SOW - EHRM Infrastructure Upgrades - Shreveport - Final Rev 8-10-21.pdf

8-10-2021

DEPARTMENT OF VETERANS AFFAIRS HEALTH CARE SYSTEM

DESIGN SCOPE OF WORK

EHRM Infrastructure Upgrades – Shreveport, LA

Project Number: 667-22-700

Project Background

The VA is undergoing a change nationwide from the VAs Computerized Patient Record System (CPRS) to a Cerner Electronic Health Record (EHR) platform. The new EHR will help VA to provide safe care for our veterans, while also helping find and respond to information more quickly and accurately, freeing up time and energy to do things such as talk with patients more, think about medical decisions, and double-check work before administering or performing a treatment or procedure.

This project will renovate several of the Information Technology Rooms/Telephone Rooms (TR) across the Overton Brooks VA Medical Center (OBMAMC) site for server deployment; renovate IT closets as indicated to include, but not limited to, the following room modifications: HVAC cooling and controls; patch panel upgrades; provide cabling upgrades to CAT 6A; provide additional power and data drops for end user deployment equipment; provide power upgrades to IT closets on the OBVAMC campus per VA design guides and applicable standards and codes - to support new Cerner EHR. (See SOW Attachment 2 - VA OEHRM Site Infrastructure Requirements - 2.0)

1.0 SCOPE OF WORK:

The scope of this project includes but not limited to the following infrastructure improvements: Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes, cable), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, physical security upgrades, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, provide diversified path for WAN, hazardous material abatement.

Project Building locations include: Buildings 1, 2, 3, 4, 33, 42, 55, 57 and site.

The architectural and engineering (A/E) contractor shall provide all professional services required to renovate or relocate the existing IT rooms for server deployment; renovate IT closets as indicated to include (but not limited to) the following room modifications:

HVAC cooling and controls; 6A patch panel upgrades; provide cabling upgrades to CAT 6A; provide additional power and data drops for end user deployment equipment; provide power upgrades to IT closets and Telephone Room on the VAMC VA campus. The design shall result in a project that is in full compliance with the latest edition VA Design Standards and other VA Operations Manuals. (See SOW Attachment 2 - VA OEHRM Site Infrastructure Requirements - 2.0)

a. The A/E shall provide all required professional engineering consultants to include, but not limited to Architectural, Mechanical, Electrical, Environmental (i.e., asbestos and lead), Fire Protection Engineering, Interior Design (i.e., color selection, finishes, equipment coordination layouts, and room signage), Plumbing, and Telecommunications Systems (including existing horizontal cabling systems) to the extent required to develop a comprehensive design of this Scope of Work.

b. The A/E shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the A/E under this contract. The A/E shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services. Neither the Government’s review, approval or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the Contractor’s negligent performance of any of the services furnished under this contract (FAR 52.236-23).

c. The A/E shall provide Site Investigations to verify existing conditions affecting the work. The A/E acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost. The A/E also acknowledges that it has satisfied itself as to the character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site, including all exploratory work done by the Government, as well as from the drawings and specifications made a part of this contract. This may include establishing accurate as-built conditions of the facility and its utility systems for re-design and construction. A/E and his/her consultants gathers pertinent design information of the existing architectural, mechanical, electrical, electronic, plumbing, and structural building feature(s) and element condition(s) in order to complete new design work (FAR 52.236-3).

d. The A/E shall provide additional services to include asbestos and lead surveys in concert with VA Engineering, and provide mitigation plan where Asbestos Containing Materials (ACM) are pre-identified or found. A/E should submit survey information for the 35% design submission review.

e. The A/E shall coordinate with VA staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to the extent necessary by the A/E. A/E shall procure any services (to include, but not limited to LISTING WHAT APPLIES TO THIS PROJECT) required to adequately test and determine the capacity of existing utility systems.

f. This work will include site visits for inspection services, asbestos and lead monitoring services, cost analysis, construction period services, and as-built drawings. The contractor will not depend on original construction drawings for information and is required to verify the information provided in any drawings provided.

g. While on premises of the OBVAMC, the A/E shall comply with SOW Attachment 7

- Seasonal Influenza with Vaccines.

