Exhibit B-Agency Specific Requirements.docx

Ann Arbor Area Office Space

Lease Request Proposal Department of Veterans Affairs VA Ann Arbor Healthcare System

Agency Specific Requirements

The Agency Specific Requirements (ASRs) do not reduce the minimum requirements contained within the Lease. These ASRs provides specific agency requirements, which may be complementary, more specific, or more stringent than those of the Lease minimum requirements.

SECTION 1 ROOM SCHEDULE AND DETAILS

1.01 ROOM SCHEDULE

1.02 FINISH DETAILS

1.03 SPACE DETAILS

1.04 GENERAL SPACE REQUIREMENTS

1.05 PROCUREMENT/ INSTALLATION REQUIREMENTS

3.03 JANITORIAL

3.04 OTHER REQUIRED SYSTEMSSECTION 1 ROOM SCHEDULE AND DETAILS

1.01 ROOM SCHEDULE

CPT/LVT

Paint

Suspended

Total NUSF

14,091

1.02 FINISH DETAILS

Finish Definitions

Finishes General

· All finishes and wall protection shall be called out on the finish plan, finish schedule, and accompanied by interior elevations, shop drawings and details as appropriate in drawing set.

· Finish samples to be provided and approved by VA prior to installation

Ceilings:

· All built in upper casework cabinetry and/or millwork shall have gypsum board soffit or a slope top to prevent collection of dust.

Counters and Casework/Millwork:

· All casework and cabinetry shall be lockable. Cabinetry to be keyed alike. A grand master lock shall be provided to unlock all key cores.

Perimeter Walls:

· Any room that has a window shall have blinds that can fully open and fully close.

· Corridors in patient care areas to include handrails

1.03 SPACE DETAILS

Toilet Male/Female/Universal

· Entry doors to be 42” minimum with privacy lock set

· Restrooms may be private or include multiple stalls

· paper towel dispenser per sink

· soap dispenser per sink

· coat hook per toilet

· full size step-on opener trashcan

· wall hung sharps disposal container

· feminine product dispenser (unisex and women’s restroom only)

· feminine hygiene receptacle per toilet (unisex and women’s restrooms only)

· Handicap accessible bathrooms will have door assisted opening device installed to open the door open while occupant enters room.

Conference Room large and Medium

· Entry doors to be 42” minimum with privacy lock set

· Television, wall hung

· coat hooks

· clock

· trashcan, 12 gallon, hands free

· hand sanitizer dispenser

Private Staff Office

· Entry door to be 42” minimum, entry lock set

· Space and utilities for (1) staff workstation

· coat hooks

· clock

· trashcan, 4 gallon, hands free

Break Room

· A minimum of 6’-0” lineal feet of both upper and lower casework with under mounted stainless-steel sink and countertop surface to accommodate a microwave, coffeepot and standup refrigerator

· clock

· hand sanitizer dispenser

· paper towel dispenser

· soap dispenser

Computer Training Room

· Entry door to be 42” minimum, entry lock set

· Space and utilities for (8) staff workstations

· clock

· trashcan, 12 gallon, hands free

Administrative Support Workstation

· Large open space to accommodate office cubes

· Each station will require data and power

Copy/Supply Room

· Entry door to be 42” minimum, entry lock set

· Data and power to support function

· Space for furniture

Training area/collaborative space

· Entry door to be 42” minimum, entry lock set

· Space for furniture

Data Communications Room

· The size of this room shall be a minimum of 10’ (feet) x 10’ (feet)

· No windows are allowed

· No floor drains are allowed.

· (4) – 4’ (feet) x 8’ (feet) sheets of ¾” (inch) fire retardant plywood mounted on the wall and painted.

· (4) 208VAC/60 HZ/ 30 AMPS, single phase electrical outlets on dedicated circuits.

· (4) 120VAC/60 HZ/ 20 AMPS, single phase electrical outlets on dedicated circuits.

· Data rack, Hubbell model HPW96RR19 or equal, 8 feet high. Minimum one required.

