Exhibit B. Agency Specific Requirements Ashtabula CBOC.pdf

EXHIBIT B. Page 1 of 6

RLP NO. 36C24424R0066

LEASE NO. 36C24425L0001

AGENCY SPECIFIC REQUIREMENTS

1.0 GENERAL:

The Lessor shall provide office space as identified herein, for which the Erie PA VA Medical Center will operate a Community Based VA Clinic in Ashtabula County, Ohio.

2.0 DESIGN AND CONSTRUCTION REQUIREMENTS:

The lessor shall hire and retain the service a Licensed Professional Architect/ Engineering firm (AE) to provide all design work necessary to prepare leased space for VA use. All design and subsequent construction shall be provided by the Lessor, and must follow all applicable design, energy, environmental, historical, fire safety, physical security, and National Fire Protection Association NFPA codes and standards as noted in the procedures, guides, manuals, and standards found in the Office of Construction and Facilities Management's Technical Information Library (TlL) located at:

https://www.cfm.va.gov/til/index.asp

Other referenced VA guides are:

“PACT Space Module Design Guide”- http://www.cfm.va.gov/til/dGuide/dgPACT.pdf “Prototype for Standardized Design and Construction of Community Based Outpatient Clinics”-https://www.cfm.va.gov/til/Prototypes.asp#CBOC “Architectural Design Manual”- https://www.cfm.va.gov/til/dManual/dmARhosp.pdf “HVAC Design Manual”- https://www.cfm.va.gov/til/dManual/dmHVAC.pdf “Interior Design Manual”- https://www.cfm.va.gov/til/dManual/dmID.pdf “Lighting Design Manual”- https://www.cfm.va.gov/til/dManual/dmLighting.pdf “Electrical Design Manual”- https://www.cfm.va.gov/til/dManual/dmElec.pdf “Plumbing Design Manual”- https://www.cfm.va.gov/til/dManual/dmPlbg.pdf “Architectural Barriers Accessibility Standards”- https://www.access-board.gov/aba/ “VA Barrier Free Design Standard”- https://www.cfm.va.gov/til/etc/dsBarrFree.pdf “VA Signage Design Guide”- https://www.cfm.va.gov/til/dManual/dmSingage.pdf

The Lessor shall follow the design project “Schedule for Completion of Space for Lease”, Section 4.01.

3.0 HANDRAILS AND WALL PROTECTION:

Handrails shall be installed on both walls in patient corridors. Handrails shall be a single line round handrail with stainless steel end caps and mounting brackets. The handrail shall have wood grain or solid vinyl/ acrylic finish selected from the manufacturer’s stand finishes.

Wall protection shall include corner guards and wall coverings. The Lessor will furnish and install corner guards at all outside corners in the waiting and public space areas of the CBOC. The corner guards shall be stainless steel, 16 ga. of type 304 stainless steel with 1 1/2" legs. Corner guards shall extend from above base and shall be 48” long.

Protective wall covering shall be installed in rooms identified in the Lease. Wall coverings shall extend from the base to 48” high. Wall coverings shall be solid vinyl/ acrylic material.

4.0 CUBICLE CURTAINS AND TRACK:

The Lessor will be responsible for providing, installing, and maintaining the medical exam rooms, procedure room, and blood draw room disposable privacy curtains, hookless curtain ceiling-https://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/til/dGuide/dgPACT.pdf https://www.cfm.va.gov/til/Prototypes.asp#CBOC https://www.cfm.va.gov/til/dManual/dmARhosp.pdf https://www.cfm.va.gov/til/dManual/dmHVAC.pdf https://www.cfm.va.gov/til/dManual/dmID.pdf https://www.cfm.va.gov/til/dManual/dmLighting.pdf https://www.cfm.va.gov/til/dManual/dmElec.pdf https://www.cfm.va.gov/til/dManual/dmPlbg.pdf https://www.access-board.gov/aba/ https://www.cfm.va.gov/til/etc/dsBarrFree.pdf https://www.cfm.va.gov/til/dManual/dmSingage.pdf

EXHIBIT B. Page 2 of 6 mounted tracks. The locations shall not interfere with the operation of the room and be located within proximity of the door as shown on the plans.

Cubicle Curtains: Disposable and 100% recyclable that meets NFPA 13, NFPA 701 Test Method 1:2015 for flame resistance, Ca Prop 65; No AM, Lead, PVC or VOCs for Environmental.

Cubicle Track: Hookless design.

Initial installation of 45 curtains with a yearly supply of 180 curtains (15 dozen).

Lessor to provide curtain “grabber” tool accessory for installation of curtains.

The VA CBOC staff will be responsible to change the curtains when soiled or worn.

5.0 MONITORS AND TV:

The following rooms will have 40” wall mounted Televisions: Consult rooms (2 rooms), Telehealth rooms (3 rooms). The waiting / patient area, Education/ Conference rooms (2 rooms) each will have one (1) 60-inch TV. The VA will furnish the television wall brackets. The Lessor will provide backing and install the wall brackets where directed by the VA. The VA will provide all televisions. The Lessor will provide CATV service to the building and provide parallel runs of CAT 6A cable to the tv location in the waiting/ patient area. The 60-inch Education/ Conference televisions will have dual HDMI connections to the room computers. The HDMI cables from the computers to the televisions shall be concealed in the wall. The 40” televisions in the Consult and Telehealth rooms shall be connected to the VA supplied docking station.

