S02 - SOW Attachment 1 - SOW EHRM Infrastructure Upgrades 578-21-701.docx

Statement of Work

578-21-701 EHRM Infrastructure Upgrades - Phase 2 - Hines, IL

January 22, 2021

A) Mission.

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

B) Goals

The goal of this project are as follows:

1) Document the existing OI&T infrastructure

2) Determine the scope of work required to meet current OI&T requirements and the Electronic Health Records Modernization (EHRM) requirements.

3) Relocate the main server from building 1 Room G325 to Build 215 Data Center. Complete designs will be required from the AE for:

a. Option A: Renovation of the existing server rooms in Room G325, G301 and F107. Consolidate Sever Building 200 Room C135 into Building 1 G325.

b. Option B: Relocation of all server rooms to Building 215.

4) Right size all campus Telecom Rooms

5) Optimize distribution of Telecom Rooms

6) Design a fiber backbone with two paths from the server room to each Telecom Room.

7) Design cabling from each Telecom Room to all user devices.

8) Demolish all existing cabling, conduit and supports rendered obsolete as a part of this project.

C) Current Conditions.

Edward Hines Jr. Veterans Affairs Hospital provides primary, extended, and specialty care services is reliant upon supporting infrastructure, programmed spaces, and functioning environments to keep up with demand.

Currently the existing Data Center and Bio-Medical Records Data Center are in Building 1. There are very limited records of the existing infrastructure as it relates to the fiber backbone and routing of the fiber from the Data Centers to the Telecom Rooms. Additionally, there are more Telecom Rooms then are required based on OI&T cabling standards and most of these Telecom Rooms are undersized and some are unsafe.

Existing available information includes:

1) Floor plans of buildings in AutoCAD and PDF Format.

2) Matrix providing information on existing Telecom closets and the technology contents.

D) Justification.

The Hines Campus buildings were largely built before the widespread adoption of computers in the workplace. As a result, the computer infrastructure at Hines has mostly been placed where space allowed, often in rooms that are inadequate in size or poorly located relative to the area served. Some of the existing Telecom Rooms are unsafe due to equipment access issues and moisture control problems.

E) Objectives.

The objectives of this project are to:

1) Identify and document the existing OI&T distribution system covering the following Buildings 1, 2, 4, 7&33, 8, 9, 12, 13, 16, 17, 18, 20, 45, 48, 100, 113, 128, 200, 205, 215, 217, 221 228, 230 and the Joliet CBOC. The consultant will be provided with floor plans for the buildings involved in pdf and/or AutoCAD.

a. The consultant shall survey and produce a one-line infrastructure backbone cabling diagram of the Hines Campus. This one line shall identify all Utility Demarcation Service Entry Points.

b. The consultant shall survey and produce a one-line logical network diagram.

c. The consultant shall survey and produce a Network Equipment master list of all Voice/Data/CCTV network switches.

d. The consultant shall survey and produce a Wi-Fi antenna mapping plans with all AP (Access Points).

2) The consultant shall evaluate the following existing systems.

a. Incoming Telecom Service Facilities

b. Outside Plant Intra-Building Backbone

c. Inter-Building Vertical Backbone

d. Horizontal Cabling / Work Area Outlets

e. Wireless Infrastructure (Wi-Fi)

f. Critical Power Systems (UPS and Generator Services for IT Equipment)

g. IT Equipment room Physical Size and Clearances

h. IT Equipment Grounding System

i. IT Room HVAC Cooling system capacities

j. Security Access control and CCTV

k. PABX / Voice Communications

l. Patient Room TV Distribution

m. Nurse Call Communications

n. Radio Communications

o. Distributed Antenna Systems (DAS)

p. Emergency Responder Radio Communications System

3) The consultant shall provide a written report hereafter called the Facility Technologies Needs Report (FTNR) including drawings providing the following information.

a. Provide a detailed summary of the existing conditions for the technology systems in scope.

