S02 - Attachment 1 - Scope of Work.pdf

Charlie Norwood VA Medical Center 1 Freedom Way 8/17/2021 Augusta, GA 30904

ARCHITECT-ENGINEER DESIGN STATEMENT OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 509-22-701

PROJECT NAME: EHRM Infrastructure Upgrades – Augusta (Downtown)

**The Certification and Accreditation (C&A) does not apply, a Security Accreditation Package is not required**

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 Charlie Norwood VA Medical Center (VAMC) in accordance with this design statement of work.

2. SCOPE OF WORK:

A-E Part One Services (also known as Design Phase Services) 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 upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to, Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes, cable), renovate space for datacenter (expanded space, cable management, server rack configuration), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, physical security upgrades, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, provide diversified path for WAN, Hazardous abatement. Project Building locations include:

Buildings 801, 802, 804 and site.

A-E Part Two Services (also known as Construction Period Services) for this design project 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 visits 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. All Part Two

Services are optional line items and will not be exercised at the time of award.

The above paragraphs constitute a basic outline of the work to be accomplished, and in no way comprises all the details for design of this project. The A-E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Charlie Norwood VAMC record drawings and the

EHRM infrastructure readiness assessment documents will be made available to the highest rated A-E firm; the A-

E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 14 - Charlie Norwood VAMC Campus Map will give the A-E firm a basic understanding of the Charlie Norwood VAMC 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 Charlie Norwood VAMC campus must have the following additional requirements before starting site investigations on campus:

1. Daily visit at check-in station for COVID and temperature screening; sticker/device must be worn visibly

2. Annual influenza shot is required for all staff performing work on Charlie Norwood VA campus

3. Contractor or representative must obtain and wear a contractor badge at all times while on campus

The temperature checks are performed on the Charlie Norwood VAMC campus and must be performed immediately when the contractor arrives on site. Temperature checks are currently performed at Buildings 801 and site. If at any time an employee of the A-E firm is found in deficiency of the listed requirements, a stop work order will be issued for the safety of Charlie Norwood VAMC patients. Any further questions, please reference

SOW Attachment 09 - Seasonal Influenza with Vaccines.

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A-E to permit the award of a construction contract, using Federal Acquisition

Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $10,000,000 to $20,000,000.

4. DESIGN INDEPENDENCE, FURNITURE, AND EQUIPMENT:

Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A-E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A-E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design 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 & Facilities 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

Specifications 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 Requirements

PG-18-9 Space Planning Criteria

PG-18-10

Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier-Free Design Standard

PG-18-14 Room Finishes, Door, and Hardware Schedule

PG-18-15 A-E Submission Requirements

PG-18-17 NEPA Interim Guidance for Projects

H-7545 VA Cultural Resource Management Procedures

SOW OIT Infrastructure Standard for Telecommunications Spaces v3.1 (Jul 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

▪ HEFP SEP (SOCAMES 6) Design Alerts 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.

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 7, and the Independent Life Safety Review Agent 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 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

(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 is met. The A-E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW:

The A-E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION:

The A-E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the Charlie Norwood VAMC. If the NEPA assessment results in potential environmental impacts, the A-E shall be responsible for completing any auxiliary documentation required per PG-18-17, NEPA Interim Guidance for

Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of

Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY:

The A-E must include a certified physical security specialist. The specialists must be involved with the design, beginning with the concept phase, and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the VA

Physical Security and Resiliency Design Manual (PSRDM) revised April 1, 2021, located on the TIL

(https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf). The A-E shall ensure that all applicable aspects of the VA PSRDM 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 and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN:

In accordance with Telecommunications and Special Telecommunications Systems Design Manual, February 2016, (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), “Telecommunications design must be performed and stamped by a BICSI® Registered Communications Distribution Designer (RCDD®) for all projects.”

11. SUBMITTAL REQUIREMENTS:

Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C, A-E Submission

Instructions for Minor and NRM Construction Program dated November 2008. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA

Memorandum 2019-11-13 Sensitive Infrastructure Data Classification - For Official Use Only (FOUO). This memo is included as SOW Attachment 14, as it is hosted on a non-public VHA site.

http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

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 Statement 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 Charlie Norwood VAMC due to the age of the campus (construction began in the 1960s).

