Attachment 6 - Appendices Mech Variance Req 620A4-22-700.pdf
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About this file
This is Appendix A: Request for Variance from the Infrastructure Standards for Telecommunications Spaces v4.0, a template form used by the Department of Veterans Affairs Office of Information and Technology to request deviations from published telecommunications infrastructure standards. The form is submitted as a last resort after exhausting all alternatives to meet specifications.
The specific variance request documented is from Castle Point VA Medical Center (Building 35, Boiler Plant - Room 104), submitted on 9/12/2024 by Government POC Tim Stark. The request seeks approval for a non-standard, environmentally conditioned telecommunications equipment (TE) installation per Design Alert 7, which normally requires specific environmental conditions (41-95°F, 8-80% RH, dew point less than 82.4°F). The problem statement indicates limited space in the Boiler Plant, with the facility preferring to avoid occupying office/administrative space. The proposed alternate method involves installing a wall-mounted rack in Transformer Room 104 rather than a standard floor-mounted installation. The request is designated as permanent and references an attached Diamond Drawing for detailed spatial, location, and coverage analysis. Variance submissions require supporting diagrams, one-line drawings, and manufacturer specifications, and are processed by OIT Data Center and Infrastructure Engineering (DCIE) with a minimum two-week review period. Once granted, a variance is site-specific and not precedent-setting for other installations.
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OFFICE OF INFORMATION AND TECHNOLOGY
INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES| A-1
Appendix A: Request for Variance Infrastructure Standards for Telecommunications Spaces v4.0 Request Date:
Government POC:
Org Represented:
Email Address:
Contact Phone:
Site, Building #, Room, Mission of the Facility Where Requested (also note admin vs medical specific use):
Variance Requested:
INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES| A-2
Standards Section Title, Number, and Page:
Standards Section Text:
Problem Statement (explain how site/ project exhausted all possibilities to meet standards and why it cannot be achieved due to cost, schedule, architectural constraints, etc.):
INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES| A-3
Required Detail on Page A-4:
• Missing detail may delay or prevent processing.
• Details vary depending on the nature of the request (see items 1-6 below).
Note: If there are multiple buildings or multiple floors with identical room or building floorplans and designs, then you may use a single request and drawing for that floorplan. Annotate each building and room number that is accurately represented by the drawings.
1. Telecommunications Room (TR) or Other Space Architecture (Size)
a. Number of racks and total data drops (WAOs) versus the total number expected to be active (requiring patching to switches, typically approximately 50%)
b. Dimensions of the space, not just square footage. The footprint needs to be understood (primarily with 3 ft clearance around racks on all sides).
c. Other potential locations considered as trade-offs but were deemed unworkable
d. Attach both the building drawing to see the macro view, architecture, and distances and the TR or other space drawing to see the footprint and other spec requirements.
2. Telecommunications Room (TR) or Other Space Architecture (Location):
a. Number of racks and total data drops (WAOs) versus the total number expected to be active (requiring patching to switches, typically approximately 50%)
b. Cable distances to WAO
c. Dimensions of the space, not just square footage. The footprint needs to be understood (primarily with 3 ft clearance around racks on all sides).
d. Other locations considered as trade-offs but were deemed unworkable
e. Attach:
i. Diamond analysis
ii. Building drawing to see the macro view, architecture, horizontal and vertical distances between other TRs and telecommunications spaces, and distances to adjacent water or RFI sources
iii. TR or space drawing to see the footprint and other spec requirements
3. Cabling and Outside Plant: Attach campus drawing to see the macro view, paths, and distances between other telecommunications spaces.
4. Power: Attach schematics of all equipment and connections.
5. HVAC: Attach drawings and specs of all equipment.
6. Other: Attach specs of all equipment and drawings of telecommunications spaces.
INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES| A-4
Enter Required Detail:
Proposed Alternate Method:
INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES| A-5
Plan to Bring Project into Compliance:
Timeline to Bring Project into Compliance:
Funding Plan to Complete:
Choose Temporary or Permanent:
Coordinating Instructions:
• Before requesting, review to see if a solution has already been provided for the subject:
o VHA HEFP EHRM - Guidance Documents from Solution Delivery (sharepoint.com) o VHA HEFP EHRM - Design Alerts (sharepoint.com)
• EHRM Variances are requested through EHRM HEFP SEP Network Infrastructure Project Station Inquiry (SI Tool): Healthcare Engineering - Home (sharepoint.com)
• Submit an EHRM HEFP SEP Network Infrastructure Project Station Inquiry - Job Aid.pdf.
• Send all other requests to: OIT Data Center and Infrastructure Engineering (DCIE)
VAITESEDatacenterEngineering2@va.gov.
• Subject line: Include Station/Site Name_VISN XX_Project No_ EHRM (if applicable)_High-
Level Project Description_Variance Request_(Nature of Request).
• Example: Bronx NY_VISN 10_10-369_EHRM_Remodel MCR_Variance Request_(Power).