b. Provide a detailed list of deficiencies that require remediation in order to comply with the EHRM requirements. This list shall address technology(s) as well as Architectural, Mechanical, Electrical, Plumbing and Fire Protection needs.

c. Provide one-line infrastructure backbone cabling diagrams of the existing conditions and for the proposed condition.

d. Provide a proposed one-line infrastructure backbone cabling diagram of the existing conditions and for the proposed condition.

e. Provide a one-line logical network diagram of the existing conditions and for the proposed condition.

f. Provide a proposed one-line logical network diagram existing conditions and for the proposed condition.

g. Provide a set of floor plans with proposed locations for the new Server Room and Telecom Rooms for the campus. Proposed locations shall be acceptable to the existing functions, shall provide coverage and compliance with the referenced EHRM Design Standards and shall not negatively affect patient care.

1. Server Room Option A: Renovation of the existing server rooms in Room G325, G301 and F107. Consolidate Sever Building 200 Room C135 into Building 1 G325.

2. Server Room Option B: Relocation of all server rooms to Building 215.

h. Provide a detailed drawing of a typical proposed Telecomm Room, drawings shall provide show all technologies, equipment as well as Architectural, Mechanical, Electrical and Fire Protection requirements.

4) The consultant shall produce a complete set of Construction Documents including drawings and specifications for the bidding and construction including but not limited to new the new Data Center for both Option A and B and all Telecom Rooms, fiber and cabling and support services.

5) The AE shall provide connectivity and support to the EHRM training projects.

6) The AE shall provide Construction Administrative Services for the project through close-out.

F) Acronyms and Definitions.

The following is a listing of acronyms and/or definitions to terms used in this document.

G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

The awarded designer shall utilize front-end specifications provided by Hines for inclusion in their project manuals. These specifications shall be used for a basis of developing the overall project manual and include the following specification sections at a minimum:

1) Section 000110 – Table of Contents

2) Section 010000 – General Requirements

3) Section 013216.15 – Project Schedules

4) Section 013300 – Submittal Registry

5) Section 013323 – Shop Drawings, Product Data, and Samples

6) Section 013526 – Safety Requirements

7) Section 014219 – Reference Standards

8) Section 015719 – Temporary Environmental Controls

9) Section 017419 – Construction Waste Management

10) Section 018113 – Sustainable Construction Requirements

The awarded A/E will adhere to all codes, standards, guidelines and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Master Construction Specifications (PG-18-1).

2) Design and Construction Procedures (PG-18-3).

a. Topic 1 – Codes, Standards, and Executive Orders.

b. Topic 2 – Drawings.

c. Topic 16 - Sustainable Buildings Policy for New and VA Renovation Construction.

d. Topic 17 - Physical Security Strategies for New and Renovation VA Construction.

3) Office of Information and Technology – Infrastructure Standards for Telecommunications Spaces. Version 2.2 4/10/2019

4) Office of Information and Technology – Design Guide 2/2011

5) CFM/OIT design guide templates for critical Telecommunications spaces in clinical and non-clinical environments. 12/27/2018

6) Standards Alert 017 Office of Information and Technology Infrastructure Standards for Telecommunication Spaces. 2/25/2020

7) Standard Details (PG-18-4).

8) Equipment Guide List (PG-18-5).

9) Space Planning Criteria for VA Facilities (PG-18-9).

10) Design Manuals (PG-18-10).

a. Architectural Design Manual

11) Design Guides (PG-18-12).

12) Barrier Free Design Guide (PG-18-13).

a. Barrier Free Design Guide - A Supplement to the Architectural Barriers Act Accessibility Standards.

13) Room Finishes, Door, and Hardware Schedules (PG-18-14).

14) Minimum Requirements for A/E Submissions (PG-18-15).

a. Volume C – A/E Submission Instructions for Minor and NRM Construction Program.

b. Where conflicts exist between the Statement of Work and the VA Standards, the Statement of Work shall take precedence.