· Include data punch down panels per the data requirements listed throughout the functional room listing to accommodate approximately 48 data outlets with 2 jacks each and an additional 48 spares.

· Follow all security requirements in VA 0730/4 appendix B

· Exterior walls of brick and masonry construction are acceptable. Exterior walls which are composed of wood frame and siding require an interior backing of steel security screen mesh or sheet partition.

· Doors must be fitted with a mortise lock with a deadlock feature with interior hinges and swing outward from the IT room

· No glass doors or doors with glass panes

· All perimeter room walls (including drywall) must extend from floor slab to structure above to ensure physical security, in which case no ceiling is required. Interstitial overhead areas which enable entry into a secure room from an unsecured room must be barricaded by the installation of a suitable partition in the interstitial space with prevents “up and over” access. Ventilation grills on doors and air circulation ducts which exceed 0.06 m2 (100 square inches) in areas must be reinforced to prevent their removal from outside of the room. Other possible access means such as dumbwaiter shafts, roof or wall ventilator housing, trapdoors, etc., must be secured by appropriate means.

· A Motion Intrusion Detection alarm system shall be installed which detects entry into the room. Equipment which operates on the principle of narrow beam interception, door contacts, microwave, or photoelectric eye are unacceptable. Intrusion detectors must have the following essential features.

· An internal, automatic charging DC standby power supply and a primary AC power operation.

· A remote, key operated activation/deactivation switch installed outside the room and adjacent to the room entrance door frame.

· An automatic reset capability following an intrusion detection.

· A local alarm level of 80 dB (min) to 90 dB (max) within the configuration of the protected area.

· Dedicated HVAC unit for IT closet that maintains temperature and humidity levels within the facility where information system resides at acceptable levels (per information system manufacturer requirements) and consistently monitors temperature and humidity. Designed to accommodate the telecommunications system: it shall provide a 65 to 75-degree temperature range and a 40 to 60 relative humidity range 24 hours a day, 7 days a week, in order to minimize damage to Government-Owned-Equipment (GOE) delicate electronic circuits (for computerized systems only). Install a dedicated split air conditioning unit with thermostat located in the room. Condensate must be pumped from the room to a drain in another area and not have a floor drain in this room. This room to have a remotely monitored temperature and humidity sensor system installed compatible with other VA Ann Arbor monitoring systems employed at satellite leased locations (ECOBEE) that allows the government to monitor the temperature and humidity of the IT room remotely.

· Emergency shut off (EPO) for all power to IT closet that is on a separate panel than main circuit board. Switch shall be clearly labeled, easily accessible and protected from unauthorized activation.

· Automatic emergency lighting on separate circuit for information systems that activates in the event of a power outage or disruption and that covers emergency exits and evacuation routes within the facility.

· Provide master shutoff valve(s) for water source(s) within proximity to information systems that are accessible to VA staff. Shutoff valves should be located outside of the IT closet.

· Fire suppression and detection devices/systems for the information system that are supported by an independent energy source, activate automatically and notify the organization and emergency responders in the event of a fire, provide automatic notification of any activation to the organization and emergency responders, and provides automatic fire suppression capability for the information system when the facility is not staffed on a continuous basis. (Can include but not limited to sprinkler systems, handheld fire extinguishers, fixed fire hoses, and smoke detectors)

· The room shall not be located directly below laboratories, kitchens, laundries, toilets, showers, or other areas where water service is provided.

· The door requires multifactor security (Deadbolt and another form of electronic security), to permit two form identification and data collection 24 hour per day 7 days per week, of entrance, exit, and duration within room (Example forms of identification are; badge, key card, electronic cipher pin, and biometrics).

· Doors and frames shall be 2-hour fire resistive construction. Provided intrusion detection will provide door and lock status sensors and motion detectors.

1.04 GENERAL SPACE AND CONSTRUCTION REQUIREMENTS

· All areas must be in full compliance with current ADA Standards for Accessible Design and the VA Barrier Free Design Guide (PG-18-13).

· All spaces to maintain temperature between 68-74 degrees Fahrenheit unless otherwise specified.

