Attachment 1 - SOW Montgomery 619-21-106 - EHRM Infrastructure Upgrades.docx

Central Alabama Veterans Health Care System (CAVHS) West Campus 215 Perry Hill Road 2/16/2021 Montgomery, AL 36109-3798

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 619-21-106a PROJECT NAME: EHRM Infrastructure Upgrades - Montgomery **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 verify existing conditions and utilities design and prepare contract working drawings and specifications for Project No. 619-21-106 “EHRM Infrastructure Upgrades- Montgomery, Alabama” in accordance with the design scope of work (SOW). This project will make improvement to existing infrastructure to meet the requirements for the Office Electronic Health Record (OEHR) deployment.

2. STATEMENT OF WORK:

BACKGROUND: The Office Electronic Health Record Modernization (OEHRM) Program

The Office of Electronic Health Record Modernization (OEHRM) Program is a large-scale, commercial Electronic Health Record (EHR) implementation. The Department of Veterans Affairs (VA) must ensure that the new EHR is supported by both proper Information Technology (IT) infrastructure and physical (i.e., facilities) infrastructure.

In order to ensure the new EHR is supported by proper building and facility infrastructure it is required that each Medical Center assess its physical (i.e., facilities) infrastructure that will directly support the implementation.

The requirements can be found in the OEHRM Site Infrastructure and End User Device (EUD) Requirements, dated April 16, 2020. This document is intended to outline the current set of OEHRM requirements. Specific items evaluated within this document are: Wide Area Networking (WAN), Local Area Networking (LAN), Wireless LAN (WLAN), Power, Heating, Ventilation, and Air Conditioning (HVAC), End User Devices (EUD), Networking and Voice Over Internet Protocol (VOIP).

This document provides requirements in addition to VA’s existing design guides and enterprise IT requirements. Additional requirements will supplement specific areas, such as wireless networking, that may require further details. Other site-specific requirements may be issued that develop from evaluation of individual locations. This document will be updated annually over the 10-year deployment schedule to incorporate both technology improvements and lessons learned from deployments. In any area of conflict, the more stringent of the two standards will apply. All included requirements apply to VA Medical Centers (VAMC). Additional site type requirements are outlined in Appendix C.

The Infrastructure Standards for Telecommunication 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.

SOW:

Utilizing the reports from the VISN 7 team in conjunction with site walks and project manager assessments, the A/E will draft and submit a proposal for remediations at Data Center and at each telecom room located in the scope of work as outlined below:

1. A/E will follow and utilize the EHRM guidelines and the Infrastructure Standard for Telecommunications Spaces, Version 2.2, which are required for acceptance of this contract. The standards are included as an addendum to this document.

2. A/E will follow and utilize local cabling standards which are required for acceptance of this contract. The standards are included as an addendum to this document. In the event that there is a discrepancy between the local cabling standards and the EHRM requirements, the more stringent standard will be followed, and (if necessary) the COR will be notified to update the local cabling specifications to meet the more stringent requirement BEFORE the proposal goes to bid for construction.

3. Installation contractors are required to post a copy of the local cabling specifications in the patch panel area during construction.

Specific Tasks:

A. An assessment team was put together to evaluate the VAMC VA Medical Center telecom rooms according to the Cerner published guidelines, and several major issues were found that may prevent the adoption of the Cerner software. These issues were in the areas of HVAC, power, physical security, and structured cabling.

1. In near all cases, the structured cabling was determined to need replacement.

2. In all telecom rooms there was a lack of independent power circuits to provide redundancy to network equipment.

3. Most telecom rooms in the main facility required HVAC

4. No telecom rooms performed temperature / humidity monitoring and or reporting.

5. Data Center space is Inadequate; cooling system Inadequate; Dedicated Redundant Main Distribution Area is a No; Electrical for total room is Inadequate

B. These issues need to be remediated to facilitate the upgrade, which is a National initiative.

Additional Tasks:

Sever Room Picture Archiving and Communication System (PACS) Utility Requirement

Server Room

Serve Room

Serve Room

Serve Room

Radiologist Room

Actions:

· Assess Rack Space Available: This is either existing racks or space to place a new one. The PACS will occupy the entire rack

· Assess Power Outlet Availability: This is the count of devices being installed requiring a plug. The outlets could be on an existing rack PDU or new install

· Assess Amperage Available: This is power usage of the devices being installed

· Assess Switch Port Availability: This is the count of open switch ports available within the server room.

