Final SOW - EHRM Infra Design - LR - 8-10-21.pdf

Central Arkansas Veterans Healthcare System 4300 West Seventh Street 8/10/2021 Little Rock, AR 72205

ARCHITECT‐ENGINEER DESIGN STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 598‐21‐701

PROJECT NAME: EHRM Infrastructure Upgrades ‐ Little Rock, AR

ESTIMATED CONSTRUCTION COST: $22,740,300

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

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 Central Arkansas Veterans Healthcare System (CAVHS) Little Rock, AR in accordance with this design statement of work.

2. SCOPE OF WORK:

A/E Part One Services (also known as Design Phase Services) 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 upgrade the facilities infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site

Infrastructure Requirements (provided by VHA).

The scope of this project includes, but is not limited to, the following infrastructure improvements:

Electrical (electrical panel upgrade, power (normal, emergency)); Bonding; UPS; Building Management

System interfaces; assessment for new and upgrades to existing HVAC; reconfiguration, expansion, and renovation of existing space (demo, new construction, finishes, cable); construction of space for datacenter (demo, site work and utilities, physical security, new construction, finishes, cabinet installation, cable management, fire protection, power, UPS, HVAC); communication infrastructure (new

Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary; physical security upgrades;

assessment and upgrade of fiber infrastructure backbone campus‐wide, within buildings and between buildings; and hazardous material abatement. Project Building locations include: Buildings 1, 2, and site.

A/E Part Two Services (also known as Construction Period Services) for this design project 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 four site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications; preparation of site visit reports; third‐party commissioning; review of any construction project modifications for cost and technical acceptability; attendance and participation during 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 minutes

Little Rock, AR 72205 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 CAVHS 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 09 ‐ JLM SITE MAP ‐ LR will give the A/E firm a basic understanding of the CAVHS Little Rock, AR campus.

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.

*SITE SPECIFIC INFLUENZA/COVID REQUIREMENTS

The A/E firms’ representatives performing site investigations at CAVHS Little Rock, AR must have the following additional requirements before starting site investigations on campus:

1. Contractor badge must be obtained and worn by contractor or representative at all times while on campus.

2. Special Consideration: All contractors and visitors are required to adhere to Universal Masking Guidance which requires people to wear a cloth face covering or facemask over their mouth and nose while in any building of CAVHS Little Rock, AR. Daily healthcare screening is required before entrance to VA facilities due to COVID‐19. No one with a cold or flu‐like symptoms will be allowed on VA property. In the event that symptoms occur while on site, the contractor will notify the COR immediately. The individual(s) maybe required to be COVID tested and quarantine until released by Infection Control to return to site.

Any further questions please reference SOW Attachment 07 ‐ Seasonal Influenza with Vaccines and

SOW Attachment 12 ‐ AUSH Visitation Memo ‐ FINAL August 2021.

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 $22,740,300.

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 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

Little Rock, AR 72205 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.

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) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG‐18‐12 Design Guides (graphical, by function)

PG‐18‐13 Barrier‐Free Design Standard

PG‐18‐14 Room Finishes, Door, and Hardware Schedule

PG‐18‐15 A/E Submission Requirements

PG‐18‐17 NEPA Interim Guidance for Projects

H‐7545 VA Cultural Resource Management Procedures

OIT Infrastructure Standard for Telecommunications Spaces v3.1 (July 1, 2021)

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

VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

VA OEHRM Site Infrastructure Requirements 2.0 (SOW Attachment 02)

HEFP SEP (SOCAMES 6) Design Alerts 1‐4 (SOW Attachment 03)

*Building Drawings will be provided to the highest rated firm with the Request for A/E Fee Proposal

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.

Little Rock, AR 72205

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 16, 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. 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.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A/E shall incorporate any comments from the VA third‐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 CAVHS Little Rock, AR. 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 subject matter 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 VA Physical Security and Resiliency Design Manual (PSRDM) revised April 1, 2021, located on the TIL

(https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A/E shall ensure that all applicable aspects of the VA PSRDM 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, February

2016, (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

Little Rock, AR 72205

Attachment 06. 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 04, 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 Statement of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG‐18‐15 are applicable at CAVHS Little Rock, AR due to the age of the campus (construction circa 1983).

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 Building Information Modeling (BIM) and

Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit

2019 or the latest version available to CAVHS.

