SOW - EHRM Infrastructure Upgrades - Detroit MI - Final.pdf

VA Healthcare System 4646 John R. Street September 3, 2020 Detroit, MI 48201

Project 553-21-701

EHRM Infrastructure Upgrades – Detroit, MI

Project Design Scope of Work

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at John D. Dingell VA Medical Center (Station 553) in accordance with this design scope of work.

2. STATEMENT OF WORK: A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, conduct of studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facilities electric and IT infrastructure to allow for the new Electronic Health Record Modernization (EHRM) system. The project shall include, but is not limited to:

Design/Renovations of the VA Detroit Data Center

• Evaluate Cooling in the data center and design a more effective air flow distribution from two existing, 30-ton Liebert CRAC units.

• Detail relocation of existing Cabinets and Racks, and the installation of overhead cable trays.

• Design for the installation of a redundant, 125kva UPS for the Data Room equipment. New UPS shall be fed independently from the existing UPS, which will require Electrical evaluation of Critical Power. Provide mechanical bypass between both Service UPS systems.

• Design for the replacement of Data Center Windows per the Physical Security Design Guide

• Detail the electronic wiring removal and reinstallation necessary to accommodate wiring of new

EHRM servers.

• Design for the Replacement of Fiber Connection from the Utility (AT&T) to the Data Center.

• Design for the Replacement of the Fiber lines from the Data Center to all Telephone/Data

Rooms within the medical center.

Design/Renovations of the VA Detroit Telephone/Data Rooms

• Renovate existing Electrical Rooms to enclose the Telephone/Data area, creating new Telephone Data Rooms. This will include the installation of walls, ceilings (ceiling which shall support 75 lb/sf), and new doors.

• Renovated Telephone/Data rooms shall receive new HVAC to heat or cool the room to 70 degrees F and provide a relative humidity of 20% to 60%. Design shall include the installation of temperature and humidity sensors that report alarms to the existing Building Management System.

• Include condensate drain piping as necessary for new HVAC systems.

• Renovated Telephone/Data room doors shall be controlled through the Personnel Access

Control System. New magnetic locks, electrical, and badge readers will be necessary.

• Install two each, new 230-volt 3 phase L2120 receptacles one Critical Power. Install power conditioning equipment and connect between L2120 receptacles and new UPS equipment to protect EHRM switches. New Critical Electrical power panels will be needed at each room to support this increase.

• Evaluate and provide design/installation of Electrical Bonding in each room

• Rework Fire Sprinkler system to provide adequate coverage in the new room.

• Add Fire Alarm device in each new room, smoke detector and strobe.

• Rework lighting in the room.

• Repaint the concrete floor.

• Install 4 post data rack at each room.

• Install patch panels and terminate fiber and data cabling

• Install 4”X4” cable trough from data rack to the interstitial space

• Include fire stopping.

Design/Renovation of Data Cabling in the Medical Center

• All data cabling needs to be upgraded to CAT 6a.

• Replace Data Cabling from the Telephone/Data room to all areas of the medical center.

• Include new 4X4 cable tray/troughs for distribution of cabling throughout the interstitial space.

• Include flex conduit and junction boxes out of cable troughs, to ceiling location.

• Contractor shall work after hours in the occupied spaces below, to install junction boxes above ceiling and run conduit to wall locations.

• Contractor shall pull and terminate new CAT 6a cables from Telephone/Data rooms to new outlet locations.

• Contractor shall test and verify CAT 6a cables

• Contractor shall remove old Data Cabling entirely.

• Include fire stopping

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance in 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.

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

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of John D.

Dingell VAMC record drawings and the EHRM infrastructure readiness assessment documents will be made available for A/E use; 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.

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.

3. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as 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 $16,621,200.

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

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 following listed Department of Veterans Affairs References, with special emphasis on items in bold:

PG-18-1 Master Construction Specifications 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] 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

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

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

VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

00 VA OEHRM Site Infrastructure Requirements v1.6 (attached) SOCAMES 6 Design Alert 1 (attached) VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury From

Potable Water Distribution Systems John D. Dingell VAMC Interior/Exterior Finish Schedule

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 10 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 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 John D. Dingell VAMC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be 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 http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf 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.

10. 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 available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp.

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 attached to this SOW 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 submittal. The Asbestos Abatement requirements in PG-18-15 are not applicable at John D. Dingell VAMC due to the age of the campus (construction began in 1992).

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 One (DD) – 65% Construction Documents (CD)- 95% Final Bid Documents (Bid)

11. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to John D. Dingell 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 http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 http://www.cfm.va.gov/til/projReq.asp

(MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the John D. Dingell VAMC 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 the systems described below (but not limited to) 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)

12. 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), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at 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.

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.

Quality Assurance/Quality Control (QA/QC) Plan http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

All documents in any of the electronic formats listed above.

Basis of Design (BD)

Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA

Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 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 (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 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/full functional.

Word files of specifications.

Revit and AutoCAD files of drawings.

One (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

Requests For Information (RFI) Requests For Information shall be submitted within three (3) calendar days of submittal to the A/E.

Submittal Reviews Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Site Visit Reports

Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Modification Requests Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. 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 (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

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

13. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below.

PCAC Award/ Admin Time 14 days after Notice of Award QA/AC Submittal 7 calendar days after receipt of Notice of Award BD Submittal 7 calendar days after receipt of Notice of Award QA/QC and BD Review Meeting 7 calendar days after VA receipt of QA/QC & BD

Submittals SD Submittal 21 calendar days after VA acceptance of BD Submittal SD Review Meeting 7 calendar days after VA receipt of SD Submittal DD1 Submittal 21 calendar days after VA acceptance of SD Submittal DD1 Review Meeting 7 calendar days after VA receipt of DD1 Submittal CD Submittal 21 calendar days after VA acceptance of DD2 Submittal CD Review Meeting 7 calendar days after VA receipt of CD Submittal Final Bid Documents Submittal 7 calendar days after VA acceptance of CD Submittal Final Bid Documents Acceptance Meeting 7 calendar days after VA receipt of Bid Submittal Total Part One Services/Design Phase Schedule

133 calendar days

Part Two Services/Construction Period Services shall be performed for the length of time between the acceptance of Final Bid Documents and acceptance of Construction Completion.

14. CONTRACT OVERSIGHT: All contracts for this project (shall be awarded by the Veteran’s Integrated Service Network 10 Network Contract Office (VISN 10 NCO); 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 10 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 John D. Dingell VA Medical Center Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the John D. Dingell VA Medical Center 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.

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

Attachment 1 - VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For

Official Use Only (FOUO) Attachment 2 - 00 VA OEHRM Site Infrastructure Requirements v1.6 Attachment 3 - SOCAMES 6 Design Alert 1