SOW_646-375R Pittsburgh.pdf

VA Pittsburgh Healthcare System (VAPHS) University Drive 4100 Allequippa St 5/06/2024 Pittsburgh, PA 15240

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

CONSTRUCT SERVICE BUILDING ANNEX AND AMBULANCE RAMP

PROJECT NO: 646-375

PROJECT NAME: Construct Service Building Annex and Ambulance Ramp

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 VA Pittsburgh Health Center System – University Drive Campus in accordance with this design scope of work. Design scope of work will be a new construction building totaling 20,000 square feet with 3 above grade stories, located off Brackenridge Street on the University Drive Campus and roughly within the footprint of previous demolished Building 6. New construction building will consist of an Ambulance Ramp allowing for improved emergent access by Veteran Guests and Ambulance services for expanded Emergency Department. The 1st floor will be dedicated to either Oncology or Multi-Specialty and related Out-patient care clinics. New Clinical Space allows for consolidation of Multi-Specialty (Renal, Pain, Residual Primary Care) Clinics and/or relocation of Oncology from Building #1-8West, allowing ultimately for expansion of Medicine clinics on the entirety of the 8th floor. The 2nd floor will be used as the Mechanical space serving the new Annex building HVAC, Electrical, and Elevator equipment. Basement area designed below grade for additional Plumbing and mechanicals, in addition to FMS office space. Building to be design for future growth of 3 additional floors and shall align with adjacent Clinical Addition at 1st Floor and ultimately future 3rd Floor Level, as University Drive campus is land locked.

2. SCOPE OF WORK:

1. The A/E (Architect/Engineer) firm shall provide all Design Submissions, Site Investigation/ Field Verification Services, Construction Documents, Technical Specifications, Cost Estimates, Reports and Construction Administration Services for the project “Construct Service Building Annex and Ambulance Ramp” located at the University Drive Campus VAPHS, Pittsburgh, PA. (See Campus map for location of project site – SOW Attachment 02 & 03)

2. Project is a 3 story and basement addition totaling 20,000 square feet on the Northern edge of Campus and the adjacent Clinical Addition to Building #1.Structure shall consist of Facilities Management Services in basement, Emergency Department Access Ramp on ground, multi-specialty clinics on the first floor, and a Mechanical Space on 2nd floor for service of Annex building MEP. Project shall be designed to support an additional 3 floors above for future expansion.

Project will also consist of 2 skyway connections between new structure to existing Emergency Department & Clinical Care in Building 1. Project shall also include site and utility modifications to accommodate the new addition. (See SOW Attachment 03A)

3. Ground Floor of Annex Building to be designed as a dedicated Parking ramp and access point for Emergency Department via Breckenridge Drive in a high-visibility location offering improved emergent access by Veteran Guests and Ambulance services for expanded Emergency Department.

VHACLEWaddeM Cross-Out

Pittsburgh, PA 15240

4. Design should include a two (2) car elevator encased in a single shaft and planned to accommodate future expansion upwards.

5. Project design will need to accommodate the existing compactor and dumpster pad located at the NW Edge of the adjacent Loading Dock and allow enough access for garbage removal.

6. Design shall evaluate viability of relocating critical utilities currently in steam tunnel directly adjacent to south boundary of building into lower level of new structure for improved maintenance and accessibility by Facilities Staff. (see SOW Attachment 03A)

7. A/E firm shall develop construction documents for bidding for project award for construction bidding in late Fiscal Year 2026 or 2027.

8. A/E firm shall develop a phasing plan for this project. Develop project phases as necessary to minimize disruption to the continued operation of the Medical Center. Phasing plans for all disciplines are to be produced to show the work that is being completed in a specific phase on separate plan drawings; temporary partitions that will be needed for the phase; temporary and final MEP connections that will need to be made for a fully functioning space at the end of a phase; and life safety travel distances at the end of each phase. The phasing plan shall include the scope and timing sequence of each identifiable phase or major activity. Each phase shall be described in terms of the work involved and the required preceding and follow-on activities, such as staff relocations, underground utility locating services, and medical equipment procurement.

