BPVAHCS Lease ASR-EXHIBIT B.pdf

Agency’s Specific Requirements

1. Additional requirements to RLP and Lease:

a. Space shall be all on one floor and all in the same building.

b. Building entryway and sidewalks shall be ADA compliant. Provide ADA auto-door operator for entry door.

c. All door openings shall meet ADA requirements. Take care to minimize changes in floor level and include no carpet pad or cushion.

d. Provide ADA compliant mortise locks, with occupied/unoccupied indicators as required, in all interior doors. Building and office spaces shall be lockable. All exam/procedure rooms shall be lockable via thumb turn from the inside of the room.

e. Use 7-pin Small format interchangeable core (SFIC) cylinders-Less Core.

f. All doors to patient care rooms shall have locks to ensure privacy. Coordination from earliest design phases with Locksmith will ensure privacy requirement is met.

g. All doorstops shall be wall mounted. No floor stops shall be used in this lease.

h. All offices and other workspaces shall have adequate phone, data, cable TV and power (details to be determined during design).

i. All interior walls for offices, clinical use rooms, and conference rooms shall be insulated to reduce disruptions and maintain a level of confidentiality and privacy. Refer to acoustic requirements in the Technical Information Library (TIL) for further guidance.

j. WIFI to be provided by the VA, however, Cat 6A cables will need to be installed by Lessor throughout for distribution.

k. Provide adequate lighting, plumbing, HVAC, power, data, and phone for spaces and the medical function.

l. All faucets shall be hands free automatic hard wired type faucets. Battery powered faucets shall not be used on this project.

m. Building shall be alarmed (to be coordinated with Physical Security Specialist).

n. Preventive maintenance of building systems such as HVAC, domestic water heaters, and electric panel boards shall be completed prior to occupying the space and throughout the occupancy of the building to meet Joint Commission (JCAHO) accrediting standards.

o. Building owner shall provide exterior building/lot/marquee signage (building signage shall be designed to meet VA signage standards). Reference VA Technical Information Library (TIL) for all signage: https://www.cfm.va.gov/til/dManual/dmSignage.pdf

p. Interior signage shall consist of:

i. ARCHITECTURAL Series Wall Mounted Signage (Refer to Attached Drawings for Sign

System Standards):

1. Tactile and Braille Characters, raised minimum 0.793 mm (1/32 in). Characters shall be accompanied by Grade 2 Braille where required by ADA.

2. Font Styles: Refer to Drawing Standards for Approved Design

3. Character Height: Comply with ADA regulations and sign standards.

4. ADA Required Symbols (Pictograms): Equivalent written description shall be placed directly below symbol, outside of symbol's background field. Border dimensions of symbol background shall be minimum 150 mm (6 in) high.

5. Finish and Contrast: Signs shall be non-glare acrylic finish with adequate contrast. Refer to Drawing Standards for Approved Design

6. Mounting Location and Height: Mount on wall adjacent to the latch side of the door in accordance with ADA and to avoid door swing / protruding objects.

7. Aluminum frame is anodized with a minimum of 75% recycled content.

8. Signs / pockets shall be magnetically mounted into extruded aluminum sign frame.

https://www.cfm.va.gov/til/dManual/dmSignage.pdf

9. Signs shall mechanically fasten to the wall (no adhesive mounting unless special exception in area exists).

10. Room ID signs shall have an insert software program with unlimited licenses that auto scales copy allowing signs to be updated in house on any standard computer and printer.

11. Subsurface color and graphics unless required otherwise for ADA.

12. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing and laminates shall NOT be used.

ii. ARCHITECTURAL Series Overhead Signage (Refer to Attached Drawings for Sign

System Standards):

1. Type Styles: Refer to Drawing Standards for Approved Design

2. Character Height: minimum 75 mm (3 in) high copy for overhead signs. As shown, for directional signs.

3. Finish and Contrast: Signs shall be 2 ply construction non-glare acrylic finish with adequate contrast. Refer to Drawing Standards for Approved Design.

