AE SOW - EHRM Fayetteville 17 February 2022.pdf

VA Health Care System of the Ozarks (VHSO) 564 VISN/VHA Central Office VISN 16 1100 North College Avenue February 17, 2022 Fayetteville, AR 72703-1944

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK (SOW)

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 564-21-700

PROJECT NAME: EHRM Infrastructure Upgrades – VA Health Care System of the Ozarks (VHSO), 1100 North College Avenue, Fayetteville, AR 72703-1944

ESTIMATED CONSTRUCTION COST: $24,968,000

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) must provide Architect/Engineer (A/E) services, including but not limited to, management, supervision, labor, material, equipment, tools, supplies, consumables, parts, and related services, in accordance with the SOW, to design a construction project at the VA Health Care System of the Ozarks (VHSO), in accordance with this design SOW.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to, upgrading facility fiber and CAT 6A throughout the buildings to each IT closet, provide a redundant fiber and CAT 6A run throughout the facility to each IT closet, provide redundant fiber mains to the demarcation room from the provider point, install approximately 100 additional IT outlets, install approximately 75 new electrical outlets throughout the facility, provide approximately additional 2 IT and 4 new electrical outlets in each IT closet, upgrade facility power distribution as required, upgrade facility HVAC distribution as required, physical security assessment and upgrades and hazardous material abatement. A/E shall hire a 3rd party commissioning agent to provide commissioning as required by the Whole Building Commissioning Process Manual including, but not limited to the following: “Grounding and bonding, structured cabling systems, Public Address & Mass Notification Systems, intercom & Program Systems, Security Emergency Call Systems, Duress Alarm Systems, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System require, Electronic Personal Protection System, and Fire Detection and Alarm Systems require 3rd party commissioning.” The project shall also include the relocation and construction of the existing main Data Center for VA Fayetteville. The data center is located within the basement of Building 1 and a new center shall be constructed to account for all EHRM requirements for a data center (SOW Att 2, Page 28 under Health Care Center Definition).

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 4 site visits (Each site visit consist of one person for one work day) per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. Additionally, the AE shall include third party commissioning services as required by the Whole Building Commissioning Process Manual including, but not limited to the following: “Grounding and bonding, structured cabling systems, Public Address & Mass Notification Systems, intercom & Program Systems, Security Emergency Call Systems, Duress Alarm Systems, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System require, Electronic Personal Protection System, and Fire Detection and Alarm Systems”. The AE 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 award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VA Health Care System of the Ozarks (VHSO), Fayetteville, AR floor plan .pdf 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 Att 09 – Campus Map – EHRM Fayetteville) will give AE firm a basic understanding of the VA Health Care System of the Ozarks (VHSO) campus.

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

The A/E firms’ representatives performing site investigations on VA Health Care System of the Ozarks (VHSO) campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year.

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

3. Proper PPE furnished by VHSO for access into COVID patient room(s).

4. While on campus, A/E must wear a visible

a. VHSO issued identity Badge, face mask, and a wrist band/device.

b. Mask must be replaced when damaged or soiled.

5. Daily visit at check-in station (Building 1-ED, Building 21-North Entrance, and Building 44-West Entrance) for COVID screening are performed on the VHSO campus and must be performed immediately when the A/E arrives on site. If at any time an employee of the A/E firm is found in deficiency of the above listed, then a stop work order will be issued for the safety of VHSO patients. Any further questions please reference the below document(s).

Seasonal influenza with Vaccines (SOW Att 07 – Seasonal Influenza w Vaccines - EHRM Fayetteville)

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 $24,968,000.00.

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

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

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

to) the following listed Department of Veterans Affairs References:

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] http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp

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) [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 Guides 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 OIT Infrastructure Standard for Telecommunications Spaces 3.1 Applicable NFPA Codes Whole Building Commissioning Process Manual (va.gov)

Whole Building Commissioning Process Manual

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

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

00 VA OEHRM Site Infrastructure Requirements v3.1 (SOW Att 2 – VA OEHRM Site Infra Req 3.1 - EHRM Fayetteville)

HEFP SEP (SOCAMES 6) Design Alerts 1-7 (SOW Att 3 – HEFP SEP (SOCAMES 6) Design Alerts 1-7 - EHRM Fayetteville)

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 16 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.

http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

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

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

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

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as (SOW Att 06 – PG 18_15 AE Submission Reqs Vol C - EHRM Fayetteville). 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 Att 04 – Sensitive Infra Data Classification Memo - EHRM Fayetteville), as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

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 http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at VA Health Care System of the Ozarks (VHSO) Fayetteville, AR due to the age of the campus (construction began in 1930’s).

