B. Agency Specific Requirements.pdf

New Lease ACC Annex 1

AGENCY SPECIFIC REQUIREMENTS

New Lease for ACC Annex

1) ATTACHMENTS

a) Attachment 1: VA Leased CBOC Design Narrative

b) Attachment 2: ACC Annex Lease Program for Design (PFD)

c) Attachment 3: ACC Annex Lease Room Contents List

d) Attachment 4: Room Data Matrix

2) QUALITY OF SPACE

a) The information contained in this package is for a new lease for Audiology and Speech-Language Pathology, Physical Medicine and Rehabilitation (PM&R), Prosthetics and Sensory Aids, and Laboratory space. A quality location with 19,900 usable square feet (USF) of space for use by Veterans Affairs (VA) personnel, furnishings, and equipment is required. Space shall be located in a quality building, constructed of sound and substantial construction, and shall be in compliance with Federal requirements, local Building Codes and ordinances, and utility company requirements. Space must be capable of meeting all Federal requirements, local Building Codes and ordinances, and utility company requirements which must be fulfilled for the construction and operation of the Audiology and Speech-Language Pathology, Physical Medicine and Rehabilitation (PM&R), Prosthetics and Sensory Aids, and Laboratory spaces of this lease. Additionally, Audiology and Speech-Language Pathology, Physical Medicine and Rehabilitation (PM&R), Prosthetics and Sensory Aids, and Laboratory spaces must meet all requirements set forth in this document and Attachments 1 thru 4 of this document.

3) GENERAL CRITERIA

a) The information contained in this package is for a new lease for 19,900 USF of Audiology and Speech-Language Pathology, Physical Medicine and Rehabilitation (PM&R), Prosthetics and Sensory Aids, and Laboratory space.

Reference Attachment 2, ACC Annex Lease PFD for room quantities and sizes required for each Department and Functional Area. Any deviations from the PFD in room size and/or quantity must be approved by the Contracting Officer’s Representative (COR).

b) Audiology and Speech-Language Pathology, Physical Medicine and Rehabilitation (PM&R), Prosthetics and Sensory Aids, and Laboratory spaces are to meet all requirements set forth in this document and Attachments 1 thru 4 of this document. Requirements include but are not limited to the Codes and Standards specified in Attachment 1, VA Leased CBOC Design Narrative. Codes and Standards shall be based on the latest editions at the date of bid submission.

New Lease ACC Annex 2

c) Attachment 1, VA Leased CBOC Design Narrative is to be adhered to for spaces of this lease.

d) Lessor is responsible to furnish and install all items marked as “CC” on Attachment 3, ACC Annex Lease Room Contents List. “CC” indicates Contractor Furnished, Contractor Installed. CC Items are to meet Joint Schedule Number (JSN) descriptions and associated details. JSNs are specified for each item in the Room Contents List. Lessor is responsible to provide utilities, structural support, and additional components required for a safe and fully functional CC marked item. Room Contents List shows contents for each particular room specified in the PFD (Attachment 2). Quantities of room contents must be multiplied by quantities of rooms when multiple rooms exist for a particular room, i.e. four Exam, Audiometric Booths. JSN information is available at MILSTD 1691 (va.gov). Contractor may request VA for example JSN cut sheets for CC Items.

e) Lessor is responsible to install all items marked as “VC” on Attachment 3, ACC Annex Lease Room Contents List. “VC” indicates” Government Furnished, Contractor Installed. VC Items are to meet JSN descriptions and associated details. JSNs are specified for each item in the Room Contents List. Lessor is responsible to provide utilities, structural support, and additional components required for a safe and fully functional VC marked item. Room Contents List shows contents for each particular room specified in the PFD (Attachment 2).

Quantities of room contents must be multiplied by quantities of rooms when multiple rooms exist for a particular room, i.e. four Exam, Audiometric Booths.

