Maintain BIM - SOO.pdf

Version 1.2 Mar 25, 2021

Project 541-21-206 VISN 10 BIM – Maintain Master Record Drawings FY 21

Non-Recurring Maintenance (NRM) Project - Statement of Objectives

1. PROJECT OBJECTIVE: The objective of this project is to perform a quarterly recurring update of the master Building Information Model (BIM) at Louis Stokes VA Medical Center while furthering BIM capabilities to support missional requirements.

2. BACKGROUND:

a. In support of the Agency’s Priorities by adopting technology and new business processes available in design, construction, facility and portfolio management -- the real property industry worldwide is using Building Information Modeling (BIM)

b. BIM (Building Information Modeling) is a digital representation of physical and functional characteristics of a facility. BIM is a shared knowledge resource for information about a facility forming a reliable basis for decisions during its life-cycle; defined as existing from earliest conception to demolition.

c. BIM began as software adapted from virtual reality video game platforms.

BIM “builds” a building virtually in 3D, replicating real world conditions with engineering precision to the millimeter or less. BIM has a database structure, so a change in one format is reflected in all formats. Counting and measuring (space, size, etc.) is automatic. Reports derived from BIM present information as 3D models, 2D plans, Excel lists, facility data, or text, etc. Costs can be assigned to objects and be tied to specifications, workflow, and scheduling, providing efficiencies similar to how a smartphone has combined the camera, maps, GIS/GPS, telephone, etc.

BIM data can also be easily moved into other software (e.g.

CMMS/Logicole/ Maximo, CAI) for other uses and reports.

d. Although BIM is deployed in VA, there is not a coordinated effort across VA organizations to create a system that maximizes the value to the Agency, so different parts of what should be an end-to-end customer data journey are independent and discontinuous, without consideration of the whole process or enterprise need.

e. VISN 10, however has captured this initial concept vision to model all

Architectural Building space, as a framework to advance this future planned coordinated effort. Each site within VISN 10 has been modeled and been maintained through Mar 2021 along with sporadic updates, so the work effort needed with this project to update the documents is minimized at the outset. (i.e. not necessarily requiring complete survey and scanning work from scratch)

f. Design errors and omissions are major root causes of failure in meeting project cost and schedule projections. The most frequent problems cited by contractors regarding contract documents are: 1) Lack of coordination of building systems; 2) Gaps or discrepancies; 3) Constructability issues; and

4) Errors in calculations, details and dimensions. BIM helps to eliminate these problems because in a database platform, all information is linked---a change in one view is changed in all views.

g. The positive impact of BIM is cumulative through successive stages of a project, with design and preconstruction benefits contributing directly to improving downstream construction and operational outcomes. Reducing design errors in construction documents equates to fewer corrections in the field, which subsequently reduces the risks for project cost overruns and construction delays.

h. Changes to our facilities infrastructure come in various ways and requires immediate and constant updating in order to strive for current and relevant accuracy with the ever-changing building and utility environments VA manages. VA – VISN 10 views the need for these documents to enable more effective Facility Management (FM) and planning efforts, but also to aide in reducing change orders received on various projects and one day to integrate with our CMMS systems, wayfinding signage, and other (to yet be imagined software/apps) while providing information for shared allocation needs.

i. Standardization within one medical center is needed but also across all

VISN 10 facilities is optimal. Space information including departmental ownership assignments and site utility / site plan information as well as life safety information are the basic minimum actions desired under this contract.

j. Facilities need to maintain accurate station record drawings/documents in support of facility operations, ensure compliance with life safety and The Joint Commission environment of care requirements, and to facilitate the planning, programming and design of capital improvement projects. VA requires annual updates of its real property records to accurately capture total amount and functional use of its owned and leases building square footage (Gross Square Footage [GSF] and Net Usable Square Footage [NUSF]). The VA utilizes the Capital Assets Inventory (CAI) system as its system of record for its real property. Typically, each year on August 1st every VA station is required to complete any updates to its CAI records and certify the information is accurate.

k. The Architectural documentation already received through Mar 2021 includes accurate room and space layouts, square footage, functional use, department ownership, and other useful information. Space ownership and identification is critical for VA strategic and tactical planning efforts.

Changes are constantly made as priorities evolve to facilitate patient care.

Maintaining this master record document set aides space management committees and promotes healthful strategic planning. BIM has been a crucial tool in updating the VA – CAI database.

l. Life Safety items have been already completed within the initial set of documents received; however, verification and alterations continue to be required. Fire/ Smoke wall locations / respective designations, smoke compartment areas and Suite locations and flammable hazard room locations, need to be identified with respective total GSF/NSF captured on the documents to confirm VA meets the Life Safety Code travel distance and other code requirements). Dead-end corridor length, Exit Egress lengths (primary and secondary routes identified) and other items are all paramount to describing Life Safety issues to the building inspector for the joint commission accreditation process.

m. HVAC Air Handlers located on roofs have been identified in block form.