· Building must be able to attain LEEDS Silver status prior to occupancy per CFM Policy Memo 003-2021-21.

Signage

· Interior signage must meet ADA requirements for mounting location, font size, font type and contain braille

· Exterior signage must be clearly visible from perpendicular entry road. Signage graphic to match VA templated standard and be submitted for government approval prior to installation.

· Signage to be maintained to VA standard supplied standards.

· VA signage guidance provided as follows https://www.cfm.va.gov/til/dManual.asp#SIGN

Flagpole

· A ground-mounted flagpole, located preferably at the left of the entrance (facing the building), must be provided for new federal buildings. If ground-mounted poles are not feasible, a roof-mounted pole is permissible; or, if roof mounting is not suitable, an outrigger pole may be used

· Must be illuminated during darkness

· American flag provided by the lessor. Flag must be of outdoor grade, made in the USA with stitched stars.

Parking

· A minimum of 75 standard and 15 handicap dedicated parking spots to be provided.

· Parking lot to be lit to 5ft candle standard with 20 ft candle levels at entrance.

Keys

· All locks shall be master key, minimum two master keys for each lock to the Government space will be provided.

· Determination of keyways to be coordinated with VA prior to building turn over

1.05 PROCUREMENT/ INSTALLATION REQUIREMENTS

Data Rack

2.01 DESIGN SCHEMATICSECTION 2 DESIGN SCHMATIC LAYOUT

The schematic below is representative of the layout required for this space. The Lessor is responsible for using the room schedule in section 1.01 and this layout to adapt the Government’s requirements to the space. Specific questions regarding the layout should be directed to the Lease Contracting Officer for resolution. The Government shall not be responsible for errors, omissions, or assumptions made by the Lessor in the adaption of the Government’s requirements to the Lessor’s space.

SECTION 3 GENERAL SYSTEMS REQUIREMENTS

3.01 SECURITY

The following security standards are listed in addition to those listed in the Lease document and the building specific security attachment.

Hours of the VA Operation Lessor shall provide electronic key access to VA employees into the building at locations at VA’s discretion for the hours including but not limited to those below.

VA access to the property will be 7am until 5pm, Monday through Friday.

Utilities If there are utilities on the outside of the facility, there must be barriers surrounding it. Per 0730/4 – barriers are defined as concrete bollards; concrete filled steel bollards; or concrete planters. Appropriate fencing may also be a perimeter barrier, depending on the application. Barriers must be of sufficient strength/weight to stop a passenger-car sized vehicle from breaching the protected space. If a fence is used, a minimum 7 foot height vinyl coated 6 gauge core steel fence is required.

VSS coverage –Cameras (shell) VSS coverage of personnel entrances and exits, parking lots, loading docks, lobbies and common areas defined in most recent VA Facility Security Level II document (revised 1/24/23) Coverage to be compatible to VA VSS recording system with the ability to feed data back to main Ann Arbor security dispatch with a non-cloud-based system completely Integrated and functional.

Provided intrusion detection will provide door and lock status sensors and motion detectors.

Communications Room- Doors shall have recorded motion-activated CCTV camera coverage on the egress side of the door.

Intrusion/ Motion Detection

· Space must include 24 hours centrally monitored perimeter openings intrusion system, centrally monitored fire detection and alarm system and recordable exterior surveillance system.

· Intrusion/ Motion detection required on communication rooms

· An integral capability for the attachment of wiring for remote alarm and intrusion indicator equipment (visual or audio). In protected rooms of outpatient clinics not on facility grounds, intrusion detector alarms will be connected remotely to a commercial security alarm monitoring firm, a local police department, or a security office charged with building security. The remote alarms will be in addition to locally broadcast alarms in the protected areas. A low nuisance alarm susceptibility.

· Monitoring cost is to be included in the lease cost.

