Final AE Design SOW - EHRM TASS Montrose SF330 Version.pdf

VA Hudson Valley Healthcare System (VAIHCS) 2094 Albany Post Road 12/08/2022 Montrose, NY 10548

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM TRAINING AND ADMIN SUPPORT SPACE – RENOVATION

PROJECT NO: 620-23-703

PROJECT NAME: EHRM – Training and Admin Support Space

ESTIMATED CONSTRUCTION COST:

(VAAR Range of Magnitude): $5,000,000.00 - $10,000,000.00

The exact ECC will be included in the solicitation under FAR 52.236-22 Design Within Funding Limitations.

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA Hudson Valley Health Care System (VAHVHCS) in accordance with this design scope of work.

2. STATEMENT OF WORK:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to renovate Building 07 to provide Electronic Health Record Modernization (EHRM) training and administrative support spaces.

Prepare construction bid documents (Plans and Specifications) to provide training and administrative space to support the Electronic Health Record Modernization (EHRM) program.

This design will define the renovation of existing campus Building 7 to provide spaces defined later in this SOW. The design must include all pertinent disciplines associated with the renovation, including the addition of new equipment or replacement of existing equipment as required to meet the VA requirements. Include in the construction bid documents new mechanical/electrical and IT spaces outside of the EHRM training and administrative support spaces as required to properly serve the EHRM spaces.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately two site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting

Montrose, NY 10548 minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VA Hudson Valley Health Care System (VAHVHCS) Montrose, NY record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 08 – Montrose Campus Map will give AE firm a basic understanding of the VA Hudson Valley Health Care System (VAHVHCS) campus.

We are providing 7,440 square feet of space to be renovated and repurposed throughout the deployment of EHRM for the uses as described below.

The specific space to be renovated is defined in the below table:

Summary of Space Requirements (refer to Attachment 9 for more detailed design information)

Space Description Amount Ready and Available Duration

Cerner On-Site Administrative Space

Cerner Admin Support 1,800 sq ft 16 months prior to go-live 16 months

Conference Room 240 sq ft 16 months prior to go-live 16 months

Local Workshop Events

Workshop Event Classrooms Commercial Space Provided by Cerner

Integration Validation Testing Events

IV 1 Testing 1,800 sq ft

(2 rooms, 900 sq ft each)

7 months prior to go-live

2 events, 2 weeks each

IV 2 Testing Same rooms as IV-1 7 months prior to go-live

2 events, 2 weeks each

Cerner Support for IV Testing Use Cerner Admin 7 months prior to go-live 4 – 6 months

Waiting Room for Testers Use Existing Space 7 months prior to go-live 2 events, 2 weeks each

Change Management Use Cerner Conference Room

7 months prior to go-live

2 events, 2 weeks each

Large Auditorium (post-Covid) Use Existing 7 months prior to go-live Intermittently

Super User and End User Training Space

Classrooms (based on # end users)

9 Rooms Total (600 SF Each) 5,400 SF Total

6 months prior to go-live 6-7 months

Planning/Preparation Room Use Cerner Admin 6 months prior to go-live 6-7 months

Process Education Room (post-Covid) Use Training Rooms 6 months prior to go-live 6-7 months

Command Center

Command Center Use Training Rooms 1 month prior to go-live 4-6 weeks

Briefing Center (Leadership) Use Training Rooms 1 month prior to go-live 4-6 weeks

Cerner Solutions Architects Use Training Rooms 1 month prior to go-live 4-6 weeks

Visitor Lounge Use Training Rooms 1 month prior to go-live 4-6 weeks

* IV Testing Space may subsequently be used as Training Space and then Command Center Space.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval.

This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to

VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $5,881,466.00.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7Cdefb95517b924814e35e08d99a50681b%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637710492394399061%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=8ENt%2BPkaD9zeJjy1yoqDwuQcaPJNOe9CjFBx9m7SYYw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7Cdefb95517b924814e35e08d99a50681b%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637710492394399061%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=8ENt%2BPkaD9zeJjy1yoqDwuQcaPJNOe9CjFBx9m7SYYw%3D&reserved=0

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications SOW Attachment 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guide PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

The following references should also be used to complete the design documents:

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 02 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.section508.gov/ http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp?Pub_ID=584&FType=2

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Hudson Valley Health Care System (VAHVHCS) Montrose, NY. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 6. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO).