(displayed to minimize data storage/memory of file size)

n. Additional expansion of BIM use applications at our facilities include but are not limited to the following:

o Med gas equipment/outlets and shutoff locations o Other detailed Inventory for Building Maintenance Programs

Fire Doors o Room Schedule Enhancement / Validation o Enhanced Roof Plan development o Capture locations that have or will be activated this year and need to be integrated into the VA’s BIM inventory.

o. As part of VISN 10 standard protocol, nearly all new construction and designs are completed in BIM/ Revit - this includes Architectural, MEP, and other details- (only few projects are completed via AutoCAD), however all these documents (including that changed by inhouse staff and contracts) must be integrated into one master record document in order to maintain a single station master record file set. This contract shall integrate Bldg.

Service Equipment (BSE) or Real Property Inventory and Equipment (RPIE) (DMLSS term) schedules and the like already placed in stand-alone BIM documents for the continuance and advancement of the entire station being documented within a master record BIM/ Revit document to capture a life cycle Building approach vision.

3. CONTRACT OBJECTIVE: VA uses Autodesk Revit (version 2020 or later) as its BIM system. Utilizing the station’s existing model of building architectural space, life safety drawings, and department ownership (as of March 2021) for all VA owned and leased buildings, the architect/engineer (A/E) firm shall validate, capture and incorporate into the model all changes due to building additions, renovation projects and staff/department moves. VISN 10 capital improvement projects are required to be designed utilizing BIM/REVIT (Buildings) or Civil 3D (Site); the A/E shall either merge models from these projects or modify the station’s record drawing model to capture small changes from VA staff executed renovation projects. Mechanical, Electrical, Plumbing and Technology (MEP-T) shall be incorporated in the REVIT models if previously designed and civil/site data changes shall be incorporated into BIM/CIVIL- 3D, and provided during each submitted review.

4. CONFIGURATION MANAGEMENT: Model updates shall conform to most recent version of the VA BIM Manual found at the VA Technical Information Library (https://www.cfm.va.gov/til/projReq.asp) and the existing VISN 10 BIM configuration (also known as formatting). Space scheduled to be activated by December 31st of each year shall be shown as completed and assigned to the appropriate department;

projects still active beyond this date will be shown as “Under Construction”. Requests for deviation from the existing configuration must be approved in writing by the VISN 10 Energy Manager prior to being implemented.

5. CONTRACT DELIVERABLES: The A/E shall deliver submittal documents that include:

a. Updated station record drawing model in .rvt and .pdf format

b. Updated Life Safety record documents in .rvt and .pdf format

c. The updated architectural plan of each building floor showing department color coding and associated tables (detailed below) in .pdf format.

d. Tables showing by building each room number, room NUSF and room department owner. Also provide in .xlsx format.

e. Tables showing by each building floor each department GSF and the net change from the previous model update. Also provide in .xlsx format.

f. Tables showing for the entire station each department GSF and the net change from the previous model update. Also provide in .xlsx format.

g. Collected source documents containing MEP-T and civil/site data information used into the updated model.

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

h. Report of findings document on any discrepancy or issues determined for VA documents provided.

i. Report of findings from Clash Detection software for model accuracy and model solutions as to how items can be repaired/corrected. (submitted for each submission update)

j. Report of findings from Autodesk Interoperability Tools Software developed for VA as to blanks or other identified issues. Firm shall identify how items will be resolved and corrected for re-submission. (Submit report identifying issues for each submission update)

k. Updated Site and site Utility plans identifying boundary survey information/ utilities /Manholes / Tanks and other smart linkage information specific to the Grounds/Site of the entire campus.

l. Tables showing by building each room number, room NUSF and room department owner and quantity of Acres on each site. Also provide in .xlsx format.

m. Bi-annual drone fly-over of the campuses. This bi-annual documentation shall be done in both in winter and summer to obtain snow-free and leaf-free aerial photography when the sun is 30 degrees or more above the horizon for three or more hours. Skies shall be clear (defined as when cloud shadows will not appear on more than five percent (5%) of the area in any one photo), free from excessive smoke, fog or haze, and well-defined images can be resolved. Ground conditions shall be free of snow, ice, leaves and excessive soil moisture. Rivers and streams shall be within their normal banks. The winter photography shall be a vertical orthographic visual of the entire campus boundary/site. The summer photography shall be a pictorial angular view of the campus displaying ideal weather conditions to provide an excellent pictorial image of the campus from various view site locations. These photo captures will be displayed in various media presentations and hung in picture frames representing the VISN 10 stations and the respective current annual views. Data acquired from the drone may assist in the updating of the station’s documents. All permissions to fly these drones must be obtained from the Federal Aviation Administration (FAA), any adjacent U.S. Department of Defense (DOD) or state National Guard installation (as applicable) and the VA station.