The following submittals will be required for this project:

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

▪ Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required.

Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details and their ultimate presentation in the final drawings and specifications will be based on sound architectural and engineering decisions.

Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

▪ Schematic Design (SD) - 35%

▪ Design Development (DD) - 65%

▪ Construction Documents (CD) - 95%

▪ Final Bid Documents (Bid) - 100%

12. DRAWING FORMAT:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and

Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit

2019 or the latest version available to Charlie Norwood VAMC and AutoCAD 2019 or newer.

The A-E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions, and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect record drawing conditions (possibly incorporating into the Charlie Norwood VAMC’s Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD, and CD design phases shall be developed to include as many of (but not limited

to) the systems described below as are necessary and appropriate at that design phase.

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Roof

▪ Floors

▪ Ceilings

▪ Vertical Circulation http://www.cfm.va.gov/til/projReq.asp

▪ Walls/Curtain Wall Sizes, Shapes, & Material Data

▪ General Signage

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ Shafts and Pits

▪ Mechanical

▪ HVAC

▪ Plumbing

▪ Electrical/Telecommunications

▪ Power and Lighting

▪ Steam Distribution

▪ Other Engineering Data as Required

▪ Exterior Building Information

▪ Nurse Call System

▪ Asbestos/Hazardous Material Info

▪ Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging)

▪ Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms)

▪ Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition, and Strategic Capital Investment Program Department Definition)

13. SUBMITTAL FORMATS:

Submittals shall be provided in electronic and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), (.dwg) and Autodesk Revit Project

(.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29

U.S.C. '794 d); information on the requirements for accessible media can be found at https://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 calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

• Project name, project 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))

• Meeting purpose, roll call, COVID-19, and additional items

• Agenda items (decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates https://section508.gov/

Construction cost estimates shall comply with the VA Manual for Preparation of Cost Estimates & Related

Documents for VA Facilities dated February 1, 2019, located on the TIL (http://www.cfm.va.gov/cost/index.asp).

All estimates in any of the electronic formats listed above.

Solicitation Support Services

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order 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.

Construction Period Services (CPS)

Requests for Information (RFI)

Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews

Submittal reviews shall be submitted within seven calendar days of submittal to the A-E.

Site Visit Reports

Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests

Modification requests shall be submitted within seven calendar days of submittal to the A-E. 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 his/her review http://www.cfm.va.gov/cost/index.asp of cost proposals and his/her 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

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

Record Drawings

Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE:

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 16.01, Architectural and Engineering CPM Schedules, located in SOW Attachment 08. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day.

Administrative Time 14 calendar days after receipt of Notice of Award

QA/QC Submittal & 10% BD Submittal 30 calendar days after end of Administrative Time

QA/QC & 10% BD Review Meeting 45 calendar days after VA receipt of QA/QC & 10% BD Submittals

35% SD Submittal 65 calendar days after VA acceptance of QA/QC & 10% BD Submittals

35% SD Review Meeting 85 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 125 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 150 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 210 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 235 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 270 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting

300 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

300 calendar days

The 300 calendar days listed for Total Part One Services in the project schedule may fluctuate based on when 95%

CD Submittal meets all VA guidelines and acceptance is issued. If 95% CD Submittal is 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.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction

Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for

Solicitation Support Services and Construction Period Services.

15. 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 Charlie Norwood, Georgia VAMC

Engineering team and have the technical knowledge required to monitor and oversee the project.

A COR from the Charlie Norwood, Georgia VAMC Engineering team 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.

16. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES:

The current version for this standard is version 3.1, dated July 1, 2021, located on the TIL

(https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf) or SOW Attachment 13 . The design for this project at the Charlie Norwood VAMC in Augusta, Georgia must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces (The Standard).

The Standard 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. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment, and supporting physical space and equipment.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of

Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information

Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

17. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to VA OEHRM Site Infrastructure Requirements v2 or most recent version, must be referenced, documented, and discussed with the CO, the COR, and HEFP SEP. Following approval of variance or exemption, the A-E shall submit documentation describing variance or exemption, indicate reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with the CO, the COR, and HEFP SEP.

18. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the designated COR to log in during normal working hours as well as after normal working hours. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working.

End of SOW