S02 - ATTACHMENT 01 - SOW.pdf

508-22-700 EHRM Infrastructure and Data Center Upgrades April 20, 2022

Martinson

STATEMENT OF WORK

Architect/Engineer (A/E) Services

EHRM Infrastructure and Data Center Upgrades

Project Number: 508-22-700 Project Name: EHRM Infrastructure and Data Center Upgrades

Est. Construction Cost (Owned Facilities): Between $20,000,000 and $50,000,000.

Est. Data Center Renovation Area: 2,742 SF Number of Owned Facilities: 10 Est. Number of Owned TR Rooms: 85 Est. Area of Owned Facilities: 1,077,156 SF Number of Leased Facilities: 26 Est. Number of Leased TR Rooms: 36 Est. Area of Leased Facilities: 465,801 SF

I. General Description

The purpose of this statement of work is to obtain architect-engineer customary and other services to prepare construction bid documents and program documents to support the Electronic Health Record (EHR) deployment at Atlanta VA Health Care System (AVAHCS) planned for 2026. The A-E’s program documents for AVAHCS leased facilities will be used as bridging documents to generate single-step design-build (D-B) Request for Lease Proposals (RFLPs). The owned facility construction document and leased facility program document packages shall be prepared concurrently.

II. Background

The Office of Electronic Health Record Modernization (OEHRM) Program is a large-scale, commercial Electronic Health Record (EHR) implementation. The Department of Veterans Affairs (VA) must ensure that the new EHR is supported by both proper Information Technology (IT) infrastructure and physical (i.e., facilities) infrastructure.

To ensure the new EHR is supported by proper building and facility infrastructure it is required that each Medical Center assess its physical (i.e., facilities) infrastructure that will directly support the implementation.

The requirements can be found in Attachment #011 OEHRM Site Infrastructure and End User Device (EUD) Requirements, dated April 15, 2021, and Infrastructure Standard for Telecommunications Spaces, dated 7/1/2021. This document is intended to outline the current set of OEHRM requirements. Specific items evaluated within this document are: Wide Area Networking (WAN), Local Area Networking (LAN), Wireless LAN (WLAN), Power, Heating, Ventilation, and Air Conditioning (HVAC), End User Devices (EUD), Networking and Voice Over Internet Protocol (VOIP).

This document provides requirements in addition to VA’s existing design guides and enterprise IT requirements. Additional requirements will supplement specific areas, such as wireless networking, that may require further details. Other site-specific requirements may be issued that develop from evaluation of individual locations. This document will be updated annually over the 10-year deployment schedule to incorporate both technology improvements and lessons learned from deployments. In any area of conflict, the more stringent of the two standards will apply. All included requirements apply to VA Medical Centers (VAMCs).

Subsequent to issuance of this SOW, additional site type requirements maybe identified at the determination of the AVAHCS through the Contracting Officer. The A/E shall account for any additional site type requirements in the acceptance of this task order. The Infrastructure Standards for Telecommunication Spaces (The Standards) serves as the Master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers.

III. Other Services – Planning Phase (Non-Design)

1. AVAHCS Owned Facilities: The A-E shall perform on-site investigation to verify existing facility, utility, and infrastructure at 10 owned facilities (1,077,156 SF), with approximately 85 telecommunication rooms, see Attachment #005, EHRM XMATRIX Owned Facilities to validate the data and determine the upgrades necessary at each telecommunication room (TR) to meet requirements defined OEHRM Site Infrastructure and End User Device (EUD) Requirements, dated April 15, 2021. The A-E site investigation information for the owned facilities will be used to develop construction bid documents to be submitted in accordance with this statement of work (SOW).

2. AVAHCS Leased Facilities: The A-E shall perform on-site investigation to verify existing facility, utility and infrastructure at 26 leased facilities (465,801 SF), with approximately 36 telecommunication rooms (TRs), see Attachment #006, EHRM XMATRIX Leased Facilities to determine the accuracy of the data and determine the upgrades necessary at each telecommunication room (TR) to meet requirements defined OEHRM Site Infrastructure and End User Device (EUD) Requirements, dated April 15, 2021. The A-E site investigation information for the leased facilities will be used to develop program planning documents to be submitted in accordance with this statement of work. See Attachment #010 – EHRM Help Guide for CBOC RLP Development.

