S02 - Attachment 1 - Performance Work Statement - EHRM Professional Support Services - (7-15-2020 YMR) Final.docx

Region 5 Electronic Health Record Professional Support Services Scope of Work

1. Purpose

a. The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Healthcare Environment and Facilities Program (HEFP), has a requirement to acquire professional services in support of Electronic Health Record Modernization for Region 5. Region 5 consists of three Veterans Integrated Service Networks (VISNs), 28 VA Health Care Systems.

b. The following sites are included in Region 5 and this contract:

VISN 20

VISN 21

VISN 22

c. This statement of work is for engineering, construction management, architecture and related professional services. Services to be provided are multi-disciplinary in nature and primarily focused on building infrastructure improvements to support I.T. modernization within healthcare settings.

2. Background

a. Services performed under this contract will be for the Department of Veterans Affairs VHA Region 5. Region 5 includes medical centers, outpatient clinics, administrative leases, and facilities throughout Alaska, Washington, California, Nevada, Hawaii, and Arizona. Services shall also support work required for facilities (CBOCs, Call Centers) that lie outside these state lines, but within the purview of Region 5.

b. The Office of Electronic Health Record Modernization (OEHRM) Program is a large-scale, commercial Electronic Health Record (EHR) implementation. As such, the Department of Veterans Affairs (VA) must ensure that the new EHR is supported by both proper Information Technology (IT) infrastructure as well as physical (i.e., facilities) infrastructure. This scope of work outlines work needed to support upgrades of the existing facilities infrastructure as well as associated training spaces.

c. Specific items impacted by the EHR Modernization (EHRM): Wide Area Networking (WAN), Local Area Networking (LAN), Wireless LAN (WLAN), Power, Heating, Ventilation, and Air Conditioning (HVAC) and End User Devices (EUD)

3. Objectives

a. Provide the following services for the Department of Veterans Affairs (VA), including, but not limited to;

i. Investigate existing conditions

ii. Data input and analysis

iii. Project scoping and estimating

iv. Design reviews

v. Project Management

vi. Procurement support

vii. Construction period services

viii. Commissioning

b. HEFP goals for this task order include:

i. To obtain qualified professional and technical expertise required to support I.T. infrastructure project planning and execution.

ii. To obtain qualified professional and technical expertise required to support training space project planning and execution.

iii. To obtain project management and construction management services on a project-by-project basis.

iv. To obtain commissioning services on a project-by-project basis.

4. Scope

a. See Attachment 1 for specific services required in Region 5.

b. Investigate Existing Conditions (Pre-Design): Provide site assessment support for both VA Medical Centers (VAMCs) and Community Based Outpatient Clinics (CBOCs). Site assessments consist of on-site visual inspection of existing facilities to determine readiness to support EHRM. Site assessment requirements (Attachment 2) and spreadsheet deliverable (Attachment 3) are attached.

It is anticipated that each site requiring Investigation of Existing Conditions will require an Architect, Mechanical Engineer, Electrical Engineer, and I.T. Infrastructure Engineer 1 day to travel to the site and 4 days of on-site field survey and assessment to complete this task. It is anticipated that Project Management and site investigation documentation will require remote work.

c. Data Input and Analysis: Perform the data entry of Office 365 Excel-based engineering assessment tool information into SharePoint Online forms using manual data entry. Provide data quality control/quality assurance activities, data validation activities, reporting, and communications support (to include presentation support) to assist with the collection, management, and distribution of VHA EHRM information. The contractor shall identify gaps and impacts to data quality and reliability, recommend and make corrections after technical consultation with engineering teams and support the timely availability of self-assessment information. The contractor shall perform cross-correlations and compare and align data entry values across multiple Office 365 suite sources to include, but not be limited to: Excel and SharePoint, Excel and PowerPoint, PowerPoint to SharePoint as needed to relate data and information.

It is anticipated that each site requiring Data Input and Analysis will require a General Engineer with share point and database experience and is anticipated that Project Management and data input and analysis documentation will be required.

d. Project Scoping and Estimating. Provide on-site services to validate, define, and record work necessary to meet EHRM requirements. Perform visual inspection of data centers, telecommunications rooms (TRs), pathways, interstitials, service entrances, and other building infrastructure to identify and define required work. Interface directly with VHA stakeholders including Facilities Engineering, I.T., Biomedical, and other staff to identify and define required work. Deliverables shall include a written scope of work for AE design services, project delivery resource requirements, work plan schedule and milestones, and cost estimate that can be used to submit an acquisition package to Contracting for AE design services. Use AutoCAD and/or Revit to develop layouts, schematic design, and space plans to support project programming documents.