This memo is included as SOW Attachment 4, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp http://www.va.gov/vapubs/viewPublication.asp?pub_ID=8949

The Asbestos Abatement requirements in PG-18-15 are applicable at VA Hudson Valley Health Care System (VAHVHCS) Montrose, NY due to the age of the campus (construction began in 1940s).

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

Schematic Design (SD)- 35% Design Development One (DD) – 65% Construction Documents (CD)- 95% Final Bid Documents (Bid) – 100%

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD)] available at http://www.cfm.va.gov/til/projReq.asp.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume Room Names and Numbers Architectural Schedules Architectural Specialties and Woodwork Doors Windows Louvers Roof Floors Ceilings Vertical Circulation Walls/Curtain Wall Sizes, Shapes, & Material Data General Signage Schedules Furniture Equipment Structural Foundations

Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System Asbestos/Hazardous Material Info Security System Information (Access Control, Security

Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall

Ratings, Door Ratings, Fire Protection/Alarms) Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition) http://www.cfm.va.gov/til/projReq.asp

13. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf) and Microsoft Office Suite formats (.doc, .xls, and .ppt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Meeting purpose, Roll call, COVID-19, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (latest version). This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan All documents in any of the electronic formats listed above.

Basis of Design (BD)

Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

Two (2) paper bond sets of specifications – 2 to VA

Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

One (1) full size paper bond sets of drawings - 1 to VA http://www.section508.gov/ https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid) PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

Word files of specifications.

Revit and AutoCAD files of drawings.

One (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located in SOW Attachment 05 - 01 32 16.01 EHRM Architectural and Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

QA/QC Submittal & Basis of Design (BD) 10% Submittal

7 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

10 calendar days after VA receipt of QA/QC & BD 10% Submittals

35% SD Submittal 21 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 10 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 21 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 10 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 21 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 10 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 10 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 10 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

212 calendar days

The 212 days listed in part one project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

15. OPTION ITEM REQUIREMENTS

Solicitation Support Services

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract.

These documents shall be labeled Final Construction.

Construction Period Services (CPS)

Requests for Information (RFI) Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews Submittal reviews shall be submitted within seven calendar days of submittal to the A-E

Site Visit Reports Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above.

Note: If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

Third-Party Commissioning

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

• Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

• Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System

• Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

16. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VA Hudson Valley Health Care System (VAHVHCS) Montrose, NY Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Hudson Valley Health Care System (VAHVHCS) Montrose, NY Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The latest version of Infrastructure Standard for Telecommunications Spaces is located on VA’s Technical Information Library (TIL) (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at The VA Hudson Valley Health Care System (VAHVHCS) Montrose, NY must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment and supporting physical space and equipment.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

18. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA Police Service (Building 15) to log in during normal working hours as well as after normal working hours. This check-in is mandatory. VA Police Service will issue a badge that will expire after 12 hours. The Contractor is now cleared to report to Engineering Project Section, Facility Management Service, BLDG. 16 RM 40 to log in during normal working hours.

This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours or leave the service ticket in/at the mail slot in front of BLDG. 16 RM 40 after hours.

19. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

VHA Required Div 01 Specification Sections (See SOW Attachment 01) 00 VA OEHRM Site Infrastructure Requirements 3.1 (See SOW Attachment 02) VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment

03) Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 04) 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW Attachment 05) Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dates November 2008 (See SOW Attachment 06) Seasonal influenza with vaccines (See SOW Attachment 07) Campus Map (See SOW Attachment 08) Training and Admin Support Space Planning Guide (See SOW Attachment 09) HEFP SEP Design Alerts 1-9 (See SOW Attachment 10) Post Award Specs – Drawings Review Checklist (See SOW Attachment 11)

End of SOW