Card Readers/ PACS system

· Card readers to be installed per FSL2 requirements. Readers must integrate into VA Ann Arbor system and will be an extension of VA Ann Arbor PACS system under their command and control. Lessor will be responsible for designing, procuring, installing all components of the PACS system including licenses for each door added to the system. Updating/upgrading of the system to continue functionality with hardware installed is the responsibility of the lessor.

Refer to TIL Guidelines for Complete Description of Security Requirements and FSL II security requirements.

HTTPS://WWW.CFM.VA.GOV/TIL/PHYSICALSECURITY/DMPHYSECMC.PDF

3.02 INFORMATION TECHNOLOGY

The following IT standards are listed in addition to those listed in the Lease document.

· There will be a contractor supplied 10 LB Dry Chemical ABC fire extinguisher mounted on the inside wall of the IT Room. The room shall employ automatic fire detection and suppression devices/systems that activate and notify the organization and emergency responders in the event of a fire.

· All data communication lines will be terminated in this room on the back wall.

· Secure Emergency power shutoff capabilities. Uninterruptable Power Systems (UPS). Provide necessary UPS units with minimum of 20 minutes runtime at full rated capacity and floor space necessary for units.

· Room must have 2 standard 19” data racks installed, one to support network equipment and one to support PC/Servers. The racks must be secured to the floor, a minimum of 3 feet behind the rack for access. Both racks will have 2 shelves on the bottom installed to hold IT computers. All equipment will be mounted or stored off the floor. 2 Shelves on the side wall to hold 2 spare PC’s 2 Monitors, spare mice and keyboards, etc.

· The room will have adequate lighting/emergency lighting to work in controlled by switch/motion sensor.

· The room must also have a telephone for emergencies.

· IT LAN closets shall require 24 hour cooling to 70 degrees with thermostat present within IT room confines.

· All CAT 6 data ports required by VA for operations to be supplied to be supplied by the lessor.

· Lessor will provide communication line access for demarcation points to the location of the IT Room.

Refer to VA 6500 Information Security Handbook

HTTPS://WWW.VA.GOV/VAPUBS/VIEWPUBLICATION.ASP?PUB_ID=56

3.03 JANITORIAL SERVICES

1. Description of Services

a. The contractor shall furnish all personnel, equipment, and materials necessary to perform the janitorial services. Emergencies, unusual and out-of-line situations shall promptly be reported to the contracting officer or his/her designee. Standard cleaning procedures provides the first level of sanitation by routinely cleaning all surfaces which decrease and eliminates the harborage of organisms. Routine and frequent cleaning prevents build-up and accumulation of sites which might enhance micro-organism growth. The frequency of cleaning and cleaning standards will be enhanced by the utilization of EPA approved disinfectant detergents and sanitizers to continually reduce the level of micro-organisms on all surfaces and to promote and provide the lowest possible infection risk for all patients, employees, and visitors to the clinic. Standard cleaning procedures is one of the most important aspects of infection prevention.

2. Basic Cleaning Services

a. The contractor shall maintain the facility in a state of physical and biological cleanliness daily.

The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. Basic cleaning to be performed DAILY after normal business hours to include, but not limited to:

i. Maintain Floors. All floors shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and freedom from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. "Wet Floor" signs shall be posted in all areas having received service to avoid mishaps. Easily movable items shall be relocated to maintain floors beneath them and returned to their original position once service has been completed.

ii. Vacuum Walk-Off Mats and carpet. High Efficiency Particulate Air (HEPA) Filter type vacuum cleaners shall be used to thoroughly clean and restore the resilience of walk-off mats.

After vacuuming, walk-off mats shall be free of all visible dirt, debris, and other foreign matter. Walk off mats shall be maintained in good repair.

iii. Waste Collection and Removal. All refuse, trash and garbage containers shall be emptied and returned to their initial location. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. Trash receptacles shall be left clean, free of foreign matter, and free of odors.

iv. Recyclable Waste Removal. All cardboard boxes shall be broken down and disposed.

Mixed office paper shall be emptied into large containers and transported to a central collection point for recycling.