9. A/E firm shall provide a minimum of 4 Deductive Bid Alternates for a minimum of 10-20% of the Construction cost.

10. Project Schedule is 335 Calendar days from date of notice to award to complete Construction Documents, Technical Specifications, Cost Estimate of Construction and Constructability Report.

Completion of Construction Administration Services will be dependent upon award of Construction Contract.

11. As a part of this contract, the A/E firm shall field verify all existing conditions.

12. Six submissions are required (SD, DD, 65%, 95%, 100% ‘For Bid’) plus a ‘For Construction’ submission which constitutes a complete bid package consisting of drawings, specifications, and detailed cost estimate.

13. Provide brand name product list to the COR for preparation of the VA brand name/ equal memo or sole source justification. Sole Source products required to be noted at VAPHS are provided in SOW Attachment 10.

14. Provide a submittal log based on final specifications.

15. Provide a site plan showing information necessary for a contractor to develop a plan for site limits, laydown space, and other site prep. Plan shall also include any known hazards above and below ground.

16. Provide 3 design options for VA review at SD Milestone.

17. Enhanced Commissioning – The Construction ‘Prime Contractor’ shall employ a third-party commissioning agent to meet Federal Mandates requiring whole building commissioning and enhanced commissioning requirements. The commissioning authority will verify performance of building components and systems and to ensure design requirements are met, develop a commissioning plan, inclusion of commissioning requirements in construction documents, verification of installation and performance of commissioned systems (testing and system monitoring), operation & maintenance manuals and training, and a commissioning report. The A/E team shall work with the commissioning agent throughout the construction process to assure all sustainable objectives are met.

*SITE SPECIFIC INFLUENZA/COVID REQUIREMENTS

VHACLEWaddeM Cross-Out

Pittsburgh, PA 15240

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

1. Contractor badge must be obtained and worn by contractor or representative at all times while on campus.

2. Special Consideration: All contractors and visitors are required to adhere to Universal Masking Guidance, when applicable, which requires people to wear a face covering or facemask over their mouth and nose while in any building of VAPHS University Drive campus. No one with a cold or flu-like symptoms will be allowed on VA property.

Any further questions please reference SOW Attachment 07 - Seasonal Influenza with Vaccines.

3. GENERAL

1. The A/E firm shall prepare all necessary documents. Minimum submission requirements of each phase are outlined in the Design Submission Instructions (PG-18-15) located on the Technical Information Library on the CFM website (http://www.cfm.va.gov/til/aeDesSubReq.asp).

Information within this SOW shall take precedence over conflicting information in the Design Submission Instructions document. The A/E firm shall edit and tailor the VA Master Construction Specifications as necessary to reflect the project technical requirements.

2. The VAMC will make available the existing Geotechnical Reports, existing Structural Reports, design criteria, and CAD / BIM files of the existing space. The VA record drawings are not to be expected accurate in all respects and the A/E firm is to verify all features affecting the project by field investigation. Documents related to adjacent structures will be made available on request.

3. A/E firm discussion with the VA Medical Center personnel concerning requirements will be arranged by and participated in by appropriate Engineering and VISN Contracting personnel. The A/E firm shall participate, when required, with the appropriate Project Chief and VAMC COR and other Services in review of project scope, design review comments, etc.

4. In each submission, the A/E firm shall re-submit the material specified in the prior submission, revised according to the comments made by the VAMC at the prior review. The A/E is to respond in writing addressing each VA comment.

5. The A/E firm shall pay particular attention to the fact that during the construction document stage, plans are not subject to change at the request of the VA Medical Center staff without the approval of the Chief, Engineering Service and the VISN Contracting Officer.