1.1 Specific Tasks:

a. The architectural and engineering (A/E) contractor shall provide all professional services required for an analysis and design for the scope of work as outlined in

1.0 a. above. The design shall include the following items but not be limited to:

1) Provide space for forward deployed server installations. This work entails reviewing space layout and removing old telecommunication gear not in use, as well as providing space for racks, cabinets, etc. to support the Cerner gear.

2) Provide access path to have necessary clearances implemented to accommodate new Cerner IT equipment through the facility to the Telecommunication Room.

3) Upgrade essential power source for telecommunication room. The existing essential power source is not liable and not adequate to support the existing electrical load.

4) Provide new UPS to accommodate the existing racks and new Cerner racks.

The capacity of existing UPS is not adequate for current electrical load.

5) Design means to block in existing doorway in telecommunication room.

6) Provide path for fiber connection from existing data center on second floor to telecommunication room to connect Cerner equipment.

IT Closets/Telephone Rooms

1) IT closet power shall provide a combination of 208V L21-30, 120V NEMA 5-20 outlets and power requirements detailed in the VA Office of Information & Technology Design Guide.

2) Remove and replace cables rated less than Category 6A cables (UTP) in IT closets.

3) Renovation or relocations of some IT closets is required to expand space. This shall be done in accordance with all applicable design guide lines, codes and standards.

IT Closet List: All locations listed on the Scope Matrix Infrastructure Survey (SOW Attachment 1) for the OBVAMC.

1.2 ADDITIONAL SCOPE OF WORK:

a. Facility Condition Assessment: The A/E shall review the most recent VA Facility Condition Assessment (FCA) provided by the VA after award, and include remediation of FCA items related to all spaces/rooms in the project design.

1) The A/E will provide a design that addresses all FCA deficiencies that are within the scope of this project.

2) The A/E will include in their Basis of Design discussion of deficiencies and decisions regarding how to address and correct the deficiencies in the design.

3) The A/E will include in their Basis of Design any FCA deficiencies that are not addressed and not corrected to the highest FCA level, to include identification of the road blocks preventing full correction of the deficiency.

4) The A/E will provide line item costs in the estimate for all FCA deficiencies addressed.

b. Pre-Design Site Investigation: The A/E shall conduct a thorough site inspection to verify existing conditions. This shall include an extensive tour of the existing spaces and investigation of existing utility systems and their capacities, structural analysis, and other possible upgrades required. Provide an agenda for site visit to ensure all required key staff and players can be included and scheduled.

1) Architectural: field verify all existing elevations and architectural dimensions i Exterior: field verify finishes and architectural details ii Interior: field verify all dimensions for existing installed features, to include but not limited to doors, windows, plumbing fixtures, built-in furniture and casework, and iii Hazardous Materials: identify existing materials that are suspect Asbestos Containing Materials (ACM), Lead, or other hazardous material contamination. Conduct on-site sampling and testing to address abatement requirements in the design.

2) Electrical: field verify location of electrical panels and test existing load to determine available capacity. Field verify the panel(s) for existing electrical circuits within the scope of this project and the load for those specific circuits that will be available for this project.

3) Mechanical: field verify existing conditions, components and measurements, for all mechanical systems to be evaluated for the renovated spaces.

4) Plumbing: field verify existing conditions to include pipe sizes and condition, line pressures and flow rates, and locations of connection to main campus utilities.

5) Telecommunications:

i Investigate the existing system and determine whether sufficient capacity is available to provide the appropriate level of services.

ii Investigate all existing telecommunications installations such as existing concealed conduit runs, conduit, cable termination types/sizes, telecommunications and systems equipment locations, etc., which potentially impact the new installation.

c. Demolition: The project will include demolition work of architectural (excluding the chapel front wooden doors), structural, mechanical, plumbing, fire alarm, fire suppression system, telecommunications/data, and electrical system. All utility systems and equipment will be demolished back to its original source.

d. Architectural: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. As part of the project the Architect will update the existing conditions as part of this project design and final as-built conditions following completion of this project.

