ATTACH E.6 - VFTHE Master Planning Statement of Work Deliverables - v1.xlsx
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This document outlines a Phase One Facility Master Planning Statement of Work for a Veteran's facility. It includes deliverables across multiple areas to assess the current state of the facility and campus. Architectural deliverables include assessing the facility age and condition, existing infrastructure limitations, opportunities for vertical expansion, available land, and seismic assessments. Environmental deliverables consist of Phase I and Phase II environmental site assessments, assessments of air emissions sources and permits, hazardous materials storage and operations, waste management, and floodplain designations. Additional assessments cover historic resources, physical security and resiliency, traffic and parking, utilities locations and capacities, and service delivery planning. GIS data layer mapping is also required, identifying property boundaries, buildings, pavement, utilities, historic and environmental resources.
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Phase One
| Facility Master Planning Statement of work | |||||||||||||
| Phase I Deliverables | |||||||||||||
| Area Reviewed | COMMENTS | ||||||||||||
| Architectural | Deliverable Definition | Deliverable | Resources Available | CFM Execution Agent | Linda | Ved | John P. | Christine | Hector | Bruce | Steve | Matt | |
| Facility Age and Condition / Structure Lifecycle | Define the condition and age of the facility. To Include when the major infrastructure was substantially constructed, when the last major renovations were completed, Current FCA Costs, Facility composition: i.e. Block, brick, Glass Panel. | Written Assessment | On Site Inspection, FCA Reports, Capital Asset Inventory, as builts, EOC Reports, Joint Commission Findings, colaboration with facility engineering staff and exec staff | Linda Chan, Ved Gupta, John Pate | Include listing of any approved NRMs that would correct FCAs. SEE Approved COnstruction Projects and NRMs | Gain understanding from local staff what assets must be maintained versus those eligible for some level of repurposing. | |||||||
| Grid /Structure Review | Identify existing structural system ( steel, concrete, masonry), bay framing dimensions and floor-to-floor height. | Engineering Report | • As-Built Drawings. | ||||||||||
| • Structural Surveys. | Provide existing infrastructre limitations and if proposed rennovation supports modernization efforts (ex: does the floor to ceiling height support an OR expansion project?) | ||||||||||||
| Opportunities for Vertical Expansion | Identify buildings whose existing structural framing system / foundations are capable of vertical expansion. Evaluate impact of operations for patient services in the adjoining spaces. | Engineering report | • As-Built Drawings. |
• Structural calculations from existing projects.
| • Structural Surveys. | Include reiew of current Geotachnical Reports and Borings Log. | |||
| Available Land for Construction / Identify potential site for Acquisition | Identify parcels of adjoining land or land within the campus suitable for new building additions /construction. | Written assessment, Site Plan | • Existing campus site plan. | |
| • Real estate sources for adjoining land parcels. | Identify potential sites for acquisition. | |||
| FAA Height Restriction | Verify location of proposed addition, renovation or new work with respect to airports or navigational aids. | Written Assessment, Site Plan | • FAA Airspace Obstruction Standards. |
• FAA Building Height Restriction Maps.
| • Unmanned Aircraft Systems (UAS) Facility Maps | Identify local ordinances or easements re height restrictions. | ||
| Building Recommended for Demolition | • Verify age of facility and appropriate building code used in latest update to the facility. |
• Determine current condition of structure (e.g., steel frame vs. poured in place concrete).
• Identify those existing facility(ies) targeted for demolition in support of planned Major Construction, Minor Construction or NRM projects. Written Assesment • Appropriate Building Code(s).
