Exhibit C - VA Design Guide - OIT.pdf

Office of Information & Technology February 2011

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TABLE OF CONTENTS

Section 1 Foreword & Acknowledgments Foreword Introduction Definitions Abbreviations Legend of Symbols

Section 2 Narrative General Considerations Concept of Operations Functional Considerations Technical Considerations

Section 3 Functional Diagrams General Considerations Functional Diagram OIT Functional Area Diagrams Functional Relationships Matrix

Section 4 Design Guide Plates, Design Standards, and Equipment Lists Introduction

Guide Plates

Section 5 Appendix Index/Cross Reference to Guide Plates Sorted by SEPS Code

FOREWORD & ACKNOWLEDGMENTS CONTENTS - SECTION 1

Page

Section 1

Foreword & Acknowledgments

Foreword....................................................1-1

Acknowledgments......................................1-3

Introduction ................................................1-5

Definitions ..................................................1-6

Abbreviations ...........................................1-10

Legend of Symbols ..................................1-11

Foreword

The material contained in the Office of Information & Technology (OIT) Design Guide is the culmination of a partnering effort within the Department of Veterans Affairs by the Office of Information & Technology and the Office of Construction & Facilities Management, Strategic Management Office. The goal of this Design Guide is to facilitate the design process and to ensure the quality of VA facilities while controlling construction and operating costs.

This document is intended to be used as a guide and to supplement current technical manuals and other VA criteria in planning OIT space. The Design Guide is not to be used as a standard design. Use of this Design Guide does not preclude the need for a functional and physical design program for each specific project. It is the responsibility of the Project Architect and the Project Engineer to develop a complete and accurate project design that best meets the users’ needs and applicable code requirements.

Lloyd H. Siegel, FAIA Director Strategic Management Office

FOREWORD & ACKNOWLEDGMENTS PAGE 1-1

FOREWORD & ACKNOWLEDGMENTS PAGE 1-2

Acknowledgments

Credit is due to the following individuals whose guidance, advice, and effort made this publication possible:

Office of Construction & Facilities Management (00CFM)

Robert L. Neary, Jr. Acting Director, Office of Construction & Facilities Management

Lloyd H. Siegel, FAIA Director, Strategic Management Office

Kurt D. Knight, PE Chief, Facilities Quality Service

Lam Vu, PE Senior Electrical Engineer

Zoltan Nagy, AIA Senior Architect

Gary Fischer, RA Senior Architect

Dennis Sheils Management and Program Analyst

Mollie West, MHA Health System Specialist

Office of the Deputy Under Secretary for Health for Operations and Management (10N)

David Klein, PE Senior Fire Protection Engineer

Peter Larrimer, PE Senior Fire Protection Engineer

Office of Information & Technology

Forrest F. Frakes, CET, PC Acting Chief, Special Systems Team

Keith Van Bakel Special Systems Team

Private Sector Consultants

Theodore C. Moeller, PE GLHN Architects & Engineers, Inc.

Nicholas C. Krauja, AIA GLHN Architects & Engineers, Inc.

Victoria Benavidez, RCDD GLHN Architects & Engineers, Inc.

Ronald Villasante, RA HDR, Inc.

April Dermeitis, RN, MSN HDR, Inc.

FOREWORD & ACKNOWLEDGMENTS PAGE 1-3

FOREWORD & ACKNOWLEDGMENTS PAGE 1-4

Introduction

The Office of Information & Technology (OIT) Design Guide was developed as a design tool to assist medical center staff and contracting officers in better understanding the choices that designers ask them to make, and to help designers understand the functional requirements necessary for proper sizing of OIT areas and spaces in Veterans Affairs (VA) medical centers, outpatient clinics, community-based outpatient clinics, and other medical facilities.

This Design Guide is not intended to be project-specific. It addresses the general functional and technical requirements of the spaces required to support OIT. While this Guide incorporates strategies to address adaptability, it is not possible to foresee all future requirements. The project-specific Program for Design (PFD) is the basis for an individual project design. It is important to note that the Guide Plates in Section 4 are generic graphic representations illustrating VA's furniture, equipment, and personnel space needs. They are not meant to limit design opportunities.

The OIT Design Guide includes graphic consolidation of data from existing VA standards and criteria. See PG-18-3 Design and Construction Procedures, Topic 1 (http://www.cfm.va.gov/TIL/cPro.asp) for the latest editions of the codes and standards adopted by VA as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA Design Manuals and Master Specifications specify other codes and standards that VA follows on its projects. VA OIT follows industry standards, including but not limited to, American National Standards Institute (ANSI), Electronic Industries Alliance (EIA)/ Telecommunications Industry Association (TIA), and Building Industry Consulting Service International (BICSI) Telecommunications Distribution Methods Manual (TDMM).

The project A/E shall read and be familiar with the most current editions of the applicable codes, standards, and guides and manuals. This Design Guide refers to the above mentioned sources when data is either too detailed or too broad to be included in this guide. These sources can be accessed at the Office of Construction and Facilities Management’s Technical Information Library (TIL) (http://www.cfm.va.gov/TIL).

Use of this Design Guide does not supersede the project A/E’s responsibilities to develop a complete and accurate design that meets the user's needs and the appropriate code requirements within the budget constraints. Equipment manufacturers should be consulted for actual dimensions and utility requirements.

FOREWORD & ACKNOWLEDGMENTS PAGE 1-5

http://www.cfm.va.gov/TIL http://www.cfm.va.gov/TIL/cPro.asp

Definitions

A. Access Floor: A flooring system consisting of removable, modular panels supported on pedestals or stringers. The under-floor plenum space is used for distribution of power circuits and conditioned air.

