Attachment 1 - VANCHCS McClellan EHRM RFP Narrative 1-31-22.pdf

1-31-2022

SECTION 00 11 21

REQUEST FOR PROPOSAL TO DESIGN BUILD

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO. 612A4-20-701

VA NORTHERN CALIFORNIA HEALTH CARE SYSTEM – VALLEY DIVISION

A. PART I - GENERAL

A1. Scope of Contract

A. The selected Design Builder (DB) shall provide all labor, materials, tools and equipment, and services necessary for design, pre-construction, construction, and closeout of the project described here and other specific tasks as further defined by this request for proposal (RFP) – Not all work required is represented in the RFP and it is the designer’s responsibility to verify existing conditions and confirm exact locations and quantities.

B. The project includes either the relocation or remodel of approximately 19 existing telecommunications rooms (TRs) and one data center to bring them up to the Electronic Health Records Modernization

(EHRM) IT standards while IT services remain operational. The DB shall provide a turn-key project for these rooms in accordance with VA Office of Information and Technology (OIT), EHRM infrastructure standards, physical security standards, and the TIL, as follows:

1. Design and installation of upgraded communication infrastructure (new data outlets, patch panels, patch cords, upgrade to Cat 6A cable where cabling is Cat 5 or below, fiber upgrade to OM4-rated multimode fiber-optic cable) as indicated in this RFP – Not all work required is represented in the RFP and it is the designer’s responsibility to verify existing conditions and confirm exact locations and quantities. Remove cable/fiber being replaced or found abandoned in place. Anticipate, and include in proposal, a 15% increase in # of drops/data outlets, cables, and patch cords beyond numbers listed for each space in the Project Manual.

2. Design and installation of new redundant fiber infrastructure backbone at the McClellan Medical

Center (VAMC) run from Building 98, Room 2S13A to building service entrances and within buildings as indicated in this RFP. Dual loop required to provide redundant feed to campus and throughout campus. Remove fiber being replaced or found abandoned in place.

3. Design and installation of all low voltage raceway systems and room fittings to support network equipment, including all required bracing/backing/mounting materials and back boxes to support installation of IT equipment. Active EHRM equipment in the data center will be provided and installed by CERNER and is not within the scope of this project.

4. Design and installation of required power, grounding, UPS, Building Management System interfaces, HVAC requirements, and other system requirements for TRs/data centers in the area or associated with the area of work.

5. Any specific coordination needs to be done with Cerner (through the VA COR), include those technical details, timelines.

6. Reconfiguration, expansion, and renovation of existing spaces as identified in this RFP to meet IT space and configuration requirements (demo, new construction). Design and installation of interior finishes in all areas affected by work under the scope of this RFP to meet OIT standards for TRs/data centers, and in coordination with the VA Interior Designer for non-IT spaces.

7. Removal of all legacy IT equipment and room fittings (e.g., racks, cable trays) from any TR that is being abandoned due to TR relocations under the scope of this RFP. Abandoned TRs will be restored to a condition suitable for general storage use unless otherwise indicated in this solicitation (e.g., electrical room).

8. Testing, commissioning, and training for all mechanical and low voltage systems installed in accordance with the specifications contained in this RFP.

9. Design and Installation of OIT spaces in building listed in the scope of this project Narrative, Manual, specifications, and guidance documents will be completely re-cabled in preparation for the 2028 VA guidance. All Data cables, patch panels, and patch cables will be required to be upgraded to CAT 6A.

10. Contractor should bid for CAT6A data cabling work to be performed after normal business hours or on weekends/holidays. Phase planning, development, and cut-overs will need to be scheduled into project schedule.

11. Extension of existing site utilities (electrical, water, sewage, and telecommunications) to the area designated for placement of temporary training trailers at the McClellan Outpatient Clinic.

12. Contractor required to make final connections for all utilities to facility and trailers.

C. Project locations for the tasks above are

1. McClellan Outpatient Clinic, 5342 Dudley Boulevard, McClellan, CA 95652

D. All existing systems must remain operational during construction. DB is responsible for all relocation and/or cut-over of existing systems that are affected by this project (including but not limited to nurse call, security/access control, biomed, and all other necessary control and existing systems applicable to this requirement). DB and Engineering are responsible for submitting Tickets to IT to assist in cutover and scheduling of Network Switches and systems as needed. Tickets must be submitted NLT 21 calendar days in advance of the cutover and other support as needed.

