SOW Construct New Inpatient Pharmacy.docx

ARCHITECT-ENGINEER DESIGN STATEMENT OF WORK

Construct New Inpatient Pharmacy

PROJECT NO: 523-432

PROJECT NAME: Construct New Inpatient Pharmacy – West Roxbury, MA ESTIMATED CONSTRUCTION COST: VAAR Magnitude $10 million - $20 million **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 West Roxbury 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 include 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 inpatient and outpatient pharmacy area. The project shall include, but is not limited to, expand the pharmacy, construct compounding area, and separate the inpatient and outpatient pharmacy into two distinct areas.

Details as follow:

1. Evaluate potential new inpatient pharmacy site location. If there is no suitable location for new building to be attached to the existing building, then new standalone pharmacy shall be designed for outpatient.

2. Provide adequate space for TUG (robot) deployment.

3. Provide new compounding area and new inpatient area. Estimated new square footage is 7000.

4. The existing inpatient pharmacy will be converted to outpatient pharmacy space. This conversion will allow the outpatient pharmacy to expand. Estimated existing inpatient pharmacy is 5000.

5. The expansion will provide a larger private waiting/dispensing area with sufficient standoffs to maintain privacy while dispensing medications. The new dispensing area, waiting area and consult rooms will be designed to allow improved experience for Women veterans.

6. Private waiting area shall include providing location for bariatric chairs, prescription bingo board, television, women's area, etc.

7. Air flows at the waiting area and within the pharmacy area will be increased to meet VA Criteria.

8. Evaluate and Provide Heating, Ventilation and Air Conditioning (HVAC) systems and shall be compatible with facility wide building automation system. A noise mitigation system shall be provided for outdoor HVAC equipment. The intent is to ensure the ANSI NC is met for adjacent buildings. Interior building sound analysis and design shall be based on the applicable noise criterion curves. See SOW Attachment 11 for requirements for noise emission study that the A-E will need to perform.

9. HVAC Mechanical equipment shall be designed within mechanical room. Any other outdoor equipment such as exhaust system shall be designed as hurricane approve.

10. Provide fire protection systems that meet requirements for new building. The fire detection and alarm (EST 3) and suppression system will be integrated into the existing campus-wide system.

11. Designs are to comply with VA PSRDM Appendix B and Directive 0730 Appendix B for design features associated with security system. Scope shall include card access, cameras, interconnect cables, raceway, CAT 6 cabling, additional Hirsch MUXs, full seamless interface to existing card access. In addition to the design guide requirements for CCTV and card access, provide domed camera with pan, zoom and tilt operation at each entrance and exit to the new building.

12. Emergency power and normal power electrical distribution systems in accordance with the VA criteria to meet the requirements. See SOW Attachment 11 of the SOW for information on existing systems.

13. All building systems shall be fully commissioned per VA standards.

14. The design shall follow last version of VA Pharmacy Service Design Guide, USP 795 Pharmaceutical compounding- Nonsterile preparations, USP 797 Pharmaceutical compounding -sterile preparations and USP 800 Hazardous drugs-handling in healthcare settings.

15. The design should include a phasing plan, pharmacy shall remain operational during construction.

A-E Part Two Services (also known as Construction Period Services) for this design project include 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 4 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 (see Commissioning under section 15); 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 A/E shall review the Contractor's requests for information and cost proposals for construction change orders when requested by the COR. The A/E's reply regarding his/her review 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 Request for Proposals for anticipated changes. Comment by White, Charles W.: COR please review. Added CPS language.

The above paragraphs constitute a basic outline of the work to be accomplished, and in no way comprise 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 West Roxbury 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 08 - VAMC Campus Map will give the A-E firm a basic understanding of the West Roxbury 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 West Roxbury VAMC campus must inform their trip to COR before starting site investigations on campus.

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 $10,935,825. The design project must comply with VAAR 836.606-71, Application of 6 percent architect-engineer fee limitation.

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 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:

The following references should also be used to complete the design documents:

· USP 795 Pharmaceutical compounding- Nonsterile preparations

· USP 797 Pharmaceutical compounding -sterile preparations

· USP 800 Hazardous drugs-handling in healthcare settings

· VA BHS Campus specific specification 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 HEEP office of healthcare engineering, VISN 1, National Pharmacy Compounding Advisory Group and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these parties, 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. Consultation and approval of the National Pharmacy Compounding Advisory Group shall be obtained during the design. The A-E shall coordinate with local VA Interior Designer for interior design requirements, standards, and finishes.

