QSE 36C10F24R50041.pdf

Document Number: 36C10F24R50041 PROCESSED Page 1 of 36

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

F366454-24-2000032

PAGE 1 OF

5. SOLICITATION NUMBER

36C10F24R50041

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

04/12/2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Deborah A Faulkner

b. TELEPHONE NUMBER (No collect calls) 8. OFFER DUE DATE / LOCAL

TIME

04/29/2024

15:00 ET

CODE 366454

(0010F)OFC OF CONSTRUCT & FAC MGMT

425 I STREET NW 2ND FLOOR

Washington, DC 20001

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: 100.00 % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

X SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 541310

SIZE STANDARD: $12.5M

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

CODE15. DELIVER TO CODE CFM-ADMIN16. ADMINISTERED BY

OFC OF CONSTRUCTION & FAC MGMT (36C10F)

425 I Street NW, 2nd Floor Washington, DC 20001

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

CFM-INVCODE18a. PAYMENT WILL BE MADE BY

TUNGSTEN

http://www.tungsten-network.com/customer-campaigns/ veterans-affairs/

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

Dept. of VA, Construction Facilities Management (CFM) seeks an experience firm to provide Architect Engineer (A/E) consultant services to create new standards for Specialty Care Services Facilities Space Equipment/Room

Contents, Planning and Designs.

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Deborah A Faulkner

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: 36C10F24R50041 PROCESSED Page 2 of 36

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: 36C10F24R50041 PROCESSED Page 3 of 36

Table of Contents

Section Description Page Number

1 Continuation Sheet 1 - Contract Admin Data 2 - SOW Specialty Care Svs 3 - Instruction to Offerors

2 Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.232-18 Availability of Funds (Apr 1984)

852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED

VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED VETERAN-OWNED SMALL

BUSINESSES (NOV 2022)

52.236-23 Responsibility of the Architect-Engineer Contractor (Apr 1984) 52.217-8 Option to Extend Services (Nov 1999) 52.219-14 Limitations on Subcontracting (Oct 2022)

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

3 Documents, Exhibits, or Attachments 1 - 4 Past Performance Questionnaire - 2024

4 Solicitation Provisions 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023) 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021) 52.209-7 Information Regarding Responsibility Matters (Oct 2018)

852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY REFERENCE

(JAN 2008)

Document Number: 36C10F24R50041 PROCESSED Page 4 of 36

Section 1 - Continuation Sheet

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001 See Description Below

PSC: C219

OTHER ARCHITECTS

& ENGIN GEN

0.000000 JA

Description: Create new Standards for Specialty Care Services (Chapter 262). This will include PG 18-5 Equipment List/ Contents, PG 18-9 Space Planning Criteria, and PG 18-12 Design Guide.

Period of Performance: 05/01/2024 - 06/28/2025

Reference Line: F366454-24-2000032 - 0001

Pricing Options: Base

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0002 See Description Below

PSC: C219

OTHER ARCHITECTS

& ENGIN GEN

0.000000 JA

Description: Travel

Period of Performance: 05/01/2024 - 06/01/2025

Reference Line: F366454-24-2000032 - 0001

Pricing Options: Base

Document Number: 36C10F24R50041 PROCESSED Page 5 of 36

CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT:

Department of Veterans Affairs

Office of Construction and

Facilities Management (003C4A)

425 I Street NW

Washington DC 20001

Deborah Faulkner: Deborah.Faulkner@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

Department of Veterans Affairs

FMS-VA-2(101)

http://www.tungsten-network.com/customer -campaigns/veterans-affairs/ Austin TX 78714

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

Document Number: 36C10F24R50041 PROCESSED Page 6 of 36

Statement of Work VHA Specialty Care Services Facilities Space, Equipment / Room Contents, and Planning and Design Standards:

I. GENERAL

A. The Department of Veterans Affairs (VA) owns, and leases healthcare facilities dedicated to serving Veterans. Providing appropriately planned and designed facilities is critical for the mission of VA. The VA Office of Construction and Facilities Management (CFM) is charged with setting the standards and guidelines that all healthcare facilities follow to accomplish the VA mission.

B. VA Program Guides (PG) establish and illustrate the standards that define VA ‘Best

Practice’ in healthcare planning and design and illustrate the concepts that support these ‘Best Practices’. These documents establish a framework within which functional spaces of a healthcare facility are planned and designed to facilitate safe, effective, and efficient healthcare delivery to Veterans. These standards are in the VA Technical Information Library (TIL) and provide guidance to VA staff and design professionals in the task of planning and designing VA healthcare facilities. They are closely interrelated with, and incorporate, as appropriate, current VA/VHA Handbooks, Directives, and Policies. Therefore, information contained within these standards must be well coordinated, accurate, and consistent throughout.

C. VA and CFM have determined the need to create new space criteria (PG-18-9), equipment/ room contents (PG-18-5), and planning/ design (PG-18-12) standards for VHA Specialty Care Services.