E. Mather VA is no longer part of this Design-Build project. Any references to work to be performed at Mather VA in the RFP to DB Narrative, Specs, Project Manual, or any other documentation in this solicitation/contract shall be disregarded.

A2. DEFINITIONS

A. Design-Build (DB) as defined by the Department of Veterans Affairs (VA) is the procurement by the

Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

B. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control, and approval of the Contracting Officer.

C. Project Manager: The Project Manager will assist in the administration of the contract under the immediate direction of the Contracting Officer.

D. Contracting Officer Representative (COR): The Contracting Officer's authorized representative at the construction site. The COR is responsible for protecting the Government's interest in the execution of the construction contract work. COR duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, and approval of all submittals, samples, and shop drawings.

E. Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

F. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

G. A/E: This term, as used herein, refers to the Architect-Engineer firm(s) that are a part of the DB team, also referred to as DB A/E.

H. RFP A/E: The firm(s) directly hired by the VA for the preparation of the RFP documents and to provide other technical assistance to the VA.

A3. Tentative Schedule:

ACTION CALENDAR

DAYS

AFTER …

Kick-Off Mtg/Preliminary Site Review 10 Notice to Proceed

30% Design Submittal & Mtg 45 Kick Off Meeting

30% VA Comments 30 30% Design Submittal & Mtg

65% Design Submittal & Mtg 60

30% VA Comments

*Start Site Preparation for Trailer after 65% turn in

65% VA Comments 30 65% Design Submittal & Mtg

100% Design Submittal & Mtg 45 65% VA Comments

100% VA Comments 30 100% Design Submittal & Mtg

100% Final Documents Submittal 15 100% VA Comments

*Start Site Preparation for Trailer after 65% turn in

*65% Design Submittal & Mtg

(Note Schedule Overlap)

Trailer Ready for Occupation 10 Start Site Preparation for Trailer

EHRM project is Available for Construction

Activities.

5 Trailer Ready for Occupation

EHRM Construction Completed and

Operational.

All CAT6A and all associated

EHRM work described within

Concourse documents complete.

Certify Compliance and Commissioning 15

Final Certification and compliance that all SOW items and reconciliation of all work completed is complete and validated in working order.

Vacate and Decommission Trailer 10 Certify Compliance and

Commissioning

Remove Trailer from Site and Return Site to

Pre-existing Condition 10 Vacate and Decommission Trailer

Total 600

The period of performance for this project is 600 calendar days after the issuance of the “Notice to Proceed”

(NTP).

A4. Pre-Proposal Site Visit (Phase II)

A pre-proposal site visit will be conducted for Phase II of the Design-Build process. The most highly qualified firms selected to proceed to Phase II will be invited to attend the pre-proposal site visit. The

Contracting Officer will establish the date, time, and location, and will notify the Phase II offerors in writing. See Federal Acquisition Regulation (FAR) Clause 52.236-27 of this solicitation and the Phase II

Notice.

B. PART II – RESPONSIBILITIES.

B1. VA Team

A. The VA team is comprised of VA VISN 21 Capital Asset Management located in Mare Island, CA, a

Contracting Officer Representative who will be located at the construction site, and VA medical center staff. The Contracting Officer will maintain overall authority.

B. The Design‐Build contractor’s team included the following companies:

RFP/AE:

Concourse Federal Group

123 Royal St.

124 Alexandria, VA 22314

(This company is now called AWEN Solutions Group)

AWEN Solutions Group

4196 Merchant Plaza Ste 711

Woodbridge, VA 22192

(This company was formerly called Concourse Federal Group)

Consultants:

DHE Engineering

3300 N. Central Ave

3300 Tower, Suite 1520

Phoenix, AZ 85012

B2. Design-Build Team:

A. The DB team includes all J/V partners, consultants, and subcontractors to the one firm. The DB team shall provide Architectural and Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for construction of the project.

B. If the DB Team A/E and contractor are a J/V (not one and the same firm) engineering and other technical consultants shall be subcontractors of the J/V Architect - not the Design-Build construction contractor or subcontractors. If the DB Team A/E and contractor are one and the same firm (not a J/V) those consultants shall be subcontractors of DB firm not the construction subcontractors.