15) Environmental Planning Guidance (PG-18-17).

16) SOCAMES 6 Design Alert 1

17) OEHRM Infrastructure Readiness Playbook v2.0

18) VA OEHRM Site Infrastructure Requirements 1.6 v2

H) Scope of Work.

1) Under this contract, the A/E shall furnish multi-discipline architectural and engineering services for reports, planning and programming studies, investigations, testing, design concepts, design options, and other related documents a reasonable A/E might expect to deliver as professional services. The A/E firm shall provide professional services necessary for:

a. Identify and document the existing OI&T distribution system covering the following Buildings 1, 2, 4, 7&33, 8, 9, 12, 13, 16, 17, 18, 20, 45, 48, 100, 113, 128, 200, 205, 215, 217, 221 228, 230 and the Joliet CBOC.

b. Design and document a scope of construction work to bring Buildings 1, 2, 4, 7&33, 8, 9, 12, 13, 16, 17, 18, 20, 45, 48, 100, 113, 128, 200, 205, 215, 217, 221 228, 230 and the Joliet CBOC into compliance with all VA OI&T and EHRM requirements.

2) Construction Administration Services.

a. Construction Administration Services are outlined in further detail later this document. Within this period the contractor shall provide all labor and materials included under Section J - Tasks and Responsibilities, Section K – Deliverables, and Section L - Timeline.

b. Construction Administration Services are to include site visits during construction as part of the scope.

3) The A/E shall furnish a cost estimate for the scope of work at the end of each phase.

4) The A/E shall collaborate with the EHVAH’s designated PDT throughout the project.

5) The A/E shall be solely responsible for the management and professional design, including all associated labor, equipment, materials, mailing costs, testing, and inspections to meet the requirements of the contract to deliver the following:

a. Activities required during the investigative phase, include but are not limited to:

1. Review previous construction drawings.

2. Perform field investigations.

3. Review of conditions above acoustical ceilings and at access panels for drywall ceilings.

4. Investigating floors above and below, as necessary, for possible obstacles such as plumbing, ductwork, electrical, medical gases, and telecom.

b. Perform field investigations to identify deficiencies in the current building systems.

c. Provide a progress schedule showing percent of work completed and weekly status updates throughout the project.

d. The A/E shall notify the COR at any point if the working cost estimate exceeds the VA budgeted amount. Should that occur, the A/E shall make recommendations to bring the estimated cost within the budgeted amount as a part of the scope.

e. The A/E shall complete the design package to include plans, details, sections, elevations, edited specifications, site visit reports, a detailed construction estimate and all related information as required by the contract.

f. The A/E shall submit a QA/QC template for review. Template shall have a signature block for the QA/QC reviewer. If a QA/QC template is not approved by the COR, then the A/E will utilize the checklist provided in Attachment 6 in coordination with the COR.

g. Meet with the Hines PDT regularly to review project progress. This meeting may be held via Microsoft Teams.

6) Although primarily architectural in nature, projects may also have components that fall under additional disciplines including but not limited to:

a. Accessibility.

b. Acoustical Design.

c. Civil Engineering.

d. Commissioning.

e. Construction Administrative Services.

f. Control Systems.

g. Cost Estimation.

h. Electrical.

i. Energy.

j. Environmental Design/Hazardous Material.

k. Fire Alarm and Suppression.

l. Furniture and Equipment.

m. Historic Preservation.

n. Infection Control.

o. Interior Design.

p. Mechanical.

q. Landscape Design.

r. Lighting.

s. Phasing of Construction/Schedule Development.

t. Plumbing.

u. Rendering and 3D Modeling.

v. Reports (of a specific nature as outlined in the Task Order).

w. Security.

x. Signage and Wayfinding.

y. Specifications.

z. Structural.

aa. Telecom (Phone and Data)