1) All interior painting on projects will be specified to use standard facility paint selections to be verified by the VA Interior Designer.

2) Finish schedule will be coordinated with the VA’s Interior Design Staff.

e. Fire/Life Safety: Fire protection implementation guidance to the A/E with respect to the National Fire Protection Agency (NFPA) Fire Codes is provided in section 1.3.b as follows:

1) VA has adopted the National Fire Codes (NFC) published by the National Fire

Protection Association (NFPA), which establish a minimum acceptable level of life safety and property protection. Life safety requirements are specifically addressed in the Life Safety Code, NFPA 101. Where conflicts exist between codes, the designer shall follow the code specified in the text under the subject section of this manual. Fire Protection design shall be based on the latest editions of the NFC at the Date of Award of the contract to the Architectural Engineering (A/E) firm. Under special circumstances, the VA will require compliance with a more recent code edition when significant changes to the code have occurred between the Date of Award to the A/E and the Date of Award to the prime contractor for construction.

Note: Special circumstances would include a situation where a designed project sat “on the shelf” for an extended period of time, or where a significant change to the code was made and where incorporating that change would improve safety in the opinion of the AHJ.

2) The A/E shall use the Department of Veterans Affairs Fire Design Manual, most current edition, in conjunction with the Scope of Work paragraph in the Architect/Engineer (A/E) Package and PG-18-15, Minimum Requirements for A/E Submissions, which defines the information to be shown on drawings and work to be completed at each stage of design. In addition, coordinate with requirements from other applicable VA Design and Construction Criteria, VA Design Manuals, and VA Design Guides.

3) At 65% design and with each design submittal afterwards, the A/E shall incorporate comments into the design from a certified, third party Fire Protection Engineer who will conduct a Fire/Life Safety code review of design documents. The A/E shall design the necessary Interim Life Safety and Permanent Life Safety provisions for impacted areas. The VA shall coordinate the review of the Fire/Life Safety Provisions of the project design with a third party, independent licensed Fire Protection Engineer. The following areas will be reviewed by the third party:

i NFPA Code Compliance ii Environmental / EPA Impacts, Permits, etc.

iii OSHA Compliance (i.e., Excavation, Demolition, etc.)

iv Security Property / Infrastructure Management, Homeland Security, etc.

v Emergency preparedness vi Disability Accessibility Compliance

4) National and Local Codes. The A/E shall deliver a letter certifying compliance with all Life Safety Codes and Requirements applicable to this project from the third party.

5) The third party entity shall be involved in reviewing the design, but may also be involved with reviewing contractor’s submissions, conducting pre-occupancy life safety inspections, and/or witnessing final fire protection acceptance testing.

6) For code interpretation and enforcement, the Authority Having Jurisdiction (AHJ) for all VA projects is ultimately the Deputy Under Secretary for Health for Operations and Management (10N), with the Safety and Fire Protection Engineer (10NA8) acting as the VA Fire Marshal.

7) The existing fire rated features and fire protection changes will be shown on a separate drawing sheet in the design and construction drawings by the A/E, and stamped by a Fire Protection Engineer (FPE) in the contract documents.

Note: The above list is intended to serve as a starting point for design and does not represent the only information in identifying the project scope.

f. Plumbing/Piping: Plumbing systems shall be evaluated and updated to meet the latest Plumbing Codes. Design modifications, additions and relocations to the plumbing systems and fire protection system must follow the VA Plumbing Design Manual and Life Safety codes and other applicable code requirements for a complete certified functional system. Project provides for the fire stopping of utility penetrations thru fire and smoke rated partitions, floors, and interstitial decks.