C. The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the DB Team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required time period (contract length).

C. PART III – PHASE I PROPOSAL REQUIREMENTS

Refer to solicitation section “instructions, conditions, and other statements to bidders/offerors” for all proposal submission requirements.

D. PART IV – PHASE II PROPOSAL REQUIREMENTS

Refer to solicitation section “instructions, conditions, and other statements to bidders/offerors” for all proposal submission requirements.

PART V - POST AWARD REQUIREMENTS

E1. Design Review Submissions:

A. General:

1. The Design-Build Team A/E (DB A/E) shall prepare and submit complete construction documents for review and approval by the VA in accordance with the VA RFP, VA's A/E Submission Instructions for

Minor and NRM Construction Program (PG-18-15), and standard professional practice and prevailing codes.

2. All submission packages will be reviewed at 30%, 65% and 95% completion stages. The 65% and

95% review submission packages will incorporate the final review comments from the 30% and 65% reviews, respectively. If any package is not complete for the required stage, a post review may be required the cost of which will be borne by the DB Team.

3. Each review submission package shall include one (1) hard copy set and three (3) sets on CD-ROM.

The package will include an index of drawings (by sheet number and tittle) and specifications (by section number and tittle) submitted. The packages will be distributed to the VA Project Manager, the

VA Medical Center, VA COR, and others as determined to be appropriate by the VA Project Manager.

4. Infrastructure information for critical or secure areas, including IT room design details, is considered sensitive information, and must be marked and managed as "For Official Use Only (FOUO)" information. This includes drawings with technical details (e.g., cross-sections, construction details, wiring diagrams, etc.) and specifications with information on critical or secure areas, associated functions, or systems.

B. Schematic Design, SD (30%): In addition to the requirements of PG-18-15, the SD submittals shall include:

1. IT Design: Narrative describing basic scope of work and approach solution. Where a TR or data center cannot be upgraded to meet VA OIT & OEHRM standards due to site constraints (e.g., TR

<100 SF with no option for expansion or relocation), the DB team will document assessment of conditions and rationale where the full standard is not applied for VA review.

2. Existing site plan showing IT, ISP, and telephone utility locations and elevations.

3. Site drawing line diagram that shows connections to entrance facilities, manholes or other buildings

4. Line drawing of building and local distribution including IT rooms, location and size, cable tray routing.

5. Space plan identifying existing spaces and any new required to meet the distance limitations for cabling outlet to be served from a technology space on the same floor.

6. Diamond analysis of all TRs/ data centers where work is to be performed per Attachment 8 -

SOCAMES 6 HEFP SEP Design Alerts 1-7.

7. IT demolition requirements, including project phasing to maintain operations

8. List of proposed IT, electrical, and mechanical equipment, with vendor/manufacturer information.

Where appropriate, equipment should match existing used at the facility to facilitate lifecycle management. When calling out for a different manufacturer/model, include the salient characteristics of the proposed equipment for VA review and approval.

C. Design Phase, DD (65%): In addition to the requirements of PG-18-15, DD submittals shall include:

1. Voice, data outlets and wireless access points. Locations indicate the number of cables to each outlet or wireless access point.

2. Detail diagram of IT equipment and telecommunications rooms fit out and footprint including cable tray, ground bar, backboard, equipment rack locations, etc.; verify all clearances are met

3. Diagram of backboard and rack elevations that includes electrical outlets, patch panels, fiber optic patch panel, wire managers

4. Raceway Distribution Plan including cable tray, conduit, sleeves, and penetrations

5. Access points and any other wireless equipment other than the IT wireless network, (telemetry, RTLS, eVideon, Vocera, etc.), including mounting requirements

6. Typical detail diagram of penetrations including fire-stop assemblies

7. Typical detail diagram related to cable tray design including, grounding, bonding, splicing, waterfalls and other transitions

8. Typical detail diagram of cable support systems, J-Hooks, seismic equipment/ladder rack anchorage

9. Typical detail diagram of equipment rack anchorage

10. Typical detail diagram of pull box and conduit assemblies

11. Typical detail diagram of surface raceways and fit out

12. Floor plans with IT outlet locations

13. Typical detail diagram of floor boxes, back-boxes and poke thru devices including conduit entrance and power assemblies