D. The A/E firm and its sub-consultants, herein known as Consultant in this Statement of Work (SOW), shall provide the professional services to complete this task with work items including, but not limited to Section III – Scope of Work Detail shown in this SOW. The Consultant shall be responsible and liable for the technical content and format of the deliverables for this work and be solely responsible for the final delivery of PG-18-12 and PG-18-5. The Consultant will collaborate with the VA Space Criteria/SEPS Consultant (herein known as the SPC/SEPS Consultant) and/ or engage the services of a Specialty Care Services Subject Matter Expert (SME) with a minimum 15 years of significant and quantifiable experience in the development of facilities for these services. This SME shall be approved by VA and on the project team throughout the development and update of these Standards.

E. The Consultant shall substantiate the following:

1. The Consultant shall have a proven track record and provide detailed information on its knowledge and work experience in research, space programming, space planning, equipment planning, and design of facilities that house Specialty Care Services including but not limited to current and substantial experience in developing programs for design (PFD), equipment planning, space/functional

Document Number: 36C10F24R50041 PROCESSED Page 7 of 36 planning and the planning and design of all building and engineered systems (i.e.

HVAC, electrical, plumbing, information technology, security, etc.). Provide 4-5 examples of significant past projects (within the past 5 years) that represent the full scope of Specialty Care Services healthcare services, on which the Consultant has been the prime A/E consultant.

2. The Consultant shall have a proven track record and provide detailed information of its knowledge and work experience in the planning and design of general healthcare facilities in public and/or private healthcare systems. Of particular importance is the Consultants experience and expertise in the space programming and planning and the understanding of the functional relationships required in healthcare facilities to provide ‘state-of-the-art’* health services.

* The level of development (as of a device, procedure, process, technique, or science) reached at any particular time usually as a result of modern methods

3. The Consultant shall demonstrate it’s understanding of the development of flexible, adaptable facilities that will allow VA to reuse and re-purpose these facilities to readily respond to changes in the delivery of care and how this may be applicable to space for Specialty Care Services facilities. Flexibility and reuse of facilities is critical criteria in the development of VA facilities.

4. The Consultant shall demonstrate its understanding of the impact of Covid-19 pandemic on the operation and facility infrastructure of the Specialty Care Services environment.

5. The Consultant shall discuss and illustrate their approach/experience to teaming and collaboration with its clients and in particular VA in the development and update of these standards.

6. The Consultant shall be a team of licensed architects and engineers with legal privilege to provide professional consulting services in at least one state, commonwealth, or the District of Columbia, of the United States.

7. The Consultant’s Project Manager shall be a Licensed Architect with a minimum of

15 years of experience in the planning and design of Specialty Care Services with legal privilege to provide professional consulting services in at least one state, commonwealth, or the District of Columbia, of the United States.

8. The Consultant shall demonstrate its’ understanding and knowledge of VA

Standards, including but not limited to PG 18-5, PG 18-9, and PG 18-12 and all other Program Guides, and related VA/VHA directives, handbooks, policies, and procedures. The Consultant shall understand the impact of these directives, handbooks, policies, and procedures on the work of this contract.

a. The Consultant shall demonstrate and describe its prior work on the development of standards for public and/or private healthcare systems.

Document Number: 36C10F24R50041 PROCESSED Page 8 of 36

9. The Consultant’s team shall include a staff member and/or engage a SME with proven experience in professional document writing, and in particular writing with architectural planning and design subject matter.

a. The Consultant shall provide references to specific written work developed by the professional writer and shall provide examples of such writing to

VA.

10. The Consultant’s team shall provide research of Specialty Care Services facilities through internal project research (including post occupancy reports), peer literature review, and provide a detailed research summary of findings during the Research Phase (see Section IV, B, 2b. below for the timing of this Phase). The VA will provide their own internal data, if any, to the Consultant team during this phase to be included in the detailed summary.

11. The following is the list of Specialty Care Services to be included in this Standard’s effort:

a. Allergy/ Immunology

b. Dermatology

c. Diabetes/ Endocrinology

d. Hepatology

e. HIV/ Hepatitis/ Related Conditions

f. Infectious Diseases

g. Neurology

h. Oncology/ Hematology

i. Pain Management/ Opioid Safety, & Prescription Drug Monitoring

Program- Pain Management

j. Rheumatology

k. Podiatry

II. PARTIES INVOLVED

A. Consultant B. Contracting Officer: TBD (003C4B) C. Contracting Officer Representative (COR): TBD (003C2B) D. Project Manager: TBD (003C2B).

E. Technical Task Manager: TBD (003C2B) F. CFM Medical Equipment Specialist: TBD (003C2B) G. VHA Specialty Advisors/Stakeholders: National Program Office- Specialty Care

Services H. VA Space Criteria / SEPS Consultant I. CFM Subject Matter Experts (Engineering, Equipment, Interior Design, etc)

III. DETAILED SCOPE OF WORK

A. The following outlines the Scope of Work details for this effort.

Document Number: 36C10F24R50041 PROCESSED Page 9 of 36

B. PG-18-9 – Space Planning Criteria Chapter: CFM has determined the need to develop a Space Planning Criteria Chapter 262 as the space criteria for Specialty Care Services.