• Facility Condition Assessment (FCA) Reports
• Capital Asset Inventory (CAI) Reports
| • Demolition and Disposal Listings. | Identify any hazardous material(s) that require abatrement and/or disposal. | Should we Combine "Structure lifecycle/ Building Reccomended for Demo" with Facility age and condition? | ||||
| Seismic Assessment | Identify known and suspected seismic deficiencies for the existing facility. Establish the severity of the need for further evaluation. | engineering report | • As-Built Drawings, VA records 0n seismic levels on existing buildings. | |||
| • Seismic Surveys and Assessment by Third-Party Vendor. CAI Database | Address national State and Local codes. | If seismic deficiencies/risks exist, provide high-level understanding of options for mitigating | ||||
| Site Plan | Identify salient features of a Site plan including low and high rise buildings, caped areas and any steep grading of ground. |
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| The deleted items would be captured in the traffic/transportation/parking analysis. | Site Mapping, Drawings, address land use | • As Built Drawings, on site inspections | ||||
| • Land Surveys | Do we want the contractor to produce an up to date site plan if one does not exist? | |||||
| Physical Security and Resiliency Assessment | Define the existing Physical Security and Resiliency conditions of the facility | Written Seccurity assesment | VISN Physical Security and Design Resiliency Survey, on site meetings with Police | Evaluate and list the various resiliency designations of the campus buildings listed in CAI according the section 1.4 of the PSDM |
| Environmental Baseline | Deliverable Definition | Resources Available | CFM Execution Agent | ||
| Environmental shall be a desk top Review of known hazzards and reports available from the facility and GIS Mapping. Environmental may be separated into a preceding or concurrent contract, but the scope shall include all of the following. | The detailed SOWs for all Env deliverables include a requirement for GIS layers when the data are mappable. | ||||
| Phase I environmental site assessment (ESA) | Phase I ESA prepared in accordance with ASTM E1527-21: Identify potential recognized environmental conditions (RECs) as defined in the standard that could pose health or environmental risks, limit use, require remediation, or involve CERCLA liability | Draft and final Phase I ESA reports | Existing site studies (Phase I ESAs, site investigations) and environmental compliance documents. | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Option: Phase II ESA | As concurred to be required by Env SME: a site study usually involving sampling to further investigate, define, delineate, and analyze potential RECs identified in the Phase I ESA | Draft and final Phase II ESA reports | Phase I ESA, existing site studies and environmental compliance documents. | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Air emissions sources and permits (list) | Air emissions summary: a list of all current and previous permitted air emissions sources and details of permits and compliance history/status | Draft and final report | Contractor to coordinate with VAMC-level GEMS to obtain data including air emissions inventories, permits, and regulatory reporting. | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Hazardous, radiological, and petroleum materials storage and operations | Haz/rad/petroleum products summary: a report of all active and former hazardous, radiological, and petroleum storage areas and tanks; summary of activities and operations for which such materials are or were used; details of permits; and a compliance history/status, including any accidental releases or incidents. | Draft and final report | Contractor to coordinate with VAMC-level GEMS to obtain data including materials storage, permits, and regulatory reporting. | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Waste management, storage, and disposal | Waste management summary: a report of all solid waste (hazardous, non-hazardous, radiological, other) management activities including volumes, storage areas, RCRA permits, other relevant information, historic/current onsite landfills, and compliance status/history | Draft and final report | Contractor to coordinate with VAMC-level GEMS to obtain data including waste treatment/storage/disposal, permits, and regulatory reporting. | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Floodplain designation(s) | Floodplain summary: Current FEMA FIRMette or FIRM panel, FEMA designation(s), and summary of any site alterations affecting site elevation since most recent FEMA FIRM. | Draft and final report | FEMA website, interview VAMC Engineering staff | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Option: Wetlands survey | As required based on input from Env SME: Wetland delineation, mapping, and jurisdictional determination for all or portion of VA parcel | Draft and final wetlands survey report; as needed, jurisdictional determination for submission to USACE | National Wetlands Inventory, existing site studies | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Option: Biological survey of protected species and habitats | As required based on input from Env SME: Biological survey of all or portion of VA parcel for federally or state-listed species and potential habitat | Draft and final bio survey reports; as needed, consultation letter submitted to state wildlife agency, draft consultation letter for VA to send to USFWS | Current IPaC report, existing site studies | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Hydrology/stormwater management study | Document site hydrology using existing information, evaluate existing stormwater system design, identify the regulatory requirements that would apply to future site development. | Draft and final report | Existing site studies and info sources (site-generated or USGS topographic survey), data from VAMC-level GEMS on existing