14. Detail of all ADA upgrades as required

15. Update the project schedule as related to IT activities

16. Furniture and millwork coordination with network outlet location, elevations, grommets, and furniture raceways are correctly configured

17. Coordination of wall-mounted devices and with backing details

D. Construction Phase, CD (95%): In addition to the requirements of PG-18-15, CD submittals shall include:

1. Complete final set of drawings for the IT systems, address all applicable requirements of the VA IT specifications and CSI Division 27 activities and items

2. Confirmation that Structured Cabling, Mechanical, Electrical and Architectural drawings have been coordinated so that all voice/data outlets, conduit, and paths are incorporated

3. Notes for specific instructions for IT related work activities. These activities should be minimized and will require extensive scheduling reviews with assigned VA IT Project Managers.

4. Approved seismic mounting details for all relevant equipment on IT, Architectural and Structural drawings, etc.

5. Outlet schedule that includes each outlet ID shown on the IT plans, room numbers, outlet requirements (ports), performance requirements (i.e., Category 6a), verify outlet schedule to program requirements, provide in electronic format to VA and on plans as this will be used to assemble the cut sheet

6. Provide final details for:

a. Floor plans, elevations, and layout specifics

b. Details and changes to IT equipment

c. Power, lighting, zoning, switching, and noise cancelling, clearances and HVAC requirements

d. Anchorage details

e. Outlet drawings including unique cable identifiers on all outlet cabling

f. Final security requirements for TRs/data centers

g. Final project schedule as related to IT activities

E. Design Review Meetings:

1. A review meeting to resolve design issues will be held for each design review package submitted

(SD, DD, CD). The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

2. Participants will include VA team and DB team members as appropriate for the specific package to be reviewed and others. The DB team members will each allow for (1) full day for each discipline/package design review meeting. DB team management will be present at each review meeting.

3. The DB team shall allow a minimum of thirty (30) calendar days for each review cycle. A cycle includes:

a. The VA’s receipt of the design review submission package.

b. The review meeting.

c. DB teams receipt of comments from the VA, submitted electronically.

4. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager (for the VA team) and the DB Team Project Manager (for the DB Team). See section I. Quality

Assurance/Quality Control.

F. Electronic Media:

1. Design review submission drawings and final Construction Document submission drawings will be executed in AutoCAD 2019 version or current approved version at time of award. If completed using

Revit, construction documents shall be saved back to AutoCAD 2019 format.

2. The drawings included in the VA RFP will be available to the DB team in electronic format for use in preparing the construction drawings. The CADD drawing files are provided without warranty or obligation on the part of the VA as to accuracy or information contained in the files. The user shall independently verify all information in the files.

3. The specifications included in the VA RFP will be available to the DB team in Microsoft Word format to be further edited by the DB A/E based on project requirements. The VA RFP specifications may not be inclusive of all specifications required for completion of the work. See http://www.cfm.va.gov/TIL for a complete set of VA standard specifications. DB A/E shall verify all

"SPEC WRITER NOTES" are removed from final specification documents.

4. The construction record drawings shall be completed in AutoCAD 2019 as specified by the station.

G. Professional Licensing:

1. The DB A/E who signs the construction documents shall be a professional architect or engineer licensed in the state of California.

2. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The DB A/E shall certify compliance with the VA RFP and all applicable codes.

H. Design Requirements - Compliance with codes and standards.

1. Project design shall be in compliance with applicable standards and codes described in VA Program

Guides and design materials included or referenced in the solicitation materials, and all guidelines located in http://www.cfm.va.gov/TIL. Key standards that apply to this project include but are not limited to those listed below. These standards shall be confirmed as the latest versions at the start of design:

a. Office of Information and Technology (OIT) Infrastructure Standards for Telecommunications

Spaces v3.1 (1 July 2021)

b. “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016

(https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

c. 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)\

d. OIT Design Guide Templates for Critical Telecommunications Spaces in Clinical and Non-clinical

Environments v1.0 (27 Dec 2018)

e. Office of Electronic Health Records Modernization (OEHRM) Site Infrastructure and End User

Device (EUD) Requirements, Version 2.0 (Attachment 6 - 00 VA OEHRM Site Infrastructure

Requirements 2.0)

f. Physical Security and Resiliency Design Manual (Oct 2020)

g. Basic Guidance: 208V Power Distribution White Paper (Attachment 4 - Basic Guidance - 208V