B. Active Equipment: Energized equipment used for receiving or transmitting analog or digital signals, such as servers, hubs, routers, switches, rack-mounted UPSs, servers, firewalls, etc.

C. Active (Data) Storage: Secure area for temporary storage of removable media containing active data.

D. Archive (Data) Storage: A secure, offsite or remote area for storage of inactive or backup data, media, and electronic records.

E. Automated Information Storage System (AISS): An enclosed storage and retrieval system that moves recorded media between storage and IT equipment.

F. Backup Computer Room: Room that houses redundant, mission-critical IT equipment. The room is located remotely from the Main Computer Room.

G. Cabinet: A protected enclosure containing a standardized frame for mounting multiple active IT or electronic equipment modules. Cabinets are designed to accommodate equipment modules of standard widths and heights. Standard widths are nominal 19-inch (the most common) or 23-inch. The heights of standard modules are multiples of 1.75-inches (this dimension is known as one “Rack Unit” or "U"). A cabinet houses Active Equipment. For unenclosed frames, see Rack.

H. Computer Area: An area of a building containing the Main Computer Room and associated spaces served by a dedicated HVAC system.

I. Computer Equipment: See Information Technology Equipment.

J. Computer Floor: See Access Floor.

K. Computer Room: A room or space containing Information Technology Equipment.

See also Main Computer Room.

L. Concept of Operations: A user-developed guide to the functional operation of the VA facility. It defines the function of the facility and the scope of services to be provided in the new or remodeled space(s).

M. Demarc Room: Also known as the Demarcation Room, and formerly known as the Main Distribution Frame (MDF). It is the space where services brought to the facility by outside providers, such as telephone, data, and cable television providers, are initially terminated. The service provider network cabling ends and the VA premises cabling begins in this room.

N. Departmental Net to Gross (DNTG) Conversion Factor: A parameter, determined by the VA for each Space Planning Criteria chapter, used to convert the programmed Net Square Foot (NSF) area to the Department Gross Square Foot (DGSF) area. The DNTG Departmental Conversion Factor for OIT is 1.25.

FOREWORD & ACKNOWLEDGMENTS PAGE 1-6

O. Desktop Computer: IT equipment designed for individual use at a workstation, and used to input, retrieve, and manipulate information. A desktop computer typically consists of a processor unit, monitor, keyboard, mouse, and speakers.

P. Digital Telephone (PBX) Equipment: Digital Telephone Equipment switches digital voice signals. This system is powered from the Life Safety branch of the Emergency Power System (NFPA 70, Article 517) and may be used to issue instructions during emergency conditions.

Q. Facilities Management Service (FMS) Communications Systems and Equipment:

Microprocessor based systems and/or equipment that are outside the purview of OIT, such as, but not limited to: Nurse Call and/or Code Blue (Blue); PACS; Television (Master Antenna [MATV], Community Antenna [CATV], Closed Circuit [CCTV] [for education] & Satellite TV [SATV]); Radio (Paging [Code Blue, Emergency & Routine]), Microwave, Satellite Ratio/Telephone & Radio Entertainment; Public Address (Overhead Paging, Mass Notification, and Intercommunications [Intercom]); Physical Security Management (Access Control, Motion Intrusion Detection, Duress and/or Panic Alarm & Security Surveillance Television [SSTV]); Patient, Staff and Asset Monitoring (Medical Telemetry, Patient/Staff Location, and Cardiac); Energy Management; Emergency (Fire Alarm/Mass Notification, Police, and Disaster). These systems and equipment shall be located in the FMS area of the Telecommunications Rooms and the Antenna Equipment Headend Room. Headend, host servers, or active equipment associated with archiving, packetized storage, or transport of confidential information generated by a FMS system shall be located within the OIT Equipment Area of the Main Computer Room, and will be serviced and managed by OIT.

R. Full-Time Equivalent (FTE): A staffing parameter equal to the amount of time assigned to one full time employee. It may be composed of several part-time employees whose total time commitment equals that of a full-time employee. One FTE equals 40 hours per week.

S. Input Data Statements: A set of questions that elicit information used to create a Program for Design (PFD) based on the criteria parameters set forth in this document.

Input Data Statements are Mission-related, based on the project’s Concept of Operations; and Workload and Staffing related, based on projections and data provided by the Veterans Health Administration (VHA) or the Veterans Integrated Service Network (VISN) about the estimated model of operation for the facility. This information is processed through mathematical and logical operations in VA-SEPS.

T. Information Technology (IT): The design, development, implementation, support and management of computer-based information systems, particularly software applications and computer hardware.

U. Information Technology (IT) Equipment: Any electronic digital computer, with all peripheral, support, memory, programming, or other directly associated equipment, records, and activities.

V. Information Technology Equipment Area: Used in 2003 and later editions of NFPA 75 in lieu of the term “computer equipment area.” See Computer Area.

FOREWORD & ACKNOWLEDGMENTS PAGE 1-7

W.Information Technology Equipment Room: Used in 2003 and later editions of NFPA 75 in lieu of the term “computer room.” See Computer Room.