stormwater management system. | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Option: State-specific CZMA consistency review requirements | As required based on input from Env SME: summary of state-specific requirements for federal consistency determination preparation and submission, and summary of state review process and estimated schedule for compliance with Coastal Zone Management Act for any potential new project | Draft and final consistency determination for VA to submit to state; format, details, and follow-on support vary by state | NA | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Option: Lead-based paint (LBP) surveys of existing structures and site elements | As required based on input from Env SME: LBP/lead dust survey that follows the Department of Housing and Urban (HUD) “Guidelines for Evaluation and Control of Lead Based Paint Hazard in Housing” pursuant to Title X of the Housing and Community Development Act of 1992. | Draft and final survey report | Data from VAMC-level GEMS on site history, age of structures, previous LBP studies that may have investigated some/all of structures | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Option: Asbestos-containing material inspections of existing structures and site elements | As required based on input from Env SME: Non-destructive ACM inspection report that addresses EPA requirement (40 CFR 61.145) implementing the National Emission Standards for Hazardous Air Pollutants that an asbestos inspection be performed prior to renovation or demolition activities. | Draft and final inspection report | Data from VAMC-level GEMS on site history, age of structures, previous ACM inspections/surveys that may have investigated some/all of structures | Christine Modovsky | EPO has a standard detailed SOW for this requirement |
| Traffic and Parking Baseline Study | Identify Parking spaces and compare to current requirements ( surface and garage enclosed), identify Vehicular traffic for patients, visitors and employee and study any conflicts. |
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| Text revised to not evaluate proposed opportunities/projects but instead focus on identifying baseline existing conditions | written report | • VA Parking Demand Model | ||||
| • Consultant Parking /Traffic Study | EPO has draft SOW addressing some of req - who is CFM execution agent? | Analysis should include up to a 10yr estimate of future parking needs. | ||||
| Existing Utilities Locations and Capacity | Define all underground and above ground Utility Systems ( Electrical- high and low voltage, Water, Steam, Gas, Communications), Identify their locations and capacity, any crossing over or under clearances. | written report, graphics | • As Built Drawings |
• Reports
| • Verification of existing conditions. | EPO has draft SOW addressing some of req - who is CFM execution agent? | |||||
| Historic Review | Deliverable Definition | Resources Available | CFM Execution Agent | |||
| Develop a Historic Preservation Master Plan (HPMP) for all Historic Medical centers | Based on past documentation or updated findings on the historic status of the MC, prepare a HPMP to address and integrate the long term management and stewardship of identified historic resources within the overall planning efforts for the facility. | |||||
| Initial Cultural Resource Impact Prediction (ICRIP) survey including individual Campus buildings or district listed/eligible for National Register; historic resources within ½-mile radius; known and potential archaeological resources, contact info and 106 consulting procedures for SHPO/tribes/CLGs/other CPs | Initiation of S106 consultation based upon existing site conditions information and determination of adverse effects. Based upon this determination implement Item 35. HPO has existing SCOPE for this | ICRIP SOW in HPO | Existing eligibility determination or NR nomination within VA HPO database. Review of SHPO/THPO databases for information on site or adjacent historic properties and contact information for consulting parties. TDAT database (https://egis.hud.gov/tdat) for identification and contact information of federally recognized Tribes in project county or counties. Access NPS CLG database to identify Certified Local Governments for contact information. | Hector Abreu | ||
| If needed based on ICRIP, Phase I archaeological investigation | Phase I Archeological survey report | Phase I Archeological survey report. SOW available in HPO. | SHPO/THPO databases for archeological records either within the project site or adjacent. Existing archeological studies within VA HPO database. | Hector Abreu | Should we move to Phase II? | |
| Service Delivery Plan Review | Deliverable Definition | Resources Available | CFM Execution Agent | |||
| Facility Strategic Plan | Use of VA provided population and workload data to support the assessment of current state, and a 10-year projection, for the specific VHA delivery system being evaluated. The assessment will include in-house care programs as well as care delivered by community providers. This data-driven assessment will apply a set of 'Ideal Principles' for creating the initial Service Delivery Plan for a VHA Health System. The data outputs from the study will identify the necessary resources (staffing and space) to provide care to the expected Veteran beneficiary population in the current year studied, as well as the expected resources needed over a 10-year planning timeline. All service delivery analysis will use current Base Year (BY) workload projections. | 1. Determine patient and demand for care volumes over a 10-year period of time (FY20XX to FY20XX) based on current year VHA projection data. Study will include a data analysis of both inpatient and ambulatory outpatient care programs. |
2. Developed a preferred point of care location matrix based on current VHA drive-time thresholds for the VHA Health System Catchment area. Provide maps and data analysis to support recommendations.