1. The SPC / SEPS Consultant shall be responsible for the deliverable product for

PG-18-9.

2. The Consultant shall be responsible for collaborating with the SPC / SEPS Consultant in the development of PG-18-9.

a. The SPC / SEPS Consultant will be the lead entity with CFM in the development of Chapter 262.The SPC / SEPS Consultant will:

i. Build the preliminary Room List and lead the review of the Room List with VHA Stakeholders. The Consultant shall participate in all review discussions with VHA and provide input as the Subject Matter Experts (SMEs).

ii. Build the Space Planning Concept Matrix (SPCM) and lead the reviews with

VHA Stakeholders, CFM, and the Consultant:

a. The Room SPCM identifies all rooms / spaces contained in the Room List and identifies those rooms / spaces that are generated by workload or are generated as a ratio of workload generated rooms / spaces.

b. The Consultant will collaborate with the SPC / SEPS Consultant, VHA, and CFM in:

a. The determination of the rooms / spaces that are workload generated and in determination of the workload metric such as:

‘Average Length of Encounter’ (ALOE) and the application of ALOE to those rooms / spaces so generated.

b. In the determination of the rooms / spaces (typically Reception, Waiting, and Support rooms and spaces) that are generated as a ratio of the workload generated rooms / spaces and the corresponding ratio required.

c. Existing Room Codes/ Names are contained in the existing “Room Families” table. New Room Codes/ Names for Chapter 262 will be provided by the SPC / SEPS Consultant, as needed.

d. Development and review of the Room SPCM will occur within the first 30% of the Period of Performance.

b. Concurrent with the development of the SPCM the Consultant will lead the determination of the Net Square Foot (NSF) for all rooms / spaces. The NSF will be established based on the functional, occupancy, and equipment / room contents requirements for each room / space. The NSF areas will be evaluated

Document Number: 36C10F24R50041 PROCESSED Page 10 of 36 against current industry standards where applicable and reviewed with VHA Stakeholders, CFM, and the SPC / SEPS Consultant.

c. The SPC / SEPS Consultant shall:

i. Develop the following Sections of PG-18-9 for review and approval by VHA and CFM for the project, with the following Table of Contents:

a. Section 3 – Operating Rationale and Basis of Criteria.

b. Section 4 – Program Data Required (Input Data Questions).

c. Section 5 – Space Criteria.

ii. The Consultant will provide:

a. The content for the following Sections of PG-18-9 to the SPC / SEPS Consultant for inclusion into the PG-18-9 document:

a. Section 1 - Purpose and Scope.

b. Section 2 - Definitions.

c. Section 6 - Planning and Design Considerations.

d. Section 7 - Functional Relationships.

e. Section 8 - Functional Diagram(s).

C. The Consultant shall:

1. Collaborate with the SPC / SEPS Consultant to define the appropriate Operating

Rationale and Basis of Criteria.

2. Collaborate with the SPC / SEPS Consultant relative to Section 5 of the Space

Planning Criteria Chapter with regard to defining Functional Area (FA) organization, and the rooms contained therein. The Room Family Table will be utilized as the basis for all room naming conventions.

D. The SPC / SEPS Consultant shall:

For every room/space in the chapter provide the following:

1. Room Name.

2. Room Code, either existing, or new.

3. From collaborating with the Consultant, Net room/space area in both imperial and metric units - Net Square Feet (NSF) and Net Square Meter (NSM). Net room/space area is defined as the “floor area bounded by the inside face of the wall/partition”.

4. Room Criteria Condition statements.

5. Room Comments (non-space condition related) shall be provided in block text as needed. The room comments are provided to confirm/clarify the specific function for a room/space.

a. Example of Room Comment/Description: “This space will be designed as a place for patients, family and staff to obtain resources, learn more about a patient’s condition, access the internet and email, read, relax, and conduct personal business.”

Document Number: 36C10F24R50041 PROCESSED Page 11 of 36

6. The Consultant shall assess and provide an update to the Departmental Net to Gross (DNTG) factor, if necessary, in the Planning and Design Considerations along with any additional Considerations deemed essential to the planning and design of these facilities.

7. The Consultant shall develop Functional Diagram(s) to be conceptual representations of the functional interrelationship of the Functional Areas (FAs) and key rooms/spaces. This will be the only graphic component in the Space Planning Criteria Chapter unless others are determined essential by the Project Team. The Functional Diagrams should be “hard-line” in nature to approximate scale with squared edges.

8. The Consultant shall develop Room Layout Test Fits (RTFs) as required for all new room/spaces, in the Specialty Care Services family, created in PG 18-9 as a means for confirming the NSF allocated. The room layout test fits shall include: a floor plan (FP) of the room/space with the room contents (equipment, furniture, FF&E, etc) drawn to scale and notation to match the JSN Number per PG 18-5.

The RTF shall be properly labeled with the Room Code, Room Name. Each RTF shall be printable in an 8-1/2” x 11” page however, some layout drawings maybe best fit on 11” x 17” “fold-out” page utilizing either 1/8” or ¼” = 1’-0” scale for consistency, hence the scale shall be adjusted properly depending on the room/space size.

a. The purpose of the RTFs is to determine the proper NSF for the room/space;

thus, it shall indicate all the appropriate clearances, turning radii, door swings, etc.

