ATTACHMENT - SOW EHRM Infrastructure Upgrades - Final.pdf

VA Northern Indiana Healthcare System

1700 E. 38th. Street October 02, 2020

Marion, IN 46953

Project 610-21-701 EHRM Infrastructure Upgrades – Marion, IN

Project Design Scope of Work

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at Northern Indiana Healthcare System, Marion, IN campus, in accordance with this design scope of work.

2. STATEMENT OF WORK: A/E Part One Services (also known as Design Phase) for project design to remain within the constraints of the construction budget consistent with the Veterans Affairs (VA’s) project team goals as prioritized during project meetings and field surveys. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The scope of this project shall consist of, but not limited to, surveying the proposed site, existing conditions, verifying record drawings, verifying and analyzing utility systems within the VA Northern Indiana Health Care System, Marion, IN Campus in conjunction with preparation of schematic design and design development for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facilities electric and IT systems to allow for the new Electronic Health Record Modernization (EHRM) system.

▪ The scope of this project includes the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes), expand space in MFA (demo, finishes, cable management, relocate cabinets), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, physical security upgrades, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, install diversified path to datacenter for WAN, hazardous material abatement. Project Building locations include: Buildings 2, 5, 6, 9, 15, 17, 41, 49, 53, 55, 65, 76, 73, 114, 124, 127, 138, 170, 172, 173, 174, 185 and site.

▪ The project design shall consist of complete demolition and construction drawings which will include asbestos abatement as necessary and an Infectious Control Risk Assessment (ICRA) plan and specification, as well as technical specifications, cost estimates and a construction statement of work for bid purposes per the A/E design submission instructions document. The drawings shall meet all applicable federal governing codes. Drawings shall be stamped by registered architects and/or professional engineer disciplines.

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 and construction phases of the construction project. Attendance at pre-bid conference with the interested contractors, the COR and the Contracting officer and provide clarification if possible, for items brought up during the conference. AE will take minutes and provide this information for the COR and Contracting Office.

1700 E. 38th. Street September 24, 2020

Marion, IN 46953

Attendance at the pre-award conference with the selected contractor, the COR and the

Contracting officer and provide clarification if possible, for items brought up during the conference. AE will take minutes and provide this information for the COR and Contracting

Office. Review of construction material submittals and shop drawings. Approximately 24 site visits during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications. Attendance during weekly construction progress meetings.

Preparation of site visit reports. Coordination with project commissioning requirements.

Review of any construction project modifications for cost and technical acceptability.

AE is expected to accompany the COR and contractor on a final site visit at the completion of the project. AE will develop a punch list of items that have not been completed to specification.

Punch list will be provided to both the COR and the contractor.

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. Provide meeting minutes for weekly construction meetings throughout the duration of construction.

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

Marion, IN VAMC record drawings and the EHRM infrastructure readiness assessment documents are available for A/E use; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

The A/E shall be solely responsible for 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.

3. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $17,613,000

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.

1700 E. 38th. Street September 24, 2020

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 following listed Department of Veterans Affairs References, with special emphasis on items in bold:

PG-18-1 Master Construction Specifications

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

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

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

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

PG-18-13 Barrier Free Design Guides

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

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

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

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

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

▪ 00 VA OEHRM Site Infrastructure Requirements v1.6 (attached)

▪ SOCAMES 6 Design Alert 1 (attached)

▪ VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury From

Potable Water Distribution Systems

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 COR. 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 10 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 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

1700 E. 38th. Street September 24, 2020 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 the VANIHCS. 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) are incorporated into the design and shall prepare a written report acknowledging compliance as required. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp.

Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is attached to this SOW as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The following submittals will be required for this project:

▪ Quality Assurance/Quality Control (QA/QC) Plan http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

1700 E. 38th. Street September 24, 2020

▪ 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 (DD1) – 65%

▪ Design Development Two (DD2) – 65%

▪ Construction Documents (CD)- 95%

▪ Final Bid Documents (Bid)

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

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

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the VANIHCS, Marion, IN Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Roof

▪ Floors

▪ Ceilings

▪ Vertical Circulation

▪ Walls/Curtain Wall Sizes, Shapes, & Material Data

▪ General Signage

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ Shafts and Pits

▪ Mechanical

▪ HVAC

▪ Plumbing

▪ Electrical/Telecommunications

▪ Power and Lighting

▪ Steam Distribution

▪ Other Engineering Data as Required

▪ Exterior Building Information

▪ Nurse Call System

▪ Asbestos/Hazardous Material Info

▪ Security System Information (Access Control, Security

Cameras, Panic Alarms, Overhead Paging)

▪ Life Safety Information (Fire Extinguishers, Wall

Ratings, Door Ratings, Fire Protection/Alarms)

▪ Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition) http://www.cfm.va.gov/til/projReq.asp

1700 E. 38th. Street September 24, 2020

12. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

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

Quality Assurance/Quality Control (QA/QC) Plan

▪ All documents in any of the electronic formats listed above.

Basis of Design (BD)

▪ 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)

▪ 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 (DD1),(DD2) and Construction Documents (CD)

▪ Memo annotating what was not upgraded and corresponding justifications.

▪ One (1) full size paper bond sets of drawings - 1 to VA

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

▪ Two (2) paper bond sets of specifications – 2 to VA

▪ Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid)

▪ PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

▪ Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

1700 E. 38th. Street September 24, 2020

▪ 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.

▪ Two (2) 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

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

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

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

13. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If the due date falls on a holiday or weekend, the due date will be extended to the following day.

Administration Time 14 calendar days after receipt of Notice of Award.

QA/AC and BD Submittal 10 calendar days after completion of Administration Time

QA/QC and BD Review Meeting 10 calendar days after VA receipt of QA/QC & BD Submittals

SD Submittal 35% 21 calendar days after VA acceptance of BD Submittal

SD Review Meeting 10 calendar days after VA receipt of SD Submittal

DD1 Submittal 65% 21 calendar days after VA acceptance of SD Submittal

DD1 Review Meeting 10 calendar days after VA receipt of DD1 Submittal

1700 E. 38th. Street September 24, 2020

DD2 Submittal 65% 7 calendar days after VA acceptance of DD1 Submittal

DD2 Review Meeting 7 calendar days after VA receipt of DD2 Submittal

CD Submittal 95% 21 calendar days after VA acceptance of DD2 Submittal

CD Review Meeting 10 calendar days after VA receipt of CD Submittal

Final Bid Documents Submittal 10 calendar days after VA acceptance of CD Submittal

Final Bid Documents Acceptance Meeting 10 calendar days after VA receipt of Bid Submittal

Total Part One Services/Design Phase Schedule

161 calendar days after notice of award

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

Period Services are option items in this contract that will be exercised after completion of the design.

The period of performance for the Construction Period Services will be determined at the time the options are.

14. CONTRACT OVERSIGHT: All contracts for this project (shall be awarded by the VHA Program Contracting Activity Central (PCAC); only a warranted PCAC 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.

The VHA 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 VANIHCS, Marion Engineering and have the technical knowledge required to monitor and oversee the project.

A COR from the VANIHCS, Marion Engineering shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

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

▪ SOW Attachment 1 - OEHRM Infrastructure Readiness Playbook v2.0

▪ SOW Attachment 2 - 00 VA OEHRM Site Infrastructure Requirements v1.6

▪ SOW Attachment 3 - SOCAMES 6 Design Alert 1