EXHIBIT B - Agency_s Special Requirements Brevard Multi Specialty Clinic.pdf

Agency’s Special Requirements

Agency’s Special Requirements – Brevard Multispecialty Clinic

The U.S. Department of Veterans Affairs (VA) desires to lease sufficient Rentable Square Feet (RSF) of existing real property to yield up to approximately 7,200 (ABOA) in Brevard, Florida for use as a Acupuncture and Chiropractic Clinic. Clinical space must be contiguous space located on a single floor and have first floor access.

On-site parking for approximately 42 vehicles, with a minimum of 5 dedicated to handicapped parking spaces is required.

The offered facility may be a multi-tenant building or single tenant building with a VA preference for a ground floor facility, all continuous space. The offered facility must be in suitable location for a clinical or administrative facility preferably in an area of other medical office buildings or in a retail sales area. Standalone building preferred, but not required.

1. The following spaces are necessary for occupancy by the Orlando VA on Brevard, Florida. The building owner shall provide Architectural, Engineering, and Construction services to build new or convert existing space for the following space requirements.

2. Offerors shall design and build all rooms based on all the requirements on all documents provided with the RLP to include but not limited to Sections 3, 4 and 5 of Exhibit A, the following requirements and the room templates at the end of this exhibit. It is the offeror’s responsibility to ensure TI pricing provided with offer represents the full cost of the required spaces accordingly.

3. Space Plan: Space is approximate

Brevard CBOC Type # of SF Total SF Floor Covering Base Wall

Covering Ceiling

Lobby Open/Room 1 415 415 Luxury Vinyl Tile Vinyl Paint Acoustical

Reception Area Open/Room 1 180 180 Luxury Vinyl Tile Vinyl

Paint

Acoustical

Acupuncture Treatment Room 5 180 900 Luxury Vinyl Tile

Chiropractic Treatment Room 5 180 900 Luxury Vinyl Tile Vinyl

Paint Acoustical

Supply Storage Room 1 100 100 Luxury Vinyl Tile

OI&T Telecommunications Room 1 180 180 concrete N/A Paint

N/A

Patient Toilet Room 2 60 120 Porcelain Tile Tile Acoustical

Staff Breakroom Room 1 180 180 Luxury Vinyl Tile Vinyl

Staff Toilet Room 3 60 180 Porcelain Tile Tile Acoustical

Clean Linen Room 1 90 90 Luxury Vinyl Tile Vinyl Paint Solid

Equip Cleaning/ Sanitation Room 1 180 180 Luxury Vinyl Tile Vinyl Paint Acoustical

Team Workstation Area Open 5 50 250 Luxury Vinyl Tile Vinyl Paint Acoustical

Supervisor Office Room 1 100 100 Luxury Vinyl Tile Vinyl Paint Acoustical

Copy/ Supply Room 1 80 80 Luxury Vinyl Tile Vinyl Paint Acoustical

Clinical Management Area Room 1 110 110 Carpet Tile Vinyl Paint Acoustical

Administration Workstation Room 1 56 56 Carpet Tile Vinyl Paint Acoustical

Logistics Area Room 1 90 90 Luxury Vinyl Tile Vinyl Paint Acoustical Security Area Room 1 90 90 Luxury Vinyl Tile Vinyl Paint Acoustical

Support Area Room 2 80 160 Luxury Vinyl Tile Vinyl Paint Acoustical

4. Building Codes and Standards. The building will be designed, constructed and maintained in accordance with the most current version of the codes and standards at time of award:

• All applicable State and Local Building Codes

• The Joint Commission

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

• NFPA 99: Health Care Facilities Code

• Architectural Barriers Act Accessibility Standards (ABAAS)

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

• VA HVAC Design Manual

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

• VA Signage Design Guide

• Facility Security Level (FSL) Refer to the Facility Security Level (FSL) requirements exhibit included in the lease award contract. Suite Security Alarm System and Monitoring paid for/provided by the lessor through the annual rent. Provide a level of security which reasonably deters unauthorized entry during regular and non-duty hours. The Government considers a security alarm reasonable. Overall security shall also include deterring loitering or disruptive acts in and around the space during duty hours. Tenant shall have security within the tenant space, separate from that of the general building security. Keys/cipher locks OR key fob/card reader capability for employee access. No public access to the offices will be allowed. Closed Circuit Television System (CCTV): Lessor shall design, install, and maintain a system in accordance with attached standards. The lessor shall implement a preventive maintenance program for all security systems installed. Security Alarm: The Lessor shall provide a security system, to alarm upon illegal entry or loitering in the leased space and to prevent unauthorized entry 24 hours per day, 7 days per week that alarms locally at the site and to a remote monitoring location. Alarm sensors required on all exterior doors and windows.