7) In accordance with VAAR 836.606-73 Application of 6 percent architect-engineer fee limitation.:

a. The total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities such as those shown in paragraph (c) of this section.

b. To support project submissions, the engineering officer or project engineer must use VA Form 10-1193, Application for Health Care Facility Project, and Form 10-6238, EMIS Construction Program Estimate Worksheet, and must show the proposed technical services where necessary and applicable.

c. The 6 percent fee limitation does not apply to the following architect or engineer services:

1. Investigative services including but not limited to:

i. Determination of program requirements, including schematic or preliminary plans and estimates;

ii. Determination of feasibility of proposed project;

iii. Preparation of measured drawings of existing facility;

iv. Subsurface investigation;

v. Structural, electrical, and mechanical investigation of existing facility; and

vi. Surveys: topographic, boundary, utilities, etc.

2. Special consultant services that are not normally available in organizations of architects or engineers and that are not specifically applied to the actual preparation of working drawings or specifications of the project for which the service is required.

3. Other:

i. Reproduction of approved designs through models, color renderings, photographs, or other presentation media;

ii. Travel and per diem allowances other than those required for the development and review of working drawings and specifications;

iii. Supervision or inspection of construction, review of shop drawings or samples, and other services performed during the construction phase; and

iv. All other services that are not an integral part of the production and delivery of plans, designs, and specifications.

4. The cost of reproducing drawings and specifications for bidding and their distribution to prospective bidders and plan file rooms.

8) Magnitude of Construction: The VAAR Magnitude of Construction is $20,000,000.00 to $50,000,000.00.

9) The above A/E scope constitutes a basic outline of the work and in no way outlines all the details for the design of this project. It is recommended that a detailed inspection of the premises be initiated to determine the needs and conditions for the design and plans for this project. Copies of the most recent drawings will be available for A/E’s use. However, the A/E shall field verify their validity before starting the design. Utilities within the area and identified on existing drawings are not to be interpreted as the exact location or as a comprehensive representation of the existing site conditions.

I) Constraints.

1) Work hours for EHVAH staff are from 7:30 am until 4:00 pm, Monday through Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of patient privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) Exploratory demolition is permitted but must be coordinated with the COR.

4) All contractors (in this case A/E personnel) visiting the jobsite will need to receive a temporary PIV(Flash) badge. The procedure to follow is:

a. Contractors must FIRST get their fingerprints done by Human Resources located in Building 17.

b. It takes between 3-5 days at least for fingerprints clear.

c. Once fingerprints have cleared the person requesting a badge can be sponsored.

d. The contractor must then complete a “Request for a PIV card” form See Attachment 3 and then turn in to the COR.

e. The contractor can then be sponsored upon verification the fingerprints have been cleared.

f. Once contractor has been sponsored the COR, they can call PIV (708) 202-5170 to arrange for issuance of a PIV for badge.

J) Tasks and Responsibilities.

1) A post award meeting between the Contracting Officer (CO) or Contracting Specialist (CS), the Contracting Officers Representative (COR), and key A/E team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. After this meeting the awarded A/E firm shall provide their services per the following phases.

2) The first phase will begin with a Notice of Award from the Contracting Officer (CO) or Contracting Specialist (CS). Each phase will be concluded with deliverables rendered and may include a meeting with key personnel from both the A/E team, the CO/CS, the COR, and the EHVAH. The A/E shall submit a QA/QC template for review after each phase. The template shall have a signature block for the QA/QC reviewer.

3) 30% Design Phase (Investigation Phase and Schematic Design).

a. The A/E firm shall visit the project site to perform a field survey of all engineering disciplines. Measurement of the existing spaces shall be taken to update the existing conditions into AutoCAD drawings.

b. The A/E firm shall meet with key EHVAH personnel to determine a program for design. Based upon these meetings and the scope of work, the A/E firm shall develop preliminary designs options with each option addressing the needs of the scope of work. Each option shall include a narrative of their suggested design alternative, drawings, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

c. The EHVAH will review the documents provided and select one of the options to pursue in the next phase. Comments will be collected by the COR and formally sent to the CO/CS. It is possible the selected option to move forward contains elements from all preliminary options resulting in one, hybrid option.

