Attachment 1 Final SOW EHRM Infrastructure Upgrades - Marion.pdf

Marion VA Medical Center 2401 West Main Street December 18, 2020 Marion, Illinois 62959

Project 657A5‐21‐700

EHRM – Infrastructure Upgrades – Marion, IL ‐ Tier 1

Project Design Scope of Work

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at Marion VA Medical Center (VAMC) in accordance with this design scope of work.

2. STATEMENT OF WORK: A/E Part One Services (also known as Design Phase) 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 facilities HVAC, electric, and IT to allow for the Electronic

Health Record Modernization (EHRM). The project shall include, but is not limited to, the following infrastructure upgrades: electrical (electrical panel upgrade, emergency and normal power); bonding; UPS; building management system interfaces; assessment for new HVAC and upgrades to existing HVAC; reconfiguration, expansion, and renovation of existing space (demo, new construction, finishes); addition of a telecommunications tower (demo wall, foundation, new construction, patch, finish); communication infrastructure (new data outlets, patch panels, and an upgrade to Cat 6A cable) in buildings as necessary; physical security upgrades; assessment and upgrade of fiber infrastructure backbone campus wide, within buildings and between buildings;

installation of a diversified path to the datacenter for WAN; and hazardous material abatement.

Project locations include Buildings 1, 2, 8, 13, 14, 15, 16, 37, 38, 42, 44, 43, 81, 82, 83, MD‐1, MD‐

3, MD‐4, MD‐5, MD‐6, and the site.

Below is a summary of anticipated scope in each building.

Building 1 is the main hospital. It is a six‐story concrete building constructed in the 1940s. Five stories are occupied. It contains no data closets and is currently served by data closets in Building

38. As part of the EHRM infrastructure upgrade, it is expected that Building 1 will be served by a combination of the existing data closets in Building 38 and a new telecommunications tower constructed on the west side of Building 38.

Building 2 contains the kitchen and outpatient services. It is a 3‐story concrete building constructed in the 1940s. Similar to Building 1, it contains no data closets and is currently served by data closets in Building 38. As part of the EHRM infrastructure upgrade, it is expected that

Building 2 will be served by a combination of the existing data closets in Building 38 and a new telecommunications tower constructed on the west side of Building 38.

Building 38 contains dental, cardiology, SPS, and logistics services. It is a 5‐story steel frame building that connects Building 1 to Building 2. Currently, there is a data closet on each floor that serves Buildings 1, 2, and 38. It is expected that the existing data closets will not be sufficient to serve all three buildings and that five new stacked data closets will be constructed as part of an addition to Building 38 – reference the telecommunications tower above. Scope in the existing data closets will likely include new cabling, patch panels, fiber, power, bonding, UPS, and rack sensors. Changes to dedicated cooling, temperature and humidity sensors are not anticipated.

Building 8 is an administrative building. It is a 2‐story concrete building constructed in the 1940s.

It was seismically retrofitted and remodeled in 2020. It contains one data closet on the first floor.

Scope is expected to be minor since the design included recent VA and OIT requirements.

Building 13 is an administrative building. It is a 2‐story concrete building constructed in the

1940s. It contains one data closet in the basement. Scope will likely include new fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Building 14 is the boiler house. It is a 3‐story brick building with steel roof framing constructed in the 1940s. It does not currently contain a data closet. Scope will likely include a new data closet, cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and a rack sensor.

Building 15 contains engineering shops and offices. It is a 1‐story brick building with steel roof framing constructed in the 1940s. It contains one data closet that must be expanded or relocated within the building. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Building 16 is the warehouse. It is a 1‐story brick building with steel roof framing constructed in the 1940s. It contains one data closet that must be expanded or relocated within the building.

Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Building 37 contains biomed and OIT. It is a 1‐story CMU building with steel roof framing constructed in 1979. It contains one data closet, the main data center, and the PBX telecom room. The data closet will need to be expanded or relocated. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors. The main data center will likely need new fiber, HVAC, cable, WAN, and a UPS for redundancy. The PBX telecom room will likely need new fiber, HVAC, and UPS.

Building 42 is an outpatient clinic. It is a 1‐story steel frame building constructed in 1998. It contains four data closets. One closet was remodeled in 2020 and will need to be expanded. The other three closets will need to be expanded or relocated as they were formerly telephone closets and are very small. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors in each data closet. Building 42 also contains one biomed data center that will likely require new fiber, UPS, dedicated cooling, and rack sensors.

Building 43 is a community living center. It is a 1‐story steel frame building constructed in 1985.

It contains one data closet that must be expanded or relocated. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Building 44 is the safety pole barn. It is a 1‐story metal building constructed in 2009. It does not currently contain a data closet. Scope will likely include a new data closet, cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and a rack sensor.