Motion detectors shall be provided in the waiting rooms and all the main corridors. Updates for codes or names are included in the lease and shall be coordinated with the LCO or authorized representative. The lessor shall install a keypad to disarm the building as directed by the VA COR. The security system will be completely tested at least once per month by the lessor with a copy of the testing report sent to VA. Alarm must meet the requirements in VA Handbook 0730/4. Duress alarm: Lessor shall design, install, and maintain a system in accordance with attached standards. Building and Access Control Systems: Lessors are prohibited from connecting any portion of their building and access control systems (BACS) to any federally owned or operated IT network. BACS include systems providing fire and life safety control, physical access control, building power and energy control, electronic surveillance, and automated HVAC, elevator, or building monitoring and control services (including IP addressable devices, application servers, or network switches). Reference the EXHIBITS SECURITY section J for characteristics and level of quality that will satisfy the Government’s needs.

Attachment 2 - OVAHCS Physical Se

5. Additional Space Requirements:

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

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

c. The lease shall be full serviced to include Janitorial, Basic Cable, Guest High Speed Internet Wi-Fi, Security Monitoring and Maintenance. The lease shall follow the standard specifications and requirements for a New/Replacing Lease as per the GSA Global Lease or Simplified Lease. Provide adequate lighting, plumbing, HVAC, power, data, and phone for spaces and the medical function.

d. Provide casework, chair rails, handrail, window shades/blinds, flooring, and carpeting.

e. All door openings shall meet ADA specifications. Take care to minimize changes in level of the floor and include no carpet pad or cushion.

f. Provide ADA-compliant hardware approved for ADA use. Building and office spaces must be lockable.

Building must be alarmed (to be coordinated with Physical Security Specialist). Use Stanley/best 7 Pin Small format cores installed with construction cores that will be removed upon coordination with Locksmith at turnover of the facility

g. Preventive maintenance of building existing systems such as HVAC, domestic water heaters, and electric panel boards will be completed prior to occupying the space and throughout the occupancy of the building to meet FEGLI and Joint Commission Accrediting standards.

h. Building owner to provide exterior building/lot/marquee signage (building signage shall be designed to meet VA signage standards).

i. Building owner to provide carpet, flooring, cove base, paint, and window covering samples to VA interior designer for color selection and approval.

j. Clean entire space (aka “terminal cleaning”) prior to VA occupying space.

k. Patient restrooms (unisex) should be conveniently located near the entrance to the space. Both restrooms should contain baby changing stations (with appropriate signs) and feminine hygiene product dispensers. All patient restrooms shall be ADA compliant and require a hand rail.

l. Provide a noncombustible covered area via permanent tile or aluminum canopy (other materials to be more in line with surroundings will 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 typically emergency vehicles arriving at the site. Since some ambulances may require even more clearance, the A/E must coordinate with the medical center and local sources of emergency transportation before firmly establishing the canopy height.

m. Provide a noncombustible canopy at backing in and drive through unloading areas of main entrances.

Clearance from grade to the underside of any canopy obstruction shall be 3 m (10 ft.) minimum. Final determination of canopy height shall be coordinated between the A/E and medical center before firmly establishing the canopy height.

n. All interior walls for offices and conference rooms will be insulated to reduce disruptions and maintain a level of confidentiality and privacy. Refer to acoustic requirements in the TIL for further guidance.

o. Building owner’s proposal to include facility interior signage. Signage configuration shall be approved by VA Project interior designer and be designed according to the VA Signage Design Guide. Interior Signage. Lessor shall design, procure, and install all clinic signage in accordance with latest version of the attached standard. Lessor shall provide samples for the VA to review and approve. VA to approve sign design schematic prior to fabrication/installation. VA Interior Signs Design Guide dmID.pdf (va.gov) All exterior signage is the lessor’s responsibility for city approval and installation.