X. Jack: Female telecommunications connector used to connect field equipment to horizontal cabling. See also Port.

Y. Main Computer Room: A room containing both primary information technology systems active equipment and passive backbone cabling distribution terminations. The Main Computer Room is one of the spaces located within the Computer Area functional area. The OIT IT and FMS IT systems housed in the Main Computer Room may include, but are not limited to: Voice over IP (VoIP), Voice (PBX), Data LAN, Wireless LAN, PACS, Digital Imaging, Asset Tracking/Management, Patient Monitoring Systems, Video Surveillance, Security Access, Nurse Call, MATV/CATV, Public Address, Fire Alarm, Mass Notification, and Overhead Paging.

Z. NFPA 75: National Fire Protection Association, Standard for the Protection of Information Technology Equipment.

AA. Information Technology Equipment (OIT): Any electronic digital or analog computer, with peripheral support, memory, programming, or other directly associated equipment, records, and activities that supports VA’s Healthcare Mission and allows archiving and/or packetized storage and transportation of confidential patient, staff or public information.

OIT equipment located with OIT Equipment Area of the Main Computer Room is not permitted to actively process life safety data, nor any FMS systems Data (refer to Facilities Management Service (FMS) Communications Systems and Equipment).

BB. OIT: VA Office of Information & Technology.

CC. Passive Distribution Equipment: Equipment that does not require electrical power and does not modify the transmitted signal through amplification, retiming or regeneration.

Passive distribution equipment is used for the termination of backbone fiber optic cabling. For termination of passive voice copper, see Voice Passive Distribution Area.

DD. Personal Computer (PC): See Desktop Computer.

EE. Port: An identifier of an application process within the TCP/IP suite. An active port may be for voice, VoIP, or data service, and is the assignment connectivity between a server and a network-connected device (such as workstation, printer, or wireless access point).

While a port cannot be physically associated with a jack, it requires physical space for the active server equipment associated with it. See also Jack.

FF. Professional Staff: Professional Staff includes Chief, Assistant Chief, Section Heads, Supervisors, and Programmers.

GG. Program for Design (PFD): A space program based on criteria set forth in Space Planning Criteria Chapter 232, and specific information about Concept of Operations, workload projections, and authorized staffing levels.

HH. Rack: An open (non-enclosed) standardized frame for mounting multiple passive IT or electronic equipment modules. Racks are designed to accommodate equipment modules of standard widths and heights. Standard widths are nominal 19-inch (the most

FOREWORD & ACKNOWLEDGMENTS PAGE 1-8

common) or 23-inch. The heights of standard modules are multiples of 1.75-inches (this dimension is known as one “Rack Unit” or "RU"). A rack houses passive (non-powered) equipment, such as patch panels and Fiber Distribution Units (FDU). For enclosed frames, see Cabinet.

II. Raised Floor: See Access Floor.

JJ. SEPS (VA-SEPS): Acronym for Space and Equipment Planning System, a digital tool developed by the Department of Defense. VA-SEPS, the Department of Veterans Affairs version of SEPS, is used to generate a Program for Design and an Equipment List for a VA project, based on specific information entered in response to Input Data Questions. VA-SEPS incorporates the propositions set forth in the VA Space Planning Criteria chapters. VA-SEPS has been designed to aid planners in creating a program for design based on a standardized set of criteria parameters.

KK. Service Provider: Outside providers of services to the facility, such as telephone, data, and cable television providers.

LL. Telecommunications Infrastructure Plant (TIP): The TIP comprises the facility’s outside and inside cable plant.

MM.Telecommunications Room (TR): A room used for both OIT active and passive IT distribution equipment and FMS active and passive distribution equipment. The term “Telecommunications Room” replaces the legacy terms “Signal Closet” and Telecommunications Closet,” which are no longer used.

NN. Telecommunications Support Area: Within the space program for OIT, the Telecommunications Support Area is the functional area that contains spaces primarily used for the OIT and FMS backbone distribution systems, including the Demarc Rooms and the Telecommunications Rooms.

OO. Uninterruptible Power Supply (UPS): A system of electrical power conditioning and battery storage used to provide continuous power to IT equipment.

PP. Voice over Internet Protocol (VoIP) System and Equipment: Digital voice equipment in which analog voice signals are converted to digital packets and transmitted over a Local Area Network (LAN) using Transmission Control / Internet Protocol. This system may be powered from the Essential Branch of the Emergency AC Power System (Reference NFPA 70, Articles 517 & 800).

QQ. Voice Passive Distribution Area: Area for wall-mounted terminations of copper voice backbone cables.

FOREWORD & ACKNOWLEDGMENTS PAGE 1-9

Abbreviations

A Amperes MCS Master Construction Specifications ABA Architectural Barriers Act MID Motion Intrusion Detection ADA Americans with Disabilities Act MTD Mounted AFF Above Finished Floor NFPA National Fire Protection Association AR As Required NSF Net Square Feet AT Acoustical Ceiling Tile NSM Net Square Meters

AT

(SP)

Acoustical Ceiling Tile (with Sprayed Plastic Finish)

OCFM Office of Construction & Facilities Management

BC Base Cabinet OIT Office of Information & Technology C Degree Celsius OPC Outpatient Clinic CB Circuit Breaker PACS Picture Archiving and

Communication System CBOC Community Based Outpatient Clinic CC Contractor Furnished, Contractor

Installed PH Phase PL Plaster

CFM Cubic Feet per Minute PFD Program for Design CLG Ceiling PSDM Physical Security Design Manual CP Carpet (without cushion broadloom) RB Resilient Base CPT Carpet Tile RPS Radio Paging System CRS Corrosion Resisting Steel (SS) RSF Resilient Sheet Flooring CT Ceramic Tile SD Standard Detail DG Design Guide SF Square Feet, Square Foot DS Door Switch SOPC Satellite Outpatient Clinic EDM Electrical Design Manual SSTV Security Surveillance Television ESS Essential Electrical System STC Sound Transmission Class F Degrees Fahrenheit TBB Telecommunications Bonding