4. Signs to have a solid wood accent and silver accent – Refer to Drawings

5. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing and laminates shall NOT be used.

iii. CONTINUUM Series Wall Mounted Signage (Refer to Attached Drawings for Sign

System Standards):

1. Tactile and Braille Characters, raised minimum 0.793 mm (1/32 in). Characters shall be accompanied by Grade 2 Braille where required by ADA.

2. Type Styles: Refer to Drawing Standards for Approved Design

3. Character Height: Comply with ADA regulations and sign standards.

4. ADA Required Symbols (Pictograms): Equivalent written description shall be placed directly below symbol, outside of symbol's background field. Border dimensions of symbol background shall be minimum 150 mm (6 in) high.

5. Finish and Contrast: Signs shall be non-glare acrylic finish with adequate contrast.

6. Mounting Location and Height: Mount on wall adjacent to the latch side of the door in accordance with ADA and to avoid door swing / protruding objects.

7. Signs/pockets shall be mounted into extruded aluminum sign frame system with a spring clip loading feature to accept varying material thicknesses during in field operation from 1/16” to 1/2”.

8. Aluminum frame/system shall be anodized with a minimum of 75% recycled content. Profile depth shall be .75” with a subtle radius and chamfer profile.

Aluminum holder shall have precision mitered corners that are mechanical assembly via concealed fasteners.

9. Signs shall mechanically fasten to the wall (no adhesive mounting unless special exception in area exists).

10. Room ID signs shall have an insert software program with unlimited licenses that auto scales copy allowing signs to be updated in house on any standard computer and printer.

11. Subsurface color and graphics unless required otherwise for ADA.

12. Color and graphics shall be subsurface digitally printed direct to substrate with a variable dot pattern, UV Ink containing NO VOCs and LED curing. Painting, screen printing and laminates shall NOT be used.

q. All exterior signage shall be the responsibility of the Lessor for city approval and shall be in place by Certificate of Occupancy (CoO).

r. Building owner to provide finishes specified in the Bay Pines VA Healthcare System (VAHCS) standards and finishes manual. (attached)

s. Clinical care rooms shall have modular type millwork with solid surface countertops infused with copper, integral sink with offset drain, copper infused pulls, seamless thermofoil panels, steel on steel construction, and seamless polystyrene drawers. Reference attached Minimum Technical

Requirements (MTR’s) for all modular millwork.

t. Staff Locker room shall be equipped with 16-gauge steel lockers. Multiple tiers may be required.

Actual count to be determined during design phase. Reference MTRs for specific requirements.

u. Team work area shall be equipped with cubicle type furniture systems. Reference MTR’s for specific requirements.

v. Team work area shall include sound attenuation panels. Type and quantity to be determined during design.

w. Site furnishings shall be provided by the Lessor. A minimum of two benches, three tables with fixed seats and umbrellas, and two bike racks shall be provided. Site furnishings shall also include waste and recycling receptacles as required, type and quantity to be determined during design. Reference MTR’s for specific requirements of benches and tables.

x. Provide a noncombustible covered area via permanent tile or aluminum canopy (other materials to be more in line with surroundings shall be considered if presented to the Project Manager), a minimum of 8’ x 8’ to completely cover a patient on a gurney waiting in inclement weather, should transport via ambulance be necessary. Final determination of canopy height shall be based on an assessment of the typical emergency vehicles arriving on site. Since some ambulances may require even more clearance, the A/E shall coordinate with the medical center and local sources of emergency transportation before firmly establishing the canopy height.

y. Provide a noncombustible covered area at backing in and drive through loading/unloading areas of main entrances. Clearance from grade to the underside of any canopy obstruction shall be a minimum of 3 meters (10 feet). Final determination of canopy height shall be coordinated between the A/E and the medical center before firmly establishing the canopy height.

z. Stable HVAC temperature is required in the IT closet 24 hours a day and requires a separate dedicated CRAC or mini split to maintain temperature.

aa. Exterior windows shall be tinted to prevent people from viewing locations and activities on cameras.

bb. Dispensers shall be VA provided and Contractor installed. Locations and quantities shall be determined during design.

cc. VA shall provide Janitorial and pest control services.

dd. The VAHCS requires emergency generator capability to provide 100% full power (normal and emergency) with on-site fuel storage capacity to provide power for at least 96 hours (4 days).