Interior Design Design Guide - Nove

p. All Telecommunications rooms shall meet the standards attached below. All perimeter walls shall extend from floor slab to structural system (deck) to prevent up and over access. No windows or other openings. Overhead lighting in front of and behind the network rack. The Telecommunications Room https://www.cfm.va.gov/til/dManual/dmID.pdf shall be secured to VA access only and not be shared with any other tenant. Core shall be locked to the VA OIT TR key. Door shall have an automatic closure installed and deadbolt lock according to VA security regulations. Room shall be temperature controlled and maintained at 69 degrees on a 24x7 basis. The performance category of all installed untwisted shielded pair (UTP) copper distribution elements (permanent link and patch cabling, patch panels, and work area outlet (WAO) jacks) used for network/data transmission shall be Category 6A. The Lessor shall provide and install all cable runs. All telecommunications services (e.g. data, telephone, cable television, etc.) shall be terminated in the facility Telecommunications Room. Provide and install two (2) each, A/B sides, in accordance with attached standards. Access to the Telecommunications Room will be restricted to include only those persons specifically authorized by VA OIT, not to include facility lessors. Please refer to the OIT Enterprise Facility IT Support Infrastructure Standards for details https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf Questions about telecommunications infrastructure guidance can be directed to OIT.

Attachment 1 - OIT Telecommunications

Basic Guidance -

Telecommunications

OIT-InfrastrucStdTe lecomSpaces-AppxB.

q. The police office requires tinting on the exterior windows to prevent people from viewing locations and activities on cameras.

r. Ensure all patient care rooms have locks on the patient side to ensure privacy. Coordination from earliest design phases with locksmith will ensure privacy requirement is met.

s. Ensure soap dispensers are located near the sink and do not have a top that can be accessed without a key.

t. The facility requires the ability to hook up a generator during an emergency event, but does not need a generator included with the buildout.

u. The nurse’s call should be installed within reach of the patient where they would most likely need it (not necessarily location most convenient to other electrical wiring). The focus is on patient safety.

v. Provide general lighting (LED preferred) that does not have direct visibility of ballast but does not have a lens cover that collects dust and debris.

w. Ensure that all thermostats are not able to be adjusted or manipulated by staff or patients.

x. Ensure that any door that opens to a thoroughfare has vision glass installed for safety.

y. Use solid surface countertops in wet areas and laminates in areas that do not have risk of water damage.

z. Utilize the PM&R design guide located here for general design guidance:

https://www.cfm.va.gov/til/space/SPchapter270.pdf.

aa. Please use the room templates located here: https://www.cfm.va.gov/til/rTemplate/LeasingCBOCw.asp to base the design of the rooms in the project. The space must be on the ground floor. The space must be compliant with the Americans with Disabilities Act.

bb. Parking, both handicapped and regular must be readily available, VA dedicated, and marked “VA ONLY”. Convenient access to public transportation is required.

cc. All utilities including gas, electric, water, sewer, cable, patient Wi-Fi and janitorial service shall be included in the lease.

dd. All curtain track layouts shall be placed on drawing before 90% design review for interior design review, along with all furniture and equipment to be purchased by the VA in order to be reviewed by the project manager and interior design for coordination with systems and utilities https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/rTemplate/LeasingCBOCw.asp

ee. Disposable privacy curtains supplied by lessor or laundered and installed by lessor. Standard curtain track

ff. To prevent wall erosions, rub strip that comes in adhesive sheets – like Acrovyn minimum 8” strip in all waiting areas and exam rooms behind seating is required. Use corner guards on all corners – like Acrovyn – there are several brands.

gg. Mold Prevention: Wallcovering should be avoided if possible due to high relative humidity in this region.

If a wallcovering is being considered, avoid exterior walls, restrooms, shower rooms, and other wet area. Additionally, the wallcovering is required to be class A fire rated. Submit sample with permeability rating to Engineering office for approval.

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

ii. Biomedical Equipment purchased is required to be compatible with existing multiyear, multi-campus M+O biomedical equipment contracts already in place for Orlando or provide adequate full system repair and preventive maintenance training to current in-house biomedical and M & O staff members

jj. Locks/Hardware: Stanley/Best 7 Pin Small format cores installed with construction cores that will be removed upon coordination with VA Locksmith at turnover of the facility

kk. Janitorial Service:

i. The Lessor shall maintain the Premises and all areas of the Property to which the Government has routine access in a clean condition and shall provide supplies and equipment for the term of the Lease.

ii. Response time of 1 hour during normal business hours for emergency janitorial services.