JSN information is available at MILSTD 1691 (va.gov). Contractor may request VA for example JSN cut sheets for VC Items.

f) The Lessor’s A/E shall provide Interior Design Services. Lessor’s Interior Designer shall provide room-by-room furniture and equipment layouts outlining furniture, fixtures, and equipment as shown in the Room Contents List (Attachment 3). Furniture and equipment layouts shall be approved by the COR based on VA stakeholder feedback. Lessor’s MEP design team is responsible to provide plumbing, electrical power, and data drop locations supporting the furniture and equipment layouts.

g) Lessor shall develop and submit a signage plan for review and approval by the COR during design development. Signage systems shall include identification, directional, informational, and code required signage. The Lessor shall furnish and install interior signs for all rooms, areas, conditions or features in the facility.

Comply with accessibility standards and VA Signage Design Manual for signage standards and requirements.

h) Portable fire extinguishers recessed in cabinets shall be provided, inspected, and maintained by the Lessor in accordance with National Fire Protection Association https://milstd1691.va.gov/#/ https://milstd1691.va.gov/#/ https://milstd1691.va.gov/#/

New Lease ACC Annex 3

(NFPA) 10, Standard for Portable Fire Extinguishers. Recessed cabinets shall be conspicuously marked.

i) Spaces are to meet STC ratings specified in the Lease Design Narrative (Attachment 1), Room Data Matrix (Attachment 4), and Facility Guidelines Institute acoustic requirements.

j) Lessor shall base design of Audiology and Speech-Language Pathology spaces on VA Audiology and Speech Pathology Service Design Guide PG-18-12, Physical Medicine and Rehabilitation (PM&R) spaces on Physical Medicine and Rehabilitation Design Guide PG-18-12, and Prosthetics and Sensory Aids, and on applicable sections of PG-18-12. Design of Laboratory spaces shall be based on Clinical and Laboratory Standards Institute (CLSI) QMS04 – Laboratory Design Guidelines. Where adequate design guidance does not exist in PG-18- 12, Lessor is to utilize applicable Facility Guidelines Institute (FGI) guidelines.

Lessor is responsible to ensure design adheres to local, state, and federal regulations and codes. Lessor is responsible to reference the latest editions of VA Design Guides and CLSI Design Guides at bid submission.

k) Where required by this document, or Attachments 1-4 of this document, Lessor shall provide emergency shower/eye and face wash stations in accordance with ANSI Z358.1, and latest ANSI Eyewash Standards. Locate eyewash stations on the same level as the hazard and the path of travel shall be free of obstructions.

Lessor shall provide Thermostatic Mixing Valves (TMV) or water tempering valves to deliver tempered water to eye wash stations (range 60°F to 100°F) per ANSI Z358.1-2009. Refer to ANSI Standard for Minimum Performance and Installation requirements.

l) Telecommunications Rooms shall be cooled 24/7 meeting environmental envelope requirements for a Telecommunications Room specified in the Lease Design Narrative (Attachment 1) and VA Infrastructure Standard for Telecommunications Spaces such as temperature, humidity, and dew point.

m) Laboratory spaces housing reagents and supplies and laboratory spaces operating analyzers shall be cooled 24/7. Laboratory cooling to meet VA HVAC Design Manual parameters. Laboratory spaces to be outfitted with adjustable thermostats.

n) On each floor of Government-occupied Space, the Lessor shall provide a minimum of two drinking fountains with chilled potable water within 200 feet of travel from any Government-occupied area on the floor. The fountains shall comply with Section F211 of the Architectural Barriers Act Accessibility Standard.

Potable is defined as water meeting current EPA primary drinking water standards or more stringent, applicable state or local regulations. The Lessor shall serve as first responder to any occupant complaints about drinking water.