9. See attached PG-18-9 Matrix of Responsibilities.

10. Consultant should expect an increase of up to 25% in base Rooms from the Room

List in the current Space Chapter during creation of the new room list.

11. Consultant is responsible for reviewing the new Room List and provide architectural and engineering information to CFM for review for the new Rooms in the Specialty Care Services family.

E. PG 18-5 – Equipment Guide List:

1. The Equipment Guide List includes medical equipment, furnishings, and furniture

(referred to as Room Contents) for each Room Code. These Room Contents will be implemented in the Master Equipment Builder of SEPS by CFM’s Medical Equipment Specialist (MES).

2. The Consultant shall collaborate with the CFM Medical Equipment Specialist in developing PG 18-5 Equipment Guide List for every Room Code in the PG 18-9 Space Planning Criteria Chapter. The Consultant shall refer to Military Standard (Mil Std 1691) for every content item (equipment, furniture, FF&E, etc); in case an item is not available in Mil Std 1691, the Consultant shall recommend a new content item; For new content items, the CFM MES will propose Joint Schedule Numbers (JSN #) only, all other information shall be the responsibility of the Consultant. The following information for each new content item shall be provided:

Document Number: 36C10F24R50041 PROCESSED Page 12 of 36

a. Unique JSN Name

b. Unique JSN Number (supplied by CFM’s MES)

c. Item quantity (in the room/space)

d. JSN item Acquisition/Installation code (Logistical Category)

e. JSN item Description

f. Provide equipment cut sheets from three (3) separate manufactures for each new item with retail cost from each manufacturer for the 60% Submission. Each cut sheet shall provide the following information: item weight, height, width, depth, manufacture’s address and contact information. In the event 3 manufactures cannot be provided, the consultant will advise the CFM MES for guidance. Any missing information identified by the CFM MES must be submitted within 4 weeks from the time the CFM MES returns the list of missing information to the Consultant.

3. The Consultant shall follow the U.S. Access Board’s Medical Diagnostic Equipment Guidelines for medical equipment specifications.

F. PG- 18-12 Design Guide:

1. The Consultant shall develop a new PG 18-12 Design Guide for the Specialty Care

Services Facilities. The Design Guide provides in depth information for the Specialty Care Services Facilities identified in the Chapter and is aimed at providing planning and functional design information and detailed information for VA staff and A/E Consultants developing a construction project for a VA Medical Center containing a component of the chapter of this design guide.

2. The Consultant shall develop the Specialty Care Services Units Facilities Design Guide and all its components, including, but not limited, to the following:

3. Section 1 - Foreword (written and provided by CFM) and Acknowledgments (with information provided by CFM); Definitions and Abbreviations shall show current VA conventions and shall be those pertinent to the content of this Design Guide.

Legends and Symbols shall comply with current National CADD Standards. User shall be able to click on Table of Contents item and be taken directly to that item in the document.

4. Section 2 – Planning and Programming Narratives/ Functional Diagrams:

The narratives shall refer to the General and Functional considerations for the spaces in this chapters for design of new and renovation construction projects.

Functional Considerations relate to Space Planning and Operations. Functional Diagrams: The Consultant shall develop appropriate concept level plans. Functional diagrams shall incorporate overlays of optimal flow patterns for patients, staff, visitors, and equipment/supply/waste logistics. The Functional diagrams should be “hard-line” in nature with squared edges and to approximate scale in REVIT.

Provide functional diagram examples of Specialty Care Services facility layouts relating to a location within a VA Medical Center location or a location in a VA facility. The template format will be provided to the Consultant at the Kick-off

Document Number: 36C10F24R50041 PROCESSED Page 13 of 36 meeting. Functional Diagrams will be provided for small, medium, and large size Specialty Care Services as determined by the project team.

Provide narratives that address designing environments for low hearing and low vision patients and the special needs of the VA geriatric population. Provide a narrative that addresses the development of these facilities in renovated existing space which have space limitations and describe the VA Deviation process with VHA HEFP and the AHJ. Due to the inventory of existing facilities within VA, addressing the renovation of existing space is critical to the outcome of this Design Guide.

5. Section 3 – Building Technical Considerations Narratives:

Building Technical Considerations Narratives refer to Architectural, Structural, Equipment, HVAC, Plumbing, Life Safety, Energy Conservation, Communications, Waste Management, and other safety requirements/design considerations.