Cleaning to be performed as per OSHA requirement for Bloodborne Pathogens and/or CDC requirement of Environmental Service.

iii. Lessor to provide unscheduled terminal cleaning when deemed necessary from infection control (no more than 4 times annually).

iv. Terminal Cleaning: The purpose of this cleaning and disinfection process is to remove bacterial contamination from environmental surfaces and equipment surfaces where patients receive care to prevent the transmission of the microorganism from patient to patient, from patients to healthcare workers, and from patients to visitors.

v. Terminal Cleaning services personnel should receive proper training and education on patient room cleaning and disinfecting protocols, and they must use all barrier precautions (such as masks, gloves and gowns) when cleaning in rooms or units where surfaces may be contaminated with infectious microorganisms. All training will be coordinated with the VA infection control staff and will be completed within 14 calendar days of contract award.

vi. Terminal Cleaning services personnel should use Environmental Protection Agency (EPA)-approved, hospital-grade cleaning and disinfectant products and all horizontal surfaces and other surfaces in the room that may have become contaminated must be cleaned and disinfected. Contractor is to provide all terminal cleaning supplies.

vii. Contractor shall clean all high-touch areas in the room including cabinets, workstations and inner drawer, phone and cradle, armchairs, door and cabinet handles, light switches, etc. In restrooms, Contractor shall start with the highest surface and clean the toilet last; clean the sink and counter area, including sink fixtures, and if there is a shower, the support bars and shower fixtures and surfaces.

viii. Privacy curtains should be removed by the Contractor, placed in a plastic bag in the room and double bagged into a laundry bag with the assistance of another member of the terminal Cleaning services staff standing at the door outside the room. The person outside the door should wear gloves. After completing the task this person should remove gloves, wash hands with an antimicrobial soap and water or apply an alcohol rub to their hands.

ix. If visibly soiled, Contractor shall clean window curtains, ceiling and walls.

x. Following the terminal cleaning of a patient room, gloves should be removed to avoid touching the outside of the gloves. Hands should be washed with an antimicrobial soap and water or an alcohol rub applied to the hands prior to donning a new set of gloves.

ll. Davis Bacon Act Wages must be utilized for the build out of the lease space.

mm. Four-hour response time on any utility or building system problems, to include but not limited to a/c, plumbing, electric, roof leaks, etcetera. N o n - u r g e n t c a l l s , a s d e t e r m i n e d b y t h e A O , w i l l b e a d d r e s s e d w i t h i n 2 4 h o u r s o f t h e f a c i l i t y m a n a g e r b e i n g n o t i f i e d .

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.

nn. As part of JCAHO inspection standards, Sites 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 must be in working condition at all times. Inspect smoke barrier penetrations and fire rated corridor wall penetrations quarterly for penetrations and repair with appropriate fire-rated materials. Onsite lessor rep should be inspecting 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. During repairs or maintenance, a process is 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.

6. REFERENCES:

National Electric Code (NEC), part 800 article 250

Building Industry Consulting Service International (BICSI) standards.

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

Telecommunications Industry Assoc. / Electronic Industries Association TIA / EIA 568B (Telecommunications cabling standard)

ICEA Publications S-80-576-1988

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

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

Installation of outside plant, inside riser, and station cabling shall conform to meet the requirements of ICEA Publications S-80-576-1988 (Ref.B1.6) as to size and installation practice.

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

Americans with Disabilities Act (ADA)

National Fire Protection Association (NFPA)

Underwriters Laboratories (UL)

VA PACT Module Design Guide for CBOC Facilities

VA TIL Design and Construction Guidelines

7. QUALITY ASSURANCE

Quality Control: The Contractor shall develop and maintain a quality program to ensure all services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services by conducting frequent inspections with the COR. As a minimum the contractor shall develop quality control procedures addressing the areas identified in Basic Cleaning Services, Basic Restrooms and Shower Cleaning Services, Exterior Cleaning, Periodic Cleaning Services, and Response to Emergency Repairs and Special Event Cleaning Services as well as Detailed Response to Unforeseen Events, Times and Schedules, to the CO for acceptance not later than the pre-performance conference. The CO will notify the Contractor of acceptance or required modifications to the plan before the contract start date. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer before the contract start date.

The plan shall include:

• 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.

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

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

• 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.

• 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:

• 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.

• 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.

8. QUALITY CONTROL MONITORING

The Government appointed COR will monitor the Contractor’s performance to assure that the performance thresholds and standards of performance are met. In accordance with FAR 52.212-4

(a) “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.

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.

The Government COR will evaluate the services required by this contract to ensure compliance and quality

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.

The Government COR will inspect all work tasks required by the task order sheets to ensure contract performance on a monthly basis utilizing the attached work inspection sheet.

The Government COR will receive complaints from facility personnel and pass them on to the Contractor’s quality inspector for correction.

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.