The Lessor shall promptly investigate any such complaints and implement the

New Lease ACC Annex 4 necessary controls to address the complaints and maintain potable water conditions.

o) Lessor to provide CO2 tank storage and dry ice machine (2-6 kg per hour) production area within Laboratory space. Location for CO2 tank storage and dry ice machine to be approved by the COR. Designated room/area to be provided adequate ventilation and additional equipment and facility infrastructure to meet applicable code requirements for dry ice production and storage and CO2 tank storage.

p) Lessor to provide 1 ea. floor drain dedicated to the Chemistry area located within the Laboratory space and 1 ea. floor drain dedicated to the Hematology area located within the Laboratory space. Floor drain locations to be approved by the

COR.

q) Provide Emergency Power for all medication storage and medication refrigeration equipment, laboratory refrigerators, and essential laboratory equipment. Specific circuits requiring emergency power to be specified by COR during Design Intent Drawing phase and following review of Lessor’s Interior Designer’s furniture layout.

4) PHYSICAL SECURITY

a) The Lessor shall provide a level of security which reasonably deters unauthorized entry to the space leased during non-duty hours and deters loitering or disruptive acts in and around the space leased. The Lessor shall ensure that security cameras and lighting are not obstructed.

b) Lessor shall provide Security Systems to meet Interagency Security Committee (ISC) requirements for a Facility Security Level (FSL) 2 determined as mandatory by Station Physical Security.

5) ARCHITECTURAL

a) Flooring: Flooring material specifications and installation methods shall conform to the requirements of VA Design Guide PG-18-14, Room Finishes, Door, and Hardware Schedules. Under floor concrete must be smooth and level. Patching and leveling compounds containing gypsum are prohibited. Samples must be approved in advance by the COR or designated government authority prior to installation of floor coverings.

b) Casework: Casework shall be of the flush overlay design and, except as otherwise specified, be of Premium Grade construction and of component thickness in conformance with AWI Quality Standards. Fabricate casework of plastic laminated covered particleboard. Material to be comparable in durability, New Lease ACC Annex 5 finish, and quality as requirements specified in the VA Master Specifications and applicable VA Design Guides.

i) Plastic laminate shall conform to NEMA LD-3

ii) Exposed vertical surfaces, including both sides of cabinet doors shall be high pressure laminate Type VGS.

iii) Cabinet interiors including shelving shall comply with NEMA, LD-3 as a minimum.

c) PFD (Attachment 2) Department 01, Functional Area 05 (Audiology and Speech) areas shall have under cabinet lighting installed for all overhead cabinets.

d) Countertops: Material to be comparable in durability, finish, and quality as requirements specified in the VA Master Specifications and applicable VA Design Guides.

a) Window Treatments: All exterior windows shall be equipped with window blinds or shades as determined by the COR or designated government authority.

Samples must be approved in advance by the COR prior to window blind/shade installation.

6) PARTITIONS

a) Non-bearing interior partitions shall be capable of supporting equipment and furnishings specified for the space. For interior partition framing use minimum 3- 5/8 inch, 20-gauge, galvanized metal studs ASTM C645 with fasteners and accessories complying with ASTM C754. For special requirements, use other sizes or systems as appropriate.

b) Where pipe spaces are required, size partition framing thickness to conceal piping. Installation of metal studs shall comply with ASTM C754. Provide support required for equipment, furnishings, and work of other trades.

c) Use Level 4 finish with no texture for all occupied areas with paint finish. Provide Level 4 finish for surfaces to receive Type I vinyl wall coverings or tile. Provide Level 3 finish for surfaces to receive Type II vinyl wall coverings. Provide Level 3 finish in rooms or spaces for which no decorative finish is required such as telecommunications rooms and electrical rooms.

d) Extend all layers of gypsum board, on both sides of studs, from floor to underside of structure above for the following partitions:

New Lease ACC Annex 6

i) Areas required by code

ii) Telecommunications Room(s)

iii) Records Storage Room(s)

7) TELECOMMUNICATIONS

a) Lessor shall provide telecommunications and communications systems design and improvements in accordance with VA Infrastructure Standard for Telecommunications Spaces (ISTS), VA Telecommunications and Special Telecom System Design Manual and OEHRM Site Infrastructure Requirements latest editions (accessible on the VA Technical Information Library) at the date of bid submission, and the VA R&D Leased Design Narrative (Attachment 1).

