Attachment 01 - SOW - EHRM Infrastructure Updates IT Rooms - Grand Junction.docx

ARCHITECT-ENGINEER SCOPE OF WORK

EHRM Infrastructure Upgrade – Improve IT Rooms and Cabling Project No. 575-21-700 Veterans Affairs (VA) Western Colorado Health Care System Grand Junction Campus, 2121 North Avenue, Grand Junction, CO

This project requires the services of an architect/engineer firm (AE) having special knowledge of Information Technology infrastructure systems, preferably including a BICSI Registered Communications Distribution Designer (RCDD) on the design team; fire suppression technology for electronic systems; and Heating, Ventilation, and Air Conditioning (HVAC) in a hospital environment. The facility would prefer an AE firm that has in-house mechanical engineers, and one that is as local as possible to Grand Junction.

Background The Station is replacing small and non-conforming IT closets with central IT rooms to support the VA Electronic Healthcare Record Modernization strategic initiative.

Scoping and technical services are being provided by the VA’s Office of Electronic Health Record Modernization (OEHRM).

Intent This project will provide IT rooms in the locations described that meet the requirements of VA Office of Information and Technology Design Guide and the Infrastructure Standard for Telecommunications Spaces; will relocate cable and wiring connections to new locations; and will upgrade cable and wiring to meet current standards. The AE will work with the Station to identify standard Hospital infection control measures, and incorporate requirements into plans and specifications.

The new or refurbished IT rooms will have appropriate electrical panels for normal and emergency power, including bonding, and will have Uninterruptable Power Systems. The rooms will be heated, ventilated, and cooled and have interfaces to the Building Management System. The rooms will have data outlets, patch panels, and new Cat6A data cabling from the Main and Secondary Distribution locations. The fiber infrastructure backbone campus-wide within and between buildings will be upgraded. The new or refurbished rooms will have appropriate physical security measures, and hazardous building material abated if required.

Where older Telecommunication Closets are being replaced, the old spaces will be cleared of wiring and other telecommunication technology, and at least one duplex power outlet and data jack will be installed.

Planned new or refurbished IT rooms have been sized to house three racks of IT equipment, and supporting utilities; inside dimensions are 12 feet by 12 feet on average, and 8- inch Concrete Masonry Unit walls are assumed. Actual size requirements are to be determined by the AE.

1. Building 1, Rooms 1416, 1631 will be replaced by new IT Room 1402 (see diagrams included in this package). The total number of ports in use in the existing rooms is 514. The new room will be sized to provide three racks.

2. Building 1, Room 1691 will be expanded and sized to provide five racks. The total number of ports in use at this time is 236, but this space will support an addition which is currently in design.

3. Building 1, Rooms 2227, 2414, and 2637 will be replaced by new IT room 2401. The total number of ports in use in these existing rooms is 478. The new room will be sized to provide three racks.

4. Building 1, Room 2665 will be expanded and sized to provide five racks. The total number of ports in use at this time is 144, but this space will support an addition which is currently in design.

5. Building 1, Rooms 3030, 3432, 3629 will be replaced by new IT room 3420. The total number of ports in use at this time is 327. The new room will be sized to provide three racks.

6. Building 1, Room 4411 will be replaced by new IT room 4400. The total number of ports in use at this time is 384. The new room will be sized to provide three racks.

7. Building 1, Room 5409 will be replaced by new IT room 5401. The total number of ports in use at this time is 312. The new room will be sized to provide three racks.

8. Building 1, Room 6406 will be replaced by new IT room 6406. The total number of ports in use at this time is 288. The new room will be sized to provide two racks.

9. Building 7 (Warehouse) currently has 120 ports on wall mounted equipment. A one-rack communications room will be constructed in the space.

10. Building 8 (Engineering Administration) currently has 168 ports on wall mounted equipment in an open area that also houses fire alarm systems, Building Systems controls, and access controls systems.

11. Building 13 (Central Laundry), room 101 currently has 48 ports on wall mounted equipment. An enclosed and conditioned space will be provided.

12. Building 20 (Community Living Center), room 133 will be replaced by a new IT room constructed on the exterior of the building. The total number of ports in use at this time is 216. The new room will be sized to provide three racks.