Additionally, the VAHCS requires a contract or Memorandum of Agreement (MOA) for priority fuel delivery to the clinic.

ee. At a minimum, HVAC, communication, and physical security systems shall be on emergency power. Additionally, Medication and Lab/Blood draw rooms shall have two emergency circuits each. Exact locations and circuit requirements shall be determined during design.

ff. All emergency circuits shall be identified by a red outlet.

gg. Provide general lighting that does not have direct visibility of ballast but does not have a lens cover that collects dust and debris.

hh. Thermostats shall not be able to be adjusted or manipulated by staff or patients. Lessor shall avoid placing thermostats in office/exam spaces to the greatest extent possible. Thermostats shall have no display.

ii. Ensure that any door that opens into a circulation corridor has vision glass installed for safety.

jj. Utilize the PACT design guide located here for general design guidance of how clinic will be managed via the PACT Model: https://www.cfm.va.gov/til/dGuide/dgPACT.pdf

kk. Room templates located here: https://www.cfm.va.gov/til/rTemplate/LeasingCBOCw.asp shall be utilized as the basis for design for rooms in this project.

https://www.cfm.va.gov/til/dGuide/dgPACT.pdf https://www.cfm.va.gov/til/rTemplate/LeasingCBOCw.asp

ll. Building owner shall clean entire space (terminal clean) prior to VA occupying space.

mm. Parking, both handicapped and regular must be readily available. Convenient access to public transportation is required.

nn. All utilities including gas, electric, water, sewer, and cable shall be included in the lease.

oo. All curtain track layouts shall be placed on drawings before 65% DD submission along with all including furniture and equipment to be purchased by the VA to be reviewed by the Project

Manager and VA Interior Designer for coordination with systems and utilities.

pp. Privacy curtain tracks shall be provided by the Lessor and shall be PRVC system as specified in the BPVAHCS standards and finishes manual. VA to provide and launder privacy curtains.

qq. Wall protection, to include chair rails if applicable, shall be installed, at a minimum, in all exam and waiting areas behind seating. All corners shall have corner guards.

rr. Wall coverings (material such as wallpaper or textured fabric used as a decorative covering for interior walls) shall not be used on this project.

ss. Special care should be taken to avoid storing construction materials in non-climate-controlled environments.

tt. Any Biomedical Equipment purchased shall be compatible with existing multiyear, multi-campus Maintenance & Operations (M&O) biomedical equipment contracts already in place for

BPVAHCS or provide adequate full system repair and preventive maintenance training to current in-house biomedical and M&O staff members.

uu. Davis Bacon Act Wages shall be utilized for the build out of the lease space.

vv. As part of JCAHO inspection standards, VA must show that at least 95% of the program's items work properly at any given time. Exit Lights and Lights in the means of egress shall be always operational. Inspect smoke barrier penetrations and fire rated corridor wall penetrations quarterly for penetrations and repair with appropriate fire-rated materials. Onsite lessor representative shall inspect the facility monthly to assess fire rated door latches, panic hardware, fire extinguishers, eye wash stations, ensure corridors are clear, all common areas assessed for damage, building systems are fully operational, etc.

i. During repairs or maintenance, a process shall be in place to manage air quality, infection control, utilities, noise, odor, dust, vibration, and other hazards; high-risk and infection control preventive maintenance completion rates at 100 percent; and non-high-risk completion rate at 90 percent.