4) 60% Design Phase (Design Development).

a. The A/E firm shall develop the selected design option by expanding upon the drawings, details, and specifications of the work to be performed. The selected option shall include revisions to the A/E firm’s suggested design alternative, design narrative, drawings, specifications, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

b. Following the 60% design submission COR will submit the package for an independent Fire Code Review. See Attachment 15. The review may render life safety comments that will need to be incorporated into the 90% design submission.

5) 90% and 100% Design Phases (Construction Documents).

a. The A/E firm will incorporate any life safety comments from the independent Fire Code Review.

b. The A/E firm shall develop a full set of construction drawings and specifications. These construction drawings and specifications will be used for bidding by a qualified contractor. Review sets will be provided to the CO/CS and the COR at the 90% and 100% completion intervals prior to the final bid issuance.

c. The A/E firm shall address any questions, clarifications, and/or Requests for Information (RFI’s) that arise during the bidding phase. Upon completion of the bidding process the A/E firm shall issue a final set of drawings and specifications to be referred to as contract documents. Alternate designs options and/or cost savings measures agreed to by the contractor shall be incorporated into the contract documents.

6) Construction Administration Services.

a. The A/E firm shall provide services during the construction phase of the project including but not limited to:

1. Site visits during construction:

i. Attend Post-Award meeting. The Designer of Record and its key consultants will attend a “Page-Turn” meeting following the award for construction. The goal of this meeting is to clarify any confusion the contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

ii. Attend to bi-weekly construction meetings. This can be performed via WebEx or Microsoft Teams. Approximately 26 meetings.

iii. Participation in final acceptance inspection and prepare punch list.

iv. Verification of final inspection punch list items completion.

2. Bi-weekly (every 2 weeks) construction meetings:

i. Provide a report narrating each visit/meeting with the EHVAH (minutes) within seven (7) calendar days of the visit/meeting.

3. A site visit report which includes the purpose of the visit, observed construction, advisement of any deviations/deficiencies, recommendations, additional actions required, items reviewed, shall be furnished to the COR within seven (7) calendar days following the visit day.

4. Review all construction contractor submitted shop drawings, samples, RFIs and submittals, as required by specifications, recommending either conformance/non-conformance with inclusion of comments to the COR and return within seven (7) calendar days of receipt.

5. Review all cost proposals for construction changes and return within seven (7) calendar days.

6. Issue construction clarification drawings when requested by the CO, the CS, and/or the COR.

7. Assist in the development of RFP’s and Request for Modification’s on behalf of the government.

7) Construction Close-out Documents.

a. The A/E firm shall review the contractor close-out submissions for thoroughness and conformance with the contract document requirements.

b. The A/E firm shall also review field-marked as-built drawings for conformance with final installations. The A/E firm shall utilize these as-built drawings and specifications from the contractor and incorporating all RFIs and modifications shall generate as recorded drawings and specifications.

8) The project shall be designed and documented in BIM (Revit) and the EHVAH will be provided with both Revit and AutoCAD files as part of the project for their use without limitation.

9) The AE shall determine the scope of Asbestos and Lead abatement required by the proposed scope of work.

10) The AE shall provide data connectivity and support to Building 20 as part of the EHRM Training projects. Primarily data service to Building 20 coordinated with the remodeling of that building under separate contract.