1) The Plumbing Consultant will provide a design that removes all existing dead-legs in domestic cold and hot water piping distribution systems to remain serving any floor and in the interstitial space above back to main branch source. The design shall include disinfection procedures for the Prevention of Legionella for all potable water distribution systems.

2) Where required by code and local authorities, backflow preventer assemblies will be designed in accordance with local requirements for temporary and permanent connections.

g. Civil: Where required by code and local authorities having jurisdiction, the A/E will incorporate local codes and standards in the design and construction documents.

h. Heating, Ventilation and Air Conditioning (HVAC): The HVAC systems need to be evaluated for the building and IT closet, and updated to meet the latest HVAC Design Criteria. The A/E must evaluate and field verify the existing HVAC systems to include airflow (supply, return, exhaust, air exchanged rates, etc.), Chilled Water System, and the Hot Water / Steam System serving the design scope area. The design will include an integrated controlled HVAC system. The HVAC controls will also interface with the existing Energy Management Control System operated on the OBVAMC Campus.

1) The A/E shall provide Special Inspections by a certified 3rd party Testing, Adjusting, and Balancing (TAB) agency and a certified member of AABC or NEBB to perform TAB services for HVAC, water balancing and vibrations and sounds testing of equipment to verify existing HVAC operating conditions. The TAB report will provide planning and systematic (TAB) procedures, design review report, systems inspection report, duct air leakage test report, systems readiness report, balancing air and water distribution systems, vibration and sound measurements, and recording and reporting results. The TAB report will be incorporated into the mechanical basis of design.

2) The Mechanical Consultant shall provide design services to replace/upgrade the existing air handler and air distribution systems in strict compliance with the VA HVAC Design Manual for New, Replacement, Addition, and Renovation of Existing VA Facilities (current edition). The Consultant shall ensure that the design meets VA individual room requirements such as positive or negative room pressurization, minimum air exchange rates, filtration, individual temperature & humidity control, and variable air volume (VAV) or constant air volume (CV) operation.

3) When calculating load requirements, A/Es will ensure calculated air handling unit (AHU) peak supply air volumes shall include a minimum 5% leakage allowance and 5% safety factor to the maximum CFM and round off to the nearest 100 CFM per VA HVAC Design Manual. A/Es will use the most conservative ASHRAE approved load calculation methods in sizing AHU peak loads.

i. Electrical: The electrical systems need to be evaluated and updated to meet the latest Design Criteria. The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels (to include all phases of voltage and amperage) shall be metered (all phases) for 30 days/as required before any planned connection to insure available capacity. This required metering will be the responsibility of the A/E firm to complete. This design shall evaluate existing As– Built drawings and all ongoing electrical upgrade projects during the design process. Any new equipment being added must be reviewed for arc flash hazard, properly specified for labeling and updated in the VA Arc Flash Hazard Model at the completion of construction. A/E will confer with COR on requirements for any additional conduits for future expansion.

j. Telecommunications: A/E will include design of cabling and installation of wi-fi access points as located by VA ITOS. All fiber should be terminated with little connect – little connect (LC-LC) connectors.

k. Hazardous Materials: The design will include a hazardous materials survey by an AHERA qualified inspector for areas being renovated.

l. Industrial Hygienist: An Industrial Hygienist (IH), licensed by the State of Louisiana as an Asbestos Consultant, may be required due to the existence of asbestos and lead containing materials that may be encountered during the construction project.

m. Asbestos: The A/E shall investigate the construction site to verify any asbestos containing materials. If asbestos is encountered, it is the A/E and their subcontractor’s responsibility to adhere to all VA, OSHA, Federal, and State regulations of ACM procedures. Submittal packages for the Asbestos & IAQ qualifications shall be provided to the VA. The IH shall perform duties as necessary by monitoring, inspecting and testing inside / outside the work area in accordance with OSHA requirements.