3. Include in-house and community care volumes in the service delivery analysis based on VA Health Care System Executive Leadership Team recommendations.
4. The study shall include (if appropriate) planning to distribute services from the main VA Medical Campus to the designated sites of care: Healthcare Center (HCC), Multi-Specialty Outpatient Clinic (MSOC) and/or Community-Based Outpatient Clinic (CBOC). Identify what services, how much, and number of staff projected to be distributed. Remaining services intended to stay at the VA Medical Campus shall be included in the VAMC space planning analysis. In addition, all assumptions regarding Community Care shall be considered and documented in the final service delivery report.
5. The Contractor will also study the impact of all service delivery changes from the present state and how changes could impact care delivery over the 10-year planning period being studied.
6. Data Validation. Verification of workload (using most current Base Year) from VAMC to VA Central Office (VACO) vs. (Documented Base Year 2020) projections by Departmental Stop Codes and staffing (actual vs. projected) to identify the actual needs for the intended project. This information is required for the Data Input section in SEPS used to determine project sizing.
7. The Contractor shall present Relative Value Units (RVUs) for the respective service lines that will be included in the scope of work for the proposed project and review Physician Productivity Standards to verify accurate sizing of departments / services for the project.
8. The Contractor will also review the current VAMC Facility Condition Assessment (FCA) data and planned projects to incorporate information, as appropriate, into the Cost Estimating for all future campus development. The most recent FCA report for VAMC XXXXX was conducted in XXXX, XXXX.
9. All Service Delivery Study analysis will be presented by maps, data tables, and graphs showing growth/decline, staff resourcing needs, and overall expected spacing impacts. An explanation of all background data analysis will be provided.
| VA Integrated Planning Handbook; Prior VA Integrated Planning Studies (for select VISNs). | Steve Hillberg, Bruce Metts | ||
| Evaluate High Impact MAHSO Recommendations | A review, and final determination, of specific opportunities for modernization and realignment of VHA facilities in each Veteran market that the Secretary supports for ensuring a high-performing integrated delivery network is available for the delivery of Veteran health care services. | How does this impact Phase I SOW, What are the options on this campus, what is the size of the recommendation. | VA Recommendations to AIR Commision (Volume II: Market Recommendations - By VISN); MAHSO DD&F Reports. |
| Approved Construction Projects Review | Deliverable Definition | Resources Available | CFM Execution Agent | ||
| Review Approve Construction Projects (Major, Minor, and NRM) | A review of the facility's Approved Major and Minor construction projects and how each project will impact the campus. Does each project make good use of campus resources? Is the campus using multiple minor construction projects in lieu of a Major Construction project. Will the current approved projects impact later initiatives. | Written Narrative on how approved or proposed projects will negatively or positively affect campus for future growth. | SCIP Action Plan; Facility Site Plans and Construction Drawings; Presidential Budget submissions current year or previous years | Matt Shepardson | Determine if approved projects support MAHSO findings. If not, what recommendations can be provided to support repurposing? |
| GIS Data Layer Mapping | Deliverable Definition | Format | Resources Available | ||
| THe A&E Shall provide the following data layering in a GIS Mapping format: | |||||
| 1. Property Boundries | Clearly mark the VA property lines on a GIS Map | ||||
| 2. Mark all buildings by function and numbering. | |||||
| 3. Identify all pavement, parking areas, pedestrian traffic, bus routes, ingress and egress for the campus traffic paterns on and around the campus | |||||
| 4. I dentify existing utility plants, layer all utilities to include known and unknow utility lines and unverified utility lines | |||||
| 5. retention ponds and storm water control | |||||
| 6. Historic resources | |||||
| 7. Endangered Species | |||||
| 8. wetland, streams, and rivers | |||||
| 9. Buildings that are leased by VA or leased to a thrird party by VA | |||||
| 10. Hazardous materials, lead paint, asbestos, radiological contaminants, land fills | |||||
| 11. Wellsl, drinking and sampling | |||||
| 12. Storage tanks- Above and below ground | |||||