13. Building 36, Room 112 will expand into Room 113 (the copier will be relocated to the reception cubicle.) Building 36 is a modular building. Appropriate power and ventilation/cooling improvements will be made.

14. Building 37, Room B106 will be replaced by a new room constructed in the Recreation Therapy area of the building, sized for three racks.

Altogether, approximately 3000 GSF will be modified inside existing buildings and 200 GSF will be added to the Community Living Center to provide conforming IT spaces.

Approximately 30,000 linear feet of fiber and cable will have to be installed and a similar amount demolished.

Requirements

The AE selected is expected to:

1. Conduct a detailed preliminary investigation.

· Physically survey as well as review record drawings of the IT, power, and HVAC systems of the facility and describe all deficiencies. Inform CO/COR of supplemental information gathering that may be required.

· Provide preliminary plans to address existing deficiencies and provide appropriate capacity for the future.

· Participate in a conference call after VA has completed Schematic Design review.

1. Design and produce construction documents for implementation of the selected alternatives.

· Submittals must include the components listed in PG18-15 A/E Submission Requirements, Chapter C Minor and NRM Projects. In addition to these requirements, the AE will provide the Station a list of technical submittals required by the Specifications written by the AE.

· Intended for long-term use, the project design must provide facilities that are of enduring quality; Energy efficient; Functional and requiring low maintenance; Durable; Universally accessible; Sustainable; Operationally cost effective; Compliant with appropriate codes, statutes, and VHA requirements.

· Construction documents must be complete, clear, specific, accurate, coordinated between disciplines, quantifiable, and explicit in quality expectations for suitable materials, systems, and workmanship.

· Throughout the design phases of a project, the A/E shall work closely with the COR and Integrated Project Team to ascertain and confirm all project requirements. The A/E shall fully cooperate with the VA-initiated procedures for commissioning, constructability, accessibility, and other reviews and coordination.

· The A/E shall determine if the required utilities for the project exist and if they are of adequate size and type. The AE must inform the CO and COR if there will be a need for increased capacity or new utilities. Utilities may include, but are not limited to electricity, fire and police alarm interface, voice, and data communications.

· The A/E shall participate in the Station’s Infection Control Risk Assessment, develop infection control measures, and show these on the construction documents.

· The A/E shall determine if the construction will require a fire alarm or suppression system to be taken out of service; whether egress or access for emergency response will be blocked, or fire/smoke barrier walls to be breached. If so, A/E shall develop appropriate Interim Life Safety Measures and show these on the construction documents.

· AE will participate in conferences calls after the VA has reviewed the Design Development (65%) review and the Final Design (95%) review.

1. Provide construction period services.

· Attend Pre-Bid Conference and prepare documents to be released as Addenda to the request for bids, if applicable

· Attend Pre-Construction Conference.

· Review submittals, including Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents, and any substitution requests. Provide response to submittals within two business days of receipt.

· Attend Weekly Construction Progress Meetings. This requirement may be fulfilled by phone or in person.

· Periodically inspect work. The registered architects and engineers who are familiar with the design work of the project shall inspect completed work at critical completion points. The AE shall suggest an appropriate number of inspections based on the complexity of the work. A report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Contracting Officer or his authorized representative within three (3) workdays following the site visit date.

· Respond to Contractor Requests for Information. The A/E shall respond/reply to Contractor questions presented formally, as RFI’s, within one (1) business day to confirm the RFI was received and give an estimate of how long it will take the AE to resolve the issue. It is the goal of both the VA and the A/E to resolve the RFI in an expedited manner to maintain the construction schedule. The AE shall maintain an RFI log showing issue, date of receipt, date of response, and indicating relation to modifications to contract if applicable. AE shall prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents.

· Assist in review and preparation of Construction Contract Modifications. AE's review and recommendations shall include an independent breakdown of costs in detail with quantities and unit prices and shall cover both additions and deductions of labor, materials and equipment.