Clean Interior Glass/Mirrors. Clean all interior glass, including windows in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

viii. Clean Drinking Fountains, Ice Machines and Sinks. Contractor shall clean and sanitize all surfaces of drinking fountains, ice machines/ sinks to include the orifice, cofferdam and drain. Surfaces shall be free of streaks, smudges, fingerprints, marks film/residue, stains, spots, scale, soil, and other foreign matter once service has been completed. All metal surfaces shall be cleaned and polished and have a uniform appearance. All cofferdams surrounding ice machines shall be cleaned and free of standing water. Paper towel/soap dispensers associated with sinks/kitchens shall be cleaned, sanitized, and restocked.

ix. Spot Cleaning. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning cobwebs, smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, wall guards, door handles, push bars, kick plates, light switches, and fixtures.

After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

x. General Dusting. All horizontal surfaces must be dusted or cleaned as necessary to eliminate dust collection.

3. Basic Restroom Cleaning Services

a. The contractor shall accomplish all cleaning tasks to meet requirements for clean restrooms.

DAILY.

i. Clean and disinfect. Clean and disinfect all surfaces of sinks, toilet bowls, urinals, lavatories, dispensers, plumbing fixtures, partitions, doors, walls, and other such surfaces, using an EPA approved germicidal detergent to include de-scaling as needed. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

4. Periodic Cleaning Services

a. The contractor shall maintain the facility in a state of physical and biological cleanliness. The facility's appearance must fully meet the sanitary and aesthetic requirements for beneficiary healthcare. Periodic cleaning to be performed QUARTERLY include but are not limited to:

i. Clean Interior Windows. Clean all interior glass window surfaces. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

ii. Floor Cleaning. Vinyl no-wax flooring shall be swept, mopped, and scrubbed to remove debris only. There shall be no wax type floors of any kind. Clean floors according to flooring manufacturer warranty and direction regarding scrubbing. There shall be no damage to the floors. Any damage incurred is of the responsibility of the Lessor to replace.

iii. Wall Cleaning. Wall cleaning to remove routine spills, stains, splatters, marks, etc. shall be provided by the contractor as a part of routine space cleaning. Walls shall be thoroughly and completely cleaned and sanitized with an approved solution to eliminate the hazardous conditions.

iii. Light Fixture Cleaning. Light fixtures shall be cleaned, when ordered by the Government or as needed, to achieve a “free of soil” state. The light cover shall be removed, and the light fixtures shall be cleaned of debris inside and out.

5. Biannual Cleaning Services

a. Biannual cleaning to be performed include but not limited to:

i. Exterior Window Cleaning. Exterior windows shall be cleaned semi-annually, to achieve a "free of soil" state. This includes cleaning of the frame, the areas immediately adjacent to the frame, ledges, and removing, cleaning, and replacing window screens.

ii. Curtain and Blind Cleaning. Blinds shall be removed and cleaned inside and out as needed, to achieve a "free of soil" state. Privacy curtains in examination rooms shall be the responsibility of the Government.

iv. Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax resilient floors semiannually as required by material, or as necessary to maintain a uniform glossy appearance appropriate to the flooring material. A non-skid wax is required. A uniform glossy appearance is free of scuff marks, heel marks, wax build-up, and other stains and discoloration. Vinyl no-wax flooring shall be swept, mopped, and scrubbed to remove debris only.

v. Carpet cleaning. Carpets will have semi-annual carpet extraction cleaning.

6. Special Cleaning Requirements

a. Equipment Operation. All housekeepers shall adhere to the manufacturer or established operating procedures when operating battery powered or electrical floor machines, wet/dry vacuums, scrubbers, etc. All equipment will be cleaned as specified by the manufacturer to ensure operation safety and to eliminate the spread of micro bacteria, nosocomial infection, etc.

Battery and electrical equipment will be properly maintained, stored, and charged after each use, if necessary.

b. Urgent Cleaning Services. Upon notification by the Contracting Officer (CO) or Contracting Officer’s Representative (COR), which may be verbal, contractor shall perform urgent cleaning in any area or room covered under this contract, as determined by the CO or COR, during normal business hours with a response time of one hour. This includes biological materials spills.

c. Pest control. Lessor will be responsible for addressing pest control measures at the clinic to include Bed Bug remediation.

d. Hand sanitizer. Hand sanitizer stations will be supplied throughout the space and refilled as needed by the lessors cleaning staff with hand sanitizer being furnished by the lessor.