3. AVAHCS Expand and Upgrade Existing Data Center: The A-E shall perform on-site investigation to complete an assessment of the of the existing Data Center located in Building 1, Room 3A105, and assess adjacent Rooms 3A106, 3A107A, 3A107B, 3A108, 3A109, 3A121, 3A199, 3A119, 3A117, and 3A115 (Total Area = 2,742 SF), see Attachment #002 – 508-22-700 Planning Document (Sheet G001). [NOTE: Home Based Primary Care (HBPC) in Room 3A121 can be relocated within AVAHCS].

i.Determine current usage and possible consolidation of system infrastructure:

a. Validate the number of cabinets.

b. Validate electrical load UPS output.

c. Validate HVAC system.

d. Validate main fiber distribution area (MDA) location.

ii. The assessment shall consider requirements for a medium sized Data Center as described in the Infrastructure Standard for Telecommunications Spaces - Version 3.1, dated 7/1/2021; VA OEHRM Site Infrastructure and End User Device (EUD) Requirements 2.0, dated 4/15/2021; VA Systems Engineering Solution, Cerner EHRM Forward Deployed Servers – General Solution, dated 4/12/2019; and ANSI/TIA-942-B Telecommunications Infrastructure Standard (Rating 3) for Data Centers.

iii.Analysis of space and creation of space requirements plan.

vii. The size and configuration of the existing data center (DC) at the Atlanta VAMC will not support the Electronic Health Record (EHR) deployment planned for 2026. Veterans’ enrollment throughout Atlanta Veterans Affairs Healthcare System (AVAHCS) is presently 610,000 and is expected to grow incrementally over the next 10 years;

emphasizing the need for a proficient information technology (IT) infrastructure to support future veterans’ population growth.

viii. Three-Dimensional Cable Length Assessment: At each site referenced above, the A-E shall comply with ANSI/TIA-568.D, “Balanced Twisted-Pair Telecommunications Cabling and Components” (Sep 2018) to ensure that existing and cables being upgraded do not exceed the standard for fixed unshielded twisted pair (UPT) cabling installation. Existing and upgrade UTP shall not exceed the maximum cable length requirement of 90-meters for total fixed cabling between telecommunication rooms (TRs). If the existing number of TRs is insufficient, the A-E’s assessment shall identify additional rooms to be upgraded or added. Utilizing AutoCAD, the A-E shall comply with SOCAMS 6 Design Alerts 1-7 (Attachment #008).

ix. AVAHCS Site Survey Information: The A-E shall consider and verify the following site survey information:

a. In near all cases, the structured cabling was determined to need replacement.

b. In all telecom rooms there was a lack of independent power circuits to provide redundancy to network equipment.

c. An assessment of the telecom rooms is required to determine how many in the main facility required HVAC improvement.

d. No telecom rooms performed temperature/humidity monitoring and or reporting.

e. Data Center space is Inadequate; cooling system Inadequate; Dedicated Redundant Main Distribution Area is a No; Electrical for total room is Inadequate

x. Program Deliverables:

i. Updated EHRM XMATRIX Owned Facilities

ii. Updated EHRM XMATRIX Leased Facilities

iii. For each of the three facility investigations identified above (1. AVAHCS Owned Facilities, 2. AVAHCS Leased Facilities, and 3. AVAHCS Expand and Upgrade Data Center), the A-E shall provide the following deliverables:

a. Investigative Report – Documents that summarize the major design objectives and constraints for the project which might include matters such as price, aesthetic preference, development schedules, budget constraints, physical, site, and utility limitations, space requirements, and relationships, functional issues, maintenance and operating requirements, technological concerns (equipment, material, and system needs), energy requirements, and other matters pertinent to the scope of work that is to be designed.

b. Program Cost Estimates – The A-E shall provide program planning cost estimates for the required EHRM upgrade work identified during the site investigation.

xi. If during the investigation phase, the A-E determines that the estimated number of tele-communication rooms (TRs) or estimated construction cost limitation (CCL) are determined to be inaccurate, the A-E shall notify the contracting officer in accordance with 36.609-1 Design within funding limitations.

IV. Design Services (Owned Facilities)

1. The A-E shall prepare construction bid documents (plans and specifications) to upgrade AVAHCS owned facilities and infrastructure to meet new Electronic Health Record Modernization (EHRM) system requirements in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to, upgrading facility fiber throughout the buildings to each IT closet, provide a redundant fiber run throughout the facility to each IT closet, provide redundant fiber mains to the demarcation room from the provider point, installing additional IT outlets, installing new electrical outlets throughout the facility, provide additional outlets in each IT closet, upgrade facility power distribution as required, upgrade facility HVAC distribution as required, physical security assessment and upgrades and hazardous material abatement.

2. Specifications: The A-E shall use the latest version of VA Master Specification Index to include all specification sections required for the project. The A-E shall add the following AVAHCS Engineering Service pre-edited Division 1 Specification Sections to the Design Manual:

• 010000 General Requirements

• 010110 1-Hour Construction Smoke Barrier

• 010110 Fire and Safety Controls

• 010110 IC Infection Control

• 011216 Work Schedule

• 011217 Job Meetings

• 01 32 16.10 Architectural and Engineering CPM Schedules

• 013323 Shop Drawings, Product Data, and Samples

• 013324 Electronic Submittals

• 013526 Safety Requirements

• 017419 Construction Waste Management

3. Construction Phasing: The data center in Building A will remain fully operation during the construction phase. The A-E shall develop appropriate construction phasing and infection control plans for the remaining laboratory functions. Phasing Plans shall include temporary walls and infection control barriers as necessary to phase the work during construction.