Backbone FC Foot-candle FD Floor Drain TGB Telecommunications Ground Bar

FIXT Fixture UPS Uninterruptible Power Supply

FLUOR Fluorescent V Volts

FMS Facilities Management Service VA Department of Veterans Affairs

GFI Ground Fault Circuit Interrupter VACO Veterans Affairs Central Office

GWB Gypsum Wallboard VAMC Veterans Affairs Medical Center

HAC Housekeeping Aids Closet VC VA Furnished, Contractor Installed

HVAC Heating, Ventilating and Air Conditioning

VCT Vinyl Composition Tile VHA Veterans Health Administration

HP Horsepower VTEL Video Teleconferencing HR Hour VV VA Furnished, VA Installed kW Kilowatt W Watts LB Pound/Pounds WSF Welded Seamless Flooring LLTS Lockers, Lounges, Toilets & Showers W/SF Watts per Square Foot MATV Master Antenna Television

FOREWORD & ACKNOWLEDGMENTS PAGE 1-10

Legend of Symbols

Wiring Devices and Power

SYSTEM DESCRIPTION OF SYMBOLS SYMBOL

Duplex receptacle, NEMA 5-20R 20 amp, mounted 18" AFF unless otherwise noted

Quadruplex receptacle,, NEMA 5-20R 20 amp, mounted 18" AFF unless otherwise noted

Duplex receptacle on emergency power, NEMA 5-20R 20 amp, mounted 18" AFF unless otherwise noted

Quadruplex receptacle on emergenfcy power,, NEMA 5-20R 20 amp, mounted 18" AFF unless otherwise noted

Junction box in ceiling, purpose and location as noted J

Junction box in wall, purpose and location as noted, mounted 18"

AFF unless otherwise noted J

Telecommunications equipment potential ground bar, surface mounted at 18" AFF unless otherwise noted.

TGB

Duplex receptacle in ceiling, NEMA 5-20R 20 amp

Single pole switch, mounted 46" AFF

Occupancy sensor switch, mounted 46" AFF

2'x4' fluorescent fixture

2'x4' fluorescent fixture, on emergency power

Three - way switch, mounted 46" AFF

Lighting

Controls

Lighting Fixtures

Suspended strip fluorescent fixture with wire guard

Suspended strip fluorescent fixture with wire guard, on emergency power

FOREWORD & ACKNOWLEDGMENTS PAGE 1-11

SYSTEM D ESCRIPTIO N O F SYM BO LS SYM BO L

Telecom m unications

System s

Voice and data outlet, m ounted 18" AFF unless otherw ise noted

Telephone outlet, m ounted 46" AFF unless otherw ise noted w

V ideo outlet, m ounted 18" AFF unless otherw ise noted v

V ideo outlet in ceiling v

Security / duress a larm button, m ounted 3" above counter top or counter top back splash

Security / duress a larm button, m ounted 46" AFF unless otherw ise noted

Card reader, m ounted 46" AFF unless otherw ise noted C R

M otion intrusion detector, ceiling-m ounted

M otion in trusion detector, wall-m ounted

Security surveillance television cam era

HVAC

Supply a ir grille

Return air grille

Fire Suppression Sprinkler head

FOREWORD & ACKNOWLEDGMENTS PAGE 1-12

Section 2

Narrative

General Considerations .............................2-1

Office of Information & Technology ......2-1

VA Trends ............................................2-1

Concept of Operations ...............................2-1

Responsibilities ....................................2-1

Functional Considerations..........................2-3

Space Planning ....................................2-3

Functional Areas ..................................2-4

Functional Relationships ......................2-7

General Planning Concepts..................2-7

Technical Considerations...........................2-9

Accessibility (ABA) ...............................2-9

Physical Security and

Energy Conservation and Sustainable

Heating, Ventilation, and

Voice Systems Minimum Operational

Remote Telecommunications Rooms.2-23

Natural Disasters..................................2-9

Architectural .......................................2-10

Fire Protection....................................2-12

EMI/RFI and Environmental Factors...2-13

Design................................................2-13

Air Conditioning..................................2-13

Plumbing ............................................2-15

Electrical ............................................2-15

Waste Management ...........................2-15

Circulation Systems............................2-16

Data Service Reliability.......................2-16

Requirements.....................................2-16

Main Computer Room ........................2-18

Telecommunications Rooms ..............2-20

Existing Facilities................................2-23

NARRATIVE CONTENTS - SECTION 2

NARRATIVE CONTENTS - SECTION 2

General Considerations

Office of Information & Technology

The Office of Information & Technology (OIT) is responsible for providing strategic and technical direction, guidance, and policies to ensure that information technology (IT) resources are optimally acquired and managed for VA, and responsible for ensuring the efficient and effective operation of VA’s IT Management System.

This document also provides space planning guidance for the IT requirements of Facilities Management Service (FMS). Some of the functional areas and rooms are jointly used by both OIT and FMS.

VA Trends

Physical Security: Physical security is a prominent concern with VA, for both new construction and existing facilities. Refer to the VA Physical Security Design Manual (http://www.cfm.va.gov/til/spclRqmts.asp) for applicable requirements for OIT and FMS telecommunications spaces, systems, and equipment.

