S02- Attachment 04- Renovate Laundry AE Design SOW - FINAL.docx

VA Western Colorado Health Care System 8/9/2023 2121 North Ave Grand Junction, CO 81501

ARCHITECT/ENGINEER DESIGN SCOPE OF WORK

RENOVATE LAUNDRY BUILDLING 13

PROJECT NO: 575-220

PROJECT NAME: Renovate Laundry Building 13 ESTIMATED CONSTRUCTION COST: Between $10-20 million (in accordance with VAAR 836.204 DISCLOSURE OF THE MAGNITUDE OF CONSTRUCTION PROJECTS)

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the Grand Junction VA Medical Center (GJVAMC) campus of the VA Western Colorado Health Care System (VAWCHCS) in accordance with this design scope of work.

2. BACKGROUND:

The current on-site laundry plant (Building 13) was built in 1949 and last renovated in 1998. It’s a single-story building with 4,435 gross square feet (GSF) and a utility space in the basement with 1,040 GSF. The main floor has existing laundry equipment which includes but not limited to two 400 lb Braun G.A. washers, one 200 lb Braun G.A. washer, one 200 lb Braun G.A. tumbler dryer, one Cissell tumbler dryer, one Braun G.A. steam ironer, one Braun G.A. folder, and one Braun G.A. spreader. The utility space includes but not limited to two 10-HP simplex tank mounted air compressors, three large water tanks, six 7.5 HP pumps and controllers, one energy recovery plate and frame heat exchanger, and one wastewater tank. The utility systems are in the laundry basement which has a crawl space with tight and limited access. To date there have been numerous major equipment failures which have resulted in extended laundry plant operation shutdowns to find replacement equipment parts and schedule repairs on outdated equipment.

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to redesign and renovate the existing laundry building 13, including laundry equipment and supporting utilities for an efficient laundry operation.

1. This includes a full renovation of 4,435 GSF on the first floor and 1,040 GSF in the basement (5,475 BGSF total renovated), and an addition of 1,000 GSF for a total of 6,475 BGSF.

2. The purpose of the additional space is to accommodate the most efficient space and equipment layout for future growth, required par level, and necessary N+1 laundry equipment redundancy.

3. This project will address facility and operation issues that pertain to the project areas which include Facility Condition Assessment (FCA) issues based on the most recent FCA report provided by the VA. Major areas in need of replacement and repair include the roof membrane and supporting mechanical equipment in the basement.

a. The most recent triannual FCA list is being generated and will be given to the awarded firm upon award.

b. Existing FCA discrepancies include.

i. #38014 Full Replacement of 3 existing Braun G.A. washers.

ii. #38014 Full Replacement of 1 existing Braun G.A. tumbler dryer.

iii. #38014 Full Replacement of 1 existing Braun G.A. Ironer

iv. #38014 Full replacement of 1 existing Braun G.A. Folder

v. #38014 Full replacement of 1 existing Braun G.A. Spreader

vi. #38014 Full replacement of 1 existing material laundry conveyor belt

vii. #38015 Repaint building interior.

viii. #38017 Replace roofing with TPO roof system.

ix. #38021 Installation of battery powered egress lighting and LED exit lights.

x. #38030 Replacement of duct work in poor condition

xi. #41689 Plumbing systems are in poor condition and need replaced.

xii. #119507 Recommended replacement of AHU’s

xiii. #166831 Replacement of single pane windows

xiv. #308661 Repair of exterior finishes

xv. #311208 Replacement of multiple plumbing fixtures

xvi. #381215 Installation of structural bracing for ductwork, piping and AHU’s.

xvii. #429791 Replacement of wayfinding signage.

4. This project will comply to the VA Sustainable design manual and meet energy and water efficient products and equipment requirements.

5. This project will include demolition work to architectural, structural, mechanical, and electrical demolition. All utility systems and equipment will be demolished back to its original source.

6. A phasing/impact plan will be developed as necessary to minimize disruption to the Medical Center operations. This plan shall mitigate the scope and schedule of work involved to ensure construction does not negatively impact the Laundry Service with receiving clean and sending dirty laundry.

7. A minimum of three bid alternates/bid deducts shall be provided equaling to 10% to 20%of construction cost.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of GJVAMC record drawings, FCA report, site specific instructions, and any additional documents will be made available to the selected A/E firm; the A/E will verify the validity of the documents prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 01 – GJVAMC Campus Map will give A/E firm a basic understanding of the GJVAMC campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on GJVAMC campus must have the following additional requirements before starting site investigations on campus:

1. Schedule and notify the VA at least two weeks in advance before arrival.

2. Negative TB Test within the past calendar year.

3. Annual influenza shot is required for all staff performing work on campus.

4. Contractor badge must be obtained and always worn while on campus.

5. If at any time the visitor(s) of the A/E firm becomes ill or not meet the requirements, they may be asked to leave the campus and comeback at a later time at their own expense to accomplish intended work.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price. The VAAR Magnitude of Construction range is between $10 and $20 Million.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA:

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

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION:

