Attachment 20 AE Design SOW - EHRM Infrastructure Upgrades -Tier 2.pdf

George E. Wahlen Veteran Affairs Medical Center 500 Foothill Drive 6/6/2022 Salt Lake City, UT 84148

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM INFRASTRUCTURE UPGRADES – Tier 2

PROJECT NO: 660-21-707

PROJECT NAME: EHRM Infrastructure Upgrades – Tier 2 – Salt Lake City, UT

ESTIMATED CONSTRUCTION COST: $8,754,000

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the George E Wahlen Veteran Affairs 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 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 construct a new replacement Main Data Center to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The Project will construct a replacement data center where T1 an T2 are currently located, See SOW Attachment 15- Salt Lake City Campus Map, for location on campus map. Key components of this project will include:

Telecommunications - A structured cabling system in an overhead cable tray system (with sidecar fiber raceway) will be installed in the replacement MCR to support IT equipment operation and the new campus backbone fiber. Details of the connection requirements of the system are shown in SOW Attachment 16 – Salt Lake City MCR Design.

Each Main Distribution Area (MDA) in the new layout will be attached to each Horizontal Distribution Area (HDA) network rack with OM4 fiber (pre terminated MPO connections) and Cat 6A UTP copper.

Each HDA will be connected to the Equipment Distributor in each server cabinet with OM4 and Cat 6A.

Cabling pathways will run in opposite directions for path diversity.

Electrical - The ultimate design load for the replacement MCR is 332kW, and a 2N (redundant) UPS system with mirrored distribution will be necessary to support the new facility.

UPS systems specified for the MCR should be modular units, supplied with only sufficient UPS modules to achieve an N+1 internal capability based on the load at commissioning and sufficient battery modules to provide the required ten (10) minutes minimum runtime for the commissioning load. Additional modules can be added to the system using operational funds over the lifecycle of the MCR as the critical load increases.

The two UPS systems should be matched, using modular UPS technology with a total of 350kW capacity on each bus; at this scale, UPS modules are assumed to be sized at 50kW apiece. In order to achieve operation, Data Center & Infrastructure Engineering recommends having 100kW (2 modules, providing internal N+1 redundancy) of UPS capacity available on each bus to support the existing estimated 45kW load (including planned EHRM system), plus some growth. With the modular system approach, each UPS can have its capacity increased in increments using non-capital funds as IT loads necessitate.

UPS systems of this capacity will be 480V input and 480V output, requiring transformation to 208/120V three-phase power for distribution to IT equipment. Provide appropriate distribution panels, circuit breakers, and K13-rated transformers on each distribution leg, located in the UPS room, to power downstream distribution.

Power distribution will be accomplished via overhead busbars, providing maximum flexibility for future distribution needs. The A/E will need to verify the preliminary transformer and busbar sizing shown below to support the kW requirements of each supported string. Details of this distribution schema, including busbar mounting elevations, are shown in SOW Attachment 16 – Salt Lake City MCR Design.

There are three (3) rows of IT equipment planned; each row will receive its own pair of busbars. These rows have the following design load requirements:

Row 1 Row 2 Row 3 kW Load per row 109.6 86.6 136

Amps per phase (120V), assuming balanced loading 304.44A 240.56A 377.78A

30% imbalance allowance 395.78A 312.72A 491.11A

Minimum busway sizing 400A 400A 600A

Suggested minimum transformer sizing 150kVA 150kVA 180kVA

Busbar lengths should not be a consideration in this design; the 400A busbar system has a 1V line-to-line drop after 65 feet, and the 600A system after 45 feet. NEC recommends a maximum of 3% maximum voltage drop on either the branch or feeder circuit (3.6V for the 120V distribution on each bus in the 3-phase busbar), so the <50 foot length of individual busbar segments is not constraining.

Power distribution to individual IT equipment enclosures shall be accomplished in accordance with guidance in SOW Attachment 17 - Infrastructure Standards for Telecommunications Spaces. The MCR will use overhead busbar distribution to power the critical load. Each equipment row will receive A/B redundant busbars outfitted with 3-phase tap boxes supplying an L21-20 circuit to each individual IT equipment enclosure. (Zone PDUs are not used in busbar distribution.) See Figure 3, Power Distribution Options Simplified Visualization (CDC, CSC, MSC), section 4.2.1.1, Topology for Power Distribution (CDC, CSC, MSC) in SOW Attachment 17 - Infrastructure Standards for Telecommunications Spaces, for details on how to implement this distribution properly.