1) Note: Some site investigation work may be in asbestos contaminated areas, and will require the A/E to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas).

n. Lead: The design may include a lead based paint encapsulation and an asbestos abatement plan. Hazardous Materials design will be accomplished by an AHERA certified designer.

o. Equipment: The A/E shall coordinate the design work directly with the suppliers / manufacturers of the new equipment to produce a completely designed operational project. All drawings and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications.

1) The A/E is to determine the points of connection between old and new equipment and clearly detail these connections on the drawings.

p. Other Documentation: The A/E shall provide other documentation (i.e., calculations, reports, recommendations, etc.) that is appropriate to support the design effort and to keep the Government fully informed of all issues or potential problems.

1) Provide computations and sizing calculations for any anticipated new loads, altered loads, and existing loads for electrical, mechanical (HVAC, plumbing, medical gas and steam), sanitary, structural and fire protection designs.

2) For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input / output, and description of program procedures. Provide an investigation and explanation of code requirements incorporated into the design. Furnish a copy of each code quoted or used in the design, when necessary to provide additional understanding of design decisions.

3) Provide space planning criteria for existing and new rooms.

4) Provide new equipment requirements list.

q. Construction Containment: The A/E shall provide drawings indicating location of barriers required for construction to meet infection prevention requirements. At a minimum, the drawings will include the type of barriers (visqueen, sheetrock, etc.)

to be provided, the number of negative air machines required to maintain negative pressure, their locations, and a requirement for the installation of negative air pressure monitors with a digital display.

2.0 A/E RESPONSIBILITIES:

a. The AE is responsible for producing a complete set of drawings, design narrative/analysis, calculations, sample boards, and specifications in accordance with professional standard practices and VA criteria. Each AE discipline shall receive a copy of their respective VA design manuals, standard details, construction standards, and VA National CAD Standard (NCS) application guide.

The AE is responsible for obtaining the NCS.

b. The A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. When life safety is impacted, the Contractor shall design interim life safety measures as part of the construction documents. In addition, the A/E shall conduct interim fire protection installation inspections and witness final fire protection equipment testing.

c. The A/E shall attend a kick off meeting with VA engineering staff. The A/E will include a thorough site inspection of existing electrical, mechanical, plumbing, HVAC, telecommunications, and fire/security systems and verify their capacities and capabilities. The A/E will not depend on original construction drawings for information. This meeting will include a tour to view the project site.

d. The A/E will recommend design approach and options based on the existing building and new engineering requirements. This will be included in a 35% design narrative during design.

e. The A/E shall plan, coordinate, and conduct bi-weekly design and coordination meetings between A/E technical disciplines before submitting material for each VA review. VA meeting room facilities may be utilized for project meetings. The A/E shall coordinate with the Engineering Service for use of VA facilities, and establish an FTP site for use by the A/E and the VA to review documents and assist in communication.

f. The A/E shall include in the design a project phasing plan detailing estimated times when each room or are will be unavailable for use. This plan should minimize the impact for patient care areas as much as possible.

g. Color design will be provided by the architect and approved by the VA COR. The Architect/Engineer will incorporate the VA's color design information into the Finish Schedule.

h. All PC or desk work stations will be modular furniture or wall mounted and will be designed by the A/E. The A/E will draw all modular and free-standing furniture in the contract documents and incorporate the telecommunications/data, and power requirements into the design.

i. Design shall provide updated interior signage for telecommunications rooms in accordance with VA Signage Design Guide, and OSHA requirements.

j. The Architect/Engineer will provide a preliminary cost estimate as part of the initial project assessment, and itemized cost estimates at mid-design and final design.

k. Firestopping and Firestopping Assemblies: The A/E shall provide the required design services by a U.L. qualified firestopping system designer to correct all existing and new utility penetrations in telecommunications rooms, to include all existing Fire/Smoke Rated Partitions. Installation of firestopping systems shall be performed by a UL qualified contractor. All firestopping and fireproofing materials shall be UL listed systems.

l. 100% design to include memo provided by A/E listing all areas/items/closets not in compliance with design requirements. (e.g. if a 69 sqft. room was deemed acceptable)

m. A/E shall include permit requirements (confined space, hot work, etc.) in the design documents for each submittal beginning with the 35% design submission.

n. A/E to attend weekly calls via tele-conferencing and provide meeting minutes for all weekly calls and design reviews.

o. A/E shall identify construction tasks that require extended hours and detail general contractor requirements for requesting extended hours.

p. A/E shall be required to attend all weekly construction phase meetings via tele-conferencing.