V. Non-Design Services (Owned and Leased Facilities)

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. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2018-11-07 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included (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 AVAHCS due to the age of the campus.

The following submittals will be required for this project:

1. Design Quality Control Plan (DQCP) – Submit A-E’s quality control goals, procedures, and checklist to be implemented by the design team for this delivery order.

2. Investigation (Owned and Leased Facilities) – Review on-site conditions, as-built documents, and meet with AVAHCS Engineering Service (See Part III above).

3. Design Narrative/Basis of Design (Owned and Leased Facilities) – Based on A-E investigations, narrative report defining the proposed design approach, options and recommendations will be provided. The basis of design shall also include engineering design calculations. Assemble completed computations and engineering data including basis of design, such as narratives, material selections. Provide a separate section for each discipline with an index and numbered pages.

Construction Cost Estimates (Owned Facilities) – Provide detailed construction cost estimate utilizing Tri-Service Modified Uniformat II Structure Work Breakdown Structure (WBS) Level 4 using Davis-Bacon Prevailing Wages in accordance with PG-18-https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

15 (Volume B) and Manual for Preparation of Cost Estimates & Related Documents for VA Facilities. Cost allocation percentage for each element shall be based on past experience with projects of similar scope. Expand the element breakdown, if necessary, to capture components of the project that do not fall within the WBS if necessary. For projects with multiple buildings or phases, prepare a model for each building or phase.

Preliminary Cost Estimates (Leased Facilities) – Provide preliminary cost estimates for each lease facility defining the approximate cost of the project that is calculated at the conceptual stage of the project upon completion of the A-E site investigations. Each preliminary cost estimate shall forecast the total budgeted cost of each design-build (DB) construction project. The preliminary cost estimate of lease construction is based on areas and length measurements of various elements of the structure. Moreover, the total square footage of each preliminary project plan (PPP) shall be used to derive the approximate cost for each lease design-build construction project.

Preliminary Project Plan (Leased Facilities) – Provide preliminary project plan (PPP) that provides an initial overview of each lease design-build project and all its known parameters to include areas and length measurements of various elements of each leased structure.

VI. Construction Period Services (Owned Facilities)

1. The Architect-Engineer shall provide the following Title II Services:

i. Review of Submittals – This service includes reviewing and providing comments and recommendations to the government on items such as the construction contractor’s quality control plan, initial and final network schedules, bar chart schedules, schedules of prices, safety plan, shop drawings (including drawings, diagrams, layouts, catalog cuts, performance and test data, samples finish chips, etc.), and operation and maintenance manuals.

ii. Review of RFIs – Prepare construction cost and completion schedule estimates for RFIs (Request for Information) in the form of CBs (Construction Bulletins) that arise for changes in site conditions and design omissions.

iii. Attendance at Meetings – Bi-weekly attendance and job meetings may include, taking notes, providing information to the government at meetings such as pre-construction conference, routine quality control meetings, safety meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between the government and the construction contractor as may be called by the government.

iv. Inspection and Surveillance – Bi-weekly inspection routine for review of the work for general conformance with the construction plans and specifications, and with the contract relative to quality control. Assist the government in conducting pre-final inspections and preparing detailed discrepancy lists.

v. Preparation of Cost Estimates for Change Orders – Prepare engineering estimates for contract changes resulting from field changes or differing site conditions.

vi. Review and Preparation of Record Drawings – Verify accuracy of contractor interim record drawings and as-build conditions as construction contractor document changes occur. Provide updated as-built drawings in AutoCAD 2013 format upon construction completion based on the information provided by the contractor’s marked up drawings.

VII. Comissioning (Cx) Services (Data Center Upgrade Only)

1. The Architect-Engineer shall appoint a professional commissioning service for the data center upgrade portion of the project. The Commissioning Agent will support through the commissioning process, the design, construction, and post acceptance phases of the project. Commissioning services shall be provided in accordance with the Department of Veterans Affairs Whole Building Commissioning Process Manual available at http://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF.

The following systems shall be commissioned:

• HVAC Air Handling System - Air Handling Units, Fan Filter Modules and DDC control panels.

• Critical Power Distribution Systems - Grounding tests, coordination study review, major circuit breaker settings, and controls.