Co-located OIT and FMS Systems: Many FMS building systems are now electronically monitored and managed, and require non-OIT IT equipment and servers. In the past, these systems were typically located in building mechanical and electrical rooms. Now, environmental, physical, and at times communications security requirements for server-based FMS systems mandate that this equipment be co-located with OIT equipment in the Main Computer Room, Telecommunications Rooms, and Antenna Headend Equipment Room, when specifically approved and authorized.

Concept of Operations

Responsibilities

The Office of Information & Technology is responsible for the management and operation of the IT program to support patients, staff, and services at each VA medical facility. This IT program support includes all aspects of designing, implementing, operating, and maintaining the computer-based IT systems within their purview. These services provided by OIT to support each facility include: management consulting; user support and training; technical management;

around-the-clock operations; and maintenance of hardware, software, and telecommunications systems. The scope and organization of OIT responsibilities may vary among medical centers.

OIT may assume oversight for those systems outside OIT’s purview (such as FMS systems) once specific system(s) have been specifically addressed and approved.

NARRATIVE PAGE 2-1

http://www.cfm.va.gov/til/spclRqmts.asp

NARRATIVE PAGE 2-2

Functional Considerations

Space Planning

Program for Design: Net square footages shown in this Design Guide are coordinated with VA’s Space Planning Criteria (http://www.cfm.va.gov/TIL/planning.asp), Chapter 232 - Office of Information & Technology. Unless noted, the guide plates illustrate the basic net area for each space or functional area. The Program for Design (PFD) for a specific project will vary according to facility NSF, OIT IT systems and equipment, FMS systems and equipment, and the size and scope of the medical mission. The design A/E is responsible for accommodating the project-specific program for design and functional requirements.

Space planning criteria have been developed on the basis of an understanding of the activities involved in the OIT functional areas, and their relationship with other services of a medical facility.

These criteria are predicated on established and/or anticipated best practice standards.

Quantities and sizes of spaces required in the Reception Area, Staff and Administrative Area, and Staff Lounge, Lockers and Toilets functional areas are determined primarily from the projected FTEs assigned to OIT.

Quantities and sizes of spaces required for functions in the Computer Area, the Computer Support Area, and the Telecommunications Support Area are determined primarily from the total net area of the building. The minimum space requirements have been established with consideration for the types and amounts of information technology equipment and infrastructure to be provided or maintained by OIT and FMS.

VA OIT determines types and quantities of IT equipment from VHA-anticipated facility needs and other official instructions. The Main Computer Room and Telecommunications Rooms are sized on the quantity of floor-mounted cabinets, racks, and trunk and backbone lines in and out required to support the number of anticipated subscriber ports and lines. The number of anticipated ports and lines has been related to the total net area of the building based on OIT field experience. The quantity of cabinets and racks allocated will support the IT equipment needed for the anticipated number of lines and ports, plus both 50 percent expected expansion and space for anticipated systems redundancy.

Within the Main Computer Room, space requirements are computed separately for OIT IT active equipment, OIT IT passive distribution equipment, voice (telephone) active and passive equipment, FMS active equipment, and FMS passive distribution equipment. The separate space requirements are then totaled to establish the size of the Main Computer Room. The size of the adjacent HVAC and Electrical Equipment Room is established in proportion to the Main Computer Room.

The number of Telecommunications Rooms is based on the total net area of the building.

Telecommunications Rooms must be located within the allowable cabling distance from all areas served. TRs are included in the net area for OIT in the Program for Design. The area required for any additional TRs necessary beyond the quantity established by the Program for Design shall be taken from the overall building grossing factor.

These criteria are subject to modification relative to development in equipment, and subsequent planning and design.

NARRATIVE PAGE 2-3

http://www.cfm.va.gov/TIL/planning.asp

Functional Areas

A Functional Area is the grouping of rooms and spaces based on their function within a service.

The organization of services in this Guide follows the categories established in VA’s Space Planning Criteria (http://www.cfm.va.gov/TIL/planning.asp), Chapter 232 - Office of Information & Technology. There are six Functional Areas, identified as follows:

FA1, Reception Area

FA2, Computer Area

FA3, Computer Support Area

FA4, Telecommunications Support Area

FA5, Staff and Administrative Area

FA6, Staff Lounge, Lockers and Toilets

The functional areas that are most critical to OIT’s mission include the Computer Area (which contains the Main Computer Room), the Computer Support Area, and the Telecommunications Support Area (which includes the Telecommunications Rooms).

Space may also be required to support redundant or backup VA OIT equipment for other medical centers or facilities, the VISN, the region, or the nation. If required, this equipment may be located in the Main Computer Room, or in a remote Backup Computer Room. Determination will be made by OIT on a case-by-case basis.

The remaining functional areas are the Reception Area, Staff and Administrative Area, and Staff Lounge, Lockers, and Toilets. These areas provide space for staff and administrative offices, training classrooms, and office support functions.

Not all functional areas are required for all facility sizes. Refer to VA’s Space Planning Criteria (http://www.cfm.va.gov/TIL/planning.asp), Chapter 232 – Office of Information & Technology.

FA1, Reception Area: The Reception area is located at the entry to OIT to accommodate visitors and vendors. It includes seating for waiting (when provided) and a public toilet. This area includes workspace for an administrative assistant or assistants as necessary. The Reception Area has a strong need for adjacency with the Staff and Administrative Area.

FA2, Computer Area: The Computer Area includes spaces for active and passive OIT IT and FMS IT equipment and regularly used support equipment. Space for storage of active media is included in the Computer Area. The Computer Area has a strong need for adjacency with the Computer Support Area.