b) Data Lines: Data connections shall be terminated and tested and a report of the successful testing sent to the COR.

c) Each patch panel will be labeled as directed by the COR or designated government authority.

d) Provide data outlets (including cabling and terminations at TRs) meeting quantities specified in the Room Data Matrix (Attachment 4) for all rooms and spaces specified in the PFD (Attachment 2) with the exception of rooms and spaces specifically referenced within this and follow-on paragraphs of this Telecommunications Section. Provide 2 ea. data outlets (including cabling and terminations at TRs) per Rotary Chair Room, Office, Workroom, Receiving and Issue Room, Security Room, Medication Alcove, Treatment Room, and Sterilization and Preparation Storage Room. Final data outlet locations to be approved by COR following review of Lessor’s Interior Designer’s furniture layout.

e) Provide 2 ea. data outlets (including cabling and terminations at TRs) per workstation. Factor 4 workstations per Therapy Team Room. Quantities and locations of Laboratory workstations and additional data outlets in Laboratory spaces to be determined by VA during the Design Intent Drawing phase. Final data outlet locations to be approved by COR following review of Lessor’s Interior Designer’s furniture layout.

f) Provide 3 ea. copier alcoves distributed throughout the leased space. Each copier alcove to be provided with 3 ea. data outlets (including cabling and terminations at TRs). Final copier alcove locations to be approved by COR following review of Lessor’s Interior Designer’s furniture layout.

New Lease ACC Annex 7

g) Intrusion Detection System: Provide connectivity for an intrusion detection system with control panels at each entrance to the space as well as additional locations designated by the COR.

h) Provide infrastructure for cable television service.

8) BUILDING MAINTENANCE BY LESSOR

a) The Lessor is responsible for total maintenance of the leased premises. Such maintenance and repairs include but are not limited to site and private access roads, sidewalks, parking areas, driveways, lawns, shrubbery, utilities, and building service equipment including repairs and replacement when needed. All building service equipment and systems shall be maintained in accordance with industry standards and the Original Equipment Manufacturers (OEM) recommendations to provide reliable, energy efficient service without unusual interruption, disturbing noises, exposure to fire and safety hazards, uncomfortable drafts, excessive air velocities, or unusual emissions of dirt or fumes. The Lessor's maintenance responsibility includes supply and replacement of all supplies, materials, and equipment necessary for such maintenance. Maintenance, testing, and inspection of appropriate equipment and systems shall be done in accordance with applicable codes, and inspection certificates shall be displayed as appropriate. Copies of all records in this regard shall be forwarded to the VA COR or a designated representative.

b) The lessor is responsible to assure that the building is properly maintained to provide a safe and healthy environment and as required by the National Fire Prevention Association (NFPA). Provide VA documentation annually that required testing and maintenance was performed.

c) Without any additional charge, the Government reserves the right to require documentation of proper operations or testing prior to occupancy of such systems as fire alarm, fire sprinkler, emergency generator, physical security systems, etc. to ensure proper operation. These tests shall be witnessed by a designated representative of the Lease Contracting Officer (LCO).

d) The Lessor must have a building superintendent or a local, designated representative available to promptly correct deficiencies or attempt to correct deficiencies upon written notice of such condition from VA. The Lessor’s superintendent or designated representative shall correct or attempt to correct deficiencies within the timeframes agreed to by the LCO. If no substantial attempt has been made to correct the deficiencies within the specified time, action may be taken by VA to correct such deficiencies and the cost of repairs will be deducted from the next month's rental payment.

e) The Lessor shall provide the labor, material, and supervision to adequately maintain the structure, the roof, the exterior walls, windows, doors, and any other

New Lease ACC Annex 8 necessary building appurtenances to provide watertight integrity, structural soundness, and acceptable appearance.

f) The Lessor shall provide interior and exterior extermination of insects and rodents. Use of chemicals shall conform to EPA and State requirements. The Lessor shall provide additional service at the request of VA, if any signs of re-infestation appear. Pest management is to be done using an integrated pest management approach that minimizes the use of toxic chemicals. Pesticide shall only be applied by persons deemed qualified by EPA and state requirements.