• Fire Protection Systems – Total Flooding Clean Agent System

The Commissioning Agent shall include all tasks and provide all deliverables to complete the scope of work outlined below:

1. Pre-Design Commissioning Kickoff Meeting:

a. Conduct Pre-Design Commissioning Kickoff Meeting with the VA and the Design Team (Combined with Design Team Kick Off Meeting).

b. Establish or review Owner’s project requirements, goals, objectives, and preliminary schedule.

c. Establish commissioning goals and objectives.

d. Establish the purpose and proposed process for commissioning the project.

e. Establish the individual roles of each participating commissioning team member.

f. Establish systems to be commissioned and preliminary acceptance criteria http://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

g. Deliverables: Draft Commissioning Plan, Meeting Minutes, Preliminary Owner’s Project Requirements.

2. Design Submission Review:

a. Complete a thorough commissioning review of the SD, DD, and CD submittal documents and submitted criteria to establish the systems to be designed and installed.

b. Documents provided to the Commissioning Agent should include, SD, DD, and CD Design Narrative (Basis of Design) and other submittal documents required by the A-E Design SOW, as well as other pertinent documents.

c. Deliverables: Design Phase Commissioning Issues Log (Incorporate Commissioning Agent review comments).

3. Design Phase Commissioning Plan:

a. Develop the Project Design Phase Commissioning Plan that outlines process requirements, deliverables, roles, responsibilities, schedule, and milestones.

b. Provide a copy of the Commissioning Plan to the A/E and the VA. The A/E will incorporate the Commissioning Plan into the Design Narrative (Basis of Design).

c. Deliverable: Project Design Phase Commissioning Plan.

4. Duration Schedule for Commissioning Activities:

a. Based on the Project Design Phase Commissioning Plan, prepare a duration schedule for the design phase commissioning activities required by the commissioning plan. This duration schedule should include Design Phase Activities.

b. Deliverables: Design Phase Commissioning Duration Schedule – Incorporate into Commissioning Plan.

5. Design Review Meetings:

a. Attend and participate in SD, DD, and CD Design Review Meetings. Provide clarifications for identified Commissioning Issues as appropriate. Incorporate other comments or issues identified at Review Meeting that impact project commissioning into Commissioning Issues Log.

b. Deliverable: Revised Design Phase Commissioning Issue Log.

6. Commissioning Specifications:

a. Provide Commissioning Specifications Sections at SD, DD, and CD submittal milestones utilizing the VA Master Construction Specification. Specifications shall be submitted in accordance with the requirements. The SD specification is an outline specification.

b. Deliverable: Commissioning Specifications.

7. Design Phase Issue Log Resolution:

a. Provide and update the Commissioning Issues Log by recording resolutions to identified Commissioning Issues

b. Deliverable: Revised Design Phase Commissioning Issue Log.

8. Design Phase Controls Meeting:

a. Meet with the Design Team and VAMC to develop HVAC and other system control strategies, sequences of operation, trending, and alarms.

b. The Commissioning Agent acts as an advocate for the VAMC and the facilities operations staff to assist the Design Team in developing realistic operating strategies and sequences of operations that will enable the facilities operations staff to operate the building systems to sustain the operational, energy and other systems parameters throughout the project life cycle.

c. Deliverable: Meeting Minutes.

9. Develop Preliminary Pre-Functional Checklists (PFC’s):

a. The Commissioning Agent will prepare Preliminary Pre-Functional Checklists (PFC) for type of system to be commissioned and distribute to all Cx Team members for review and comment. A completed PFC indicates the system, and its related equipment is ready for Systems Functional Performance Testing.

b. Preliminary Pre-Functional Checklists shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

c. Deliverable: Preliminary Pre-Functional Checklists (PFC’s).

10. Develop Preliminary Systems Functional Performance Test (FPT’s) Procedures:

a. Based on the systems to be commissioned and the systems shown in the DD submittal, the Commissioning Agent will prepare Preliminary Systems Functional Performance Test Procedures (FPT’s).

b. Preliminary FPTs shall be included in the Construction Phase Commissioning Plan and the Commissioning Specifications.

c. Deliverables: Preliminary Systems Functional Performance Test Procedures (FPT’s)

11. Develop Draft Pre-Functional Checklists (PFC’s):

a. Prepare Design Phase Commissioning Report to document the Design Phase commissioning process and results.

b. Deliverable: Design Phase Commissioning Report.

12. Pre-Bid Meeting:

a. Attend Pre-Bid Meeting; provide overall description of Commissioning Process, provide clarifications for Commissioning Issues

b. Deliverable: Meeting Notes for PM/RE (COR), Clarifications for Addendum if required.

13. Pre-Construction Meeting:

a. Attend Pre-Construction Meeting and be prepared to clarify the Commissioning Process for this project (e.g., discuss commissioning representative selection).

b. Deliverable: None.