Very-High Density (VHD) cabinet power distribution is not addressed in current versions of published standards. The standards guidance above is modified for this installation, in order to support the proposed R&D loads, a unique use case for VA. Using standard 5.7kW-rated L21-20 vertical Rack PDUs (Zone PDUs are not used in busbar distribution), provide power to individual IT equipment enclosures as shown in the following graphic:

Figure 1. Busbar Power Distribution to SD, HD, & VHD Equipment Cabinets/Racks Lighting in the space will be high-efficiency LED systems oriented with the IT equipment rows, to provide illumination compliant with the requirements of SOW Attachment 17 - Infrastructure Standards for Telecommunications Spaces.

Installation of a lightning protection system (LPS) compliant with the SOW Attachment 18 – Electrical Design Manual, is required.

Installation of a complete bonding system compliant with the requirements of ANSI/TIA-607-C into the MCR, including connectivity to all equipment and components (switches, enclosures, rack bonding busbars in network racks, cable tray sections, et cetera) is required.

The 500kVA modular UPS system supporting the existing MCR and Radiology is significantly oversized for its requirements. In order to increase operating efficiency and decrease utility costs, consider downsizing the installed UPS modules to 200kVA (providing internal N+1 redundancy over the maximum 130kW loads experienced to date) and battery modules to support the recommended 10 minute run time. If a future B side UPS is procured, these modules could be reutilized in a mirrored unit; otherwise, maintain them as critical spares.

Architectural - Data Center & Infrastructure Engineering recommends that the existing MCR and other computer rooms on the campus be decommissioned following a migration to the replacement MCR, which should be considered part of this project.

Based on discussions with HEFP, the NRM funding for this project is restricted to ‘infrastructure’ and as such cannot be used to construct offices and similar. Construct a two-story building with tunnel access and the MCR space located on the upper floor. This will prevent unnecessary water and other fluid piping from being installed over IT equipment and will allow development of a full-height space where airflow containment systems, structured cabling, and busbar electrical distribution can all be installed. A single-story building is not expected to have sufficient physical space to contain the infrastructure necessary to support a replacement MCR.

Chilled water piping and other infrastructure may be present under the plot currently occupied by T1 and T2. Determine whether future physical access to these systems is necessary and consider either relocating the infrastructure to under Baker Street or creating an access space beneath the first story’s finished floor level.

An example floor plan showing one potential concept layout is shown above. This floor plan includes spaces for receiving, storage, staging, horizontal and vertical transport, a redundant Entrance Room for the campus, as well as electrical and mechanical distribution and the computer room itself. Per the requirements of SOW Attachment 19 - Physical Security and Resiliency Design Manual, critical infrastructure is not located on an exterior wall in this floor plan.

There are physical security considerations related to the design of this building. The proposed replacement space does not meet the 50’ standoff distance defined in section 3.3 of SOW Attachment 19 - Physical Security and Resiliency Design Manual. Achieving this standoff is not possible without closing off multiple parking areas and Baker Street. Placing the MCR away from the exterior walls of the new building is presented as a specific mitigation for this risk. Consideration of installing automated access gates for limited employee access along Baker Street would be another example mitigation that the site could consider if deemed necessary.

The ultimate design load model for the replacement MCR uses the following assumptions for maximum heat loads to be deployed in IT equipment enclosures:

• Eight (8) each Very High Density (VHD) IT equipment cabinets 14.5kW each

• Five (5) each High Density (HD) IT equipment cabinets 10kW each

• Seventeen (17) each Standard Density (SD) IT equipment cabinets 5kW each

• Six (6) each Horizontal Distribution Area (HDA) equipment racks 4kW each

• Eight (8) each Main Distribution Area (MDA) equipment racks 2.8kW and 4kW each

• Four (4) each High Density (HD) roll-in cabinets 7.5 kW each

Figure 1. Future SLC Main Computer Room (MCR) Layout

There are a total of forty-eight (48) IT equipment enclosure positions in the replacement MCR model, with an ultimate design load of 332.2kW, providing for a significant increase in the current operational capability.

Power and heat rejection equipment for the replacement MCR will be based on this ultimate design load.

The initial buildout will require procurement and placement of thirty (30) standard IT equipment cabinets and fourteen (14) standard network racks, along with redundant structured cabling and cable tray systems. Requirements for these components are found in SOW Attachment 16 – Salt Lake City MCR Design.

