AE Design SOW - EHRM TASS Gainesville - 12-29-22.pdf

Architect/Engineer Scope of Design Services Project 573‐22‐111

EHRM Training and Administrative Support at Gainesville Medical Center

Malcom Randall VA Medical Center (MRVAMC)

NF/SG Veterans Health System 1601 S.W. Archer Road Gainesville, FL 32608

Released 2022-12-29

A/E Scope of Services Project Title: EHRM Training and Administrative Support

Project Number: 573‐22‐111

Table of Contents

1. GENERAL INTENT:

2. STATEMENT OF WORK:

3. DESIGN WITHIN FUNDING LIMITATIONS:

4. DESIGN INDEPENDENCE, FURNITURE, AND EQUIPMENT:

5. DESIGN CRITERIA:

6. DESIGN COLLABORATION:

7. INDEPENDENT LIFE SAFETY REVIEW:

8. ENVIRONMENTAL PROTECTION:

9. PHYSICAL SECURITY:

10. TELECOMMUNICATIONS DESIGN:

11. SUBMITTAL REQUIREMENTS:

12. DRAWING FORMAT:

13. SUBMITTAL FORMATS:

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

15. CONTRACT OVERSIGHT:

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE: 13

17. REPORTING REQUIREMENTS:

18. SOW ATTACHMENTS:

ARCHITECT‐ENGINEER DESIGN SCOPE OF WORK

EHRM TRAINING AND ADMIN SUPPORT SPACE – RENOVATION

PROJECT NO: 573‐22‐111

PROJECT NAME: EHRM – Training and Admin Support Space

ESTIMATED CONSTRUCTION COST: $2,300,000

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 Malcom Randall VA Medical Center (MRVAMC) in accordance with this design scope of work. The intent is for this design project is to include site visits, field investigation, studies, and end‐users interviews to prepare construction drawings, specifications, and cost estimates for all facets of work, disciplines and trades to facilitate a construction project for the renovation of the existing Modular Buildings T1A, T‐9 and T‐10, and the site preparation plans to provide utility infrastructure connections to support approximately 22,800 square feet of modular trailers, installed by others, to provide training and administrative support spaces for the Electronic Health Record Modernization (EHRM) initiative.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this project is to prepare Contract Documents for construction bidding (Plans and Specifications) to provide the training and administrative space to support the EHRM program as per the breakdown in the table below. This design will define the renovation of the existing trailers T1A, T‐9 and T‐10, for the preparation of the following spaces: training classroom, future training storage, and the conference room spaces defined later in this Scope of Work (SOW). The renovation will also include the reconnection to the trailer building to domestic water, power and telecommunications to support offices. In addition, the A/E shall include design services to coordinate with Cerner and provide the point of connections and install power, water, sewer, and telecommunication infrastructure for 22,800 sf of temporary modular trailers that are proposed to be located at the Honor Lot Parking area. The 22,800 sf of the modular trailers will be provided by others, but the A/E will be responsible to develop the site layout in coordination with the trailers provider and design the site improvements for accessibility, ingress/egress, and utility connections. The A/E will be responsible to coordinate, design the layout, and provide the utility connections for these modular trailers. The plans shall include the site plans to restore the parking area at the Honor Lot after the demobilization of the proposed temporary trailers. Details of the improvements are listed below and in Attachment 09.

AREA 1

Areas Needed (Square foot)

Potential Location

Cerner Admin Support 1,800 T1A

Conference Room 240 T1A

Sub‐Total 2,040

AREA 2

(Square foot)

Potential Location

IV1 1 Testing 1,800 T‐9 & T‐10

IV 2 Testing 1,800 T‐9 & T‐10

Cerner Support for IV Testing 1,200 T‐9 & T‐10

Waiting Room for Testers 1,200 T‐9 & T‐10

Change Management 300 T‐9 & T‐10

Sub‐Total 6,300

AREA 3

(Square foot)