14. Commissioning Kick Off Meeting (Construction Phase):

a. Conduct a “Commissioning Kickoff Meeting” with the Construction Team.

b. Establish the purpose and process for commissioning the project.

c. Establish the individual roles of each participating commissioning team member.

d. Review the Construction Phase Commissioning Plan and Commissioning Specifications.

e. Review the Commissioning Documents.

f. Review the Project Schedule and discuss how commissioning activities will be incorporated into the master schedule.

g. Review Draft PFC and FPT; identify pre-requisites for functional testing.

h. The kickoff meeting should occur within 60 days of Notice of Award.

i. Deliverables: Meeting Minutes, Revised Project Commissioning Plan (Include Names/Contact Information for selected Commissioning Team Members)

ATTENDEES:

• Commissioning Agent, A/E Design Team Representatives

• Contractor’s Commissioning Representative

• Subcontractor’s Commissioning Representatives

• VA Resident Engineer (COR)

15. Duration Schedule for Commissioning Activities:

a. Based on the Construction Phase Commissioning Plan, prepare a duration schedule for the commissioning activities required by the commissioning plan.

This duration schedule should be incorporated into the contractor’s project schedule to track all commissioning activities of the commissioning team.

b. Deliverable: Commissioning Duration Schedule (Schedule shall be periodically updated to reflect changes in the project schedule and/or scope.)

16. Submittal & Shop Drawing Review:

a. Review all pertinent project shop drawings necessary to support the Commissioning Process. Review of the shop drawings is for the purpose of developing appropriate Pre-Functional Checklists and Systems Functional Performance Test Procedures. Submittals & Shop drawings shall be reviewed for commission ability, maintainability and for compliance to the Construction Documents.

b. Note any issues identified in the Shop Drawing Review that might compromise the final commissioned system on the ‘Commissioning Review Log’ and submit comment to the Design Team and the RE contemporaneously with the A/E review for resolution.

c. Comments shall be submitted in accordance with the contractual submittal review time. Comments shall be provided to the Design Team no less than 7 days prior to the Submittal Review Due Date provided that the Cx Agent has no less than 7 days to review the submittals.

d. ANY ISSUES IDENTIFIED IN THE SUBMITTAL REVIEW THAT MIGHT REQUIRE A

CONTRACT CHANGE BUT IS NECESSARY TO MEET DESIGN INTENT SHOULD BE

SPECIFICALLY REFERRED TO THE RESIDENT ENGINEER (COR).

17. Construction Phase Commissioning Plan:

a. Based on the work completed in the items above, the Construction Phase Commissioning Plan for the project shall be periodically reviewed with the Commissioning Team and updated to reflect changes in project equipment, sequences of operations, scope, or schedule and with project personnel.

b. Deliverable: Revised Project Commissioning Plan.

18. Commissioning Construction Observations:

a. During the course of construction, the Commissioning Agent will visit the site to observe the progress of construction with respect to the systems being commissioned. The focus of the observations will verify that systems being installed comply with the Construction Documents and can be successfully configured, operated, and maintained.

b. In addition, site observations visits will be scheduled to include:

• Witnessing factory testing and/or contractor equipment/system start up activities.

• Verification of Completed Pre-Functional Checklists

• Verification that the Contractor and his subcontractors are completing, and documenting Pre-Test procedures required by the specifications.

• Clarification and technical support for understanding and resolving Commissioning Issues.

c. Deliverables: Site Observation Reports, Updated Commissioning Issues Log.

19. Commissioning Team Meetings:

a. The Commissioning Agent will hold regular commissioning team meetings to review progress of the commissioning effort and reinforce individual responsibilities. The team will review schedule, construction sequence, and completed work (PFC, PFT and FPT’s) and outstanding issues on the Commissioning Issues Log.

b. Commissioning Team Meetings (bi-weekly) may be held at the jobsite or by teleconference depending upon the status of construction. The commissioning bi-weekly meetings will be scheduled to coincide with weekly job meetings. While it is imperative that many of the Commissioning Team Meetings be held in person, during early construction phases, some meetings may be more cost effectively conducted remotely. Scheduling and location of meetings shall occur by consultation between the Commissioning Agent and the VA-RE (COR).

c. Deliverables: Commissioning Meeting Agenda and Minutes, Updated Commissioning Issues Log.

20. Develop Final Pre-Functional Checklists (PFC’s):

a. The Commissioning Agent will prepare Pre-Final Pre-Functional Checklists (PFC) for the project and distribute to all Cx Team members for review and comment. The Commissioning Agent will incorporate review comments and prepare Final PFCs.

b. An executed PFC submitted by the Prime Contractor indicates the system and its related equipment is ready for Systems Functional Performance Testing.

a. The Commissioning Agent will prepare Pre-Final Pre-Functional Checklists (PFC) for the project and distribute to all Cx Team members for review and comment. The Commissioning Agent will incorporate review comments and prepare Final PFCs

c. An executed PFC submitted by the Prime Contractor indicates the system and its related equipment is ready for Systems Functional Performance Testing.

a. The requirements for Pre-Functional Checklists shall be coordinated with the startup requirements specified for each commissioned system. The PFC’s shall be constructed to leverage the specified contractor and vendor start activities to avoid unnecessary duplication

b. Deliverable: Pre-Functional Checklists (PFC’s).