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 One (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 2019 or the latest version available to Fayetteville VAMC. ACAD software shall be 2019 or the latest version available to Fayetteville VAMC.

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 aide 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 VA Health Care System of the Ozarks (VHSO) Fayetteville, AR 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.

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 http://www.cfm.va.gov/til/projReq.asp

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 Autodesk Revit Project (.rvt) and ACAD (.dwg) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

• Contractor must take minutes of all meetings held relative to this project.

• The progress meeting shall include at a minimum, the Project Manager and the

Contractor, the COR and the CO representing the Government. Others shall attend when requested by the Contracting Officer. The meeting shall be scheduled the same day, time, and place each week.

• 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.

• Detailed attachment list.

• Contractor must furnish, via e-mail, complete copies of all minutes to all attendees within

72 hours of the meeting. All challenges to the minutes will be reflected in a revised version prepared by the Contractor along with the Contractor and COR shall sign/initial the minutes. In the event of any disputes or challenges that can’t be resolved, the Contracting Officer shall render a final decision. Copies of updated minutes shall be distributed to the all attendees within 48 hours after change notice.

http://www.section508.gov/

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. 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)

Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

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)

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 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 http://www.cfm.va.gov/cost/index.asp

One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

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) format and AutoCAD (.dwg) and Portable Document format (.pdf) format.

14. 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 16.10 Architectural And Engineering CPM Schedules, which is located in (SOW Att 05 – EHRM AE CPM Schedule Spec - EHRM Fayetteville). 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 / Admin Time (Internal Time Period to Transfer from Pre to Post Award Contracting Team at PCAC

21 calendar days after receipt of Notice of Award

QA/QC and BD 10% Submittal Review Meeting

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

35% SD Submittal 21 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 10 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 21 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 10 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 21 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 10 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 10 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting

10 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

144 calendar days

The 144 calendar days listed in part one 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 AE firm to cover all costs associated with such delays.

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

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 VA Health Care System of the Ozarks (VHSO) Fayetteville, AR Engineering Service Facilities Engineering 138/036 Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Health Care System of the Ozarks (VHSO) Fayetteville, AR Engineering Service Facilities Engineering 138/036 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 current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at The VA Health Care System of the Ozarks (VHSO) Fayetteville, AR 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.

This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering.

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

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. 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 CO, COR and HEFP SEP. Following approval of variance or exemption, AE shall submit documentation describing variance or exemption, indicating reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR and HEFP SEP.

18. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA Police Service (Building 1-Room 160-01) 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, (Building 7A-Room SP107) 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 at the VA Police Service (Building 1- Room 160-01) after hours.

19. SAFETY:

Contractor’s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE). Contractor must be prohibited to work without proper safety items and PPE and will be asked to leave job site in absence or use of same.

20. Badging:

While on campus, Contractor must wear a visible VHSO issued identity Badge. Contractor can be subject to inspection of personal effects when entering or leaving the project site and VHSO property. Contractor site superintendent must escort Contractor employees to Engineering Shop (Building 37) to obtain badge(s). Contractor must maintain a Badge Log with Employee Names, Badge ID Numbers, Start Date(s), Departure Date(s), ID Lost Date(s), and ID Return Date(s).

Contractor must update Badge Log and furnish to the COR weekly or as directed in writing by COR. Contractor must report lost Badge(s) immediately to the COR and document on Badge Log. Contractor must return Badge(s) immediately on day of departure of employee from project to COR and document on Badge Log. Contractor must return remaining Badge(s) at project closeout to COR. Contractor must reimburse the Government a $100.00 fee for each lost or unreturned Badge.

21. PROPERTY ACCESS WORK HOURS:

Regular Business Hours: Work must be scheduled during regular business hours, 0600 to 1600 hours, Monday through Friday (excluding the following Federal holidays - New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day).