6. Section 4 – Room Templates: Each graphic component: floor plan (FP), reflected ceiling plan (RCP) and interior elevations (IE), and details (DET) in this section shall be represented at an appropriate scale so that it can fit in on 8 ½” x 11” page including title-block. If a 11” x 17” page is required due to large size of floor plan, CFM will approve on a case-by-case basis. For each selected Room, the Consultant shall develop the following:

a. Floor Plans (FPs): shall show a two-dimensional representation of the room, to scale, with overall dimension strings; it shall show access/egress into room/space and all fixed and movable equipment, room contents, coordinated with PG 18-5, including their JSN tag and name. It shall show all clearances, wheelchair turning radii and any other additional information per applicable Codes and Guidelines. It shall show location of light switches, data/ signal/communication, medical gases, electrical outlets, nurse call, etc.

b. The Room Name, Room Code, net square feet (NSF) and net square meters (NSM), and a graphic scale shall be indicated in the title-block of the page.

c. 3-D Drawings will be required for the 15 Room Templates (itemized below).

Consultant to follow the VA Primary BIM Room & Object Development Guide.

Provide both a static 3D Drawing and an interactive one for the viewer for each room template.

d. Reflected Ceiling Plans (RCPs): shall be shown at the same scale as the Floor Plans; they shall indicate the ceiling type and ceiling grids (where this ceiling type is used), locations of mechanical diffusers, lighting fixture devices, ceiling lifts, room occupancy sensors, privacy curtain tracks, and all other ceiling mounted equipment. Locations and quantities of this ceiling mounted equipment shall be coordinated with the requirements of respective VA Design Manuals and other VA documents.

e. Interior Elevations (IEs): shall show locations of all Room Contents (in alignment with the wall) depicted in the elevation, utilities, lighting, power, nurse call devices, light switches, data outlets, electronic security outlets etc. It shall

Document Number: 36C10F24R50041 PROCESSED Page 14 of 36 show all critical mounting heights for relevant contents per VA Standards and as utilized in other Design Guides.

f. Room Data Sheets (RDS) shall provide a summary of Architectural/ Interior Finishes, Lighting, Power, Communication/Special Systems, Heating Ventilating and Air Conditioning (HVAC), Fire Protection and Life Safety, Plumbing, and Medical Gases/Vacuum in a clear, detailed, and consistent manner and in the current RDS format. The Consultant is responsible for reviewing related documents currently on the TIL including Design Manuals, Design Guides, Design Alerts, Specifications and Details and identify where the Consultant recommends revision of the current information be made, to make the current information up-to-date and relevant; see below for additional details. After collecting this information, VA will implement the changes into existing documents as part of a separate project. The Consultant shall submit supporting backup documents to the VA Project Manager for recommended change(s) such as official codes, industry standards or research papers, etc.

In addition, the Consultant shall provide Room Criteria for all disciplines listed above in spreadsheet format for any unique Specialty Care Services rooms that don’t have a Room Template developed as part of this task order.

g. Room Data Sheets- Architectural/Interior Finishes: The Consultant shall:

i. Utilize / review PG 18-14 in presenting Architectural/ Interior Finishes guidance for this section.

ii. Consultant shall review PG 18-14 for the RDS and provide a list of any recommended changes to PG-18-14. Upon acceptance of any recommended changes CFM will update PG 18-14 after the completion of this contract.

iii. Consultant shall have a Door/ Hardware SME who can compare the new room list created with what is currently shown in PG 18-14 and propose necessary edits to PG 18-14.

h. Room Data Sheets- HVAC: the Consultant shall:

i. review the HVAC Design Manual in presenting HVAC guidance for this section.

ii. provide reference to the HVAC Design Manual in the RDS.

iii. provide a list of any recommended changes to the Manual. CFM will update the Design Manual as deemed necessary after acceptance of the recommendations.

i. Room Data Sheets- Plumbing and Medical Gases/Vacuum: The Consultant shall:

i. utilize the Plumbing Design Manual (PDM) in presenting Plumbing and Medical Gases/Vacuum guidance for this section. For information covered in the PDM, the Consultant shall reference the PDM in the room data sheets.

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ii. review the PDM and provide a list of any recommended changes to the PDM so CFM can update the PDM, if recommended changes are accepted.

j. Room Data Sheets- Fire Protection and Life Safety: The Consultant shall:

i. utilize and review the Fire Protection Manual (FPM) in presenting Fire

Protection and Life Safety guidance for this section.

ii. For information covered in the FPM, the Consultant shall provide reference to this information in the room data sheets.

iii. provide a list of any changes to the Manual so CFM can update the Design

Manuals after the completion of the contract if deemed necessary.

k. Room Data Sheets- Communications/Special Systems:

Telecommunications room data is limited to the presence or absence of specific telecommunications systems/services. Coordinate with TIL standards including the Telecommunications and Special Telecommunications Design Manual, OIT Design Guide and any associated design alerts. Occupancy-specific telecommunications systems must not be specified in the Design Guide. These requirements must be communicated through amendments to PG 18-10 Telecommunications and Special Telecommunications Design Manual (TDM).

In the Design Guide, communicate that there are special requirements, refer to the TDM, and provide a “included but not limited to” list of telecommunications systems that are needed and require special attention during design.