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

7. The A/E firm shall follow the VA BIM guide when developing BIM models (http://www.cfm.va.gov/til/bim/BIMGuide/).

8. Integrated Design: Use a collaborative, integrated planning and design process that initiates and maintains an integrated project team in all stages of a project planning and delivery. Establish performance goals for siting, water, materials, and indoor environmental quality along with other comprehensive design goals and ensure incorporation of these goals throughout the design and lifecycle of the building.

9. Master Construction Specifications are available at the VA website http://www.cfm.va.gov/til/spec.asp in Microsoft Word Format. The A/E firm shall provide as part of their service edited specifications to the VAMC for incorporation into the VA Bid Package.

http://www.cfm.va.gov/til/aeDesSubReq.asp) http://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/bim/BIMGuide/) http://www.cfm.va.gov/til/spec.asp

Pittsburgh, PA 15240

10. All work shall be coordinated with current and upcoming projects to prevent any duplication of efforts. The VA will provide information regarding upcoming projects that may require coordination.

11. The floor plans for the Structural, HVAC, Plumbing and Electrical drawings shall be at the same scale as the Architectural drawings to facilitate coordination.

12. The VA has ownership of the rights at the date of Closeout Submittal to all CAD files, and Facility Data developed for the Project. The VA may make use of this data following any deliverables.

13. A/E firm shall be required to provide a computer 3D model and prepare various 3D renderings to present to the VA throughout the design phase to adequately represent material, site conditions, lighting, etc.

14. Design shall comply with applicable sections of the Technical Information Library on the Office of Construction and Facilities Management (CFM) website www.cfm.va.gov. Project is to be designed to comply with the latest codes as outlined in the VHA Program Guide PG-18-3, Topic 1

– Codes, Standards, and Executive Orders on the TIL. A/E firm will be responsible for complete functional design and provide bidding documents meeting those requirements.

15. The A/E firm shall carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals, of the Joint Commission on Accreditation of Hospitals, with respect to design and operating requirements and report all conflicting conditions in writing.

16. Applicable chapters of VA Master Construction Specifications will be prepared by the A/E firm, including any necessary adaptations. VA HVAC Design Manual, VA Sustainable Design and Energy Reduction Manual, ASHRAE Standards 90.1-2004 and 90.1-2007, shall apply to specific design requirements. Refer to Contracting & Architect/Engineer Information and Technical Information Library on the CFM website www.cfm.va.gov for specific Contract Document requirements.

3.1 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 which will be included in the Request for Proposal (RFP) issued to the highest rated firm.

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

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

http://www.cfm.va.gov/ http://www.cfm.va.gov/

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

PG-18-1 Master Construction Specifications SOW Attachment 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures OIT Infrastructure Standard for Telecommunications Spaces v3.0 (most current)

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)

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 4 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety 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

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 VA Pittsburgh Healthcare System University Drive Campus PA. 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 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; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN: 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. This document is included as SOW Attachment 6 and SOW Attachment 9. 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 4, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at VAPHS University Drive campus due to the age of the campus (construction began in 1950’s).

The following submittals will be required for this project:

Initial PDT Meeting & Quality Assurance/Quality Control (QA/QC) Plan Design Program Submission (DP) - 20% - 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. Design Program will consist of a set of conceptual drawings of the minimum (3) planned design / schemes, and the initial cost estimate will additionally be included.

Schematic Design Development Submission (SD) – 30% Design Development Documents (DD) – 65% Construction Documents (CD)- 95% Bid Documents (“For Bid”) – 100% Consolidated Contract Documents “For Construction”

11.1 SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Rivet BIM format (.rvt), and AutoCAD (.dwg) 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 http://www.section508.gov/. The A/E shall be responsible for providing:

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

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

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

• Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting

(yes/no Check box)

• Meeting purpose, Roll call, and Additional Items

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

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

Provide up to but no fewer than 4 Deduct Bid Alternates totaling a minimum of 10% to 20% of the construction cost.

Quality Assurance/Quality Control (QA/QC) Plan All documents in electronic format.