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 and mechanical/electrical/plumbing (MEP) site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect record drawing conditions. The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of (but not limited

to) the systems described below as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume

Room Names and Numbers Architectural Schedules

Little Rock, AR 72205

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)

13. SUBMITTAL FORMATS:

Submittals shall be provided in electronic and hard copy formats as listed below. Portable Document Format

(.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), and Autodesk Revit Project

(.rvt) 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 https://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 calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements:

Project name, project 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))

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 the VA Manual for Preparation of Cost Estimates & Related

Documents for VA Facilities dated February 1, 2019, located on the TIL (http://www.cfm.va.gov/cost/index.asp).

All estimates in any of the electronic formats listed above.

Little Rock, AR 72205

Quality Assurance/Quality Control (QA/QC) Plan

All documents in any of the electronic formats listed above.

Basis of Design (BD)

All documents in any of the electronic formats listed above.

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

Schematic Design (SD)

All documents in any of the electronic formats listed above.

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

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

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

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/fully 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

Little Rock, AR 72205

One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW, and cost estimate – 1 to VA

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 in order 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 or a few 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 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 his/her review of cost proposals and his/her 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 Request for Proposals for anticipated

Little Rock, AR 72205 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.

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 16.01 Architectural and Engineering CPM Schedules, which is located in SOW Attachment 05 ‐ 01 32 16.01 EHRM A‐E CPM Schedule Spec. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day.

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

21 calendar days after receipt of Notice of Award

QA/QC and BD 10% Submittal Review Meeting

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

35% SD Submittal 89 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 89 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 14 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 89 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 14 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 14 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting

14 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase 365 calendar days

The 365 calendar 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 A/E firm to cover all costs associated with such delays.

Little Rock, AR 72205

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option 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 Solicitation Support Services and Construction Period Services.

15. 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 CAVHS Little Rock, AR

Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the CAVHS Little Rock, 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.

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The current version for this standard is version 3.1, dated July 1, 2021, located on the TIL

(https://www.cfm.va.gov/til/dguide/OIT‐InfrastrucStdTelecomSpaces.pdf). The design for this project at CAVHS

Little Rock, AR must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for

Telecommunications Spaces (The Standard).

The Standard 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.

This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and

Infrastructure Engineering Center and Infrastructure Engineering (DCIE) at

VAITESEDatacenterEngineering2@va.gov.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, 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

Little Rock, AR 72205 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.

17. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented, and discussed with CO, COR, and HEFP SEP. Following approval of variance or exemption, A/E shall submit documentation describing variance or exemption, indicate reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR, and HEFP SEP.

18. REVIEW BY FIRE PROTECTION ENGINEER:

1) A Life Safety Review is required by a qualified individual such as a Fire Protection Engineer who is knowledgeable of NFPA Fire Codes, exit calculations, sprinkler systems, fire alarm requirements, and Life

Safety Code Requirements (LSC), etc. It is the A/E’s responsibility to have a Fire Protection Engineer involved in all stages of design and review. A signed statement of this design and review process, along with stamped

(by the FP engineer) plans, shall be submitted to the reviewer with the 100% or Final submission.

2) The drawings will require a certification to be signed by the independent firm or the A/E firm. This certification will be done in a manner similar to the following:

I hereby certify that the drawings and specifications associated with project X123 have been reviewed and have been found to be in complete compliance with the requirements of the (Year) edition of the LSC. Other sections of the National Fire Protection Association (NFPA) Codes that are applicable to this project are listed below with any deviations clearly identified.

QUALIFICATIONS AND SCOPE OF SERVICES PROJECT FIRE PROTECTION ENGINEER DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION

SEPTEMBER 2005

1. REQUIREMENTS: The Architect/Engineer (A/E) shall retain the services of a fire protection engineer (FPE) for all VA major and minor construction projects and all NRM projects where the cost of fire protection work exceeds 50% of the total project cost.

2. QUALIFICATIONS: The FPE shall have each of the following qualifications:

2.1 A licensed professional engineer who:

A. Has a degree in fire protection engineering, or

B. Has passed the principles and practices examination in fire protection engineering, or

C. Maintains a current license in fire protection engineering.

2.2 Two years of experience in application and interpretation of National Fire Protection Association

(NFPA) Codes and Standards and the model building codes.