Mechanical - Heat rejection capacities have been carefully balanced with the ultimate design capacity of the future MCR, at the N+1 redundancy level. Cooling was modeled with four (4) each 127kW/36.2 ton (sensible) downflow CRAC units rated at 17,500CFM each, in multiple configurations with each unit failed to represent all allowable contingency conditions. Each CRAC is set on a 24” floor stand on the slab floor; this was determined to be necessary during modeling to achieve proper supply air distribution to IT equipment enclosures.

Hot exhaust air is returned to the CRACs through a common return duct system, with ducts over each equipment row sized at 27”x38”. Permanent IT equipment cabinets are ducted directly to the return air duct using chimneys. Network racks and roll-in row systems use front-to-rear air cooling, with exhaust air vented into the return duct using 500CFM fan-driven vents.

For modeling purposes at ultimate design load operating conditions, the CRACs were set to a return temperature setpoints between 85° F and 90° F, with fans set to 90%. During operation at other loading levels, a data center facility manager should utilize a Computational Fluid Dynamics (CFD) tool to determine supply/return air setpoints, variable frequency drive and/or fan conditions, and how to control the units to supply adequate amounts of supply air to achieve appropriate heat rejection and minimize energy usage, while keeping temperatures exiting each IT equipment enclosure within operating bounds.

Representations of the MCR operating in fully loaded conditions are shown below, in the two most extreme cases – with CRAC units intended to feed the VHD cabinets turned off. Supply and return temperature conditions at all IT equipment enclosure locations are within acceptable operating parameters for all design conditions.

Figure 2. Future SLC Main Computer Room (MCR) Airflow – Critical Condition 1

In critical condition 1, CRAC 1 (top left) is turned off. Other CRAC units are set to 85°F return air temperature and 90% fan.

Figure 3. Future SLC Main Computer Room (MCR) Airflow – Critical Condition 2

In critical condition 2, CRAC 3 (bottom right) is turned off. Other CRAC units are set to 85°F return air temperature and 90% fan.

Common return ducting system dimensions and installation details as verified by computational fluid dynamics (CFD) analysis are described further in SOW Attachment 16 – Salt Lake City MCR Design.

Alteration of the geometry or size of the return ducts from those shown in the design will require CFD confirmation of the effectiveness of the design to be repeated.

Cable Plant – As a part of a separate project, 660-21-700 EHRM Infrastructure Upgrades – Salt Lake City UT, a campus backbone fiber distribution pathway plan will be developed and installed. This new campus backbone fiber will connect each telecommunication room (TR) to the new MCR being constructed in this project. The coordination between the two projects is key to allow for EHRM to be deployed efficiently. The new EHRM will go live before the new MCR is constructed and operate on the existing backbone fiber until such a time that the new MCR is built and the new campus fiber backbone can be installed and operational.

All installed cabling and equipment will require labeling compliant with the current version of SOW Attachment 17 - Infrastructure Standards for Telecommunications Spaces.

Entrance Rooms – A second Entrance Room is critical to survivability and long-term operations at the facility. Data Center & Infrastructure Engineering recommends developing a second OSP pathway for a second WAN circuit to enter the campus, and for Solution Delivery (SD) WAN/LAN Infrastructure Engineering to develop a solution for this redundant WAN circuit.

A second campus Entrance Room is suggested to be built in the new MCR building. See SOW Attachment 17 - Infrastructure Standards for Telecommunications Spaces, Appendix B, sheet 4, plate 2 for a template for this space and its outfitting requirements.

To alleviate ‘appearance of redundancy’ concerns with multiple WAN circuits using a single, non-redundant pathway, Data Center & Infrastructure Engineering suggests that a second physical WAN pathway and circuit be considered for the service to this new, redundant Entrance Room.

In addition, a new Telecommunications Room (TR) to support future campus aerial plant requirements should be constructed in the new MCR building. This space will function as the physical support for a variety of antenna systems and should be provided with sufficient conduit with weather heads to reach both the replacement MCR and the new Entrance Room in the new building. Data Center & Infrastructure Engineering suggests consideration of this space on top of the elevator motor room for the new building.

Other Work - Administrative spaces in leased VBA buildings 550 and 590 need to be put onto the WAN circuits supporting the hospital, and the additional WAN circuits currently serving VBA decommissioned.