It is anticipated that each site requiring Project Scoping and Estimating will require an Architect, Mechanical Engineer, Electrical Engineer, and I.T. Infrastructure Engineer 1 day to travel to the site and 4 days of on-site field survey and assessment to complete this task. It is anticipated that remote work will be required to complete this task and that Project Management and documentation will be required.

e. Third-party design review services: Provide third-party design review services for I.T. infrastructure projects at the Schematic Design, Design Development and Construction Documents (CD) phases. Use VHA provided requirements documents to identify design, coordination, and constructability issues. Deliverable shall include a detailed report that identifies design deficiencies, inconsistent application of requirements, and coordination issues.

It is anticipated that each site requiring Third Party Design Review Services will require a Project Manager, Architect, Mechanical Engineer, Electrical Engineer, and Data Center/I.T. Infrastructure Engineer with 3 reviews per site (SD, DD, CD).

f. Project Management (PM): The contractor shall provide a full-time PM as indicated for the stations identified in Attachment 1 and associated EHRM projects. The Project Manager shall have experience in Data Center and I.T. physical infrastructure projects. Scope of services shall include project management of all professional and technical services related to the VA design and construction delivery process. The services are to be performed in cooperation with the VISN, Health Care System, building occupants, architect-engineers (VHA hired designers), and construction contractors (VHA hired constructors). The PM shall represent VHA in a professional manner and provide sound management advice regarding work performed on EHRM projects. For each project, the goal shall be to achieve the best value in the work being performed by controlling schedule and budget. The PM shall also be proactive in helping to resolve problems and minimize claims taking all reasonable measures to anticipate problems and delays and to minimize or eliminate their adverse impact on project completion. The PM must take the initiative and act to mitigate circumstances that could lead to claims, resolve conflicts promptly, and keep the Government advised of any potential disputes. The PM shall exercise all due diligence, utilizing competent personnel within authorized limitations, to make certain that work is performed in conformity with applicable requirements (codes, regulations, standards, construction contract plans and specifications). The PM shall continuously review schedules and adjust based on the progress of work and make specific recommendations for prioritizing and accelerating critical path items. The PM shall facilitate, manage and document all project meetings to keep stakeholders and integrated project team members informed. The PM shall manage construction and construction administration documents, correspondence, and as-builts. The PM will not be held responsible for design defects and does not assume any of the contractual responsibilities or duties of the architect-engineers. The AE’s are solely responsible for the project designs and shall perform all design related services in accordance with their contracts with the Government. The PM also does not assume any of the contractual responsibilities or duties of the construction contractors. The construction contractors are solely responsible for construction means, methods, sequences and procedures used in the construction of the projects, and for related performance in accordance with their contracts with the Government. PM deliverables include a project management plan, including the communication plan, schedule management plan, quality assurance plan, risk management plan, and Project Tracking Reports in the VHA Capital Assets database.

It is anticipated that each site requiring Project Management Services will require a Project Manager for up to twelve (12) months of on-site work.

g. Procurement support: Provide procurement support for AE and/or Contractor pre-bid site visits during design-bid-build or design-build procurements. Attend pre-bid walk-throughs, assist with interpreting, researching, and answering Requests for Information during procurement process. Deliverables shall include pre-bid site walk agendas, RFI register, and written responses to RFIs.

It is anticipated that each site requiring Procurement Support will require a General Engineer in consultation with the Architect, Mechanical Engineer, Electrical Engineer, and Data Center/I.T. Infrastructure Engineer 1 travel day, 1 site visit along with additional remote work. It is anticipated that Project Management of this effort and associated documentation will be required.

h. Construction period services: Provide construction period services that may include submittal reviews and management of the submittal process including maintenance of submittal logs. Review and monitor project schedules with an emphasis on milestone completion dates, phasing requirements, workflow, material deliveries, and test dates. Provide field verification of as-built drawings, creation and updates of as-built drawings. Perform inspections of construction as work proceeds, taking action to identify work to the COR that does not conform to the contract requirements, and notifying the COR when work is thought to require correction, and troubleshooting. Compile, through site inspections, lists of defects and omissions related to the work performed and provide these lists to the COR for determination of the need for correction. Deliverables shall include observation reports, lists of defects and omissions, modification narratives, sketches, and drawings, as required.