2.1 DESIGN CRITERIA:

a. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

1) The current version for this standard is version 3.1, dated July 1, 2021 https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at Overton Brooks VA Medical Center must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces. The Infrastructure Standard for telecommunications Spaces (The Standards) 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 owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering 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.

b. In accordance with FAR 52.236-22 Design within Funding Limits, the construction cost limit for the construction contract cannot exceed $15,839,000.

c. The following criteria, found in the VA Technical Information Library at http://www.cfm.va.gov/TIL/, will be used to develop the design (including but not limited to):

Master Construction Specifications PG-18-1 Design & Construction Procedures PG-18-3 Standard Details and CAD Standards PG-18-4 International Building Code (IBC) Latest Edition

(NFPA 101 takes precedence over IBC) https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf mailto:VAITESEDatacenterEngineering2@va.gov http://www.cfm.va.gov/TIL/

National Fire Protection Agency (NFPA) Latest Edition OSHA Standards Latest Edition National Electric Code Latest Edition Equipment Guide List PG-18-5 Space Planning Criteria, and VA-Space & Equipment

Planning System (VA-SEPS) PG-18-9 Design Manuals (by discipline) PG-18-10 Design Guides (graphical, by function) PG-18-12 Barrier Free Design Guide PG-18-13 Room Finishes, Door, and Hardware Schedules PG-18-14 Minimum Requirements for A/E Submissions PG-18-15, vol. C & F Environmental Planning Guide PG-18-17 Physical Security Design Manual For VA Mission Latest Edition

Critical Facilities VA PACT (Patient Aligned Care Team) Design Manual Latest Edition VA Handbook 0730/4 Security and Law Enforcement Latest Edition VA Interior Design Manual For New Construction & Latest Edition

Renovations of Hospitals/Clinics VA Signage Design Guide Latest Edition VA Sustainable Design Manual Latest Edition VA Telecommunications and Special Latest Edition

Telecommunications Systems Design Manual TIL Alerts: A/E Quality, Design, and Standards Alerts Latest Editions Homeland Security Presidential Directive 12 VA Directive 0735 Federal Information Processing Standards Pub. FIPS-201-1 Federal Information Processing Standards Pub. FIPS-140-2 Government Smart Card Interoperability (GSC-IS) IR 6887 V2.1 Electronic Authentication Guideline Special Pub 800-63 Security Controls for Federal Information Systems NIST Sp Pub 800-53 Sustainable Design & Energy Reduction Manual Latest edition Office of Electronic Health Record Modernization Latest Edition Equipment Guide List H-7610 Hardware (Equipment) Symbols H-08-6 VAMC Approved Hardware Locking Standards H-08-6 Seismic Design Requirements H-18-8 Space Planning Criteria (All related Chapters) H-7610 http://www.cfm.va.gov/TIL/planning.asp

d. In addition to the criteria on the VA TIL, the design shall be in compliance with the following attachments:

1) SOW Attachment 3 - SOCAMES 6 Design Alert 1-4

2) SOW Attachment 4 - Sensitive Infrastructure Data Classification Memo

3) SOW Attachment 8 - VHA Directive 1061

e. The contractor must submit their testing lab’s qualifications and reports concerning inspection services for installation of structural steel and concrete.

f. The following design items are in addition to or different from VA Master Specification Requirements and will be included in drawings and/or specifications:

http://www.cfm.va.gov/TIL/planning.asp

1) Design must comply with VA ‘Physical Security Design Manual for VA Life- Safety Protected Facilities’, current edition.