2. Emergency Response:

a. Past emergencies, outages and power disruptions have shown the Government that equipment such as portable A/C chillers, industrial fans, water pumps, complete structure dry-out gear, high volume air movers, high volume dehumidifiers, mold or sewage remediation and high-volume floor/carpet dryers may be required to restore services to ensure the continuation of normal facility services. It is the Lessors' responsibility to have immediate access to any equipment that may be needed in response to an emergency or utility outage.

b. The lessor shall be responsible for ensuring that the HVAC (Heating, ventilation, and air-conditioning) system are always fully operational and capable of providing a temperature range of 70-76 degrees F during the heating and cooling seasons. The temperatures must be maintained throughout the leased premises and service areas, regardless of outside temperatures and the opening and closing of exit doors, during hours of operation specified in the lease. In the event of a utility system failure, it is the lessor's responsibility to respond to the following:

i. The Lessor shall have a building superintendent or locally designated representative available to promptly address and correct any deficiencies that may impact use of the building.

ii. When the Lessor is notified that his/her action is required to correct any deficiencies, the lessor shall respond within one hour via telephone or e-mail with a plan of action and an expeditious time frame to resolve the deficiency(ies)." The Government reserves the right of approval of the plan of action and an expeditious timeframe to resolve the deficiency(ies).

iii. Four-hour response time on any utility or building system problems. Repair personnel shall be on site to effect repair within four hours or appropriate time frame determined by the government. If the deficiency(ies) is not corrected within the government approved timeframe for plan of action, the Government will exercise their right under GENERAL

CLAUSES No 15, 48 CFR 552.270-10, Failure in Performance, and may have the deficiencies corrected at the Lessors expense. The dollar amounts for any equipment or services necessary to respond to or correct deficiencies will be deducted from the

Lessor's rent.

iv. Non-urgent calls, as determined by the Contracting Officer’s Representative (COR), shall be addressed within 24 hours of the facility manager being notified. If no evidence of action being taken 24 hours after the problem has been reported; the Contracting

Officer will have the option to Contract the Services of an outside Contractor, order the repairs directly and deduct the total cost of the repairs from the base monthly rental rate.

v. The lessor shall provide a 24-hour emergency point of contact phone number that will be responsible for all emergencies during normal and after work hours including weekends and holidays.

vi. The lessor shall submit a building emergency plan annually that clearly defines the actions the lessor will take in the event of emergencies. It will clearly define the details of what actions will be taken by the lessor in the event of:

1. Loss of water

2. Loss of Electricity

3. Loss of Heating and cooling

4. Structural damage to the building

5. Interior water intrusion containment, response, and recovery

6. Smoke and water damage remediation

7. Flooding from a ruptured supply or flow pipeline within the building

8. Disruption of heating, ventilation, and air conditioning services (HVAC) services

9. Release of airborne particulates such as dust, mold asbestos and fiberglass that may be hazardous to building occupants.

3. Quality Assurance:

a. Quality Control: The Lessor shall develop and maintain a quality program to ensure all services are performed in accordance with commonly accepted commercial practices. The Lessor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services by conducting frequent inspections with the COR. At a minimum, the Lessor shall develop quality control procedures addressing the areas identified in exterior cleaning, periodic cleaning services, and response to emergency repairs as well as detailed response to unforeseen events including times and schedules, to the Contracting Officer (CO) for acceptance not later than the pre-performance conference. The CO will notify the Lessor of acceptance or required modifications to the plan before the work start date. The Lessor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer before the work start date. The plan shall include:

i. A description of the inspection system to cover all services specified in the statement of work. Description shall include specifics as to the areas to be inspected on both scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government provided keys or lock combinations should be included.

ii. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

iii. A description of the records is to be kept to document inspections and corrective/preventive actions taken. Copy to be provided to the COR.

iv. The records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

v. Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified. The program shall be continuously improved and is therefore documented in loose-leaf manual format. The program shall include, but not be limited to the following:

vi. Written work instructions/procedures, processes, and product descriptions to implement contractual obligations. The preparation and maintenance of and compliance with these instructions shall be audited as a function of the Contractor's Quality Control Program to assure compliance with or timely changes to the instructions. The COR shall be on document distribution for all formalized changes to the Contractor's Quality Control

Program. The COR will request corrective action to improve the quality of patient care or cure damage to the facility. Written work instructions will be complete and reliable.