Consultant shall review the Telecommunications and Special Telecommunications Design Manual and OIT Design Guide and provide a list of any changes to the document so CFM can update this manual and guide at the completion of the contract. VA Standards for telecommunications are undergoing an update and modernization to update federal information management standards; changes in health care industry codes, standards, and systems; and to accommodate increasing dependence and leveraging of high-performance information infrastructure.

l. Room Data Sheets – Lighting: Consultant shall:

i. utilize the VA Lighting Design Manual (LDM) and applicable Illuminating

Engineering Society North America (IESNA) Standards in presenting lighting guidance for this section.

ii. consult with the VA SME to confirm design parameters and guidance base on the current and relevant (IESNA) Standards.

iii. If there are specific lighting design requirements for a specific room, the Consultant shall provide notes in the Lighting narrative of the Design Guide to signify the special requirements. In case the Consultant’s research reveals that there is a difference in lighting design parameters guidance between the current LDM and industry standards or codes for specific room(s), the Consultant shall alert the VA SME in writing stating the difference, in the form

Document Number: 36C10F24R50041 PROCESSED Page 16 of 36 of email or memo. In case the Consultant’s research reveals that there are impending changes in industry standards and codes in the near future that will affect the lighting guidance for specific room(s), the Consultant shall alert the VA SME in the form of email or memo. Moreover, during the kickoff meeting, the VA SME will provide the Consultant with sample of a typical Lighting Section of a past design guide for the Consultant to reference for this design guide.

m. Room Data Sheets – Power: The VA Electrical Design Manual’s (EDM) focus is for the design of the entire electrical distribution system, not for specific room(s) of any area at the VA medical facilities. Therefore, the Consultant shall:

i. reference the EDM only if specific section(s) of the EDM is relevant for specific room of this design guide.

ii. show the type of emergency power branch for the Essential Electrical System according to Chapter 4 of the EDM, and the latest NFPA 70 and 90 (if applicable). If there are specific electrical power design requirements for specific room(s), the Consultant shall provide notes in the Power Section to signify the special requirements. In case the Consultant’s research reveals that there is a difference in electrical power design guidance between the current EDM and industry standards, or codes for specific room of this design guide, the Consultant shall alert the VA SME in writing stating the difference, in the form of email or memo. In case the Consultant’s research reveals that there are impending changes in industry standards and codes in the near future that will affect the electrical power design guidance for specific room(s), the Consultant shall alert the VA SME in the form of email or memo.

Moreover, during the kickoff meeting, the VA SME will provide the Consultant with sample of typical Power Section of past design guide(s) for the Consultant to use as a reference for this design guide.

n. Details (DET): shall only be shown if needed for a specific purpose and only if directed by CFM.

o. Consultant shall coordinate information in this section with CFM representative, current/future codes, current/future practices and materials, and other VA Standards.

p. The Room Content List (RCL): shall be the corresponding information developed for the PG 18-5 for this chapter and shall be included here for reference and ease of use.

q. The following Room Templates are required to be newly created by the Consultant utilizing VA BIM/Revit Standards:

i. To be determined- plan for 15-20 templates.

r. The Consultant will provide Architectural/ Interiors, MEP, and Structural room criteria data for the unique Specialty Care Services Room Codes (that didn’t have Room Templates Created) using CFM TIL MS provided spreadsheets to

Document Number: 36C10F24R50041 PROCESSED Page 17 of 36 compile the data for the major submissions. Plan on providing Room Data Criteria for up to 30 unique Specialty Care Services Rooms.

s. Section 5 – Appendix (to include summary of site visits and additional information deemed appropriate). This will not be included within the PG 18-12 Design Guide and will be a separate file to be located on the TIL.

G. The Consultant shall:

1. In collaboration with the SPC / SEPS Consultant, review the program for design for test scenarios, covering a reasonable range of possible project ranges from smallest to largest for possible projects in the VA system. Analyze the test results with VA to verify that the intent of the room criteria statement is accomplished (i.e., rooms are growing in size or number as might be expected for a potential project).

Corrections will be entered into the space criteria chapter for subsequent implementation in SEPS. The goal is to generate highly accurate results in SEPS.

The Consultant shall provide advice to the SPC / SEPS Consultant on the project scenarios that the SPC / SEPS Consultant shall test in SEPS.

H. The Consultant shall:

1. Cross coordinate and ensure accurate information shown in all documents for PG

18-9, PG 18-5, and PG 18-12.

2. Work collaboratively with the SPC / SEPS Consultant, Veterans Health

Administration (VHA) SME’s, CFM, and other VA representatives to fully understand and be informed of the VA’s needs relative the Standards being developed by this contract.

3. Manage the technical content in PG 18-5, and PG 18-12 to be carefully and thoroughly coordinated to render complete consistency and quality in the content of all documents.

4. Ensure the format for the Equipment Guide List and Design Guide follows the VA templates for the TIL Management system (MS). VA templates for these VA standards will be available for the Consultant at or immediately following the Kick-off Meeting.

5. Advise and provide VA with recommendations of any current and future healthcare trends, codes, and construction practices and materials, relevant to this work.

6. Provide an analysis of applicable codes and related critical issues that may critically affect the revision of the documents in this work.