WAN/LAN Infrastructure Engineering and Tier III network support service line entities may need to be engaged in order for these changes to be made.

Decommission all IT equipment located the building 550 computer room spaces except for network switches necessary to support WAOs in the TR serving zones. Relocate to the replacement MCR any essential IT hardware that cannot be decommissioned. Abate all unnecessary power distribution, cooling, and telecommunications equipment from these spaces so that they can be reused for other purposes.

Determine how the nurse call system installed in GD-03 is configured and how it can utilize the VA LAN elements being updated wholesale across the campus to be relocated to the replacement MCR.

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 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of George E

Wahlen Veteran Affairs Medical Center (VAMC) record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 15 – Salt Lake City Campus Map will give AE firm a basic understanding of the George E Wahlen Veteran Affairs Medical Center (VAMC) campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $8,754,000.

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:

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 http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp

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 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)

▪ VHA Required Div. 01 Spec Sections (SOW Attachment 1)

▪ VA OEHRM Site Infrastructure Requirements 2.0 (SOW Attachment 2)

▪ HEFP SEP (SOCAMES 6) Design Alerts (SOW Attachment 3, 1-8)

▪ Sensitive Infrastructure Data Classification Memo (SOW Attachment 4)

▪ EHRM A-E CPM Schedules - NOA (SOW Attachment 5)

▪ PG 18-15 A-E Submission Reqs Vol C - EHRM (SOW Attachment 6)

▪ Seasonal Influenza with Vaccines (SOW Attachment 7)

▪ VHA Directive 1061 (SOW Attachment 8)

▪ XMatrix (SOW Attachment 10)

▪ VHA COVID-19 Supplemental Contract Requirements 12-14-21 (SOW Attachment 11)

▪ Appendix B Contract Clause (SOW Attachment 12)

▪ Appendix C Contract Clause (SOW Attachment 13)

▪ EHRM Arch. and Eng. CPM Schedule Spec (SOW Attachment 14)

▪ Salt Lake City Campus Map (SOW Attachment 15)

▪ Salt Lake City MCR Design (SOW Attachment 16)

▪ Infrastructure Standards for Telecommunication Spaces (SOW Attachment 17)

▪ Electrical Design Manual (SOW Attachment 18)

▪ Physical Security and Resiliency Design Manual (SOW Attachment 19)

▪ Construction Cost Estimate Template (SOW Attachment 20)

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 19 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 http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the George E Wahlen Veteran Affairs Medical Center (VAMC) Salt Lake City, UT. 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.

Asbestos: The A/E firm is required to conduct an asbestos identification survey for the VA in the project area referred to as a NESHAP that would be required to perform destructive testing and patching as required in addition to visual inspections. The A/E firm shall have a Certified Industrial Hygienist (CIH) that will review survey in conjunction with design renovation work and determine whether abatement will be required within the design documents (this determination is to be reviewed/approved by the VA certified asbestos subject matter expert(s) to ensure congruent with VA standards for abatement). If abatement is deemed necessary, then the CIH employed by the A/E is to perform duties during construction phase in accordance with VA asbestos specifications including monitoring.

a. NOTE: If A/E determines that site investigation work will be required in asbestos contaminated areas, the A/E is to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas).

1. The A/E shall provide all documentation (i.e., calculations, reports, recommendations, etc.)

that is appropriate to support the design effort and to keep the VA fully informed of all issues or potential problems.

2. The A/E shall provide an investigation and explanation of code requirements incorporated into the design. Furnish a copy of each code quoted or used in the design, when necessary to provide additional understanding of design decisions.

Storm Water Pollution Prevention Plan: A/E is to assist in doing Storm Water Pollution Prevention Plan (SWPPP) required by Utah Department of Environmental Quality (UDEQ). This will be a requirement if any of the work includes outdoor upgrades which will disturb at least 5,000 sq. ft either in one spot or collectively, or near Red Butte Creek since an impaired water. This will be a collaborative effort between the AE/VA and the construction contractor to develop the initial SWPPP document for the project.

Some aspects are delineated in Utah General Construction Permit as needing P.E. input for SWPPP however is also intended to have input from the construction contractor as they are controlling the site.

http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

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. INFORMATION SECURITY: Refer to the attached Appendix B Contract Clause (SOW Attachment 12) and Appendix C Contract Clause (SOW Attachment 13) for information security requirements. The C&A requirements do not apply, and a Security Accreditation Package is not required.