The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 19, the Independent Life Safety Review Agent (LS Agent), and other members in the integrated project team (IPT) for the project. Design submittal comments from the IPT shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT FIRE/LIFE SAFETY REVIEW:

The A/E shall engage a certified, third-party Fire Protection Engineer to conduct a Fire/Life Safety code review of design documents and incorporate and comments from the Fire Protection Engineer into the design. The A/E shall design the necessary Life Safety and Interim Life Safety provisions for impacted areas, both temporary and permanent measures. The A/E shall provide and coordinate the review of the Life Safety Provisions of the project design with a third party, independent licensed Fire Protection Engineer. The following areas will be reviewed by the third party:

1. NFPA Code Compliance

2. Environmental / EPA Impacts, Permits, etc.

3. OSHA Compliance (i.e., Excavation, Demolition, etc.)

4. Security Property / Infrastructure Management, Homeland Security, etc.

5. Emergency preparedness

6. Disability Accessibility Compliance

8. ENVIRONMENTAL GUIDANCE:

The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the GJVAMC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY DESIGN:

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 (https://www.cfm.va.gov/til/dManual.asp#PSR). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN:

Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects. The designer shall meet the specific requirements listed in the Telecommunication Systems Infrastructure Standards and Design located on the TIL (https://www.cfm.va.gov/til/spclRqmts.asp#TelecomInfraStds).

11. Third-Party Commissioning Pre Design/Design Phase The A/E shall acquire a qualified 3rd party Commissioning Agent (CxA) to provide commissioning services and deliverables in accordance with the Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/spclRqmts.asp#Cx). The CxA shall be involved in all phases of the project, including both pre-design and design. 3rd Party commissioning agent tasks can be found in the reference document above. Additionally, the A/E shall include the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates in the project narrative.

12. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the requirements of the latest Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program located on the TIL (https://www.cfm.va.gov/til/aeDesSubReq.asp). Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO).

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 be solely responsible for facilitating and managing the design project and review meetings with the IPT to meet requirements following each design submittal as indicated under the Project Schedule section of this Scope of Work; it is expected that the A/E will be on-site to present the 35% and 95% design. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at GJVAMC due to the continued use of certain asbestos containing products for the 1949 completed building construction.

The following submittals will be required for this project:

· Quality Assurance/Quality Control (QA/QC) Plan

· Basis of Design (BD) - 15% - In addition to the requirements in PG-18-15, a Basis of Design is required, incorporating at least two alternative plans with phasing strategy, feasibility studies, analysis of infrastructure systems and recommendations defining the design approach. Basis of Design will narrate presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will be included.

· Schematic Design (SD) - 35% - Develop concept design of preferred alternative with phasing strategy, analysis of infrastructure systems and recommendations defining the design approach. Schematic design documents, specification Table of Contents, and preliminary cost estimate of the planned design will be included, along with respond to VA's review comments if applicable.

· Design Development (DD) - 65% - Prepare advanced detailed design in all disciplines, complete engineering drawings, and specifications in preparation for full contract drawings and specifications for the approved design based on the approved 35% design. Design development documents, outlined specifications, schedule of materials, finish schedule, and detailed cost estimate will be included.

· Construction Documents (CD) - 95% - Complete submittal of design drawings, specifications including material submittal listing, and finish schedule based on the approved 65% design. Construction documents, completed specifications, schedule of materials, finish schedule, and detailed cost estimate will be included. The A/E who prepares the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

· Final Bid Documents (Bid) – 100% - Submittal of final design drawings, specifications including material submittal listing finish schedule and detailed cost estimate based on the approved 95% design. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The A/E shall certify compliance with the VA RFP and all applicable codes.

13. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp.

14. SUBMITTAL FORMATS:

Submittals shall be submitted in electronic format and hard copy formats as listed below. Latest Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), AutoCAD (.dwg) files, and Navisworks Manage (.nwd) format are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above. The following list is the minimum meeting minutes requirements:

· Project name, number, meeting host, Meeting Name

· Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings.

· Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box)

· Meeting purpose, Roll call, and Additional Items

· Agenda items (Decisions, action items, and fixes or next steps)

· Next meeting date and time

· Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with the latest Manual for Preparation of Cost Estimates & Related Documents for VA Facilities. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in electronic format.

15% and 35% Schematic Design (SD)

· All documents in electronic format.

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

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

65% Design Development (DD), and 95% Construction Documents (CD)

· All documents in electronic format.

· Memo annotating what was not upgraded and corresponding justifications.

· One (1) full size paper bond sets of drawings - 1 to VA

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

· Two (2) paper bond sets of specifications – 2 to VA

· Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

100% Construction Documents (Issued For Bid)

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

· Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

· Word files of specifications.

· AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

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

· Two (2) paper bond sets of specifications – 2 to VA

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

100% Construction Documents (Issued For Construction) Documents are to be Provided 2 weeks after award of construction contract. See Paragraph 15 for deliverable requirements. Any references to deductive alternate bid items which are not awarded shall be removed by the AE/CxA. Any pre-bid RFI responses indicating revisions to the Issued For Bid CD set shall be applied to the Issued For Construction CD set.

· PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

· Word files of specifications.

· AutoCAD files of drawings.