It is anticipated that each site requiring Construction Period Services will require a Construction Manager for up to 9 months of on-site work. In addition, reach back support from the Architect, Mechanical Engineer, Electrical Engineer, and Data Center/I.T. Infrastructure Engineer is anticipated. Project Management is required to coordinate the effort.

i. Commissioning: For each project identified in Attachment 1, the contractor shall provide Commissioning Agent services and deliverables in accordance with the reference document, “OCFM Whole Building Commissioning Process Manual.” See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the contractor shall develop commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

i. HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

ii. Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems

iii. Communications (VA Master Specification Section 27 08 00) : Grounding and Bonding Systems, Structured Cabling System.

iv. Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System.

It is anticipated that each site requiring Commissioning (Cx) Agent Services will require a Mechanical Engineer (Cx Agent), Electrical Engineer, and Data Center/I.T. Infrastructure Engineer up to 5 site visits (1 day travel, 3 days on-site). Project Management is responsible to coordinate the effort.

It is anticipated that the generic plan and templates to be built for the program will be required.

5. Qualifications- General:

a. Ability to communicate orally and in writing.

i. Experience in preparing correspondence, written reports, and maintaining official project records.

ii. Experience in conducting meetings, and briefing clients and management personnel.

b. Knowledge of construction practices and techniques, e.g., proper applications of construction materials and methods of installation in the Architect's or Engineer's area of expertise.

c. Specialized expertise in data centers, telecommunication rooms, I.T. infrastructure, power, data, HVAC, grounding and bonding.

d. Knowledge and experience with construction in a healthcare setting.

e. Ability to inspect materials, workmanship, and construction and installation of various systems in the Architect's or Engineer's area of expertise.

f. Knowledge of safety practices in the construction industry, including specifically, a background that indicates familiarity with Occupational Safety and Health Administration (OSHA) safety requirements on construction projects.

g. Knowledge of applicable codes related to their disciplines.

h. Ability to evaluate proper systems to meet scope requirements.

i. Ability to verify the adequacy of building systems related to their respective disciplines.

j. Ability to interpret/coordinate Architectural/Engineering plans and specifications.

k. Familiarity with modern construction products (i.e., quality, uses, and applications).

l. Maintain a comprehensive understanding of building code and Joint Commission requirements for healthcare facilities and is able to work with permitting agencies.

m. Experience in developing and maintaining complex, long term/multiyear project management activities, including but not limited to:

i. Developing and controlling budgets and funding strategies.

ii. Scheduling and coordination of project interactions among existing and newly occupied facilities.

n. Ability to integrate competing and/or conflicting elements into the planning and execution processes so that project requirements flow smoothly.

o. Experience and familiarity with Federal and local government building projects, code and with procedural, review and approval requirements.

p. Indepth experience in interpreting construction drawings and specifications on construction projects.

q. Ability to accurately calculate construction costs for changes. Experience in making materials takeoffs for construction work, pricing the value of needed work, and negotiating equitable contract adjustments.

r. Ability and experience in the inspection of materials, workmanship, and construction and installation of various systems (such as fire alarm systems) within the inspector's area of expertise.

s. Familiarity with related engineering fields, including civil, mechanical, electrical, and data center/I.T. infrastructure disciplines.

t. Familiarity with International Building Code, NFPA (including NFPA 101 Life Safety Code), OSHA requirements, and general healthcare design.

u. Ability to use and access VA Master Specifications, Design Guides, and Design Manuals.

v. Ability to use AutoCAD and Revit for basic tasks.

w. Experience with ADA compliant construction, remodeling, and renovations

x. Able to read, understand and apply standard to complex documents affecting construction project, including but not limited to: agreements/contracts, work letters, project charters, surveys and drawings.

y. Experience with healthcare-specific construction project management, both renovations and new construction.

z. Ability to obtain VA computer access by successfully passing a security screening, which may include fingerprinting, financial, and criminal background checks.