Potential Location

Classrooms (34) 20,400 Modular Trailers

Planning/Prep Room 600 Modular Trailers

Process Education Room 1,800 Modular Trailers

Sub‐Total 22,800

AREA 4

(Square foot)

Potential Location

Command Center 600 T‐9 & T‐10

Briefing Center (Leadership) 600 T‐9 & T‐10

Cerner Solutions (Architects) 1,200 T‐9 & T‐10

Visitors Lounge 600 T‐9 & T‐10

Sub‐Total 3,000

1 Integration Validation (IV)

A/E Part Two Services (Optional) 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 two site visits 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 in 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. Additionally, the A/E shall include commissioning services for all new equipment, specifically MEP, HVAC, door/security, life safety requirements, amongst others. The HVAC commissioning shall oversee and verify balancing of the entire construction area. The A/E shall develop a commissioning plan and provide as part of the construction solicitation. All Part Two Services are optional line items and will not be exercised at the time of the award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for the design of this project. The A/E shall initiate a detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Malcom Randall VA Medical Center (MRVAMC) 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. SOW Attachment 08 MRVAMC Site Plan will give A/E firm a basic understanding of the MRVAMC.

The specific space to be renovated and the projected need date are defined in the below table:

Summary of Space Requirements (refer to Attachment 09 for more detailed design information)

Space Description Amount Date of Event Ready and Available

Cerner On‐Site Administrative Space

Cerner Admin Support 1,800 sq ft November 1st, 2024 August 31, 2024

Conference Room 240 sq ft November 1st, 2024 August 31, 2024

Integration Validation Testing Events

IV Testing* 1,800 sq ft August 1st, 2025 May 31, 2025

Cerner Support for IV Testing 1,200 sq ft each August 1st, 2025 May 31, 2025

Waiting Room for Testers 1,200 sq ft August 1st, 2025 May 31, 2025

Change Management 300 sq ft August 1st, 2025 May 31, 2025

Super User and End User Training Space

Classrooms (36) 20,400 sq ft September 1st, 2025 June 30, 2025

Planning/Preparation Room 600 sq ft September 1st, 2025 June 30, 2025

Process Education Room 1,800 sq ft September 1st, 2025 June 30, 2025

Command Center

Command Center 600 sq ft February 1st, 2026 November 30, 2025

Help Desk 1,800 sq ft February 1st, 2026 November 30, 2025

Briefing Ctr. (Leadership) * 600 sq ft February 1st, 2026 November 30, 2025

Cerner Solutions Architects 1,200 sq ft February 1st, 2026 November 30, 2025

Visitor Lounge 600 sq ft February 1st, 2026 November 30, 2025

* IV Testing Space may subsequently be used as Training Space and then Command Center Space.

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 Malcom Randall VA Medical Center (MRVAMC) campus must follow the VHA’s current security, COVID‐19, and access requirements/guidance prior to visiting the site.

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 $2,300,000.

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. 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 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:

PG‐18‐1 Master Construction Specifications

SOW Attachment 01 VHA Required Division 01 Specification Section 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 Handbook

PG‐18‐9 Space Planning Criteria

PG‐18‐10 Design Manuals (by discipline)

PG‐18‐12 Design Guides (graphical, by function)

PG‐18‐13 Barrier Free Design Guide

PG‐18‐14 Room Finishes, Door, and Hardware Schedules

PG‐18‐15 Minimum Requirements for A/E Submissions

PG‐18‐17 Environmental Compliance Manual

H‐7545 VA Cultural Resource Management Procedures

ISTS OIT Infrastructure Standard for Telecommunications Spaces v3.1 (1 July 2021)

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 8 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 Malcom Randall VA Medical Center (MRVAMC) Gainesville FL. 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 and Resiliency Design Manual (PSRDM) located on the TIL (https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A/E shall ensure that all aspects of the VA PSRDM (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,” (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. 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 Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The Asbestos Abatement requirements in PG‐18‐15 are applicable at Malcom Randall VA Medical Center (MRVAMC) Gainesville FL due to the age of the campus (construction began in 1950s).