The following spaces are to be located in the Computer Area, and will have dedicated HVAC systems when separation from spaces in Computer Support Area is to be provided in accordance with NFPA 75. For small facilities with limited risk as determined by VA OIT and OCFM (see Section 4 of NFPA 75), spaces for the Computer Area and Computer Support Area may be combined.

Main Computer Room: The Main Computer Room contains areas for both OIT and FMS active and passive IT equipment, and any support equipment which must be immediately adjacent. These areas are summed to form the Main Computer Room.

Space is allocated for:

NARRATIVE PAGE 2-4

or digital telephone PBX)

Network Operations Room: This room provides workspace for two computer operators/technicians immediately adjacent to the Main Computer Room.

Storage, Active Data: This space is used for storage of active media or records and is immediately accessible from the Main Computer Room.

HVAC and Electrical Equipment, Computer Area: This space houses mechanical and electrical equipment that supports the Main Computer Room and that cannot or should not be located within the Main Computer Room. Computer Room Air Conditioning units (CRACs) and clean agent fire suppression tanks are to be located in this space, as are power panelboards that serve Main Computer Room UPS equipment, and power panelboards that distribute UPS power back to Main Computer Room equipment.

Backup Computer Room: This room provides space for redundant, mission-critical, IT equipment when required by OIT to ensure continuity of service. When authorized, this space shall be provided at a location remote from the Main Computer Room.

FA3, Computer Support Area: Accommodates support services for the functions within the Computer Area. These spaces will not be served from the Computer Area air conditioning system. This functional area may include:

Storage, Temporary Data: This space provides for short-term storage of media or records remote from the Computer Area.

Provide the following spaces when on-site equipment configuration and repair of information technology equipment and PCs is authorized:

Workroom, Equipment Configuration / Repair: This space provides for two service technician workstations and space for storage of small parts and equipment used in configuration and repair of information technology equipment.

Storage, IT Equipment: This space provides for secure bulk storage of new or surplus IT equipment and other large items.

Receiving / Breakdown Room: This space is used to unpack new equipment before moving to storage, to hold packing materials for disposal, and to stage equipment to be transported or removed.

FA4, Telecommunications Support Area: Accommodates equipment and support functions for distribution of OIT and FMS services throughout the facility. This functional area may include:

Demarc Room: This room provides space for the initial termination of services brought to the facility by outside providers, such as telephone providers, data providers, MATV/CATV providers, security providers, etc. Two Demarc Rooms are required for mission critical facilities (see the VA Physical Security Design Manual).

Antenna Headend Equipment Room: This room contains all provided and planned head-end cabinets for antenna-based FMS systems (i.e., MATV/CATV, Two-Way

NARRATIVE PAGE 2-5

Radio, RPS, etc.). The room shall be sized for a minimum of five each separate systems, and four each future systems. Refer to the VA Electrical Design Manual.

Telephone Operators Room: This area houses the telephone operators for the facility.

This location is often, but not always, continuously staffed. Operators may also have responsibility of monitoring critical alarms for equipment or systems at the facility. Do not duplicate space when this function is the responsibility of Medical Administration / Health Administration Service (HAS).

Toilet, Staff: Locate immediately adjacent to Telephone Operators Room.

Lounge, Telephone Operators: Locate immediately adjacent to Telephone Operators

Room.

Telecommunications Room (TR): These rooms contain OIT-supported active and passive equipment, FMS-supported active and passive equipment, and all internal vertical and horizontal TIP conduits and wire management systems. There may be multiple TRs on each floor, and TRs may be associated with a specific functional area(s). The designation TR replaces the terms “Signal Closet,” “Telecommunications Closet,” and “IDF,” which are no longer used.

FA5, Staff and Administrative Area: Accommodates staff workstations (in offices or cubicles), staff conference and workrooms, computer training classroom, spaces for office equipment, and storage of forms, supplies, training materials, and housekeeping aides. This functional area may include:

Office, Chief of Service Office, Assistant Chief of Service Office, Section Head / Supervisor Cubicle, Programmer: In open office space with systems furniture.

Cubicle, Computer Operator / Technician: In open office space with systems furniture.

Cubicle, Customer Service / Help Desk: In open office space with systems furniture.

Conference Room Copy Room: This space is for office equipment, including copier, fax, and staff mailboxes.

Storage, Forms / Literature: This space provides storage of forms and general office supplies for the Administrative Area.

Classroom, Computer Training: This space provides workstations for computer-based training.

Storage, Computer Training: This space is used for storage of training materials.

Workroom, Projects: This space provides a multipurpose staff workroom for collaborative work or special projects.

Housekeeping Aides Closet – HAC

FA6, Staff Lounge, Lockers and Toilets: When suitable facilities will not be available within other services nearby, spaces area will be provided to accommodate staff breaks, and to provide staff toilets and lockers (for staff not assigned an office or cubicle). This functional area may include:

Lounge, Staff

Lockers, Staff

Toilet, Staff

Special Requirements: Special requirements must be evaluated and applied on a project basis.

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Functional Relationships

Organizational Concepts: The Functional Diagrams in Section 3 respond to functional, organizational, adjacency, and operational issues. They should not be interpreted as preliminary floor plans, because the diagrams do not correlate exactly to all the rooms and functions available in the Space Planning Criteria (http://www.cfm.va.gov/TIL/planning.asp), nor those required for every project.