· For each of the above, if it is unavailable, provide a plan or what is needed to get in place

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to, upgrading facility fiber throughout the buildings to each IT closet, provide a redundant fiber run throughout the facility to each IT closet, provide redundant fiber mains to the demarcation room from the provider point, installing additional IT outlets, installing new electrical outlets throughout the facility, provide additional outlets in each IT closet, upgrade facility power distribution as required, upgrade facility HVAC distribution as required, physical security assessment and upgrades and hazardous material abatement.

A/E 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 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 CAVHCS West 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. Attachment 11 - Site Self Assessment – Montgomery will give AE firm a basic understanding of the CAVHCS West 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.

SITE SPECIFIC INFLUENZA/COVID REQUIREMENTS

The A/E firms’ representatives performing site investigations on CAVHCS West campus must meet the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Follow the local CAVHCS COVID guidelines

3. Seasonal influenza with (Attachment 8 - Seasonal Influenza with Vaccines) Comment by Elias, Scott (VHACLE): Update attachment number.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price between $10,000,000 and $20,000,000.

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 in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

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

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

OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

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)

· VA OEHRM Site Infrastructure Requirements v1.9 (Attachment 3)

· SOCAMES 6 Design Alert 1 (Attachment 4) Comment by Elias, Scott (VHACLE): This attachment number needs to be updated.

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

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 7 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 CAVHCS. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

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

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

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as Attachment 7. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as Attachment 5, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949). Comment by Elias, Scott (VHACLE): Attachment number needs to be updated. Comment by Elias, Scott (VHACLE): Attachment number needs to be updated. Remove highlight.

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 CAVHCS West due to the age of the campus.

The following submittals will be required for this project:

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

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

· Schematic Design (SD)- 35%

· Design Development One (DD) – 65%

· Construction Documents (CD)- 95%

· Final Bid Documents (Bid) – 100%

12. DRAWING FORMAT: All drawings shall adhere to VA project software requirements delivered in AutoCAD 2007 LT format or newer version and PDF format.

13. SUBMITTAL FORMATS: Provide final materials, incorporating comments from the Final Review and VA Directive 0100 and Handbook 0100 for Metric Transition Plan Implementation and Guidance. Provide four (4) sets of: drawings (prints) in “AutoCAD 2007 LT or newer” version, specifications, cost estimate, T-bond drawings, 1-CD copy and PDF files of all final drawings and specifications and any other contract documents

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)

· 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

· 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 shall be submitted within three (3) calendar days of submittal to the A/E.

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

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

Modification/Change Order Requests Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

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

Record Drawings Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, located in SOW Attachment 06 - 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. Comment by Elias, Scott (VHACLE): This attachment number needs to be updated.

(83 days)

(93 days)

(114 days)

(124 days)

(134 days)

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

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

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

A COR from the CAVHCS 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.

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at CAVHCS -West must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment, and supporting physical space and equipment.

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

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

17. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to SOW Attachment 1 most recent version, must be referenced, documented and discussed with CO, COR and HEFP SEP. Following approval of variance or exemption, AE shall submit documentation describing variance or exemption, indicating reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR and HEFP SEP.

18. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the Building 7, 3rd floor Engineering Service to check in during normal working hours as well as after normal working hours. This check-in is mandatory. VA Police Service will issue a badge that will expire after 6 months. The Contractor will work with the COR by reporting to Engineering Project Section. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service finding to the COR.

19. 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 Attachment 02) Comment by Elias, Scott (VHACLE): These don’t line up with the Request for SF330 attachments. SOW is attachment 1, vha required division 02 specification requirements are attachment 2 ….. Nee to update SOW attachments. Also, Site Infrastructure requirements Version 1.8 is the old version.

· 00 VA OEHRM Site Infrastructure Requirements 1.9 (See Attachment 03)

· SOCAMES 6 Design Alert 1 (See Attachment 04)

· Sensitive Infrastructure Data Classification FOUO (See Attachment 05)

· 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See Attachment 06)

· Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM Construction program dates November 2008 (See Attachment 07)

· Seasonal influenza with vaccines (See Attachment 08)

· VHA Directive 1061 (See Attachment 09)

· Montgomery Campus Map (See Attachment 10)

· Site Self-Assessment X-Matrix (See Attachment 11)

End of SOW