Reliable records are objective evidence of the existing or past quality of service.

vii. A method of early detection and correction of assignable conditions adverse to the quality of service, to include analysis or corrective action records (including customer complaints) to determine causes of defects. This method will include providing timely written explanation/documentation of the correction of the defectiveness and correction of cause in response to Government corrective action request to include bacteriological monitoring when necessary.

4. QUALITY CONTROL MONITORING:

a. The Government appointed COR shall monitor the Contractor's performance to assure that the performance thresholds and standards of performance are met. In accordance with FAR

52.212-4

b. "Inspection/Acceptance" the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or performance of nonconforming services at no increase in contract price.

c. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable levels of the service required for each task. These thresholds are critical to mission success.

d. The Government COR shall evaluate the services required by this contract to ensure compliance and quality

e. The contractor shall perform all work required by this contract in a satisfactory manner in accordance with the SOW. The COR will not consider the task complete until all deficiencies have been corrected.

f. The Government COR will receive complaints from facility personnel and pass them on to the

Contractor's quality inspector for correction.

g. The inspection period is weekly. Inspection period will be from the first of the month through the last day of the month. The COR should receive no more than five (5) complaints. The COR will record results of the inspection, noting the date and time of inspection. If an inspection indicates unacceptable performance, the COR will notify the supervisor or quality inspector. The

Contractor shall be given four (4) hours after notification during shift hours to correct the unacceptable performance. Report period is weekly; however, complaints are by task.

5. BUILDING CODES AND STANDARDS:

a. The building shall be designed, constructed, and maintained in accordance with the most current version of the codes and standards at time of award:

b. All applicable State and Local Building Codes

c. The Joint Commission

d. The Facility Guidelines Institute Guidelines for Design and Construction of Health Care Facilities

e. NFPA 99: Health Care Facilities Code

f. Architectural Barriers Act Accessibility Standards (ABAAS)

g. In the absence of a State or Local Fire Code - NFPA 101: Life Safety Code

h. VA PG 18-14: Room Finishes, Door & Hardware Schedule - used to define room finish materials, door sizes and types and hardware functionality.

i. VA Signage Design Guide

6. REFERENCES:

a. National Electric Code (NEC), part 800 article 250

b. Building Industry Consulting Service International (BICSI) standards.

c. Electronic Industries Association / Telecommunications Industry Assoc. EIA / TIA 569 Standard for telecommunications pathways and spaces requirements

d. Telecommunications Industry Assoc. / Electronic Industries Association TIA / EIA 568B

(Telecommunications cabling standard)

e. ICEA Publications S-80-576-1988

f. Telecommunications Industry Assoc./ Electronic Industries Association TIA/ EIA 607 (Building grounding and bonding requirements)

g. Telecommunications Industry Assoc. I Electronic Industries Association TIA / EIA 606 (Standard for records, labeling and space & pathway administration)

h. Installation of outside plant, inside riser, and station cabling shall conform to meet the requirements of ICEA Publications S-80-576-1988 (Ref.81 .6) as to size and installation practice.

i. The installation of the cable shall conform to appropriate OEM, ANSI/EIA/TIA recommendations, Federal Communications Commission (FCC) part 68

j. Americans with Disabilities Act (ADA)

k. Architectural Barriers Act of 1968 (42 U.S.C. 4151-4157)

l. National Fire Protection Association (NFPA)

m. Underwriters Laboratories (UL)

n. VA PACT Module Design Guide for CBOC Facilities

o. VA TIL Design and Construction Guidelines

7. ATTACHMENTS:

a. Bay Pines VAHCS Standards and Finishes Manual

b. Bay Pines Signage Standards

c. Bay Pines VAHCS Fixtures Guide

d. Minimum Technical Requirements