7. Utilize English units of measurement with corresponding metric equivalents (soft metric) units in brackets.

8. Perform surveys, interviews, meetings, and site visits in person or virtually (to VA facilities and/or private sector facilities) and collect data from pertinent VA and private sector sources to establish baseline data (workload, staffing, etc.) and operational requirements. Each individual Site Visit will last 4 hours and the trip typically last 4 days with the first and fourth days as travel days. Site Visits shall be

Document Number: 36C10F24R50041 PROCESSED Page 18 of 36 conducted at the following VA and private sector facilities in person prior to the 30% Submission:

a. Site Visit 1 – Durham, NC VAMC, Orlando, FL VAMC and 1 private facility.

b. Site Visit 2 – Palo Alto, CA, Las Vegas VAMC and 1 private facility.

c. Site Visit 3 – Houston, TX VAMC, New Orleans VAMC and 1 private facility.

d. The team will participate in one (2 hours) work session during each site visit trip. The Consultant shall have a maximum of 3 team members per site trip.

e. The location of the site visits is subject to change depending on VHA

Leadership preferences.

f. The Consultant will be required to perform a 3-D scan of each VAMC site visit and submit to the VA with the 100% Final submission including a link provided in the Site Visit Report. In addition, a virtual site visit meeting (1 hour) will be scheduled with the Core Team following the site visit in which the 3-D scan will be presented and discussed.

9. Where new planning and design concepts are proposed, provide pertinent reference and/or copy of reference to industry technical information and documents, and/or specifications in support of proposed changes.

I. Consultant shall coordinate, communicate, and facilitate the project with VA staff, other VA consultants working on other VA projects (as directed by VA), and other project team members to:

1. Ensure that the deliverables are at their highest level of accuracy and consistency in terms of technical information and established format.

2. Confirm project scope, schedule, team members, participants, communications, documentation, and deliverables.

3. Develop and maintain a project team roster.

4. For all major deliverables consolidate all comments from VHA and CFM into one spreadsheet with responses.

5. Establish and maintain the project schedule and project protocols. Update and distribute the project schedule monthly.

6. Participate in meetings and prepare and distribute meeting agenda, minutes, and other meeting documentation, including teleconferences and other official activities.

a. Meeting Agendas shall be provided a minimum of two days prior to the meeting unless there is a last-minute schedule change.

b. Meeting Minutes shall be submitted in draft to the CFM PM a maximum of 3 days following the meeting prior to distributing to the Core Team.

7. Prepare data for publication in VA Technical Information Library (TIL) on CFM web site. The format for each document shall be in native file format (docx, xlsx, dwg, rvt, etc.) and in PDF format.

J. Comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations and guidelines of authorities having jurisdiction. Refer to

Document Number: 36C10F24R50041 PROCESSED Page 19 of 36 www.section508.gov/

1. 508 compliances shall be included in the document development starting with the

60% deliverable.

2. Consultant shall meet with CFMs 508 Compliance Manager at the 30% Deliverable to fully understand the 508 Compliance process prior to develop work on the 60% Deliverable documents.

K. Attend formal meetings with VA’s Workgroup (VA CFM) as follows:

1. 2-hour web conference Kick-off Meeting.

2. 1-hour web conference call coordination meetings held every third week for duration of contract with Core Team.

3. 1-hour web conference call Management Meeting to be held once a week for the duration of the contract with Consultant Project Manager and CFM.

4. 1-hour web conference to review 3-D walk-through of department and key room templates as identified by the team.

5. 16 hours of on-line meetings prior to the 30% and 60% submission dates. The scheduling of these meetings prior to the two deliverable submissions shall be set in coordination with VA. Meetings will be held with VHA SMEs in the areas such as Safe Patient Handling, Women’s Health, Engineering, Police/ Security, Geriatrics, Sterile Processing, Infection Prevention & Control, OIT, Office of Operations and National Security Service.

6. Three (3) one-day web conference review meetings to be held to discuss VA review comments and present and discuss the development of PG 18-9, PG 18-5, and PG 18-12 and the implementation and testing of PG 18-9 and PG 18-5 in SEPS for each phase. These meetings shall be scheduled 28 calendar days following the 30%, 60% and 90% Submissions.

7. Attend in person 1-day (maximum of 4 Consultant team members) design charette to explore design options at 2 of the site visit locations to be determined.

8. Attend in person (maximum of 3 Consultant team members) the review of room mock-ups at the Orlando, FL VAMC Simulation Center for 2.5 days.

9. One (1) day web conference Pre-final 100% Submission meeting.

10. One (1) 1 hour web conference Executive Summary final presentation.

IV. DELIVERABLES AND SCHEDULE

A. Deliverables: Draft deliverables shall be four (4) submissions (30%, 60%, 90%, Draft Final) of all documents for PG 18-9 - Space Planning Criteria (provided by the VA SPC / SEPS Consultant), PG 18-5 - Equipment Guide List & PG 18-12 - Design Guide, and Testing Results for implemented space criteria for all scenarios as well as comparative testing results highlighting the differences between current and proposed space criteria. 100% final submission will be made upon acceptance of the Draft Final submission by CFM.