6. Qualifications – Specific:

a. Senior Architects, Engineers, and Construction Administration professionals. Senior architects, engineers, and construction administration professionals (including other professional staff designated as “Senior”) shall have at least ten (10) years specialized experience in the work they are to perform under this contract and possess the following minimum knowledge, skills and abilities:

i. Graduate of an Architectural, Engineering or Construction Management college curriculum four (4) year degree minimum.

ii. Construction Administration Professionals lacking a college curriculum, may substitute the education requirement with an additional 8 years of relevant project management experience, and Project Management certification.

iii. Advanced knowledge of construction practices and techniques, e.g., proper applications of construction materials and methods of installation in the professional’s area of expertise.

b. Junior Architects, Engineers, and Construction Administration professionals. Junior architects, engineers, and construction administration professionals (including other professional staff designated as “Senior”) shall have at least two (2) years specialized experience in the work they are to perform under this contract and possess the following minimum knowledge, skills and abilities:

i. Graduate of an Architectural, Engineering or Construction Management college curriculum four (4) year degree minimum.

ii. Construction Administration Professionals lacking a college curriculum, may substitute the education requirement with an additional 4 years of relevant project management experience.

iii. Advanced knowledge of construction practices and techniques, e.g., proper applications of construction materials and methods of installation in the professional’s area of expertise.

7. Government Furnished Property and Services

a. VA will be available to participate in the required technical meetings, to discuss user and technical issues.

b. VA will provide the contractor with original and/or electronic copies of VA authored materials as needed to accomplish the work.

c. Copies of applicable VA Manuals, design data, and other pertinent reference material.

d. Complete information on related projects including drawings, specifications, and other available project documents.

e. Arrange authorization to allow contractor personnel to enter required work sites upon favorable completion of Homeland Security Presidential Directive 12 (HSPD-12) and the Federal Information Processing Standards Publication (FIPS PUB 201-1) Personal Identity Verification (PIV) of Federal Employees and Contractors. HSPD-12 directs the implementation of a new standardized badging process, which is designed to enhance security, reduce identity fraud, and protect the personal privacy of those (federal employees and contractors) issued government identification.

f. Advise the contractor of all formal meetings, presentations, at which their attendance is required, providing at least 3 calendar days’ notice whenever possible.

8. Security Requirements

a. Contract personnel may be required to obtain access to VA computer systems. This will require successful completion of a background investigation. This will be performed by the VA and include fingerprinting, financial, and criminal background checks.

b. Clearances: Security clearances will be required in accordance with Homeland Security Presidential Directive 12 (HSPD-12) and the Federal Information Processing Standards Publication (FIPS PUB 201-1) Personal Identity Verification (PIV) of Federal Employees and Contractors. HSPD-12 directs the implementation of a new standardized badging process, which is designed to enhance security, reduce identity fraud, and protect the personal privacy of those (federal employees and contractors) issued government identification. Failure to submit the required information, submission of unacceptable information, or non-compliance with respective HSPD-12 security regulations will be grounds for removal of the respective personnel.

c. The Government retains the right to deny any contractor or subcontractor employee access to the project for failure to obtain the proper security clearance. Further, the Government reserves the right to exclude or remove from the site or building any contractor or subcontractor employee whom the Government deems incompetent, careless, insubordinate, or otherwise objectionable or whose continued employment on the work is deemed by the Government to be contrary to the public interests.

d. All security clearances will be processed by the Government at no additional cost. All work must be satisfactorily prosecuted as determined by the Government notwithstanding the prerequisites for security clearances.

e. The Government reserves the right to close any project site or government facility where task order work is being performed and order contractor personnel off the premises in the event of a national emergency or a shut-down.

9. Period of Performance

a. The period of performance for this contract will be five (5) years.

10. Professional Conduct and Performance

a. Contract employees must adhere to professional conduct standards that include appearance, professional courtesy, and punctuality. Should any contractor employees be determined to be unacceptable in terms of professional conduct during duty hours, the contractor shall immediately remove and replace the unacceptable on-site personnel at no additional costs to the Government.

b. The contractor shall not employ persons for work under this contract without assuring the personnel do not pose potential risk to health, safety, security, general wellbeing or operational mission of the facility and its employees. If a contract employee is identified to be a potential threat to the operational mission of the facility and its employees, the contractor shall immediately remove and replace the unacceptable on-site personnel at no additional costs to the Government.

11. Access to Use of Information:

a. If the contractor, in the performance of this contract, obtains access to information, such as Department plans, policies, reports, studies, financial plans, internal data protected by the Privacy Act of 1974 (5 U.S.C. 522a), or data which has not been released or otherwise made public, the contractor agrees that without prior written approval of the Contracting Officer it shall not:

i. use such information for any private purpose unless the information has been released or otherwise made available to the public;

ii. release such information unless the information has previously been released or otherwise made available to the public by the Department.

b. The contractor agrees that to the extent it receives or is given access to proprietary data, data protected by the Privacy Act of 1974 (5 U.S.C. 522a), or other confidential or privileged technical, business, or financial information under this contract, it shall treat such information in accordance with any restrictions imposed on such information.

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