Personnel Management.

Employee Roster. The Contractor shall establish a roster of Contractor employees within 30 calendar days after the start of this contract. The roster shall list the name and job title of each Contractor employee. The Contractor shall require Contractors employees complete Form I-9 Employment Eligibility Verification and turn in to the Contracting Officer’s Representative (COR) within 30 Calendar days after the start of this contract to obtain a VA Issued Flash Badge. (See Form I-9 Attachment) The Contractor shall provide a copy of the personnel roster and changes thereto to the COR. Any/All changes of Contractor employees for the duration of this lease must obtain a VA Issued Flash Badge.

Employee Discipline. The Contractor shall take prompt, appropriate action in all instances of employee misbehavior that may reflect adversely upon the Government. The Contractor shall furnish to the CO or COR, for review, a written report of disciplinary action taken in those instances where an infraction of a Government regulation has been reported and substantiated.

Employee Schedules. The Contractor shall prepare and maintain employee schedules for all Contractor employees to ensure that VA internal security is maintained (i.e., determine if personnel are scheduled to work). Schedules shall be provided as requested by COR. If overall time of performance changes, COR is to be notified.

Communication. All Contractor employees, who must communicate with the COR, must be able to read, write, speak, and understand the English language to ensure the effective administration of this contract and accurate ordering of work.

Standards of Conduct. While on duty and executing the specifications of this contract, Contractor employees are prohibited from using and/or possessing alcohol, non-prescription drugs, and firearms. Non-compliance with this requirement, confirmed by the COR, shall be grounds for immediate removal of the Contractor employee from the VA and baring the individual from performing further work under this contract. Theft of Government property or the personal property of a VA employee shall be grounds for immediate removal from the VA and baring the individual from performing work under this contract. All contractor employees will be required to provide customer service consistent with that of the VA’s mission.

Training. The Contractor shall develop an employee-training plan and be responsible for the cost and provision of initial and developmental training programs for Contractor employees. The Contractor shall maintain and update the plan throughout the life of this contract and shall submit the plan to the COR for review when requested. Initial Intensive Training. All employees shall receive initial, intensive training in health care facility housekeeping. Employees, who have never received initial intensive training in health care facility housekeeping, including infection prevention, shall not be assigned to work until this training requirement is completed. Training shall include, at a minimum, the following topics:

• Familiarization with all written Contractor technical and quality control procedures and instructions

• Basic bacteriological concepts, including how disease is caused, transmitted, and prevented, reduced, or contained through proper housekeeping methods.

• Infection prevention & blood borne pathogen standards relating to duty functions to all requirements of this contract. (OSHA, TJC, etc.)

• Proper use and handling of germicidal detergents, supplies, and equipment.

• Care and maintenance of Contractor- and Government-furnished property.

• Procedures for replenishing cleaning supplies and obtaining equipment repairs.

• Familiarization with the Government's fire prevention, safety, and security procedures and current disaster plans.

• Role of housekeeping in the health care facility and its effect on the health and wellbeing of patients.

Training Records. Records of all employee training, including attendance rosters, shall be maintained by the Contractor, and shall be furnished upon request to the CO or COR for review.

7. Site Maintenance A. Onsite maintenance: this is to be a fully serviced lease in which the lessor bears the responsibility for the upkeep, inspection, maintenance and repair of all building systems, exterior signage, hardware and equipment for the building and grounds.

GUEST WIFI

· Contractor is responsible for providing a heat map of the floorplan, designing and installing a guest Wi-Fi system throughout the entire floorplan. This is a separate internet service entirely separate from the VA circuit which contractor will not be responsible for. This service is to be included in the lease fees. This includes both the installation and for the system to be maintained by the lessor throughout the term of the lease.

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