| 13. Flood Plain and storm surge topography | |||||
| 14. ORP property Deeds identifying easments or restrictions | |||||
| 15. Location of vibration sensitive equipment |
Phase Two
| Facility Master Planning Statement of work | ||||||||||||
| Phase II Deliverables | ||||||||||||
| Area Reviewed | COMMENTS | |||||||||||
| Architectural | Deliverable Definition | Deliverable | Resources Available | CFM Execution Agent | Linda | Ved | John P. | Christine | Hector | Bruce | Steve | Matt |
| PFD Development | Refined/ Updated PFD | Updated PFD upon several consultations with each Clinical, D&T, Admin and Support services. | VA Standards, SEPS Input Data Statements, VSSC Cubes, Representatives from each service |
| Blocking and Stacking Diagrams | Departmental Space Allocation and Adjacencies | Developing size, location and access for each service area and relationship with other service areas | DGSF from updated PFD for each service, VA and Health Industry standard adjacency preferences |
| Geotechnical Studies | Geotechnical Reports | Structural Support Depth, Soil Bearing Capacity, Underground Water Streams / Water Table. | Land Survey, Water Retention Areas, National Data Maps, VA Standards |
| Site Plan Development / Service Zoning Areas | Site Plan / Land Use Plan | Site Plan with Main Entry and Exit(s), Vehicular and Pedestrian Circulation, Access of Patients, Staff, Visitors, and Supply/Delivery Vehicles to appropriate locations, Parking , Landscaping, and Storm Water Retention Areas | Land Topographic Survey Plan with contours, Orientation of Land, Vehicular Traffic in surrounding Road Networks, VA Standards and Design Guides |
| Construction Phasing | Phasing During Construction | Availability/size/location of Swing space; consideration of functional adjacenecies; construction disturbances; continuity of utility systems; ingress and egress of patients and visitors; emergency exits and fire safety. | VA standards, Record drawings and specifications of existing areas, Field verification data. |
| Environmental Assessment Review | Deliverable Definition | Resources Available | CFM Execution Agent | ||
| Plan for NEPA Process | Environmental shall be contracted separately with EPO | - Prelim determination of level of NEPA document required for opportunities identified. | |||
| - If EA or EIS, prelim admin draft EA or EIS; this will inform and project issues to be analyzed, stakeholder coordination requirements and public involvement, controversies, potential mitigation requirements. | Phase one env studies and other phase two deliverables as they are drafted. | Christine | |||
| Historic Review | Deliverable Definition | Resources Available | CFM Execution Agent | ||
| If needed based on Phase I arch, follow-on Phase II/III arch investigation(s), Phase II | Phase II/III Archeological survey report | Phase II | Phase I archeological Survey . SHPO/THPO database for information on site or adjacent historic properties. | Hector Abreu | |
| Drafting of Section 106 agreements and docs (PAs, MOAs, historic preservation plan), Phase II | Draft PA/MOA/HPP | Draft PA/MOA/HPP | Existing executed PA/MOA within VA HPO database. Existing HPPs on other campuses within VA HPO database. | Hector Abreu | |
| Service Delivery Plan Review | Deliverable Definition | Resources Available | CFM Execution Agent | ||
| Validate Service Delivery Plan and Workload analysis from Phase I | Crosswalking Phase I deliverable with potential capital investment mix needed to support service delivery projections (comparing service delivery analysis against existing space). | Listing of expected care services/resources needed to support preferred location of care (VAMC, CBOC, Community Care and VA owned or VA leased). | Phase I Service Delivery Report Findings; VHA Space Calculator; CAI Reports | Bruce and Steve |
| Approved Construction Projects Review | Deliverable Definition | Resources Available | CFM Execution Agent | |
| Review Approve Construction Projects (Major, Minor, and NRM) | A review of the facility's Approved Major and Minor construction projects and how each project will impact the campus. Does each project make good use of campus resources? Is the campus using multiple minor construction projects in lieu of a Major Construction project. Will the current approved projects impact later initiatives. | Written Narrative on how approved or proposed projects will negatively or positively affect campus for future growth. | SCIP Action Plan; Facility Site Plans and Construction Drawings; Presidential Budget submissions current year or previous years | Matt Shepardson |
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