1. AE shall provide Project Close-Out and Post construction services.

· Project Completion and Acceptance. The AE shall diligently monitor the Contractor’s progress to complete the work in accordance with the Contract Documents and within the Contract Time for completion. AE Team shall attend scheduled final inspection. AE shall prepare a supplemental punch list to include incidental corrective work not addressed in the Contractor’s punch list; review comments and punch list items generated for conformance with the requirements of the Contract Documents; and incorporate enforceable comments and punch list items into a single supplemental punch list.

· Review of O&M Manuals. AE team shall provide a detailed list of closeout submittal requirements, review the Close-Out Submittals for compliance with the contract documents, and ensure that the information provided is specific to the equipment and systems installed in the project.

· Training Plan for Client Agency Personnel. AE team shall review the Contractor’s training plan and training material and monitor the satisfactory progress and completion of the plan.

· Substantial Completion The AE shall assist in determining that: All contract work except incidental punch list items are complete; all systems and parts are functional; utilities have been connected, tested, and function properly; Owner training has been completed; O&M Manuals meet specifications and have been delivered to owner; specified maintenance materials (tools, spare parts, extra stock, etc.) have delivered to Owner; specified required Special Inspection and Testing reports have been received by Owner.

· Warranty Review. Should warranty problems arise, the VA may request assistance from AE to resolve the issue. AE shall attend the 11-month walk-through prior to expiration of the warranty period and issue a Warranty Inspection report to all attendees.

General

All work shall be coordinated through Engineering Services. All design and work will incorporate the requirements of the current editions of Code (IBC, NEC, OSHA, NFPA, etc.) and the following VA publications and the publications referenced therein:

VA Office of Information and Technology Design Guide February 2011 https://www.cfm.va.gov/til/dguide/dgOIT.pdf

Infrastructure Standards for Telecommunications Spaces 08-21-2020 https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

HVAC Design Manual Rev. March 1, 2020 https://www.cfm.va.gov/til/dManual/dmMEhosp.pdf

Seismic Design Requirements 2016 https://www.cfm.va.gov/til/etc/seismic.pdf

A/E Submission Instructions for Minor and NRM Construction Program https://www.cfm.va.gov/til/ae/aesubmin.doc

Construction documents will incorporate VA Guide Specifications as applicable. https://www.cfm.va.gov/til/spec.asp

Station-level standards are described in the “Instructions to the AE from Grand Junction Engineering” document that is included in this design scope package.

Fee proposals shall be provided on VA Form 10-6298 and Estimates for construction shall be placed on VA Form10-6238, which may be obtained from the Contracting Officer (CO) or the Contracting Officer’s Representative (COR).

Performance Period Milestones and Project Deliverables:

(Each phase to include Construction Cost Estimate)

(Calendar days after kick-off meeting)

FIRST REVIEW PHASE (Schematic Design - 35% Submittal)

· Submittal no later than 55 days after kick-off meeting

· Includes site investigation and survey

· Government submittal review – 20 days

55 Days

SECOND REVIEW PHASE (Design Development - 65% Submittal)

· Submittal no later than 65 days after receipt of Government review comments

· Government submittal review – 30 days (includes time for Fire and Life Safety Review and Energy Review comments to return to Facility)

140 Days

THIRD REVIEW PHASE (Final Design - 100% Submittal)

· Submittal no later than 30 days after receipt of Government Review Comments

· Government submittal review – 20 days

200 Days

BID DOCUMENTS FOR SOLICITATION

· Submittal no later than 30 days after receipt of Government Review Comments

230 Days

CONSTRUCTION PERIOD SERVICES

(As-built Drawings, Construction Administration support, bid tour, construction meetings, etc.)

· Anticipated length of Construction is 12 to 18 months with 6 to 9 months for solicitation of construction contractor

· Deliver Final As-built Materials to VAMC and Contracting Officer not later than 30 Days after Substantial Completion of Construction Contract

Contract Deliverables Review, Acceptance, rejection durations and process Should the Government reject any deliverable, the Contractor shall resubmit the rejected deliverable to the Government within 7 calendar days of the Government’s notice of rejection for Government’s second review. Should the Government determine to reject any deliverable a second time, it will issue to the Contractor a cure notice requesting the Contractor’s corrective action plan prior to taking any termination for default action under the Contract.

DELIVERY DATE: Kick-off meeting date + 230 calendar days (excluding construction period)