Little Rock, AR 72205

2.3 Two years of experience in the design/review of automatic sprinkler and fire alarm systems, including:

A. Automatic sprinkler and fire alarm system shop drawings.

B. Automatic sprinkler system hydraulic calculations.

C. Application and interpretation of NFPA 1, 10, 13, 14, 20, 24, 30, 45, 72, 75, 82, 90A, 99, 101, 220 and 241.

2.4 Two years’ experience in the design of healthcare facilities.

2.5 Two years’ experience in acceptance tests of fire protection systems.

3. SCOPE: The FPE shall remain on the A/E's project staff throughout project design and construction. The FPE must be directly involved in the design of fire protection systems or in responsible charge of: the design of fire protection features, review of fire protection equipment submittals and shop drawings, and participation of preliminary inspection and final testing of fire protection systems. The FPE shall provide to the A/E:

3.1 Consultation and review of fire protection and life safety requirements as addressed in the VA Fire

Protection Design Manual.

3.2 Preparation of fire protection and life safety design (narrative) analysis report as required by VA

Handbook PG‐18‐15 which addresses project compliance with all applicable requirements.

3.3 Preparation of fire protection drawings when required by VA Handbook PG‐18‐15.

3.4 Design of fire alarm and sprinkler systems.

3.5 Review of architectural, electrical, HVAC, plumbing drawings and related documentation during schematics, design development, and construction documents to ensure all fire protection requirements are coordinated between disciplines.

3.6 Attendance at meetings with the A/E, VA facility, and VA Headquarters to discuss the project during schematic, design development, and construction document preparation phases.

3.7 Performance of field tests and site visits during the design process to verify the current capacity

(flow and pressure) of water supply system based on flow testing of hydrants proximate to the building(s) where automatic sprinkler protection is to be installed, which include allowances for seasonal or daily fluctuations, industrial use demands, and future changes. Documentation shall include a flow curve on hydraulic graph paper.

Note: Consult with public water supply authorities. Flow tests are not necessary if credible tests have been performed and documented within the past 12 months, and it is verified that neither

VA facility nor municipal demands will change in the near future.

3.8 Review of fire protection system shop drawings, technical data submitted by contractors, and automatic sprinkler system hydraulic calculations for compliance with contract documents.

Little Rock, AR 72205

3.9 Interim inspections of job site to verify adequacy of fire protection system installation.

3.10 Witnessing final acceptance tests for newly installed fire protection systems.

3.11 Review of the Fire protection system As‐Built drawings prepared by the contractor. Review and approve fire protection maintenance manuals.

19. RECORDS MANAGER:

1) Contractor shall comply with all applicable records management laws and regulations, as well as National

Archives and Records Administration (NARA) records policies, including but not limited to the Federal

Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2) In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of

1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3) In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of, the

Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4) CAVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CAVHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to

CAVHS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5) The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non‐public information is limited to authorized personnel with a need‐to‐know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of information, data, documentary material, records, and/or equipment is properly protected. The

Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to CAVHS control or the Contractor must hold it until otherwise

Little Rock, AR 72205 directed. Items returned to the Government shall be hand‐carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle].

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6) The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub‐contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub‐contractor) is required to abide by Government and CAVHS guidance for protecting sensitive, proprietary, classified, and controlled unclassified information.

7) The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CAVHS policy.

8) The Contractor shall not create or maintain any records containing any non‐public CAVHS information that are not specifically tied to or authorized by the contract.

9) The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10) The CAVHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CAVHS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any

Contractor rights in the data or deliverables must be identified as required by FAR 52.227‐11 through FAR

52.227‐20.

Training: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take CAVHS provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

20. SOW ATTACHMENTS:

The following 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)

VA OEHRM Site Infrastructure Requirements 2.0 (See SOW Attachment 02)

HEFP SEP (SOCAMES 6) Design Alerts 1‐4 (See SOW Attachment 03)

Sensitive Infrastructure Data Classification Memo (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 dated November 2008 (See SOW Attachment 06)

Little Rock, AR 72205

Seasonal Influenza with Vaccines (See SOW Attachment 07)

VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment 08)

JLM SITE MAP (See SOW Attachment 09)

Site Self‐Assessment X‐Matrix (See SOW Attachment 10)

Physical Security and Resiliency Design Manual‐Revised Apr 2021 (See SOW Attachment 11)

AUSH Visitation Memo ‐ FINAL August 2021 (See SOW Attachment 12)

*Building Drawings will be provided to the highest rated firm with the Request for A/E Fee Proposal

End of SOW