11) Design Tasks

a. The A/E shall survey all available existing information.

b. The A/E firm shall meet with key EHVAH personnel to collect information on the existing conditions for the report. Approximately 10 meetings during Design Phases and 26 meetings during Construction Period Services.

c. The A/E firm shall visit the site to perform field surveys of all engineering required disciplines. Measurement of the existing spaces and technology capacities shall be verified as required to update the existing conditions AutoCAD drawings. Surveys and measurements of the existing technologies shall be performed during this phase.

i. Visit server rooms Building 1 Rooms G325 Data Center, G301 Bio-Med Data Center, F107 IRM as well as Building 200 Room C135 to determine functions and capacities.

ii. Visit existing TELECOM rooms within the bounds of the project.

iii. Verify provided matrix information for all TELECOM Rooms.

iv. Determine technology capacities of existing TELECOM rooms.

v. Determine physical capacities of rooms, Architectural, Mechanical, Electrical, and Fire Protection.

d. The A/E shall prepare a proposed Typical TELECOM Room including:

i. Technology equipment list

ii. A/E Plans and elevations of typical room

iii. Service Requirements for typical TELECOM Room Mechanical, Electrical, and Fire Protection.

e. The A/E shall prepare documents describing the existing and proposed conditions. Specifically:

i. Facility Technologies Needs Report (FTNR)

ii. Existing and proposed One-line infrastructure backbone cabling diagram of the Hines Campus.

iii. Existing and proposed One-line logical network diagram

iv. Existing and proposed Network Equipment master list of all Voice/Data/CCTV network switches.

v. Existing and proposed Campus Wi-Fi Diagram

vi. Typical Telecom Room layout and equipment list.

vii. Existing and proposed TELECOM Room location plans.

f. Construction Contract Documents:

i. Complete Construction Drawings and Specifications to bring the Campus EHRM Infrastructure into compliance with all referenced documents. This includes but is not limited to all Server Rooms, Telecom rooms, Fiber backbone, new Data cabling to all devices on campus and all required support services including but not limited to Mechanical, Electrical, Fire Protection, Plumbing etc.

ii. Drawings and Specifications for the demolition of existing rooms, fiber, cabling and infrastructure not used after construction is complete.

iii. Phasing drawings to minimize the impact to hospital services during construction.

iv. Detailed scope of Asbestos and Lead Abatement.

v. Server rooms: All fiber runs will have two separate paths to the server room to prevent interruption of service.

1. Server Room Option A: Renovation of the existing server rooms in Building 1 Rooms G325, G301 and F107. Consolidate Sever Building 200 Room C135 into Building 1 G325.

2. Server Room Option B: Relocation of all server rooms to Building 215

vi. Building 200 Room 855 shall be provided with adequate power and cooling to meet EHRM design standards.

g. Review Comments: At the end of each phase EHVAH will perform a technical review of submitted documents. The AE will review the EHVAH comments and provide a written response as outlines in Section L.

K) Deliverables

The awarded A/E firm shall have their services delivered per the following phases:

1) 30% Design Phase (Investigation Phase and Schematic Design).

a. Documents shall be issued in hardcopy (binder) and electronic (PDF) copy. Four (4) binders and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. Preliminary design drawings from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Schematics checklist.

2) 60% Design Phase (Design Development).

a. Documents shall be issued in hardcopy (binder) and electronic (PDF) copy. 60% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Four (4) binders, three (3) sets of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. Report drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Design Development checklist.

3) 90% and 100% Design Phases (Construction Documents).

a. 90% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Three (3) sets of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. The drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Construction Documents checklist.

b. 100% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. Three (3) sets of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. The drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Construction Documents checklist.

c. Bid package sets shall be identical to the 100% Design sets with minor corrections made if necessary. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

d. Contract Documents shall consist of revised drawings and specifications from the Bid package which reflect the elements of the proposed contract for construction. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

4) Construction Administration Services.

a. Field reports by the architect and their engineers based upon field visits and bi-weekly meetings.

b. RFI’s, submittal review, and construction clarification drawings.