6.0 CASEWORK:

The Lessor shall furnish and install all casework associated with the exam, procedure/ treatment, consult, tele health, lab/ blood draw, etc. rooms. The casework to consist of 4 foot 8-inch-long lower cabinets with sink and wall mounted with open 9” toe space. The sink shall be a single bowl 12-inch square sink. Sink trim shall be provided with a gooseneck spout and wrist blade handles. The sink piping shall be covered with a removable panel of same material as the casework. Upper cabinets shall be 4 feet 8-inch long. Upper cabinets to have sloped top. The casework top shall be solid surface. Casework to comply with all accessibility height and clearance requirements. Casework shall also be provided in the break room, medicine room, and coffee bar area in the waiting/ lobby area.

This casework can be floor mounted with standard toe kick. The following other locations shall receive solid surface finishes: all interior window sills, wall caps in dividing walls in Team Work Areas, public restroom counters.

7.0 INTAKE/ RECEPTION AREA:

The intake/ reception area shall provide patient check- in areas with counters and sliding glass windows. Dividers between intake/ patient check- in areas shall provide for patient privacy and have a combination of solid and glass panels. The number of intake/ check- in spaces shall be determined by the VA during the design process. Patient transaction counters will be solid surface.

8.0 INTERIOR AND EXTERIOR SIGNAGE:

Interior room identification signage wayfinding signage will be provided by the Lessor. The VA shall provide the room name and numbering system as part of the DIDs that will be used for all interior signage. Any exterior or common area building identification signage shall be provided by the Lessor. Exterior or common area signage will depend on whether new CBOC is a new build or tenant improvement in an existing building. Exterior signage for new build projects will consist of one (1) 12 ft long lighted ground monument sign and two (2) wall mounted lighted overhead box sign. The Lessor shall also be responsible to provide signage for Lessor supplied equipment and

EXHIBIT B. Page 3 of 6 appurtenances such as fire extinguishers, etc. If the CBOC is a tenant improvement in an existing building with building signage, the Lessor will provide VA exterior signage space and interior directional signage. All interior and exterior signage shall comply with the “VA Signage Design Guide”. See Exhibit Q.

9.0 CODE:

References and Code Requirements:

A. The Lessor shall design and construct the building or renovate an existing structure and site work in accordance with this solicitation, all applicable Federal regulations, local Building and Zoning Codes and ordinances, and applicable utility company requirements. The term “local building and zoning codes and ordinances,” or similar text, shall be understood to mean the current codes and regulations as approved and administered by Authorities Having Jurisdiction (AHJ) at the project location at the time of permitting.

B. Should a conflict exist between VA requirements and VA-adopted nationally recognized codes and standards, the conflict shall be brought to the attention of VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA.

C. All Patient corridors will be fitted with handrails per VA specifications.

D. The Lessor shall verify if the State of Ohio or Ashtabula requires a Knox Box to be installed. If required, the Lessor shall coordinate with local fire department and provide.

E. Wall construction at the following rooms shall be as follows:

a. All other rooms shall extend a minimum of 12 inches above the ceiling or to underside of the floor or roof deck above.

b. All restrooms, exam rooms, offices, consult rooms, procedure/ treatment rooms, telehealth, lab/ blood draw areas to have sound attenuation blankets in wall cavities and extend up underside of hard ceiling or to the floor or roof deck above.

10.0 VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.

b. VA information should not be co-mingled, if possible, with any other data on the

Contractors/sub-contractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties and destruction/media sanitization procedures follow VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction

EXHIBIT B. Page 4 of 6 done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (il) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and Information systems to the VA contracting officer for response.

10.1 SECURITY INCIDENT INVESTIGATION

a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

EXHIBIT B. Page 5 of 6

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. In instances of theft or break in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

10.2 TRAINING

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document-e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

a. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

b. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

11.0 ELECTRIC VEHICLE CHARGING STATION:

Provisions shall be made to provide for two (2) future electric vehicle charging stations in the employee parking area. The Lessor shall provide electrical conduit runs from the electric room to the exterior wall closest to the parking lot.

EXHIBIT B. Page 6 of 6

12.0 Miscellaneous Specialties:

Mailbox - the Lessor shall verify and coordinate with the local Postmaster to determine if a mailbox is required. The mailbox shall be a stand-alone pedestal mounted USPS approved, front access with level 3 USPS 5-pin tumbler lock, upper mail drop off and lockable access bottom door.

Car barrier at front entrance- The Lessor to provide two (2) 48” long concrete planters at front entrance to act as car crash barrier per VA physical security requirements. The Lessor will include yearly plantings as part of the site landscaping.

Exam room accessories - The Lessor will provide and install wall mounted glove dispensers, disinfecting wipe brackets in addition to the accessories identified in the lease under Janitorial Services.

Wall mounted VA provided equipment – The Lessor will install VA provided equipment and accessories as identified in the Unit Price List Exhibit L.

13.0 Wall Blocking;

The Lessor will provide all blocking in walls for both Lessor provided and VA provided equipment.

required blocking shall be for, but not limited to, Wall Doc and monitor, TV brackets, casework, toilet partitions, etc. The VA will provide the Lessor locations for VA supplied equipment.

14.0 Humidity and Temperature Monitoring

The Lessor will contract with a building controls company to provide monitoring for VA provided equipment and spaces. The Lessor will furnish and install all cabling, the VA will provide sensors and connect to equipment and devices. The contract will include installation and programming of the control panel in the Facility Closet. The VA currently has contracts with Johnson Controls and uses Metasys software. If the Lessor contracts with a different monitoring company, that system has to be compatible and interface with the JCI Metasys system. The VA must be able to monitor the equipment temperature and room temperature and humidity at the main facility in Erie.