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 West Roxbury 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.

Stormwater design will comply with EISA Section 438, the Clean Water Act, and designed in accordance with the Massachusetts Stormwater Handbook. If there is a conflict in these documents, the more stringent regulation will apply.

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 most recent version of specific requirements listed in the VA Physical Security and Resiliency Design Manual (PSRDM), located on the TIL (DESIGN MANUALS (PG-18-10) - Office of Construction & Facilities Management (va.gov)). 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. SUSTAINABILITY AND ENERGY:

Sustainability Guidelines

· The A/E is to design to the VA Sustainable Design Manual (dated May 2014, revised August 2017) criteria for all projects. All designers of new projects shall document in writing, and deliver to the VA project COR, actions taken or considered versus each element and sub-element of the Guiding Principles Checklist for New Construction and Modernization.

· Ensure the design complies with the applicable sections of the VA Sustainable Design Manual, available on the Construction and Facility Management (CFM) Technical Information Library (TIL). The manual provides guidance in incorporating sustainable design on every phase of a project, from proposals, goal setting, and preliminary planning through design and construction for projects of all sizes. Recognizing that each space acquisition project is unique and will require different strategies, all projects are nevertheless required to meet the federal mandates as appropriate given the project scope and budget.

· Provide a report on all applicable requirements and statement on intended compliance actions. Provide a written summary of the energy savings measures proposed evaluated and the extent of the evaluation signed and stamped by a registered professional engineer.

Optimize Energy Performance:

· Establish a whole building performance target that considers the intended use, occupancy, operations, plug loads, other energy demands, and design to earn the Energy Star® targets for new construction and major renovation where applicable. Provide a written report for these performance targets during design development.

· For new construction, reduce the energy cost budget by 30 percent compared to the baseline building performance rating per the American National Standards Institute (ANSI)/American Society of Heating, Refrigerating, and Air-Conditioning Engineers, Inc., (ASHRAE) and the Illuminating Engineering Society of North America (IESNA) Standard 90.1 Energy Standard for Buildings except Low-Rise Residential.

· All new construction projects shall be designed to achieve an energy consumption level that is at least 30% below the level achieved under ASHRAE standard 90.1, if life cycle cost effective. If a life cycle cost effective design cannot be achieved that meets the 30% reduction requirement, select the most effective design that meets or exceeds the minimum requirements and is life-cycle cost effective. No design shall be less than 30% more efficient than ASHRAE 90.1. Use appendix G of ASHRAE standard 90.1, excluding plug and process loads, to document the savings. The most recent version of ASHRAE 90.1 mandated for federal use by the Department of Energy shall be used to establish the baseline.

· Provide energy model results comparing the design to the ASHRAE 90.1 baseline.

· Refer to the Energy Management Guidebook dated September 2018.

Executive Order 14057:

· Ensure that the design complies with the applicable sections of EO14057 dated December 2021.

· It is the intent and responsibility that all A/E’s designing projects for the VA meet the goals of this Executive Order to reduce costs, reduce air and water pollution, and utilize clean energy. Implementation of the EO will focus on integrating achievement of sustainability goals with agency mission and strategic planning to optimize performance and minimize implementation costs. Provide a report to explain the goals outlined in the executive order and how the project will help work to meet these goals. The report should be provided during design development.

Reference Documentation:

Listed in the table below are reference material for all standards and guidelines to be used throughout the design and construction of this project.

12. 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 06. 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 04, as it is hosted on a non-public VHA site.

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 West Roxbury VAMC due to the age of the campus.

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%

13. DRAWING FORMAT:

Model to the requirements of the VA BIM Standard as identified in the approved Advanced Modeling PxP.

Coordinate Systems, Units, and Datums--- All site plan model files (planimetric, base map, and utility data) shall be geo-referenced based on the following:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) OR 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 West Roxbury VAMC.

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.

VA Medical Center

1400 VFW PKWY 05-05-23

West Roxbury, MA

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 West Roxbury 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

· 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)

14. 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), and Autodesk Revit Project (.rvt) files are acceptable. The A-E must establish a submittal exchange service or SharePoint site to provide all electronic copies of required submittals. The A-E must ensure the submittal exchange service is accessible by VA personnel and provide station personnel and PCAC with the information necessary to access the service. 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 Agendas and Minutes Agendas and other required documents for all status update meetings will be provided to the Post-Award CO/CS and COR a minimum of 24 hours in advance of the meeting. At the initial status update meeting, the frequency of subsequent status update meetings will be established and mutually agreed to by the contractor, VA station personnel, and the Post-Award CO/CS.

