P01_SOW_Expand Specialty Care_607-397_FINAL.pdf

VA Medical Center Madison 2500 Overlook Terrace 10/26/2023 Madison WI 53713

ARCHITECT‐ENGINEER DESIGN STATEMENT OF WORK

EXPAND SPECIALTY CARE

PROJECT NO: 607‐397

PROJECT NAME: Expand Specialty Care

ESTIMATED CONSTRUCTION COST: $10,500,000

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 Medical Center Madison Wisconsin in accordance with this design scope of work.

2. SCOPE 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 Provide additional space to decompress functions and services on fifth floor C‐wing. The roof space above fourth floor currently has mechanical systems that support the Cath Labs and nuclear cardiology space on fourth floor. The design shall begin with a study to confirm if the structure can support expansion onto the space and provide space for these systems in a mechanical penthouse above the new fifth floor C‐wing space. The project scope includes design for 5,000 GSF on the roof of fourth floor with associated mechanical impacts and renovation of 15,477 GSF of fifth floor A‐wing and B‐wing core spaces including existing Eye Clinic, Dental Clinic, and Medical Service Administration space. This project will provide for renovation and expansion of Eye and Dental Clinics to improve patient privacy, safety, enhance Veterans’ choice, improve customer satisfaction with VA health care, support the Whole Health model implementation, and meet the current and future demand for dental and ophthalmological care.

The Madison VA Hospital is a national referral center for heart, lung, and liver transplantations, and Ventricular Assist Device (VAD) implants. Since its inception in 1994 the program has provided transplant care to over 525 Veterans. The current location of Transplant services on the east end of fifth floor B‐wing is suboptimal for Veterans with significant health issues, as it is far from the elevators and requires Veterans who have received or are awaiting transplants to navigate administrative spaces to obtain their transplant care. The new 5th floor C‐wing will be adjacent to the elevators and other specialty services, providing a much‐improved experience of care.

The 5th floor A‐wing status quo includes a combined eye and dental clinic waiting area that is insufficient for these clinics’ daily workload. As the space is presently configured, when the waiting room is at capacity, Veterans must wait for their appointments in chairs or wheelchairs that line the length of the eight‐foot hallway corridor. As a result, egress is reduced creating a safety hazard and reducing patient privacy and satisfaction. Clinic exam rooms are located on both sides of the hallway.

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 1 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with mechanical commissioning requirements, 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 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 Medical Center Madison WI record drawings 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 07 – SOW Area Map‐Pic‐Drawing will give the A‐ E firm an understanding of the Scope of Work area located on the fifth floor in building one, the main hospital.

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.

The A‐E firms’ representatives performing site investigations on VA Medical Center Madison campus must have the following additional requirements before starting site investigations on campus:

1. Negative TB Test, within the past calendar year

2. Face mask with no vent. Must be replaced when damaged or soiled

3. Annual influenza shot is required for all staff performing work on VA Medical Center Madison campus

4. Contractor badge must be obtained and worn by contractor or representative at all times while on campus If at any time an employee of the A‐E firm becomes ill, they should not remain or report to work at VA Medical Center Madison.

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 $10,500,000.

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.

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, Building Information Modeling/Computer Aided Design (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:

Criteria/Standard Title

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 Guides

PG‐18‐14

Room Finishes, Door, and Hardware Schedules

PG‐18‐15

Minimum Requirements for A‐E Submissions, Volume C

PG‐18‐17

Environmental Compliance Manual

H‐7545 VA Cultural Resource Management Procedures

Standards Alert 017 OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

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)

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 12 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.

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 Medical Center Madison WI. 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,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a Building Industry Consulting Service International (BICSI) Registered Communications Distribution Designer (RCDD) for all projects.

In 2023 the William S. Middleton Memorial VA Hospital awarded and has begun a multiyear Electronic Health Records Modernization (EHRM) infrastructure upgrade. Construction is estimated to take until January 2025. This project, among many upgrades, will upgrade telecommunication closets on the fifth floor. Additional upgrades to the telecommunication closets are not anticipated within the scope of Expand Specialty Care.

