Attachment 01 - Hampton VAMC SOW - EHRM Data Center.pdf

ARCHITECT-ENGINEER DESIGN STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 590-25-701

PROJECT NAME: EHRM Infrastructure Upgrades - Data Center -Hampton – Hampton, VA

**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”) shall provide Architect-Engineer (A-E) services to design a construction project at the Hampton VA Medical Center (HVAMC) in accordance with this design statement of work.

2. SCOPE OF WORK:

A-E Part One Services (also known as Design Phase Services) for this design project include site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA).

A/E Part One Services shall include a multi-discipline design charrette with the medical center staff and key stakeholders to assess multiple locations for the design and construction of a new structurally independent data center building in a location to align with future medical center needs. The design charette shall assess and prioritize options that include placement of the building, and multiple access points during construction for A/E, contractors, and staff. In addition, the design charrette shall take into consideration the impacts of daily functions of the hospital. The design charrette shall identify, assess and prioritize options, including placement of the building and consideration of the impacts to daily functions of the hospital. These considerations shall include but are not limited to patient care, staff functions, noise, activity during construction, risk factors, elevation above the 100-year flood plain, the Private

Branch Exchange (PBX), underground utilities, vehicular traffic to adjacent departments especially the morgue, structural requirements, current VA security requirements, and all associated electrical, mechanical support systems, and transportation of all types of server components. The design charrette shall also take into consideration the existing floor to floor height of the existing adjacent buildings and height requirements for all server components and all functions of a data center. The design charette shall produce a feasibility study, conceptual drawing(s), estimated cost, structural narrative, security plan narrative, mechanical design narrative, electrical design narrative, environmental impact study and a detailed narrative of procedures and phases to bring the new data center online. The Hampton VAMC will provide feedback of design and all documents submitted as mentioned above by the Hampton VAMC assigned COR (Contracting Officer Representative). All comments must be addressed, and all documents must be resubmitted for review. Upon approval or denial of all documents mentioned above by Medical

Center Leadership, the A/E will be notified in writing by Hampton VAMC assigned COR.

The project shall include, but is not limited to:

1. Construction of a new Data Center on the location to be determined by the charette.

2. Relocating, replacement, or rerouting of all services, systems, equipment, and infrastructure required to fully exit the existing data center, functions of which are currently split between Building 168

Room 10 and Building 135 Rooms AG10. This scope shall also include all existing data ports originating in

B. 110C.

3. Another project replaced primary and secondary loop fiber optic distribution cabling for the entire campus. This project shall take that into consideration when designing.

4. The A-E shall be responsible for all communication, document preparation, and approval from the Virginia Department of Historic Resources and completion of Section 106 requirements.

5. Site restoration; water efficient native landscaping; installation, rerouting, and demolition of utilities; and other services as required for a complete and functional project.

6. Mechanical design including detail of the mechanical construction requirements for heating, ventilating, air conditioning, refrigeration, fire and safety, plumbing and sanitary engineering. Include commissioning of HVAC system. Design shall comply with the most current ASHRAE 90.1 and the VA

Sustainability Program.

7. Electrical design documents which include electrical, data and telephone closets, power distribution systems, auxiliary power systems, lighting, switching, fire and safety, public address, security, and signal systems. Existing systems will be evaluated and reused, extended, or modified where feasible. The project will be designed utilizing emergency power panels per VA standards. The building will be designed to utilize combined infra-red/motion occupancy sensors, day lighting control for spaces with windows or skylights, and VA Required Foot-candle lighting levels shall be maintained within the lighting densities listed in the most current ASHRAE 90.1.

8. Structural design setting forth in detail the structural construction requirements including all structural plans, elevations, sections, structural construction requirements, schedules, and calculations sizing all columns, beams, slabs, and coordinate the work with other design disciplines, especially the mechanical and architectural disciplines.

9. Architectural design including facility floor and roof plans, sections, elevations, details, schedules, selection of building systems and materials, discipline coordination and fire safety systems and controls.

10. Civil engineering including Utilities (water, sewer, stormwater, gas, telephone, electric, fire alarm), VDEQ environmental requirements, traffic engineering, geotechnical and topographical engineering, and soil investigation.

11. Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Plan construction to include impacts on the medical center such as relocating patient and staff equipment, providing temporary barriers, providing temporary utilities, minimizing impact on patient flow, etc.

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 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. 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 Hampton VAMC 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 09 – Hampton Campus Map will give AE firm a basic understanding of the Hampton VAMC 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.

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 magnitude of construction contract range of $10,000,000 and $20,000,000.. The design project must comply with VAAR 836.606-71, Application of 6 percent architect-engineer fee limitation.

4. DESIGN INDEPENDENCE, FURNITURE, AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo

Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A-E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A-E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy; items covered in the VA’s Master Construction Specifications

(PG-18-1) Divisions 1 through 10, 13 through 26, or 28 through 48; non-IT equipment items covered by

Division 27; and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00, and 12 36 00.