Solicitation Support Services

Pre-bid Site Visit The A/E shall attend the pre-bid site visit, to include meeting and project walk-around. Contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

Technical Questions/RFIs The A/E shall answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked following the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. The A/E shall provide technical question responses 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.

Addenda and Revisions 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% Construction Documents as part of the construction contract. These documents shall be labeled Final Construction.

Construction Period Services (CPS)

Expectations: Respond to submittals and other requests in a timely manner.

Requests for Information (RFIs) The A/E shall provide a response/solution to all construction RFIs within five calendar days of submittal to the A/E.

Submittal Reviews The A/E shall provide submittal reviews within seven calendar days of submittal to the A/E.

Assist VA in determining whether the contractor, subcontractors, and vendors meet qualification requirements, supported by written recommendations of any problems or litigation encountered in past based on first-hand knowledge.

Site Visit Reports The A/E shall submit a site visit report within two calendar days of a site visit. All documents in any of the electronic formats listed above.

Make site visits on requests of VA and prepare written reports to include agreed upon revisions to the design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to VA. Respond on site in a two-day period when requested by VA’s CO or COR.

Participate in Construction phase meetings and share keynotes to owner (GC will keep formal minutes and track RFIs and keep submittal logs).

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

Punch List The A/E shall visit the project site to perform a punch list inspection at substantial completion of construction and shall submit a written report of findings to the COR within three calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings The A/E shall review and produce record drawings from red-lined information provided by the General Contractor. Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Prepare record drawings on consolidated contract documents for construction, based on as-built drawings that the contractor kept during construction, on correspondence performed during construction, and on A/E issued Modifications. Transpose contractor’s as-builts to AutoCAD 2017 and provide a set of updated as-builts and specifications on CD and on A/E FTP site within 30 days to the COR. These should be posted on A/E FTP site for VA retrieval.

Third-Party Commissioning

The Construction ‘Prime Contractor’ shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. It is anticipated that the Commissioning Agent will participate in the following: 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. In anticipation of the Commissioning Agent, provided via the successful Construction bidder https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

(Prime Contractor), the A-E shall develop the 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 projects based on the following Systems to be Commissioned.

• 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

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

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

• 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

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

Design Program (DP) 20% Submittal 45 calendar days after end of Initial PDT Meeting

DP 20% Submittal Review Meeting 28 calendar days after VA receipt of DP 20% Submittals

30% SD Submittal 28 calendar days after acceptance of DP 20% Submittals

30% SD Review Meeting 28 calendar days after VA receipt of 30% SD Submittal

65% DD Submittal 60 calendar days after VA acceptance of 30% SD Submittal

65% DD Submittal Review Meeting 28 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 60 calendar days after VA acceptance of 65% DD Submittal

95% CD Submittal Review Meeting 28 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 30 calendar days after VA acceptance of 95% CD Check set Submittal

Total Design Phase Schedule 335 calendar days

The 335days listed in Design Phase schedule may fluctuate based on when submittals meet all VA guidelines and acceptance is issued. If submittals are not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional 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 545 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

16. 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 VA Pittsburgh Healthcare System University Drive Campus Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

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

18. SECURITY REQUIREMENTS:

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

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

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

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

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

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

6. VA Information Custodial Language

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

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

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

552a); 36 CFR Part 1222 and Part 1228.

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

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

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

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

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

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

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

ix. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook

6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

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

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

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

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

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

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

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

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

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

19. SOW and ATTACHMENTS:

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

VHA Required Div 01 Specification Sections (See SOW Attachment 01) VAPHS University Drive Campus Map (See SOW Attachment 02) University Drive Annex Proposed location plans (See SOW Attachment 03) Proposed Annex Building and Ramp layout (see SOW Attachment 03A) Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 04) 01 32 16.01 Architecture and Engineering CPM Schedule (See SOW Attachment 05) Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dates November 2008 (See SOW Attachment 06) Seasonal influenza with vaccines (See SOW Attachment 07) VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment

08) Architecture and Engineering Submission Document Schedule (See SOW Attachment 09)

End of SOW