Meeting minutes for all formal meetings and conferences held with the VA, including weekly construction meetings, 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 Construction cost estimates shall comply with the last vision of VA Manual for Preparation of Cost Estimates & Related Documents for VA Facilities, located on the TIL (http://www.cfm.va.gov/cost/index.asp). All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan

· All documents in any of the electronic formats listed above.

Basis of Design (BD)

· All documents in any of the electronic formats listed above.

· Two half-size paper bond sets of drawings to VA Schematic Design (SD)

· All documents in any of the electronic formats listed above.

· Two paper bond sets of specifications to VA

· Two paper bond sets of investigation reports, design calculations, space planning data, and cost estimate to VA Design Development (DD), and Construction Documents (CD)

· All documents in any of the electronic formats listed above.

· Memo annotating what was not upgraded and corresponding justifications.

· One full-size paper bond set of drawings to VA

· Two half-size paper bond sets of drawings to VA

· Two paper bond sets of specifications to VA

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

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

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

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

· Word files of specifications

· Revit and AutoCAD files of drawings

· One full-size paper bond set of drawings to VA

· Two half-size paper bond sets of drawings to VA

· Two paper bond sets of specifications to VA

· One paper bond set of investigation reports, design calculations, space planning data, construction schedule, construction SOW, and cost estimate to VA

15. OPTION ITEM REQUIREMENTS:

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

Punch List 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 30 calendar days after VA acceptance of the construction project. The record drawing should be including one Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

Commissioning The A-E 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. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). AE’s commissioning agent is not a substitute for the contractor to provide commissioning of all systems. The AE and its commissioning agent will function on behalf of the VA and ensure all contractor commissioning complies with the design and specifications, and commissioning requirements. The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the 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 EHRM 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

16. 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 05. 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.

The 365 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) and Third-Party Commissioning (Option Line Item) 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, Construction Period Services, and Third-Party Commissioning.

17. CONTRACT OVERSIGHT:

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

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A-E’s performance under the design project contract. The COR shall be a representative of the West Roxbury VAMC Engineering team and have the technical knowledge required to monitor and oversee the project.

A COR from the West Roxbury 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.

18. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES:

The current version for this standard is located on the TIL (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at the VAMC in West Roxbury, MA 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.

This Standard is maintained by the Enterprise Data Center Infrastructure Collaboration Team (EDICT). Questions or concerns should be directed to Enterprise Data Center and Infrastructure Engineering (DCIE) at VAITESEDatacenterEngineering2@va.gov.

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 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.

19. EXEMPTIONS TO VA PHARMACY SERVICE DESIGN GUIDE REQUIREMENTS:

Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented, and discussed with the CO, the COR, and HEFP engineer. 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.

20. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the entrance of Building #3 for screening during normal working hours. This check-in is mandatory. The visitor sticker will be issued to be wear during the trip. The Contractor is now cleared to report to Engineering Project Section, Facility Management Service, BLDG #5 during normal working hours.

21. SHPO Coordination:

The West Roxbury campus is considered not eligible as historic property. However, notification to the state historic preservation office (SHPO) is required for this project. AE firm is responsible for submitting the online project notification form for SHPO to review. Detail guidance is attached in SOW Attachment 9—SHPO Notification Guide.

22. Records Management Obligations:

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

C. Requirements

D. Flow down of requirements to subcontractors

23. SOW ATTACHMENTS:

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

· VHA Required Division 01 Specification Sections (SOW Attachment 01)

· PG 18-12 Pharmacy Service Design Guide (SOW Attachment 02)

· West Roxbury General Design Comments (SOW Attachment 03)

· Sensitive Infrastructure Data Classification Memo - FOUO (SOW Attachment 04)

· 01 32 16.01 Architectural and Engineering CPM Schedules (SOW Attachment 05)

· AE Submission Instructions for Minor and NRM Construction Programs (SOW Attachment 06)

· VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (SOW Attachment 07)

· West Roxbury Campus Map (SOW Attachment 08)

· SHPO Notification Guide (SOW Attachment 09)

· West Roxbury Underground Utilities Map (SOW Attachment 10)

· West Roxbury Electrical Background and Noise Study (SOW Attachment 11)

End of SOW