1. For each of the four submissions, the Consultant shall provide electronic files of the documents in Microsoft Word, Excel, BIM, Revit and PDF format, at least 28 calendar days prior to the progress review meetings. Confirm with CFM software versions to be used for all submissions including BIM and Revit.

Document Number: 36C10F24R50041 PROCESSED Page 20 of 36

2. For the 100% final submission of all documents, the Consultant shall provide VA with electronic file of all documents.

3. Copies of references used to support major planning and design concepts to industry technical information and documents, and/or specifications to support major planning and design concepts.

B. Submission Requirements:

1. Kick-off Meeting: (K.1. Above)

a. Project Schedule

b. Proposed Site Visits and tentative travel schedule

c. Room List of PG-18-9 to be updated (provided by SPC / SEPS Consultant)

2. 30% Period of Performance (PoP)

a. Site Visit Report Draft

b. Research Summary Draft

c. Final Room List organized by Functional Area (SPC / SEPS Consultant)

d. Room Test Fits drafts

e. PG-18-9 Chapter outline (SPC / SEPS Consultant)

f. PG-18-12 Design Guide outline

g. RDS Spreadsheets as Outlined in Section III., F., 6., f (PG 18-12 requirements section)

3. 60% PoP

a. Space Planning Matrix final (SPC / SEPS Consultant)

b. Test Fits final

c. PG-18-9 Chapter draft (SPC / SEPS Consultant)

d. SEPS implementation and preliminary testing (SPC / SEPS Consultant and the Consultant)

e. PG-18-5 Equipment Guide list draft per Section III., E., 2.

f. PG-18-12 Design Guide draft

g. Narrative

h. Room Templates Preliminary draft

i. Submit 3 Room Template files for BIM Files/Objects Review

j. RDS Spreadsheets as outlined in Section III., F., 6., f. (PG 18-12

4. 90% PoP

a. PG-18-9 Chapter Final (SPC / SEPS Consultant)

b. PG-18-5 Equipment Guide list final per Section III., E., 2.

c. PG-18-12 Design Guide final along with 3 Room Template files for BIM Files/

Objects Review

d. SEPS implementation and final testing scenarios (SPC / SEPS Consultant)

e. RDS Spreadsheets as outlined in Section III., F., 6., f. (PG 18-12

5. 100% Draft Final PoP

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a. Same as 90% incorporating government comments

b. Executive Change Summary

c. Allow 2 weeks for government final review

6. 100% Final PoP

a. Same as 100% Draft Final incorporating government comments

b. Allow 1 week for government final review

C. Period of Performance: Contract term for this Task is 425 calendar days from the day of contract award date.

1. Task 1- Research Phase

2. Task 2- PG 18-9/18-5

3. Task 3- PG 18-12

D. Submit a proposed project schedule in Microsoft Project to the VA for review and concurrence at the Kick-off Meeting, including the following milestones at the minimum:

1. Formal meetings, and/or tele-conference calls.

2. Site Visits as required in Section III, H, (8) of this Statement of Work.

3. Team Work Sessions.

4. Deliverable document submittals and VA review periods.

5. Executive Summary Final Presentation.

6. Other events that require participation of VA personnel.

7. Include milestone meeting dates with other VA Consultants (if any).

E. All data files, and access to user tools shall be provided to VA in the proper VA format, and media for VA unfettered distribution and use. Provide text in Microsoft Word and PDF formats, drawings, and graphics in DWG, DWF, RVT;

charts, formulae, and data in Microsoft Excel (.xlsx) and Adobe PDF; slide presentations in Microsoft Power Point in the most current version of each software, unless otherwise directed by the COR/Project Manager. Provide both a hard copy and a CD of all files properly organized in folders.

1. Coordinate with the COR/Project Manager for the native/working file(s) format/ breakout for the PG 18-12 Design Guide document.

2. Provide electronic files of all the files organized in folders per deliverable and as coordinated with the COR/ Project Manager.

3. Final deliverables for VA Space Planning Criteria Chapter, Equipment Guide List, and Design Guide must be in proper VA established format, meet VA accessibility requirements, and be compatible for VA TIL website publication and SEPS implementation.

F. Provide a final Executive Summary presentation to include, at minimum, project process overview, major design issues, critical elements and how the Space Planning Criteria Chapters & Equipment Guide Lists, and Design Guide supports the

Document Number: 36C10F24R50041 PROCESSED Page 22 of 36 enhancement of health care delivery. Final Executive Summary presentation shall be in Microsoft Power Point format. In addition to the Final Executive Summary to be presented on-line to the team, the Consultant shall provide a written Executive Change Summary in word format which addresses the differences between the new Standards versus the existing Standards along with a room-by-room spreadsheet comparing the existing Room List to the new Room List created with notes on the changes in a remark’s column. The VA will provide the Consultant with samples of all the documents discussed above.

V. INDIRECT RESOURCES

A. Reproduction/Mailing: All submissions shall be forwarded directly to Department of

Veterans Affairs, Facilities Standards Service (003C2B) B. Invoices and any project management issues shall be forwarded to Department of

Veterans Affairs, Facilities Standards Service (003C2B), with c.c. sent via electronic invoice processing payment system (IPPS).