Lessor shall coordinate application of pesticide with the Government and only apply pesticide in a manner that is protective of the health of VA patients, employees, and visitors.

g) The Lessor shall replace all filters in HVAC systems and clean HVAC units and drain pains based on manufacturer recommended frequencies. Cleaning shall be performed at times outside of normal working hours.

h) Lessor is responsible for the repair and replacement of all light fixture ballasts and starters. Lessor shall replace burned out bulbs and fluorescent tubes in interior light fixtures.

i) Lessor is responsible for the repair and replacement of all Plumbing fixtures and leaks within the Plumbing system.

9) WASTE AND RECYCLING

a) The Lessor shall have no responsibility for disposing of hazardous or pathological waste and sensitive VA documents. The Lessor shall provide collection, disposal, and recycling for all other waste materials generated by VA.

Recycling of cardboard and plastics as required for LEED Certification or by local ordinances.

b) Locate waste and recycling containers in locations based on consideration of security concerns. The Lessor shall provide and maintain adequate quantity of trash container(s), including compacting equipment as required, based on volume of waste and frequency of collection.

c) The Lessor shall provide the covered recycling receptacles and shall collect and remove recycled materials.

10) INTERIOR CLEANING BY LESSOR (JANITORIAL SERVICES)

a) Lessor’s Responsibilities: The Lessor shall furnish all supplies, materials, machinery, appliances, supervision, and labor necessary to provide complete

New Lease ACC Annex 9 janitorial services for the clinic. Services shall be provided in all interior areas of the leased premises to provide a clean, neat, and attractive appearance by performing the functions described below. The Lessor shall make careful selection of cleaning products and equipment to ensure they are packaged ecologically, environmentally beneficial and/or recycled products that are phosphate-free, non-corrosive, non-flammable, and fully biodegradable, and minimize the use of harsh chemicals and the release of irritating fumes. The Lessor shall select paper and paper products with recycled content conforming to EPA’s CPG Comprehensive Performance Guideline.

b) Janitorial Staff and Supervision: Janitorial staff may have access throughout the building; therefore, none of the janitorial staff may have a police record for anything more serious than traffic or parking violations.

c) There shall be a janitorial staff supervisor on duty at all times when janitorial staff is in the building. Any person whose work or conduct is found to be unacceptable by the Government shall be removed from the janitorial staff or prevented from working within VA spaces.

d) Janitorial staff may be required to obtain and wear at all times photo identification badges at no additional cost to the government.

e) The janitorial staff shall comply with applicable Federal, State, and Local safety and fire regulations and codes. The Lessor shall immediately bring to the attention of the Government any fire and safety deficiencies. The Lessor shall take such safety precautions as necessary to protect the lives and health of occupants of the building.

f) Cleaning Products: The Lessor shall provide all labor, materials, supplies, machinery, and appliances that may be necessary or appropriate in the performance of janitorial services.

g) The Lessor shall provide supplies such as toilet tissue, multifold paper towels, toilet seat covers, and hand soap.

h) The Lessor shall provide plastic linings for all trash receptacles. Provide clear plastic linings for trash receptacles.

i) Specifications for supplies are as follows:

i) Toilet tissue: Contractor furnished toilet paper, roll type, 4-1/2 inches wide, single ply, of acceptable quality as determined by the COR. It shall be of appropriate size and quality to accommodate all toilet tissue dispensers throughout the VA leased space.