· One (1) full size paper bond sets of drawings - 1 to VA

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

· Two (2) paper bond sets of specifications – 2 to VA

· construction schedule, construction SOW and cost estimate - 1 to VA

15. Optional Item Requirements:

Solicitation Support Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A/E within five calendar days of the date the questions are sent to the A/E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A/E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A/E shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction.

Third-Party Commissioning Bid and Pre-Construction/Construction Phase

The A/E shall acquire a qualified 3rd party Commissioning Agent (CxA) to provide commissioning services and deliverables in accordance with the Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/spclRqmts.asp#Cx). Refer to the reference document for all 3rd party commissioning tasks. The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document.

Construction Period Services (CPS) Requests for Information (RFI) shall be submitted within three calendar days of submittal to the A/E.

Submittal reviews shall be submitted within seven calendar days of submittal to the A/E Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

1. Attend 1 pre‐construction meeting after award of construction contract.

2. Attend 8 above ceiling and below ceiling 4‐hour site inspections held at the 25%, 50%, 75%, and final inspection of project.

3. Spot checking of contractor’s progress based on eight (8) 4‐hour site visits when requested by the COR. These meetings may also be used to answer technical questions and develop minor changes due to site conditions, etc.

4. The A/E firm shall attend weekly construction meetings by team meetings or virtual platform (assume 1 hour each week) for the duration of construction.

5. The A/E firm shall visit the site at the request of the Contracting Officer to answer technical questions and provide clarification to documents due to errors or omissions at no cost to the government. These meetings will not count for meetings noted above.

Commissioning of the mechanical, electrical, plumbing, fire protection, lighting, and other building systems shall be implemented to verify the intent of the design by inspecting and testing the systems as outlined in the VA Whole Building Commissioning Process Manual and per applicable ANSI/ASHRAE Standards.

Modification/Change Order requests shall be submitted within seven calendar days of submittal to the A/E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Navisworks Manage (.nwd) format and AutoCAD (.dwg) format.

16. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

The A/E shall perform Part One Services/Design Phase work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

(Each phase to include Construction Cost Estimate, “days” indicate calendar days)

(Calendar days after NTP)

FIRST REVIEW PHASE (Schematic Design 15% Submittal)

· Submittal no later than 40 days after NTP

· Includes final drawings and specifications

· Government submittal review – 10 days

40 Days

SECOND REVIEW PHASE (Modified 35% Design Submittal)

· Submittal no later than 40 days after receipt of Government review comments

90 Days

THIRD REVIEW PHASE (Modified 65% Design Submittal)

· Submittal no later than 70 days after receipt of Government review comments

170 Days

FOURTH REVIEW PHASE (Modified 95% Design Submittal)

· Submittal no later than 90 days after receipt of Government review comments

270 Days

FIFTH SUBMITTAL (100% CD ‘Issued For Bid’ Bid Documents)

· Submittal no later than 20 days after receipt of Government Review Comments

300 Days

CONSTRUCTION PERIOD SERVICES

(As-built Drawings, Construction Administration support, bid tour, construction meetings, etc.)

· Anticipated length of Construction is 12 months with 2 months for solicitation of construction contractor

· Deliver Final As-built Materials to VAMC and Contracting Officer not later than 30 Days after Substantial Completion of Construction Contract

COMMISIONING SERVICES

Commissioning (Cx) Design-Phase work: ‘Pre-Design Commissioning’ (Ch 4) and ‘Design Phase Commissioning’ (Ch 5), Construction-Phase work: ‘Bid and Pre-Construction Phase’ Commissioning (Ch 6), and ‘Construction Phase’ Commissioning (Ch 7).

*See Paragraph 11 and 15 for bid options and schedule for construction period services and commissioning.

The 330 days listed in part one project schedule may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the A/E firm to cover all costs associated with such delays.

Should the Government reject any deliverable, the Contractor shall resubmit the rejected deliverable to the Government, within 7 calendar days of the Government’s notice of rejection, for Government’s second review. Should the Government determine to reject any deliverable a second time, it will issue to the Contractor a cure notice requesting the Contractor’s corrective action plan prior to taking any termination for default action under the Contract.

Part Two Services/Construction Period Services shall be performed for the length of time between the time exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the Construction Period Services.

17. CONTRACT OVERSIGHT:

All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the GJVAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the GJVAMC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

18. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the GJVAMC Engineering Service in Building 8 to log in and obtain Contractor ID badge during normal and after working hours. This check-in is mandatory. Issued badges must be returned at the end of the workday.

19. SECURITY REQUIREMENTS:

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

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

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

3. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering Office shall be returned each day.

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

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

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

7. VA Information Custodial Language

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

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

i. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

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

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

iv. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

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

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

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

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

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

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

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

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

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

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

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

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

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

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

8. Privacy – VA Mandatory Training

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

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

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

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

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

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

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

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

20. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

1. Campus Map and Floor Plans (See SOW Attachment 01)

2. Site Specific Information - Grand Junction VAMC (See SOW Attachment 02)

3. PG 18-15 AE Submission Requirements Vol C (See SOW Attachment 03)

End of SOW