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

5. DESIGN CRITERIA:

The VA Technical Information Library (TIL), available at Technical Information Library (TIL) - Office of

Construction & Facilities Management (va.gov), is managed by the VA Office of Construction &

Facilities Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, 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 Sections List

PG-18-3

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

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Requirements

PG-18-9 Space Planning Criteria

PG-18-10

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

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

PG-18-13 Barrier-Free Design Standard

PG-18-14 Room Finishes, Door, and Hardware Schedule

PG-18-15 A-E Submission Requirements, Volume C

PG-18-17 NEPA Interim Guidance for Projects

H-7545 VA Cultural Resource Management Procedures

See SOW Section 17 OIT Infrastructure Standard for Telecommunications Spaces

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

▪ VA Standards Alert 017 – Infrastructure Standard for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference

(https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

▪ 00 VA OEHRM Site Infrastructure Requirements v2.0 (SOW Attachment 02)

▪ HEFP SEP Design Alerts (SOW Attachment 03)

▪ Hampton VA Hospital Construction Safety Handbook (SOW Attachment 12)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A-E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department-wide.

https://www.cfm.va.gov/til/index.asp https://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/cost/index.asp https://www.cfm.va.gov/TIL/cPro.asp https://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp https://www.cfm.va.gov/til/etc/seismic.pdf https://www.cfm.va.gov/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp https://www.cfm.va.gov/til/dGuide.asp https://www.cfm.va.gov/til/topicSpecific.asp https://www.cfm.va.gov/til/spclRqmts.asp#room https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/environmental/index.asp https://www.cfm.va.gov/til/index.asp https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

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 6 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 Hampton VAMC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. HISTORIC PRESERVATION: The A-E shall assist the VA with completion of Section 106 requirements as required by the VAMC. The A-E shall be responsible for completing required documentation for submission to the Virginia state historic preservation office.

10. 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.

11. 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.

12. 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 6. 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).

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

This memo is included as SOW Attachment 4, 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 incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at Hampton VAMC due to the age of the campus (construction began in 1948).

The following submittals will be required for this project:

▪ Quality Assurance/Quality Control (QA/QC) Plan

▪ Design Charette

▪ 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%

13. 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 2024 or the latest version available to Hampton VAMC.

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 Hampton VAMC Master Record Drawing. 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 https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 http://www.cfm.va.gov/til/projReq.asp

▪ 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)

14. 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), and Autodesk (.dwg, .rvt) 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

• 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, and Additional Items

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

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with 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)

▪ All documents in any of the electronic formats listed above.

▪ Two (2) half-size paper bond sets of drawings – 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 http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

Hampton VA Medical Center 100 Emancipation Dr 11/25/2024 Hampton, VA 23667

▪ 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 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 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 responses shall be submitted within seven (7) business days of the submitted RFI to the A/E.

Submittal Reviews Submittal Review responses shall be submitted within seven (7) business days of submitted Submittal Review 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

Hampton, VA 23667 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 (also known as As-Builts) 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) format.

Third-Party Commissioning

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL

(https://www.cfm.va.gov/til/spclRqmts.asp#Cx). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements update, design phase commissioning planning

(facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

▪ HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC

Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

▪ Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power

Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

▪ Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured

Cabling System

▪ Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video

Surveillance System https://www.cfm.va.gov/til/spclRqmts.asp#Cx

Hampton, VA 23667

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The project will require significant schedule compression in order to meet the EHRM target dates as mandated by Congress. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located 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 & 10% BD Submittal (Design charette)

90 calendar days after receipt of Notice of Award

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

35% SD Submittal 70 calendar days after VA acceptance of QA/QC & 10% BD

Submittals

35% SD Review Meeting 21 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 62 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 21 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 31 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 21 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

21 calendar days after VA receipt of Final Bid Documents

Submittal

Total Part One Services/Design Phase Schedule

365 calendar days

The Design Submittal days in part one project schedule may adjusted so long as the total completion date does not change. If 95% CD submittal do not meet all the VA guidelines and 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.

16. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

Hampton, VA 23667

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 Hampton VAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Hampton VAMC Engineering 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.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE: The current version for this standard is version 4.0. (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at Hampton VAMC 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 OIT ITOPS Solution Delivery (SD) Data Center and Infrastructure Engineering, and questions or concerns should be directed to the following email group:

VAITESEDatacenterEngineering2@va.gov

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

18. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS: Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented and discussed with 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.

19. REPORTING REQUIREMENTS: The Contractor shall be required to report to the VA Engineering Service (Building 37) to log in during normal working hours. This check-in is mandatory. VA Engineering Service will issue a badge that will allow the contractor to report to his/her appointed place of duty. When the service is completed, the Contractor shall document services rendered on a legible field service report.

20. INFORMATION TECHNOLOGY SECURITY REQUIREMENTS:

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

Hampton, VA 23667

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.

to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractors employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data

- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure

Hampton, VA 23667

VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VAs information is returned to the VA or destroyed in accordance with VAs sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractors firewall and Web services security controls, if applicable, shall meet or exceed VAs minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for

Hampton, VA 23667 performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA€™s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

GENERAL RULES OF BEHAVIOR

a. Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job.

b. The following rules apply to all VA contractors. I agree to:

(1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract.

(2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions.

(3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE.

(4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract.

(5) Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COTR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee.

(6) Contractor's use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply.

Hampton, VA 23667

(7) Grant access to systems and information only to those who have an official need to know.

(8) Protect passwords from access by other individuals.

(9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the particular system in question.

(10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA.

(11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders.

(12) Ensure that the COTR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information through the use of any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs.

(13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COTR.

(14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COTR.

(15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA.

(16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COTR.

(17) Understand that restoration of service of any VA system is a concern of all users of the system.

21. PRIVACY: Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS).

As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health

Hampton, VA 23667 information by covered entities, Veterans Health Administration (VHA). In accordance with HIPAA, the contractor may be required to enter into a Business Associate Agreement (BAA) with VHA.

Business associates must follow VHA privacy policies and practices when applicable. All contractors and business associates must receive privacy training annually.

For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS Standards for Privacy of Individually Identifiable Health Information as determined by VHA.

For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required upon request.

22. SOW and ATTACHMENTS: The following list of documents are attached to this SOW 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 1.8 (See SOW Attachment 02)

▪ SOCAMES 6 Design Alert 1 (See SOW Attachment 03)

▪ Sensitive…