Building 81 contains behavioral medicine and RRTP. It is a 2‐story building constructed in 2010. It contains one data closet that will need to be expanded or relocated. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Building 82 is the AMVETS building. It is a 1‐story building constructed in 2013. It contains one data closet that will need to be expanded or relocated. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Building 83 is the Center for Behavioral Health. It is a 2‐story steel frame building constructed in

2015. It contains two data closets. Scope will likely include new fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

MD‐1, MD‐3, MD‐4, MD‐5, MD‐6 are individual 1‐story modular buildings constructed between

2005 and 2011. Each modular building contains one data closet that must be expanded or relocated. Scope will likely include new cabling, patch panels, fiber, power, bonding, UPS, dedicated cooling, and rack sensors.

Site work will include new fiber runs.

A/E Part Two Services of this design project (also known as Construction Period Services) include the following: responding to construction contractor Requests For Information (RFIs) during the solicitation and construction phases of the construction project; attending pre‐bid, post‐award, and commissioning kickoff construction project conferences; reviewing construction material submittals and shop drawings;

visiting the site approximately twice per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications; preparing site visit reports; coordinating project commissioning requirements; reviewing construction project modifications for cost and technical acceptability; attending the final acceptance inspection; preparing the punch list; preparing 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 an RFI log, and provide meeting minutes for weekly construction meetings throughout the duration of construction.

The construction contract should be awarded by April 30, 2022, and construction should be completed by April 30, 2023 – 18 months ahead of EHRM Go‐Live date.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for the design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Marion VAMC record drawings and the EHRM infrastructure readiness assessment documents will be made available for A/E use; 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.

The A/E shall be solely responsible for 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 so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $15,444,000.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. 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 http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning, and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and in the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the following listed Department of Veterans Affairs References:

PG‐18‐1 Master Construction Specifications

PG‐18‐3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders]

PG‐18‐4 Standard Details and CAD Standards

PG‐18‐5 Equipment Guide List

H‐18‐8 Seismic Design Handbook

PG‐18‐9 Space Planning Criteria

PG‐18‐10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

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

PG‐18‐13 Barrier Free Design Guides

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

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

PG‐18‐17 Environmental Compliance Manual

H‐7545 VA Cultural Resource Management Procedures

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

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

00 VA OEHRM Site Infrastructure Requirements v1.8 (attached) SOCAMES 6 Design Alert 1 (attached) VHA Directive 1061 Prevention of Healthcare‐Associated Legionella Disease and Scald Injury From

Potable Water Distribution Systems Marion VAMC Interior/Exterior Finish Schedule

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

6. DESIGN COLLABORATION: During the design of this project, the A/E shall collaborate with VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) and the Independent Life Safety Review Agent (LS Agent). 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. 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 Marion 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. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialist must be involved with the design, beginning with the concept phase, and qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialist 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) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the Marion VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. 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 available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp.

Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019‐11‐13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is attached to this SOW 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 following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) ‐ 10% ‐ In addition to the requirements in PG‐18‐15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

Schematic Design (SD)‐ 35% Design Development One (DD) – 65% Construction Documents (CD)‐ 95% Final Bid Documents (Bid)

11. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to Marion VAMC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions, and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built. The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of the systems described below as are necessary and appropriate at that design phase.

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

Shafts and Pits 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)

12. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), and Autodesk Revit Project (.rvt) 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.

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan All documents in any of the electronic formats listed above.

Basis of Design (BD)

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

Schematic Design (SD)

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

Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate ‐ 2 to VA

Design Development (DD), and Construction Documents (CD)

Memo annotating what was not upgraded and corresponding justifications.

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

Final Bid Documents (Bid) PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

Certified memo annotating what areas 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 set 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 set of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate ‐ 1 to VA

Requests For Information (RFI) Responses to Requests For Information shall be submitted within three (3) working days of submittal to the A/E.

Submittal Reviews Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Modification Requests Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. All documents in any of the electronic formats listed above. Note ‐ If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project in Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

13. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below.

QA/QC Submittal 7 calendar days after receipt of Notice to Proceed

BD Submittal 7 calendar days after receipt of Notice to Proceed

QA/QC and BD Review Meeting 7 calendar days after VA receipt of QA/QC & BD Submittals

SD Submittal 28 calendar days after VA acceptance of BD Submittal

SD Review Meeting 7 calendar days after VA receipt of SD Submittal

DD1 Submittal 28 calendar days after VA acceptance of SD Submittal

DD1 Review Meeting 7 calendar days after VA receipt of DD1 Submittal

CD Submittal 28 calendar days after VA acceptance of DD2 Submittal

CD Review Meeting 7 calendar days after VA receipt of CD Submittal

Final Bid Documents Submittal 21 calendar days after VA acceptance of CD Submittal

Final Bid Documents Acceptance Meeting 7 calendar days after VA receipt of Bid Submittal

Total Part One Services/Design Phase Schedule

154 calendar days

Part Two Services/Construction Period Services shall be performed for the length of time between the acceptance of Final Bid Documents and acceptance of Construction Completion.

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

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of Marion VAMC project section and have the technical knowledge required to monitor and oversee the project.

A COR from the Marion VAMC 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.

15. SOW ATTACHMENTS: The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

VHA Memorandum 2019‐11‐13 Sensitive Infrastructure Data Classification – For Official Use

Only (FOUO)

00 VA OEHRM Site Infrastructure Requirements v1.8 SOCAMES 6 Design Alert 1