Designated Hours: Contractor must plan contract work activity that interferes with Medical Center (MC) operations and must not commence without prior COR written approval at no additional expense to the government.

22. PARKING:

Contractor on-site parking is limited to availability of designated Contractor parking. Contractor must have prior COR written approval of on-site Contractor parking.

23. VEHICLES AND CONSTRUCTION EQUIPMENT:

Contractors’ key(s) to unattended vehicle(s) and construction equipment must be removed and vehicle(s) locked.

24. UNLOADING AND LOADING:

Contractor must unload and load materials including but not limited to, equipment, tools, supplies, parts, and construction debris at the loading dock. Contractor must not leave vehicle(s) or construction equipment unattended at the loading dock. No materials, including but not limited to, equipment, tools, supplies, parts, and construction debris are permitted through the front entry.

25. ELEVATORS:

Contractor must use COR designated elevators and must protect elevator cabs and controls during periods of use. Contractor must not exceed elevator weight limits. COR designated elevator(s) may not be immediately available to the Contractor. The Contractor must account for this and Contractor must be flexible in the project schedule without additional cost to the Government.

26. EQUIPMENT AND TOOLS:

Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete Contractor’s work.

27. RADIOS AND MOBILE DEVICES:

Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used on VHSO property.

28. NOISE:

Contractor must coordinate and schedule with COR noise making activities. Contractor must submit to the COR a written request for consideration and written approval a minimum of seven

(7) Business days prior to activity. Contractor must have COR written approval to proceed.

29. DUST PROOFING AND CLEANING:

Contractor must cover furnishings and equipment with white plastic, fire retardant polyethylene, antistatic, minimum 6 mil thickness, imprinted with fire retardant labeling or clean drop cloth.

Contractor must furnish HEPA vacuum cleaner(s), cleaning tools, and tacky mats at job site entrances. Contractor must not use broom(s).

30. PHOTOGRAPHY:

Contractor must coordinate and schedule with COR. Contractor must be escorted by VHSO personnel to take job site related photos. Contractor must not photograph any patients, personnel, visitors, and others on VHSO property.

31. OTHER REQUIREMENTS:

Contractor must make every reasonable effort to protect VHSO property from damage. Anything remaining in place that is damaged or defaced by the Contractor must be restored by the Contractor to the pre-existing damaged or defaced condition at no additional expense to the Government.

No unauthorized Contractor work to be initiated without the prior written approval of the CO.

The CO must approve any request, or proposal for changes in project scope or additional requirements, in writing prior to the Contractor proceeding with any work. Any Contractor changes without prior written approval by the CO, must be done at the Contractor’s risk and at the Contractor’s expense. Contractors must visit the job site and visit the facility in order to determine the nature and location of the work to be performed in general and the local conditions which can affect the work. Failure to do so must not relieve the Contractor of responsibility for estimating the difficulty or cost to perform the work. Contractor must comply with applicable Federal, State, Local laws, codes, regulations, and ordinances. Contractor must obtain permits and licenses required by Federal, State, Local law, code, regulation, and ordinance(s) and cost must be included in Contractor’s proposal.

32. SOW ATTACHMENTS:

SOW Att 01 – VHA Req Div 01 Specs – EHRM Fayetteville SOW Att 02 - VA OEHRM Site Infra Req v3.1 - EHRM Fayetteville SOW Att 03 - HEFP SEP (SOCAMES 6) Design Alerts 1-7 - EHRM Fayetteville SOW Att 04 - Sensitive Infra Data Classification Memo - EHRM Fayetteville SOW Att 05 - EHRM AE CPM Schedule Spec - EHRM Fayetteville SOW Att 06 - PG 18_15 AE Submission Reqs Vol C - EHRM Fayetteville SOW Att 07 - Seasonal Influenza w Vaccines - EHRM Fayetteville SOW Att 08 - VHA Directive 1061 - EHRM Fayetteville SOW Att 09 – Campus Map - EHRM Fayetteville SOW Att 10 - EHRM Readiness Infra - EHRM Fayetteville SOW Att 11 - AUSH Visitation Memo - Final - August 2021 - EHRM Fayetteville SOW Att 12 - VHA Supplemental Contract Requirements for Combatting COVID-19

End of SOW