New Lease ACC Annex 10

ii) Paper towels: Contractor Furnished, Multi-fold, 10-1/8 inches wide or of appropriate size to accommodate all paper towel dispensers of acceptable quality towel as determined by the COR

iii) Hand Soap/Foam Hand Sanitizer: Contractor provided hand soap and hand sanitizing foam shall be of a quality consistent with the prevailing standards for hand washing as prescribed by the Centers for Disease Control. The product or liquid will be dispensed from a closed bacteria-free system. Refillable containers will not be used. Only disposable cartridge/bag type refills will be used for the compatible dispensers.

iv) Carpet shampoo and soil resistant treatment: Non-allergenic type.

v) Window cleaner: Ammonia type sufficient to remove smoke film and dust.

vi) Upholstery cleaners: Dry or foam type recommended for fabric upholstery.

vii) Germicide: Contractor furnished, EPA-registered.

viii)Resilient floor tile cleaner and maintainer: As recommended by manufacturer of resilient flooring.

ix) Flushable toilet seat covers: Contractor furnished, paper, white, shall be of acceptable quality as determined by COR.

j) Material Safety Data Sheets (MSDS): The Contractor will maintain MSDS(s) for all chemicals used to carry out the specifications of this contract. The Contractor will maintain a clearly marked separate file of all MSDS sheets of contractor used products at the VA leased space in the cleaning room. The Contractor will ensure MSDS(s) are readily available to each contractor employee for all chemicals used to carry out the specifications of this contract. Each contractor employee shall have documented safety training on each chemical used to carry out the specifications of this contract.

k) Cleaning Frequencies: At a minimum, the Lessor shall perform the following at the frequency indicated:

i) Daily Cleaning Requirements for Office & General Use Space:

(1) Dust furniture, desks (do not disturb papers on desks), machines, phones, file cabinets, window ledges, etc.

(2) All resilient tile floor areas shall be swept and wet mopped with neutral cleaner. Areas wet mopped must have wet floor signage temporarily placed until areas have fully dried.

New Lease ACC Annex 11

(3) Carpeted areas and mats shall be vacuumed. Carpet sweeper is not acceptable.

(4) Spot-clean any carpet stains using carpet stain remover.

(5) Spot-clean walls and doors.

(6) Dust and clean waiting room tables, sills, baseboards, and chairs.

(7) Clean all glass at entrances.

(8) Clean and disinfect handrails.

(9) Empty trash.

ii) Daily Cleaning Requirements for Restrooms:

(1) All restrooms shall be swept and wet mopped at least twice each day.

Areas wet mopped must have wet floor signage temporarily placed until areas have fully dried.

(2) All paper products and hand soap shall be replenished from dispensers.

(3) All surfaces, including toilets, urinals, walls, mirrors, counters and sinks, shall be cleaned and disinfected. Sponges and cloths shall not be used to clean toilets and urinals. Toilets and urinals shall be cleaned with disposable items that are disposed of after cleaning toilet and/or urinal in each toilet room. Items used to clean toilets and urinals shall not be used in turn for cleaning other items or wiping down other surfaces. Clean exterior of toilets and urinals first, followed by cleaning of the interior.

(4) Tile floors shall be swept and damp mopped. If dirt build-up occurs, tile floors shall be scrubbed when determined that it is required by COR.

(5) Empty trash.

iii) Daily Cleaning Requirements for additional VA leased spaces

(1) HAC Closets: Clean daily including sinks, floors, and shelves.

iv) Monthly Cleaning Requirements for Air Conditioning Grilles and Registers:

(1) Vacuum all grilles and registers to remove dust and lint from interior of register.

New Lease ACC Annex 12

v) Quarterly Cleaning Requirements for VA leased spaces

(1) Dust window coverings/blinds

(2) Dust handrails and handrail brackets.

(3) Dust light diffuser lenses

vi) Annual Cleaning Requirements for VA leased spaces

(1) Have carpets professionally steam cleaned, and soil resistant treatment applied during January and July. Spot clean monthly as needed.

(2) Wash inside glass and clean interior of all window frames and window stools.

11) VA CLEANING RESPONSIBILITY

a) VA shall have no cleaning responsibility for the interior or exterior of the leased premises. The Lessor shall have responsibility for interior janitorial services and shall maintain the interior of the leased premises as described above. The Lessor shall provide all cleaning supplies and equipment.

b) The Government will be responsible for the disposal of hazardous or pathological waste.