2) Require construction contractor to provide10% overages in all materials specifications.

3) Require construction contractor to include programmed maintenance schedules for all equipment in the Operations and Maintenance (O&M) manuals.

4) Specifications Division 01 - GENERAL REQUIREMENTS:

i VA Projects will provide Spec Section 01 00 00 GENERAL

REQUIREMENTS for inclusion in specifications. The A/E will review and modify this specification to fit the project during the design process.

ii Spec Section 01 32 16 PROJECT SCHEDULES – Add that ‘progress tracking and payments will be by Earned-Value Management’.

iii VA Projects will provide Spec Section 01 35 26 SAFETY REQUIREMENTS for inclusion in specifications. The A/E will review and modify this specification to fit the project during the design process.

5) Specifications Division 02 – EXISTING CONDITIONS:

i Spec Section 02 41 00 DEMOLITION – Add that ‘trash cans without outside hinges will not be permitted’.

ii Spec Section 02 41 00 DEMOLITION – Add that ‘removal of materials or waste is only permitted before or after hospital work hours’.

6) Specifications Division 08 – DOORS AND WINDOWS:

i American Lake Lock Hardware requirement: Manufacturer: Best Access Systems

(a) Cylindrical Locks (for remodels) - Series 4000 Grade 1 heavy duty.

(i) ADA Levers (preferred): 93K, 7 pin housing, 2-3/4" backset

(ii) Knobs: Not allowed

(b) Mortise (new construction) - Series 1000, minimum Grade 2

(i) ADA Levers (45H, 7 pin housing, contour/angle return lever design

15, 626 finish satin chromium plated) ii Door Closers - 4041 LCN iii Panic Hardware - Von Duper 99 (Rim), 7 pin housing No fire-door assemblies will be modified. Where necessary, frame and doors will always be replaced with new.

7) Specifications Division 09 – FINISHES:

i Luxury Vinyl Tile is preferred over VCT.

ii 6” rubber base is preferred over 4” rubber base.

iii Cove Base should be installed in 4 foot sections and not continuous roll iv Floor tile should be 12 inch x 12 inch.

8) Specifications Division 22 – PLUMBING:

i PEX piping is not allowed in the VA.

9) Specifications Division 26 – ELECTRICAL:

i Spec Section 26 05 11 REQUIREMENTS FOR ELECTRICAL

INSTALLATIONS – Add to ‘coordinate with VA Facilities when live electrical work is required and use proper lockout/tag out’.

ii Spec Section 26 05 11 REQUIREMENTS FOR ELECTRICAL INSTALLATIONS – Add that ‘minimum size electrical conduit is 3/4"’.

iii Spec Section 26 05 11 REQUIREMENTS FOR ELECTRICAL INSTALLATIONS – Add that ‘flex conduit only on end runs to light fixtures or to vibrating equipment, all other is EMT’.

iv LED lighting will be used to the maximum extent possible.

v Building exterior lights should be controlled by a photocell or site specific programmed schedule. One roof-mounted photocell is preferred over individual photocells.

vi Each electrical outlet will be labeled with the panel and circuit number.

vii There should be no more than two workstations on one circuit. A fax/copier/printer combo machine should be on its own circuit.

viii Design work for the electrical system will address the retrofit of electrical panels as required to maintain electrical service to building and provide for new loads. The design work will reuse existing equipment to the highest extent possible.

10) Specifications Division 27 – COMMUNICATIONS: Each multimedia outlet shall be provided with four data connections. Existing outlets will not be reused. Faceplate shall be tagged with data closet room number in the upper left corner. Data jacks at faceplate shall be tagged with patch panel number and port number as it appears on the patch panel. Jacks at the patch panel shall be tagged with the room number as appears in the room.

g. Energy Requirements:

1) Renovation:

i Major Renovations: Shall include any renovation where an entire area is “gutted” and rebuilt. Any replacement of central HVAC equipment or changes in air distribution shall be considered a “Major Renovation.”