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. The Asbestos Abatement requirements in PG‐18‐15 are applicable at VA Medical Center Madison WI due to the continued use of certain asbestos containing products. Project shall comply with environmental requirements where anticipated construction activities disturb hazardous materials. The area identified by the scope of work was constructed in 1949 and has known asbestos containing materials. Building material survey is included as a reference, however the design team shall include adequate testing to confirm or classify as non‐asbestos containing for any material disturbed by the scope of this project. Design team shall provide Asbestos Prerenovation Report as a part of this scope and include the report with the solicitation specifications.

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. Basis of design shall be supplemented at each submittal (35%, 50%, 65%, 80% and 95%)

Design Program (DP) – 10%

Schematic Design (SD) – 35% Design Development One (DD1) – 50% Design Development Two (DD2) – 65% Construction Documents (CD1) – 80% Construction Documents (CD2)‐ 95% Construction Documents (CD Checkset) – 100% Final Bid Documents (Bid)

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.

13. SUBMITTAL FORMATS

Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), and AutoCAD (.dwg) 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, 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 dated March 8, 2011. 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 electronic format.

Schematic Design (SD)

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)

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/full functional.

Word files of specifications.

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. 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.

In addition to bound copies, at design completion submit final drawings and specifications (Bid Documents) on a CD with dwg & pdf files of the drawing and doc and pdf files of specifications.

A‐E shall incorporate any/all amendment items into a post award set and provide four copies of drawings and specifications, and a CD with dwg & pdf files of the drawings and doc and pdf files of specifications. The A‐E shall provide 2 set of Wall/Floor/Room Finish Sample binders that contain labeled finish materials that were selected and are specified with the Final Construction Documents.

A‐E shall provide all 3D design modeling (e.g., Revit, NavisWorks, etc...) to the VA upon completion of the Final (including any Amendment) Design. The modeling could be used to assist the contractors with BIM layouts for MEP above the ceilings to identify conflicts or potential interference prior to 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. The

A‐E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. 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.

Coordination with Third Party Commissioning Agent

The A‐E will not be providing direct Commissioning and Commissioning Agent (CxA) services as an option under this contract. VAMC Madison will procure third party Commissioning Services.

As part of the AE’s Part One (Design Services), optional Part Two (CPS), or optional Solicitation

Support Services, the AE shall coordinate with the COR and, CxA for owner’s requirements updates, construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and mechanical commissioning.

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.

15. PROJECT SCHEDULE/PERIOD OF PERFORMANCE

The A‐E shall perform Part One Services/Design Phase work according to the schedule shown below. 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.

Submittal/Meeting/Review Scheduled

Design Program (DP) 10% Submittal 35 calendar days after Notice of Award

DP 10% Submittal Review Meeting 7 calendar days after VA receipt of DP 10% Submittals

35% SD Submittal 30 calendar days after acceptance of DP 10% Submittals

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

50% DD1 Submittal 45 calendar days after VA acceptance of 35% SD Submittal

50% DD1 Submittal Review Meeting 14 calendar days after VA receipt of 50% DD1 Submittal

65% DD2 Submittal 45 calendar days after VA acceptance of 50% DD1 Submittal

65% DD2 Submittal Review Meeting 14 calendar days after VA receipt of 65% DD2 Submittal

80% CD1 Submittal 45 calendar days after VA acceptance of 65% DD2 Submittal

80% CD1 Submittal Review Meeting 14 calendar days after VA receipt of 80% CD1 Submittal

95% CD2 Submittal 44 calendar days after VA acceptance of 80% CD1 Submittal

95% CD2 Submittal Review Meeting 14 calendar days after VA receipt of 95% CD2 Submittal

100% CD Checkset Submittal 28 calendar days after VA acceptance of 95% CD2 Submittal

100% CD Checkset Submittal Review Meeting

14 calendar days after VA receipt of 100% CD Checkset

Submittal

Final Bid Documents Submittal 21 calendar days after VA acceptance of 100% CD Checkset

Submittal

Total Part One Services/ Design Phase Schedule

384 CALENDAR DAYS

The 384‐calendar day Period of Performance (PoP) listed in Part One Project Schedule may fluctuate based on when submittals meet all VA guidelines and acceptance of the submittals is issued. If submittals are 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.

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.

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

A COR from the VA Medical Center Madison 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. REPORTING REQUIREMENTS

The Contractor shall be required to report to the VA Engineering Service (Building 1, Room B85) to log in and obtain Contractor ID badge during normal working hours. Report to VA Police Service (Building 1, Room A1051) after normal working hours. This check‐in is mandatory. Issued badges must be returned at the end of the workday.