21. Final Systems Functional Performance Test (FPT’s) Procedures:

a. Based on construction documents and approved submittals, the Commissioning Agent will prepare Pre-Final Systems Functional Performance Test Procedures (FPT’s) for systems to be commissioned.

b. Completed Final FPT’s will be distributed to all appropriate members of the Commissioning Team for review and comment.

c. Final FPT’s will be issued once comments are reviewed and incorporated into final documents as appropriate.

d. Deliverables: Pre-Final and Final Systems Functional Performance Test Procedures (FPT’s).

22. Review Operations & Maintenance Manual:

a. The Commissioning Agent shall review Operations and Maintenance Manuals submitted by contractors for general conformance with specifications and VA’s requirements.

b. If provided with the manuals, Review Preventive Maintenance Schedules provided as part of the O&M Manuals for completeness. Verify that data is provided in a manner consistent with VA process for managing Preventive Maintenance tasks.

c. Review of O&M Manuals will include a review of system and component warranties to confirm conformance with contract requirements and adequate documentation of warranty contact information and VA obligations.

d. Review of O&M Manuals shall be completed in accordance with the Submittal Review schedule requirements.

e. Deliverable: Updated Commissioning Issues Log.

23. Review Contractor Equipment Startup Checklists and PFC’s.

a. The Commissioning Agent will review all contractor prepared Equipment Startup Checklists, and PFC’s to confirm that the systems have been subject to appropriate Quality Control and Start Up procedures prior to initiation of Functional Performance Testing. Incomplete work, inadequate preparation and deficiencies will be noted and tracked on the Commissioning Issues Log.

b. Deliverable: Commissioning Issues Log.

24. Prepare Systems Manuals:

a. The Commissioning Agent shall work with the design team, contractor, and VA to develop Systems Manuals. Manuals will contain system design, operations and sequence information that describes the design intent, operational features, and appropriate operational practices necessary to sustain the system operation in accordance with the Design Narrative and the VA’s overall objectives for the facility.

b. Systems Manual will include sections for each major system included in the commissioning process.

c. Deliverable: Project Systems Manual.

25. Training Plan Review:

a. The Commissioning Agent shall collaborate with the Prime Contractor and installing subcontractors to develop effective contractor and manufacturer training plans and agendas for general conformance with specifications and VA’s requirements. Observe training for quality of training and for general conformance with the training plan and agenda.

b. The CxA shall observe contractor and vendor training for critical systems. The Contractor shall provide and the CxA shall maintain all attendance records and associated agendas and presentations for all training sessions. Attendance records shall be written original sign in sheets for each training session

c. Deliverables: Compiled Training Plan, Individual Training Agendas, Training Attendance Sign in Sheets.

26. Systems Training:

a. The Commissioning Agent will conduct training sessions to provide systems-level training for O&M personnel. Training will include:

● Review of system design, capacity, and equipment selection

● Review of system operating sequences

● Review of interconnection with other systems

● Review of Emergency operating procedures

● Review of the Project Systems Manual and its Use

● Student Evaluation forms

b. The number, duration, and scope of the Systems Training sessions shall be determined by the specific requirements of the project.

c. The training provided by the CxA does not in any way relieve the Contractor from any specified training obligations.

d. Deliverable: Systems Training Presentations (electronic).

27. Final Commissioning Report:

The Commissioning Agent shall compile a comprehensive commissioning report documenting all commissioning activities, including but not limited to the following:

a. Executive Summary

b. Commissioning Scope of Work

c. Test methods and results

d. Outstanding commissioning issues

e. Comprehensive Commissioning Issues Log, including resolved items and a description of their resolution,

f. Commissioning plan,

g. Field Observation Reports, Status reports and other field activity documentation,

h. Submittal and O&M manual reviews

i. Training record

j. Completed Pre-Functional Checklists

k. Completed Functional Performance Test protocols and support documentation

l. Other support documentation developed as part of the execution of the project Construction Phase Commissioning Process

m. Deliverable: Final Commissioning Report

28. Deferred and/or Seasonal Testing:

a. The Commissioning Agent shall witness and document Systems Functional Performance Testing that was deferred to allow systems to be tested in appropriate seasonal conditions. Testing will be conducted in accordance with Systems Functional Performance Test Procedures. Testing support will be required from the installing contractors, EMCS Vendor and VA. Requirement for seasonal testing will be incorporated into the project specifications.

b. As part of the Seasonal Testing Effort, the Commissioning Agent shall review systems operations with the onsite operations team and reinforce training and best operating practices of the operations team

c. Deliverables: Executed Functional Performance Test and Support Documents, Commissioning Issues Log

29. Warranty Period Site Visits:

a. The Commissioning Agent shall make quarterly visits to the project site to reinforce training, evaluate performance of the installed systems and provide technical support to the operating team to sustain commissioned performance of the systems.

b. Deliverable: Warranty Site Visit Reports.