5) Construction Close-out Documents.

a. Construction Close-out Documents shall consist as recorded CAD drawings and specifications. The documents shall be revised drawings and specifications based upon as-built drawings and specifications submitted by the contractor and A/E clarification drawings generated during the construction project. The as recorded CAD drawings shall focus on the actual built structures and components and remove all unnecessary construction notes and references. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

6) Document deliverables due at the end of all milestones:

a. Facility Technologies Needs Report (FTNR).

b. Existing and proposed one-line infrastructure backbone cabling diagram of the Hines Campus.

c. Existing and proposed one-line logical network diagram.

d. Existing and proposed network equipment master list of all Voice/Data/CCTV network switches.

e. Existing and proposed Campus Wi-Fi Diagram.

f. Proposed TELECOM Room locations and coverage plans for each building in the scope of work.

g. Construction Contract Documents – drawings and specifications

h. Construction Cost Estimates.

i. Formal written responses to EHVAH comments.

j. Record Documents

7) Disciplines to be covered in all Documents:

a. Accessibility.

b. Acoustical Design.

c. Architectural.

d. Civil Engineering.

e. Cost Estimation.

f. Electrical.

g. Energy.

h. Environmental Design/Hazardous Material.

i. Equipment.

j. Fire Alarm and Suppression.

k. Furniture and Equipment.

l. Historic Preservation.

m. Infection Control.

n. Interior Design.

o. Mechanical.

p. Landscape Design.

q. Lighting.

r. Phasing of Construction.

s. Plumbing.

t. Rendering and 3D Modeling.

u. Security.

v. Schedule Development.

w. Signage and Wayfinding.

x. Space Planning.

y. Specifications.

z. Structural.

aa. Telecom (Phone and Data)

L) Timeline.

The awarded A/E firm shall have their services executed per the following timelines. These timelines should be viewed as guidelines for milestone dates.

1) 30% Design Phase (Investigation Phase and Schematic Design) - 60 calendars days to complete this phase from the Notice of Award issued by the CO/CS until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

2) 60% Design Phase (Design Development) - 45 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

3) 90% Design Phase (Construction Documents) - 30 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

4) 100% Design (Bid Documents) - 10 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT

5) EHVAH Review Periods – Shall immediately follow each design phase per the schedule below. Each review period is listed as a maximum duration and any relevant comments will be submitted to the A/E as technical comments formatted in a report. This report will also notify the A/E team to move onto the next phase. At each phase, the A/E shall provide submit a copy of previous review comments and the resolution thereof.

a. 30% Design Phase: 10 calendar days.

b. 60% Design: Up to 10 calendar days

c. 90% Design: Up to 10 calendar days.

d. 100% Design: Up to 5 calendar days.

6) Immediately following the closing of the RFI period during construction bidding the A/E team will have 10 calendar days to issue the final Contract Documents. These documents will update the Bid Documents based upon RFI’s submitted and addressed during the construction bid period.

7) Construction Administration –The estimated construction period is one calendar year after NOA with all product submittals to be initially delivered within the first 30 calendar days of the construction schedule.

8) Construction Close-out Documents – 30 calendar days from receipt of the contractor’s as-built drawings and specifications.

9) Period of Performance Timeline Table.

M) Other Pertinent Information or Special Considerations.

1) No VA Sensitive information or connection to the Hines network will be required for execution of this contract.

2) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. The Contractor shall provide the Government copies of such certificates.

3) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

4) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

5) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

6) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

N) 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.

The VISN 12 NCO 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 Hines VOC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Hines VOC 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.

O) Point of Contact at the EHVAH.

1) John Robertson Engineer, Project Planning Section Engineering Service Edward Hines Jr. VA Hospital 5000 S. Fifth Avenue Building 2, Room 121 Hines, IL 60141 John.robertson9@va.gov Phone: 708-202-8387 ext. 2260

P) ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the Hines VOC. 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.

Q) PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. 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.

image1.jpeg