18. SECURITY REQUIREMENTS

The A‐E is responsible for assuring that all employees and consultant employees working on the project comply with these regulations.

1. Employees shall not be on site without appropriate badge. Employees are responsible for reporting to VA Police with acceptable photo ID to obtain a badge. VA approved badge shall be worn with the identification facing forward and visible above the waist. The employees may also be subject to inspection of their personal effects when entering or leaving the facility.

2. No photography or video recording of VA premises is allowed without prior authorization.

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering

Office shall be returned each day.

4. Before starting any work, the A‐E shall submit an electronic security memorandum describing the approach to following goals and maintaining confidentiality of “sensitive information”.

5. The A‐E is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project.

6. All paper waste or electronic media such as CD’s and diskettes shall be shredded and destroyed in a manner acceptable to the VA.

7. VA Information Custodial Language

a. The Authorization requirements do not apply, and that a Security Accreditation Package is not required.

b. The following standard items relate to records generated in executing this contract:

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

ii. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

iii. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

iv. 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 by the Freedom of Information Act.

v. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced as part of this contract.

vii. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

viii. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e‐mail, fax, etc.] or state of completion [draft, final, etc.].

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

x. 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 this contract. The Contractor (and any sub‐contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook

6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self‐certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 calendar days of termination of the contract.

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

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

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA‐approved encryption tools that are, at a minimum, FIPS 140‐2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

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

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above‐mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU‐ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

8. Privacy – VA Mandatory Training

a. VA Privacy Training for employees without access to VA computer systems or VA sensitive information.

1. VA Talent Management System (TMS) training course VA20939 provides the mandatory Privacy Training requirements for any contractor without access to VA computer systems or VA sensitive information.

b. VA Privacy Training for employees with access to VA computer systems or VA sensitive information.

1. VA Talent Management System (TMS) training course VA10176 provides the mandatory Privacy Training requirements for any contractor with access to VA computer systems or VA sensitive information.

c. Each employee self‐enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/plateau/user/login.jsp. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to starting work at VA.

d. Provide the COR with each employee’s printed certificate of completion from the TMS. This certificate displays the employee’s TMS User ID.

e. Each employee self‐enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/plateau/user/login.jsp. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to starting work at VA.

f. Provide the COR with each employee’s printed certificate of completion from the TMS. This certificate displays the employee’s TMS User ID.

19. REFERENCE MATERIALS

The government will provide the following materials to the A‐E(s) for reference during the design phases:

SOW Attachment Title Available

01 VHA Required Division 01 Specification Section List w/ Solicitation

Program guide, PG‐18‐15 Volume C – A/E Submission Instructions for Minor and NRM Construction program dates November 2008 w/ Solicitation

03 HEFP SEP Design Alerts 1‐9 and 11‐1? w/ Solicitation

VHA Memorandum 2019‐11‐13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO).

w/ Solicitation

05 01 32 16.01 Architecture and Engineering CPM Schedule w/ Solicitation

VHA Directive 1031 Prevention and Control of Seasonal Influenza with Vaccines (Amended September 19, 2022) w/ Solicitation

VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (Amended September 26, 2022) w/ Solicitation

VHA Supplemental Contract Requirements for Combatting COVID‐19 (Amended December 14, 2021) w/Solicitation

09 Project Area Map‐Pic‐Drawing w/ Solicitation

10 Post Award Specs‐Drawings Review Checklist (11/17/2022) w/Solicitation

11 Building Materials Survey

As‐Built Drawings, Surveys, and Reports will be made available to the highest rated A‐E.

Project 607‐CSI‐106 Renovate for Cath Lab100CD Drawings Volume 1 with estamp 2024

Project 607‐CSI‐106 Renovate for Cath Lab 100CD Drawings Volume 2 2024

Project 607‐CSI‐106 Renovate for Cath Lab 100CD Drawings Volume 3 2024

15 607‐14‐120 VOL1 2016

16 607‐14‐120 VOL2 2016

17 607‐14‐120 VOL3 2016

18 607‐14‐105 VOL1 2016

19 607‐14‐105 VOL2 2016

20 607‐14‐105 VOL3 2016

21 607‐14‐120 VOL4 2016

22 607‐14‐120 VOL5 2016

END OF SOW