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 Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2020 or the latest version available to North Florida/South Georgia Veterans Health System

(NFSGVHS).

The A/E shall provide a computer 3D model and prepare 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 aid with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Malcom Randall VA Medical Center (MRVAMC) Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase (where apply).

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

Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System 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)

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), Microsoft Project (.mpp), and Revit Project (.rvt) files are acceptable. Final Revit Project files are to be submitted in *.rvt format and concurrently converted to *.dwg format (2D files) matching the 2D *.pdf files. 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, COVID‐19, and Additional Items

Agenda items (Decisions, action items, and fixes or next steps)

Next meeting date and time

Progress schedule and milestones

Detailed attachment list.

Construction Cost Estimates Construction cost estimates shall comply with the Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (latest version). 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 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 (2) half‐size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of the narrative of investigation reports, design calculations, space planning data and cost estimate ‐ 2 to VA

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

Two (2) half‐size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate ‐ 2 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 (1) full size paper bond sets of drawings ‐ 1 to VA Two (2) half‐size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of the narrative of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate ‐ 2 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/full functional.

Word files of specifications.

Revit and AutoCAD files of drawings.

One (1) full size paper bond sets of drawings ‐ 1 to VA Two (2) half‐size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA One (1) paper bond sets of the narrative of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate ‐ 1 to VA

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 in order 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 or a few 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) 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 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. 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 thirty (30) calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) electronic format, AutoCAD (.dwg) electronic format and Paper Document Format (pdf) electronic format and hard copies (3 sets full size and 3 sets half size). Supporting documents, including specifications, in MS Office format and with 3 sets of hard copies).

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Part I 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, which is in SOW Attachment 05 ‐ 01 32 16.01 EHRM Architectural and Engineering CPM Schedule. 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.

QA/QC Submittal & Basis of Design (BD) 10% Submittal

21 calendar days after Notice of Award

QA/QC and BD 10% Submittal Review Meeting

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

35% SD Submittal 45 calendar days after acceptance of QA/QC & BD 10% Submittals

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

65% DD Submittal 45 calendar days after VA acceptance of 35% SD Submittal

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

95% CD Submittal 45 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

240 calendar days

The 240 calendar days listed in Part One of 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) 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 and Construction Period Services.

15. 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 Malcom Randall VA Medical Center Facilities Management Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Malcom Randall VA Medical Center Facilities Management Service Project Section 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.

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The latest version of Infrastructure Standard for Telecommunications Spaces is located on VA’s Technical Information Library (TIL) (https://www.cfm.va.gov/til/dguide/OIT‐InfrastrucStdTelecomSpaces.pdf). The design for this project at the Malcom Randall VA Medical Center Gainesville FL must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) 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.

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.

17. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA Police Service (Building T‐10) to log in during normal working hours as well as after normal working hours. This check‐in is mandatory. VA Police Service will issue a badge that will expire after 12 hours. The Contractor is now cleared to report to Engineering Project Section, Facility Management Service, BLDG E‐Wing to log in during normal working hours. 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 return to the same service and building to submit the field service report to the COR for signature during normal working hours or leave the service ticket in/at the mail slot in front of BLDG E‐Wing after hours.

18. SOW ATTACHMENTS:

The following documents will be provided to the highest rated firm with the Request for Fee Proposal for A/E use and incorporation into the project documents:

VHA Required Div 01 Specification Sections (See SOW Attachment 01) 00 VA OEHRM Site Infrastructure Requirements 2.0 (See SOW Attachment 02) VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment

03) Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 04) 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW Attachment 05) Program guide, PG‐18‐15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dated November 2008 (See SOW Attachment 06) Building T1A, T‐9 and T‐10 Floor Plans (See SOW Attachment 07) Site Plan (See SOW Attachment 08) Training and Admin Support Space Planning Guide (See SOW Attachment 09) VHA COVID‐19 Supplemental Contract Requirements 12‐14‐21 (See SOW Attachment 10)

End of SOW