General Planning Concepts

Security and continuity of service of IT systems is critical to the mission of VA. The Computer Area and Computer Support Area provide the essential data center functions. Key planning considerations for these areas are:

Flexibility: Changes in information technology systems and equipment requirements are certain to occur over the useful life the building. To ensure continuing adaptability, use of a standard planning module is encouraged. Refer to Section 4 of this Design Guide for the planning modules for the Main Computer Room and the Telecommunications Rooms.

Modularity. Planning modules must accommodate standard sizes of IT equipment cabinets and racks, and must be compatible with the building structural grid and general planning module for the facility. See Guide Plates in Section 4.

Scalability. Use of standard modules facilitates “scaling” the IT spaces to match systems requirements from very small (CBOC) to very large (major medical center) facilities.

Expandability. Space criteria for IT areas were developed with the recognition that relocating or increasing the size of these spaces after initial construction and occupancy is difficult. Allowances for 50% spare or future capacity for IT equipment are included in the program areas. Whenever possible, plan for “soft” space (offices, conference rooms, etc.) on at least one side of the Main Computer Room. Consider installing access floor in the “soft” space to facilitate expansion of Main Computer Room.

Efficiency: VA is committed to the efficient use of resources (including energy, materials, equipment, and staff). Factors to consider in the design of OIT spaces include:

Sustainable Design & Energy Reduction Manual (http://www.cfm.va.gov/til/sustain.asp).

Efficiency in space and function.

Share support spaces where possible.

Avoid duplication.

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http://www.cfm.va.gov/til/sustain.asp

Physical Security: Refer to VA’s Physical Security Design Manual (http://www.cfm.va.gov/til/spclRqmts.asp#PHS) for detailed requirements.

Location. Locate rooms that contain IT equipment so as to avoid exterior walls (unless hardened); adjacency to loading docks and mailrooms; and proximity to sources of electromagnetic interference, fire and smoke hazards, wet or high humidity locations, and patient care areas. Only systems (i.e., wet-pipe or clean agent fire suppression, electrical, energy management, etc.) that directly service the Demarc Room(s), the Main Computer Room, the Backup Computer Room, or Telecommunications Room(s) shall be allowed in the room (including inside adjacent walls), or on the floor directly above the room.

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http://www.cfm.va.gov/til/spclRqmts.asp#PHS

Technical Considerations

Accessibility (ABA)

Accessibility shall be accommodated by the application of the VA PG-18-13 Barrier Free Design Guide (http://www.cfm.va.gov/TIL/accessibility.asp), and ADA and ABA Accessibility Guidelines for Buildings and Facilities (http://www.access-board.gov/ada-aba/final.cfm), Appendices C and D to 36 CFR Part 1191 (adopted by GSA, and which supersede Uniform Federal Accessibility Standards (UFAS)) to accessible routes, and space and fixed equipment layouts.

Physical Security and Natural Disasters

Physical security is addressed by planning, design, and detail considerations. For definitions of Mission Critical and Life Safety Protected facilities and detailed requirements for each, refer to the VA Physical Security Design Manual (http://www.cfm.va.gov/til/spclRqmts.asp#PHS).

The Physical Security Design Manual restricts the location of the Main Computer Room, Backup Computer Room, and the Telecommunications Rooms. Additionally, these rooms shall be located above the Base Flood Elevation; shall not be located in patient care areas; and shall not be located beneath toilets, showers, laboratories, kitchens, sinks, open courtyards, planters, roof drain leaders, or other areas where water service is provided. Active voice, data, and special systems equipment is not allowed to be installed in elevator penthouses or mechanical rooms;

dedicated rooms are required.

Any pipe or duct system foreign to the telecommunications installation shall not enter or pass through a room. The A/E shall ensure that foreign piping such as water pipes, steam pipes, medical gas pipes, sanitary waste pipes, roof drains, A/C ducts, and other unrelated piping systems containing liquids or gases are not installed in nor pass through rooms. Sprinkler piping shall not be routed through telecommunications spaces, unless it serves to protect the telecommunications installation.

Codes and Design Standards have established the probability of occurrence of natural phenomena, such as hurricanes, tornados, earthquakes, and floods, within regional areas.

Design solutions shall address these probabilities where they occur, to mitigate building or IT systems damage, loss of IT service, and injury or loss of life wherever possible. Selection of building sites shall avoid floodplains or flood-prone areas. Regional areas susceptible to hurricanes shall incorporate design features that mitigate damage associated with high winds, and wind-driven rain and projectiles. Design for tornado damage mitigation is similar to that for hurricanes, though much more localized and intensive in nature. Buildings in areas with probability of earthquakes must be seismically restrained in accordance with VA’s H-18-8 Seismic Design Requirements (http://www.va.gov/facmgt/standard/seismic.asp). Design and installation of non-structural elements and equipment in VA facilities in seismic areas shall comply with the latest editions of the following:

International Building Code (IBC), International Conference of Building Officials VA’s H-18-8 Seismic Design Requirements

(http://www.va.gov/facmgt/standard/seismic.asp) VA’s Master Construction Specifications (http://www.cfm.va.gov/TIL/spec.asp), Section 13 05 41, SEISMIC RESTRAINT REQUIREMENTS FOR NON

STRUCTURAL COMPONENTS

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http://www.cfm.va.gov/TIL/spec.asp http://www.va.gov/facmgt/standard/seismic.asp http://www.va.gov/facmgt/standard/seismic.asp http://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.access-board.gov/ada-aba/final.cfm http://www.cfm.va.gov/TIL/accessibility.asp

Architectural

Exterior Construction: Selection of building envelope and enclosure systems shall follow guidance in VA’s PG-18-10 Architectural Design Manual (http://www.cfm.va.gov/til/dManual.asp).