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

12. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 6. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO).

This memo is included as SOW Attachment 4, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at George E Wahlen Veteran Affairs Medical Center (VAMC) Salt Lake City due to the age of the campus (construction began in 1950’s).

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 http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

▪ Schematic Design (SD)- 35%

▪ Design Development One (DD) – 65%

▪ Construction Documents (CD)- 95%

▪ Final Bid Documents (Bid) – 100%

13. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp

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.

14. SUBMITTAL FORMATS: Submittals shall be submitted in editable electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), 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 editable electronic formats listed above.

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

• Meeting purpose, Roll call, COVID-19, and Additional Items

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

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates are to be provided in an editable version of the attached SOW Attachment 20.

COST ESTIMATE SUBMISSION REQUIREMENTS: The A/E shall submit a construction cost estimate for all trade disciplines at each project submission. The level of detail for this estimate shall be consistent with http://www.cfm.va.gov/til/projReq.asp http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp the degree of completeness of the drawings being submitted. Therefore, if it is shown, it must be priced.

If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. The A/E shall use construction cost estimation format provided by the VA which is structured by construction divisions in accordance with the VA Master Construction Specifications.

Provide an electronic copy of cost estimates with each submittal.

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) 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)

▪ All Electronic Documents must be submitted in editable versions.

▪ 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.

▪ AutoCAD files of drawings.

▪ One (1) full size paper bond sets of drawings - 1 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. AutoCAD (.dwg) format.

15. 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, which is located in SOW Attachment 14 - 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.

REVIEW MEETINGS: The A/E is required to lead an in-person design review meeting at each submission during the design process and provide meeting minutes to the VA for approval and distribution.

Administrative Time 14 calendar days after receipt of Notice of Award

QA/QC Submittal & Basis of Design (BD) 10% Submittal

21 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

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

Submittals

35% SD Submittal 21 calendar days after acceptance of QA/QC & BD 10%

Submittals

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 28 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 14 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 28 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 14 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 28 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 14 calendar days after VA receipt of Final Bid Documents

Submittal

Total Part One Services/Design Phase Schedule

210 calendar days

If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

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

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

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 George E Wahlen Veteran Affairs Medical Center (VAMC) Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the George E Wahlen Veteran Affairs Medical Center (VAMC) Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

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

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

This standard is owned and maintained by 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.

18. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented and discussed with CO, COR and HEFP SEP. Following approval of variance or exemption, AE shall submit documentation describing variance or exemption, indicating reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR and HEFP SEP.

19. BADGING REQUIREMENTS:

All employees of A/E firm and subcontractors shall comply with VA security management program and obtain VA badges. This will likely require fingerprinting and background checks of each individual. The employees of the A/E will obtain permission of the VA Human Resources, be identified by project and employer, and restricted from unauthorized access.

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

TRAINING:

1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training.

2. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

3. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

20. 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 Spec Sections (SOW Attachment 1)

▪ VA OEHRM Site Infrastructure Requirements 2.0 (SOW Attachment 2)

▪ HEFP SEP (SOCAMES 6) Design Alerts (SOW Attachment 3, 1-8)

▪ Sensitive Infrastructure Data Classification Memo (SOW Attachment 4)

▪ EHRM A-E CPM Schedules - NOA (SOW Attachment 5)

▪ PG 18-15 A-E Submission Reqs Vol C - EHRM (SOW Attachment 6)

▪ Seasonal Influenza with Vaccines (SOW Attachment 7)

▪ VHA Directive 1061 (SOW Attachment 8)

▪ XMatrix (SOW Attachment 10)

▪ VHA COVID-19 Supplemental Contract Requirements 12-14-21 (SOW Attachment 11)

▪ Appendix B Contract Clause (SOW Attachment 12)

▪ Appendix C Contract Clause (SOW Attachment 13)

▪ EHRM Arch. and Eng. CPM Schedule Spec (SOW Attachment 14)

▪ Salt Lake City Campus Map (SOW Attachment 15)

▪ Salt Lake City MCR Design (SOW Attachment 16)

▪ Infrastructure Standards for Telecommunication Spaces (SOW Attachment 17)

▪ Electrical Design Manual (SOW Attachment 18)

▪ Physical Security and Resiliency Design Manual (SOW Attachment 19)

▪ Construction Cost Estimate Template (SOW Attachment 20)

End of SOW