30. Post-Occupancy Inspection:

Return to the project approximately 10 months after substantial completion to review the building operation with the facility occupants and O&M staff, and to discuss outstanding issues related to commissioning. Provide suggestions for improvements to systems operation including,

a. Measurement & Verification Issues,

b. Re-Commissioning Tasks, and

c. Improvements in Preventive Maintenance or Operational Strategies

d. Assist facility staff in developing warranty issues, documents, and requests for service to remedy outstanding problems.

e. As part of the Post Occupancy Inspection, the Commissioning Agent shall analyze the energy consumption records from the project site (both utility and system generated reports) and provide the team with an analysis of actual system energy performance versus predicted performance. To the extent possible, deficiencies in performance shall be analyzed to provide an understanding of the systems, components or operating strategies that may be operating outside predicted parameters.

f. Deliverables: Post Occupancy Field Visit Report, Commissioning Issues Log, Warranty Issues Report, Systems Energy Review Report.

31. Final Commissioning Report Amendment:

a. Amend Final Commissioning Report to document the Warranty Phase commissioning activities.

b. Deliverable: Final Report Amendment.

IIX. Overall Design Process (Owned Facilities)

The A-E shall develop formal schematic design documents in accordance with minimum submission requirements specified in the applicable VA Program Guides. These submissions shall be based on all of the material furnished by the VA, all informal design reviews/discussions, and all applicable VA Design Criteria, Design Guides, Design Standards, etc.

The following formal design reviews and meetings with the COTR will be completed:

a. Kickoff meeting to discuss project goals, criteria, A-E design quality control, and to establish the protocol and agenda for the design.

b. One review session for the Schematic Design (SD) 35% complete.

c. One review session for Design Development (DD) at 65% complete.

d. One review session for the Construction Document (CD) at 100% complete.

e. Corrected Construction Documents CD to be submitted as final.

IX. 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 7 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.

X. Independent Life Safety Review

The A/E shall incorporate any comments from the VA 3rd party Life Safety review.

XI. Environmental Protection

The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by AVAHCS. 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.

XII. 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 US Department of Veteran Affairs Physical Security and Resiliency Design Manual, Dated September 2021 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.

XIII. Desgin Criteria

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

PG-18-1 Master Construction Specifications

SOW Attachment 12 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 http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp

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

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

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

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

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

▪ 00 VA OEHRM Site Infrastructure Requirements v2.0

▪ SOCAMES 6 Design Alert 1-7

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

XIV. 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.

XV Design and Construction Schedule, Meetings, Site Visits and Fees

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 cost limitation (CCL) is:

FY2024 Construction: Between$20,000,000 and $50,000,000

XVI Project Schedule /Period of Performance http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules. 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.

SUBMISSION AND COMPLETION SCHEDULE (427 Calendar Days) – OWNED FACILITIES

The Design-Bid-Build (DBB) Construction Document package shall include combined documents for all ten (10) owned facilities.

ADMINISTRATIVE TIME …. 14 Calendar Days from NOA

SITE INVESTIGATIVE REPORTS AND PROGRAM COST ESTIMATES

Deliver Investigative Reports and Updated EHRM XMATRIXs to VAMC and

Contracting Officer not later than…. …. 84 Calendar Days from NOA

Review Material with VAMC within… …. 21 Calendar days

SCHEMATIC DESIGN DOCUMENTS (SD)

Deliver 35% schematic design documents to VAMC and

Contracting Officer not later than…. …. 175 Calendar Days from NOA

Review Material with VAMC within.… ....21 Calendar days

DESIGN DEVELOPMENT DOCUMENTS (DD)

Deliver 65% design development documents to VAMC and

Contracting Officer not later than.… …. 252 Calendar Days from NOA

Review Material with VAMC within.… ....21 Calendar days

CONSTRUCTION DOCUMENTS (CD) – Includes Project Manual

Deliver revised 95% construction documents to VAMC and

Contracting Officer not later than.… …. 329 Days Calendar days from NOA

Review Material with VAMC within…. ....21 Calendar days

CONSTRUCTION DOCUMENTS (Corrected Final CD) – Includes Project Manual

Deliver revised 100% construction documents to VAMC and

Contracting Officer not later than.… …. 378 Calendar Days from NOA

Review Material with VAMC within…. ....21 Calendar days

Deliver corrected 100% construction document bid package to VAMC and Contracting Officer not later than…. …. 427 Calendar Days from NOA