Submitter must digitally sign the email under the Options heading in Outlook.
Attach all required diagrams, one-line drawings, photos, manufacturer’s brochures, and/or other supplemental information to support your application.
https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVHAOCAMESEHRM%2FVHA%2520Site%2520Assessment%2520Resources%2FForms%2FAllItems.aspx%3Fid%3D%252Fsites%252FVHAOCAMESEHRM%252FVHA%2520Site%2520Assessment%2520Resources%252FGuidance%2520Documents%2520From%2520Solution%2520Delivery%26viewid%3Dd14511ba-8bd6-461a-9a61-472a9277303c&data=05%7C01%7C%7C5a0f973c5dff4b93ba4908db35dcd060%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638162994720459281%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=lcT9tw%2BHFyo8LpmWh%2FsT0n4TvJLoks%2BRSFm66mI9%2Br8%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVHAOCAMESEHRM%2FVHA%2520Site%2520Assessment%2520Resources%2FForms%2FAllItems.aspx%3Fid%3D%252Fsites%252FVHAOCAMESEHRM%252FVHA%2520Site%2520Assessment%2520Resources%252FDesign%2520Alerts%26viewid%3Dd14511ba-8bd6-461a-9a61-472a9277303c&data=05%7C01%7C%7C5a0f973c5dff4b93ba4908db35dcd060%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638162994720459281%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2BCvivBylsfmsW7qHV6PL%2FlMmcnyC%2F%2FTBoZMjQf33zKY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVHA10NA5E%2FSitePages%2FHome.aspx&data=05%7C01%7C%7C3b0075283a774a38decb08dae9c8a27d%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638079345164482103%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=FsHkJdoy0Y3gEjFfbRyZ%2BOlRTKDr0eloHLK5%2Be4rAWk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/b-59584e83/?url=https%3A%2F%2Fdvagov.sharepoint.com%2F%3Ab%3A%2Fr%2Fsites%2FVHAOCAMESEHRM%2FVHA%2520Site%2520Assessment%2520Resources%2FHow%2520To%2527s%2FHow%2520to%2520Submit%2520an%2520EHRM%2520HEFP%2520SEP%2520Network%2520Infrastructure%2520Project%2520Station%2520Inquiry%2520-%2520Job%2520Aid.pdf%3Fcsf%3D1%26web%3D1%26e%3DwcSGpo&data=05%7C01%7C%7C3b0075283a774a38decb08dae9c8a27d%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638079345164482103%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=YEK1vV034ueOTV2znaNwpqw0rTDEGqv2A66coiESBQk%3D&reserved=0 mailto:VAITESEDatacenterEngineering2@va.go
INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES| A-6
What is a variance?
A variance is an allowable deviation from specific requirements of a published standard where a proposed alternate method of installation or operation will provide equal or higher safety, reliability, redundancy, and sustainability objectives. Alternately, under emergency time-sensitive circumstances a temporary variance may be granted without meeting the criteria above with an actionable plan to bring the project into compliance within a reasonable time frame. They should be submitted only as a last resort after the project and site have exhausted all other alternatives to meet specifications.
What will a variance not do?
A variance will not avoid compliance with the intention of a standard section or rule. A variance is not a method to recover from an installation or design error. A variance will not be granted if the alternate method would reduce the safety or effectiveness of the installation or equipment.
What does a variance cover?
If the variance is granted, it shall be limited to the particular site and installation covered in the application and will NOT be considered as a precedent for other installations.
Who may apply for a variance?
Those responsible for compliance with the standards may apply for a variance.
Who grants a variance?
A variance is granted only by DCIE upon written request through the approved process for submission, tracking, and processing. New variance requests embedded in project designs are not actionable for approval. They still need to go through the process.
How is a variance approved?
DCIE will approve, deny, or ask for clarification from their respective mailboxes. Allow a minimum of two weeks for processing. The return email from the DCIE organizational address is proof of the final decision of the Authority Having Jurisdiction (AHJ).
What are the disposition requirements of the determination?