Interior materials and finishes and doors should follow the information in the Guide Plates.

The Guide Plate for each space includes a listing of design criteria applicable to that space.

Where a specific guide plate is not provided for a space or function, refer to the general design information below, VA’s PG-18-10 Architectural Design Manual, and VA’s PG-18-14 Room Finishes, Door, and Hardware Schedule (http://www.cfm.va.gov/til/room/RoomFinishes.pdf).

Coordinate selections with Interior Design and Wayfinding.

Security: Partitions, doors, and hardware for Demarc Rooms, Main and Backup Computer Rooms, Antenna Headend Equipment Room, Telecommunications Rooms, and other sensitive IT spaces have special security requirements. Refer to Room Guide Plates, VA’s Physical Security Design Manual (http://www.cfm.va.gov/til/spclRqmts.asp#PHS), and VA’s Design and Construction Procedures (http://www.cfm.va.gov/TIL/cPro.asp), Topic 14: “Security.”

Interior Design: The goal of the design is to provide an interior environment that is respectful of the public monies, promotes staff performance, and expresses progressive high quality design.

Designs that narrow choices of procurement furnishings are inappropriate. Materials in colors, patterns, and designs that transcend time are endorsed. Trendy colors and patterns are to be restricted to cycle replacement materials, such as paint and wall coverings. Refer to VA’s Interior Design Manual (http://www.cfm.va.gov/til/dManual.asp) for additional information.

Signage and Wayfinding: Wayfinding is thought of broadly as building elements and color, texture, and pattern cues, as well as a coordinated concept established for signage and artwork.

Signage and wayfinding for OIT is to be integrated with the overall concept for the facility. Refer to VA’s Interior Design Manual (http://www.cfm.va.gov/til/dManual.asp), and VA’s Signage Design Guide (http://www.cfm.va.gov/til/spclRqmts.asp#SIGN).

Partitions should primarily be gypsum wallboard on 4-inch metal studs. Provide sound attenuation in accordance with VA’s PG-18-3, VA Design and Construction Procedures (http://www.cfm.va.gov/TIL/cPro.asp), Topic 11: "Noise Transmission Control." Provide fire and/or smoke-resistant construction where required.

Provide wall and corner guards in corridors and other areas where wall damage from cart traffic is anticipated. Provide plywood lining on partitions where indicated in the Guide Plates. Plywood should be A/C grade or better, void-free, 8 feet high with a minimum thickness of ¾ inch. To reduce warping, plywood should be kiln-dried to a maximum moisture content of 15 percent.

Plywood should be treated on all six sides with light colored, fire-retardant paint. Mount plywood with bottom edge at 12 inches AFF with good face exposed.

Finishes should be a light color.

Floors in most spaces should be vinyl or vinyl composition tile with a 4 inch high rubber base.

Rooms containing IT equipment shall have static-dissipative flooring as indicated in the Room Guide Plates. Floors in offices, conference rooms, and waiting areas should be carpet with a 4 inch high rubber base. Floors in toilet rooms should be ceramic tile with a ceramic tile base.

When provided, access floors shall be of “bolted stringer design.” The access floor shall meet the following minimum performance specifications:

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http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/til/spclRqmts.asp#SIGN http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/TIL/cPro.asp http://www.cfm.va.gov/til/spclRqmts.asp#PHS http://www.cfm.va.gov/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/dManual.asp

Table 2.1 Access Floor Minimum Performance Specifications

Uniform load 250 lbs psf

Concentrated 1,000 lbf

Overturning moment 1,000 lbf x inches

Axial load 5,000 lbf

Impact load 100 lbf

Local and overall surface deformation shall not exceed 0.40 inch. Flat floor panels shall consist of a high-density particleboard wood core laminated to top and bottom face sheets of zinc-coated steel. Perforated panels shall be of all-steel construction and shall be interchangeable with flat panels. Finish flooring shall be static-dissipative, high pressure laminate surface with integral perimeter edging. The floor panel size shall be 24 inches by 24 inches. Edges of cut-out panels shall be provided with self-extinguishing foam rubber seals. An additional 20% of each variety and color, including cutout and perforated vent panels, shall be provided as spares. The supporting structure and “stringers” shall be connected to the equipotential ground system with a minimum #2 AWG stranded copper wire.

Water and smoke detection devices are required beneath the access floor. The structural floor shall be thoroughly cleaned and sealed prior to the installation of the access floor.

Consideration must be given to preventing air dams under the access floor; to preventing airflow short-cycling; to proper selection of perforated floor tiles, which direct airflow to front of cabinets;

and to sealing all penetrations of the access floor.

If the access floor cannot be installed flush with adjoining finish floors, provide a minimum of one main pedestrian entry ramp from a corridor. The ramp shall be a minimum of 6 feet wide. The ramp shall meet accessibility standards with a maximum slope of 1:12, and a minimum 7 feet x 6 feet clear, level landing at the bottom. The ramp shall be covered with rubber flooring with a raised circular disc pattern (or equal), and shall have a minimum 800 pound force rolling load limit capacity.

Ceilings in most spaces, including toilet rooms, are lay-in acoustic ceiling tile. Where required for sanitation or moisture resistance, acoustical ceiling tile should have a washable plastic (Mylar) finish. Minimum ceiling heights should be as indicated in the Room Guide Plates. Refer To VA’s PG-18-3 Design and Construction Procedures (http://www.cfm.va.gov/TIL/cPro.asp) if a guide plate is not provided for a particular room or function.

In the Main…