Power Distribution White Paper)

h. Basic Guidance: Zone PDU Power Distribution (Attachment 5 - Basic Guidance - Zone PDU

Power Distribution)

i. 2020 National Electric Code

j. 2021 Life Safety Code

k. 2021 Health Care Facilities Code

l. 2019 Standard for Emergency and Standby Power Systems.

m. OEHRM Readiness Playbook v2 (Attachment 7 - OEHRM Infrastructure Readiness Playbook v2.0)

n. Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (1 Feb 2019)

2. In the design of new building and alteration work under this contract, the DB team shall consider all requirements (other than procedural requirements) of:

a. Zoning laws;

b. Environmental and erosion control regulations; and

c. Laws relating to landscaping, open space, minimum distance of a building from the property line, maximum height of a building, historic preservation, and aesthetic qualities of a building. Also, similar laws of the State and local political division, which would apply to the building if it were not to be constructed or altered by the U.S. Government.

3. The DB team shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, and standards described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

I. Quality Assurance/Quality Control:

1. To reduce design errors and omissions, the DB team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

2. Within 2 weeks (14 calendar days) of receipt of Notice to Proceed, the DB Team will submit a detailed

QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the DB Team member responsible for QA/QC.

E2. Approved Construction Documents

A. General

1. The final construction document submission package will be submitted by the DB team for approval by the VA after completion of the 95% review cycle for the final package to be submitted by the DB team. The VA will have 14 Calendar days to take approval action.

2. The final construction documents submission package will include a full set of construction documents including all disciplines/packages.

3. The final construction documents submission package will incorporate all VA supplied comments from the earlier SD, DD, and CD submission package reviews and will comply with the VA RFP.

4. If the final construction documents submission package is not complete, a post submittal may be required the cost of which will be borne by the DB Team.

5. The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.

B. Construction Drawing Preparation - Mandatory material and equipment schedules and details must be indicated both on the drawings and in the specifications. The construction drawings shall include a coordinated set of the following:

1. Civil engineering drawings including trenching, grading and drainage plans, paving plans, utility plans, schedules calculations and details.

2. Architectural drawings including floor plans, wall sections, door schedules and details, room finish schedules, and other details.

3. HVAC drawings including floor and roof plans, one-line flow diagrams, equipment schedules, and details, including general notes and all related calculations.

4. Electrical drawings including one-line diagrams, panel schedules, equipment schedules, light fixture schedules calculations and details.

5. Plumbing drawings including fully dimensioned, scale floor plans with equipment and fixture schedules and pipe details.

6. Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method.

C. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA RFP. The specification submitted for review shall include:

1. The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project;

2. Other data as appropriate to clearly identify the product that will be used in the construction of the project, e.g., shop drawings, product data, and samples, as required by the VA RFP documents; and

3. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the RFP requirements.

E3. Construction Period Submittals

A. The DB contractor shall distribute approved construction documents prepared by the DB Team to the VA

Team as directed by the VA Project Manager. VA PM shall provide distribution list for approved construction documents.

B. Other submittals - The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as required by the VA RFP specifications, to the VA COR.

C. Project record drawings - The DB team will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA COR at all times.

D. Shop drawings and submittals –

1. The DB A/E shall check government furnished and/or the DB 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 RFP Documents and construction documents. The DB A/E shall recommend approval, disapproval, or other suitable disposition to the VA COR. The VA COR will have final approval authority.

2. The DB A/E shall notify the VA COR in writing of any and all deviations from the requirements of the construction documents that it has found in the submittals. The DB A/E shall provide substitution waiver request for all proposed exceptions to specified equipment. The DB A/E shall provide a cross-analysis of the specified equipment to what is being proposed, for review and approval by the VA

COR.

3. The DB A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the DB A/E will request the DB Construction Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the DB A/E shall review all prior submittals for related components of the system before acting on a single component. The DB A/E may be required to hold joint reviews with the VA technical staff and /or the RFP A/E on complicated system submittals.

E4. Project Close-Out

The DB team shall comply with the requirements in FAR 4.804 Closeout of Contract Files, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

E5. Site Visits and Inspections

During the construction period the DB A/E shall make weekly visits to the project site when requested by the COR. The COR may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The COR has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the

COR of any deviations or deficiencies or solutions to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within 5 calendar days following the site visit date.

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