DELIVERABLES (35% SD):

• Drawing Set (Electronic PDF) 1 EA

• Outline Specification Manual (Electronic PDF) 1 EA

• Design Narrative/Design Analysis (Electronic PDF) 1 EA

• Cost Estimate (Electronic PDF) 1 EA

DELIVERABLES (65% DD):

• Drawing Set (Electronic PDF) 1 EA

• Specification Manual, edited with strikeouts shown through lines shown (Electronic PDF) 1 EA

• Updated Design Narrative/Design Analysis (Electronic PDF) 1 EA

• Cost Estimate (Electronic PDF) 1 EA

DELIVERABLES (95% CD):

• Drawing Set (Electronic PDF) 1 EA

• Specification Manual (Electronic PDF) 1 EA

• Cost Estimate (Electronic PDF) 1 EA

• Updated Design Narrative/Design Analysis (Electronic PDF) 1 EA

DELIVERABLES (100% CD):

• Full Size Drawing Set (Electronic PDF) 1 EA

• Specification Manual (Electronic PDF) 1 EA

• Cost Estimate (Electronic PDF) 1 EA

• Updated Design Narrative/Design Analysis (Electronic PDF) 1 EA

DELIVERABLES (Corrected 100% Final CD) – STAMPED FOR CONSTRUCTION SET:

• Full Size Drawing Set (ANSI D: 22” x 34”) 2 EA

• Specification Manual 8” x 11” 2 EA

• Cost Estimate 8” x 11” 2 EA

• Full Size Drawing Set (Electronic PDF) 1 EA

• Specification Manual (Electronic PDF) 1 EA

• Cost Estimate 8” x 11” (Electronic PDF) 1 EA

• Updated Design Narrative/Design Analysis (Electronic PDF) 1 EA

• CADD Source Files (AutoCAD and Adobe PDF) 1 SET

• Specification Source Files (MS Word and Adobe PDF) 1 SET

SUBMISSION AND COMPLETION SCHEDULE (175 Calendar Days) – LEASED FACILITIES

Separate Program Document packages shall be submitted for each of the 26 leased facilities.

ADMINISTRATIVE TIME 14 Calendar Days from NOA

SITE INVESTIGATIVE AND PROGRAM DOCUMENTS

Deliver 100% Programming documents (Investigative and Narrative Reports, Preliminary Cost Estimates, and Preliminary Project Plans (PPPs) and Updated EHRM XMATRIX for Lease Facilities to VAMC and

Contracting Officer not later than…. 126 Calendar Days from NOA

Review Material with VAMC within… 21 Calendar days

Deliver 100% Corrected Program document package to VAMC and Contracting Officer not later than…. 175 Calendar Days from NOA

DELIVERABLES (100% CD):

• Preliminary Project Plan Sets (Electronic PDF) 1 EA

• Investigative Narrative Reports (Electronic PDF) 1 EA

• Preliminary Cost Estimates (Electronic PDF) 1 EA

• Updated EHRM XMATRIX for Lease Facilities (Electronic PDF) 1 EA

DELIVERABLES (Corrected 100% CD):

• Preliminary Project Plan Sets (ANSI D: 22” x 34”) 2 EA

• Investigative Narrative Reports 8” x 11” 2 EA

• Preliminary Cost Estimates 8” x 11” 2 EA

• Updated EHRM XMATRIX for Lease Facilities 11’x17” 2 EA

• Preliminary Project Plan Sets (Electronic PDF) 1 EA

• Investigative Narrative Reports (Electronic PDF) 1 EA

• Preliminary Cost Estimates (Electronic PDF) 1 EA

• Updated EHRM XMATRIX for Lease Facilities (Electronic PDF) 1 EA

• CADD Source Files (Electronic AutoCAD and Adobe PDF) 1 SET

• All Source Files (Electronic MS Word, MS Excel, and Adobe PDF) 1 SET

SITE VISITS

The A-E shall provide design personnel for site visits during the design and construction phases in the quantities listed above.

XVII General Design Services and Requirements

a. Existing Site conditions – The A-E must analyze and verify existing site conditions.

b. Materials – The A-E shall specify materials that are combatable with the VAIHCS campus.

c. Design Standards and Manuals – The A-E to follow applicable VA Design Manuals, VA Standards, VA Design Guides, VA Handbooks, local, state, and Federal codes, and regulations. VA standards can be located at http://www.cfm.va.gov/TIL/.

d. Construction Package – The A-E shall prepare a completely designed construction package consisting of full plans, specifications, detailed cost estimate, phasing, bid items, and other services as requested.

e. Demolition – Will be identified, as applicable, for each T.O.