n. Facility Specific Requirements:

o Additional enhancements to be added to the Main Campus model include:

Field verify existing med gas outlets and shut off valves and document in model

Field verify and coordinate with existing SOC drawings to include fire door ratings. Current SOC drawings address fire rated partitions, but not fire rated doors. Non-rated doors do not need to be addressed.

Field verify and document on roof plan; air handlers, exhaust fans, drains, vents and other associated roof items.

• Current roof model shows some equipment, crickets and slopes, but most items will need to be reviewed and updated.

• Existing CAD files are available, which document approximately 75% of the missing items and details.

o Additional buildings to be modeled in BIM from existing CAD files include the items below. BIM models are to include architectural plans and elevations, structural plans, and interior design furniture plans. Plans do not need to include MEPT. Building will need to be updated to include CAI designations and formatted onto CAI sheets and tables.

Youngstown CBOC – 35,000 s.f.

Lorain CBOC – 25,000 s.f.

Domiciliary – 75,000 s.f.

Staff Parking Garage – 9 stories / 2,000 cars

Files and deliverables will be transmitted utilizing the Federal Government’s MAX.gov File Transfer Protocol (FTP) website (https://drive.max.gov). Final snap shot data for VA annual deliverables (for CAI) will be provided to Louis Stokes VA Medical Center no later than July 15, 2021 with FINAL (.pdf) document to the VISN 10 Energy Manager by Aug 1, 2021. The VA retains sole rights to and ownership of the updated model and source documents upon contract closeout.

6. QUALITY CONTROL: The A/E shall implement a quality assurance/quality control (QA/QC) program to ensure BIM updates are accurate. This at a minimum will involve interviews with VA staff and on-site inspections to validate any assumptions made.

The A/E shall utilize existing uniform VA BIM Standards System for a universal and expandable Record Drawing library which will enhance the information already received. The uniform BIM Standards System must be consistent with accepted industry standards and existing VA CAD standards except for Drawing Symbol Identification which is identified by site. The Departmental space ownership color designation shall be consistent for all VISN 10 facilities (Example – Mental Health space at each site to be “Blue”). (see attached color scheme by Department name.)

The Record Drawing set will contain FIELD-VERIFIED, as-built drawings for potentially all these documents (General, Life Safety, Civil, Site, Structural, Architectural, of existing facilities and the Fire Protection, Plumbing, Steam Distribution, Mechanical, Electrical, Technology, Asbestos and Hazardous Materials, Security System, Overhead Paging System, Nurse Call System, and Space Driver) https://drive.max.gov/ information as outlined for new future Construction. Details shall follow the VA BIM Guide. https://www.cfm.va.gov/til/projReq.asp which is currently Version 2.2

7. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Veterans Integrated Service Network 10 Network Contract Office (NCO 10); 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.

NCO 10 shall designate Contracting Officer’s Representative (COR) at the VISN level to monitor and manage the A/E’s performance under the study project contract to ensure consistency and standardization for all V10 Sites. The VISN and Station COR shall be a representative of the Louis Stokes VA Medical Center / Engineering Service / Planning and Construction. The COR shall have the technical knowledge required to monitor and oversee the project. This designation shall be considered equivalent to the industry standard of “Owner’s Representative”. The A/E ultimately shall be responsible for any errors and omissions with the study discovered during and after the close out of the contract.

8. CONTRACT SECURITY: For this study project the VA certification and accreditation requirements do not apply, and a Security Accreditation Package is not required in accordance with VA Handbook 6500.6, Appendix A.

Employees of the A/E shall comply with VA security badging requirements while working under this contract.

9. ATTACHMENTS: The following documents are attached to this SOO for the A/E’s use.

a. VISN 10 BIM A/E SOW Standard BIM Language (2019)

b. VISN 10 CAI Department Name and Color Code Standard

c. MAX.gov FTP Instructions

10. Payments: Period of performance will be one year from Notice to Proceed.

Monthly “pencil copies” of the invoices with documentation of the hours expended are to be sent to the COR for review. The COR will provide a Contract Progress Report which is to be electronically submitted along with the invoice to the VA Financial Services Center for payment.

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