A record of the variance determination email and any supporting attachments should remain with the project and be attached for context to all future design review or variance requests for the site. Retain the determination on file for the site for use in budgeting and initiating projects to upgrade the infrastructure to minimum ISTS specifications at the next technical refresh.:
A
146 SF
TOOL
STORAGE
169 SF
SUPPLY
STORAGE
85 SF
TOILET
179 SF
PASSAGE
441 SF
EMERGENCY
GENERATOR
ROOM
292 SF
WATER
TREATMENT
AREA
108A
4457 SF
BOILER
EQUIPMENT
ROOM
166 SF
OFFICE
73 SF
BATHROOM
111A
62 SF
STAFF
LOCKERS
20 SF
EMS
CLOSET
110A
196 SF
STAFF
LOUNGE
117 SF
CONTROL
ROOM
95 SF
OFFICE
656 SF
TRANSFORMER
ROOM (TE)
BOILER
NO. 01
3917 SF
CHILLER
EQUIPMENT
ROOM
BOILER
NO. 02
BOILER
NO. 03
BOILER
NO. 04
CONDENSATE
TANK
02 03 04 05 06 07 08 08A 09 10 11 12 13 14
B
C
D
E
F
G
CHEMICAL
FEED TANKS
SHOWN AREA
PROJECT
NORTH
Project Number
Building Number
Drawing Number
Project Title
Location
Issue Date Checked Drawn
Drawing Title
Approved:
VA FORM 08 - 6231
A
FULLY SPRINKLERED
Office of
Construction and Facilities
Management
U.S. Department of Veterans Affairs
B
C
D
E
F
A
B
C
D
E
F
21 4 5 6 7 8 9 10
Phase
ARCHITECT/ENGINEER OF RECORD
A/E:
STAMPCONSULTANT/DISCIPLINE
321 4 5 6 7 8 9 10
ENGINEERING DISCIPLINE:
SPEES DESIGN BUILD
23830 PACIFIC HIGHWAY S. SUITE 203
KENT, WA 98032
/0
/2
:1
:4 a m
B
IM
/6
A
-2
-7
V
A H
V E
H R
M i n fr a s tr u c tu re u p g ra d e s
C a s tl e
P o in t/ V
A C
P
A R
S
D B
.r v t
35A-401
BUILDING 35 - LEVEL 01 - FLOOR PLAN
EM ST
95% DESIGN DEVELOPMENT
09/13/2024
620A4-22-700EHRM INFRASTRUCTURE
UPGRADES - CASTLE POINT
VA HUDSON VALLEY MEDICAL CENTER
41 CASTLE POINT ROAD WAPPINGERS FALLS, NY 12590
KEY PLAN
1" = 10'-0"
LEVEL 01 - FLOOR PLAN
PROJECT
NORTH
0' 5' 10' 20'
Revisions: Date:
TYPE OF BUILDING : ADMIN
LEGENDS
- EXISTING ORIGINAL TR
- VA PROPOSED TR LOCATION
- A/E PROPOSED TR LOCATION
- VA DISAPPROVED TR LOCATION
- VA APPROVED TR LOCATION
GENERAL NOTES
1. ALL DIAMONDS ARE 80 METERS FROM
CENTER
JG/SGSJG/MA JG/SGS
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Rectangle
SantiagoSapero Text Box
VA APPROVED TR LOCATION
SantiagoSapero Text Box
TE 104A
1. VA APPROVED TE 104A.
2. TE TO BE ADDED TO EXISTING SPACE IN TRANSFORMER
ROOM.
3. TE IS SHARING SPACE WITH A ROOM WITH ANOTHER
PURPOSE, AS PER DESIGN ALERT 9 IS NOT ALLOWED. HEFP
DOES NOT CONSIDER THIS ROOM TO FALL INTO A
CATEGORY OF AN AREA READILY TO GENERAL FOOT
TRAFFIC.
SantiagoSapero Line
SantiagoSapero PolyLine
SantiagoSapero Line
SantiagoSapero Line
SantiagoSapero Snapshot
Appendix A: Request for Variance
| RequestDate: 9/12/2024 |
| GovPOC: Tim Stark |
| OrgRepresented: Castle Point VA Medical Center |
| Email: Timothy.Stark@va.gov |
| Phone: 914-776-4654 |
| SiteInfo: Castle Point VA Medical Center |
Building 35 (Boiler Plant) - 104
| VarianceRequested: Per Design Alert 7, the A/E is requesting use of a non-standard (environmentally conditioned) TE |
| StandardsInfo: Design Alert 7 |
| StandardsText: 1. Space Classification: The space is one of the following: |
b) Technical spaces such as warehouses, kitchens, laundries, mechanical/electrical plant buildings, chiller or boiler plants, garages, and paint shops.
2. Usage: Usage is limited to a maximum of 96 WAOs. Each data jack in a workspace telecommunications outlet, wired back to the patch panels in the TE, is considered a WAO for these purposes. Where 1-48 WAOs are planned, a 12RU (half-height) standardized TE is used. Where 49-96 WAOs are planned, a 26 RU (full height) standardized TE is used.
3. Environment: Spaces meet the environmental envelope conditions for a TR, as described in Figure 19 and Table 24 of the ISTS. Ambient air conditions in the space are between 41-95 degrees F dry bulb, 8-80% RH, and dew point less than 82.4 degrees F, measured at the intake point of the TE.
*If all the above criteria are met, except for paragraph 3, Environment, a NON-STANDARD (Environmentally Conditioned) TE may be considered, and a Variance is REQUIRED.
ProblemStatement: Limited space exists in the Boiler Plant for a TE; VA station preference is to avoid taking office/admin space in the building.
| EnterDetail: Please see the attached Diamond Drawing for size, location, and diamond coverage for B.35. |
| ProposedMethod: The A/E is proposing a wall-mounted rack in Transformer Room 104. |
| PlanCompliance: |
| Timeline: |
| Funding: |
| TempPerm: [Permanent] |
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