specifications and/or drawings, the A-E shall provide any final revisions to the 100% CD as part of the construction contract. The A-E shall make these changes within 14 calendar days of closing of the solicitation. These documents shall be labeled Final Construction.

B. Construction Period Services (CPS)

1. Requests for Information (RFI):

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

2. Submittal Reviews:

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

3. 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.

4. Modification/Change Order Requests:

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.

5. 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.

6. Record Drawings:

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

7. Project Duration:

Project construction duration is expected to be 24 months.

C. 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/spclRqmts.asp#Cx). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in the construction phase of the project. It is anticipated that the Commissioning Agent will participate in the following: 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 https://www.cfm.va.gov/til/spclRqmts.asp#Cx templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

Facility systems to be commissioned include:

1. HVAC (VA Master Specification Section 23 08 00): Decentralized Unitary HVAC Systems in data center, Direct Digital Control System including Cooling/Controls/BAS interfaces/Alarms/UPS in new/renovated TR locations and MCR.

2. Electrical (VA Master Specification Section 26 08 00): Data center Grounding and Bonding Systems, Data Center Electric Power Monitoring Systems, and UPS units in data center.

3. Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System including review of TIA 568 cable validation testing reports.

4. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A-E shall perform the review and modification work according to the schedule shown below. 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.

CD Drawing set 90 calendar days after receipt of Notice of Award

Review Meeting 14 calendar days after VA receipt

Final Bid Documents 21 calendar days after review meeting (assuming VA approval of initial submission)

Total Schedule 125 calendar days

Solicitation Support Services shall be performed for the length of time between the time of option acceptance 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 refresh to exercise the option(s) for Solicitation Support Services, Construction Period Services, and Commissioning.

5. 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.

6. ATTACHMENTS:

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

HEFP SEP Design Alerts 1-16 (SOW Attachment 1)

VISN 2 Submittal Register (SOW Attachment 2)

Sensitive Infrastructure Data Classification Memo - FOUO (SOW Attachment 3)

VA OEHRM Site Infrastructure Reqs Vers 2.0 (SOW Attachment 4)

End of SOW