(a) Reduce the energy cost budget by 20% below pre-renovations 2003 baseline. A/E shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation, and document the 20% savings. The primary unit for energy budget reporting is the British Thermal Unit (BTU) per square foot of the area to be renovated. A/E shall develop the energy budget as required in ASHRAE 90.1-2004, Appendix G, using the same parameters outlined above for new construction.

ii Minor Renovations: Shall be defined as a small portion of a building, where only architectural treatments or simple equipment replacement is planned.

The renovation will have little to no impact on the central HVAC System, or energy use within the renovated area.

(a) Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R-Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20 year life).

2) Renewable Energy: For any work, renewable (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

h. Project design will use Earned-Value Management tracking for invoicing and billing.

i. The A/E shall attend a kick-off meeting with Shreveport Design Review Team (VA FMS, VA EMS, VA Infection Control, VA Safety, VA Police, VA OI&T, etc.).

j. The A/E will recommend design approach and options based on the existing building, engineering requirements, and structural requirements. This will be included in the 35% design submission.

k. A/E will provide a phasing schedule that ensures the least disruptive construction schedule and design the subsequent work accordingly. Limit number of IT closets that will undergo construction simultaneously. Downtime needs to be limited.

Taking an IT closet offline for extended periods of time is not acceptable for this project. Phasing will need to take into account the need to keep the hospital IT system operational. Project may need to be executed during an off-tour construction day (night and weekend work).

l. A complete set of construction specifications and drawings is required.

m. The specifications and drawings may not refer to brand names for components, equipment.

2.2 DRAWINGS

a. All original drawings and specifications shall be based on standard Department of Veterans Affairs guidelines, Program Guide PG-18-3 Design & Construction Procedures and Program Guide PG-18-15 Contractor Submission Instructions for Minor & NRM Construction Program and all supplements listed herein. The VA will provide the Contractor with AutoCAD drawings for use as background information.

b. The contractor will provide all drawings and specifications necessary for a contractor to complete construction of the renovation, including direction to the contractor for staging areas, utility shutdowns, building access, security, parking, and any required phasing. Contractor shall attend design review meetings to go over VA comments and discuss any issues (per the design Submittal schedule below). Contractor shall also provide construction period services and record drawings of all work in latest AutoCAD (.dwg) and Portable Document (PDF) format after the project is complete.

c. Drawings shall be done in plan view at a minimum scale of 1/8" = 1'-0", where necessary, and, generally, 1/4" = 1'-0" or larger. Details will be done in minimum scale of 1/4" = 1'-0" or larger. Drawings shall be independent for architectural, electrical, mechanical, fire protection, etc., design and shall denote, on separate views, the required demolition and reconstruction details on the same sheet for each function, where possible. All drawings in project set shall be on same type and size sheets.

d. All views, elevations, sections, details, nomenclatures, etc., shall be complete to ensure Contractor compliance without fault to misunderstanding of incomplete or improper views, elevations, sections, details, nomenclatures etc.

e. All contract drawings shall be provided to the Overton Brooks VA Health Care System in latest AutoCAD format and PDF format for all design submissions and for final construction documents. The contractor must ensure that ALL drawing information is clearly defined in the PDF format, since solid fills with lines in the middle and layers with different percent masking may not be printed in color and certain features may be lost when printing in raster format. It is the responsibility of the A/E to require that ALL of their consultants follow these guidelines.

f. The drawings will be produced using national CAD standards and VA details on a VA provided title block. All drawings will be standard scaled drawings. A/E to stamp drawings as to which review (35%, 65%, 95% or 100% construction). Also, note on review drawings "Not For Construction."

g. All drawings shall contain an engineers’ stamp with professional seal along with name and address of firm when necessary.

h. All correspondence with Contracting Officer shall be signed by the Official of the firm with whom contract was negotiated and may not be re-delegated to another person in the same firm.

i. The use of VA furnished drawings and specifications do not preclude responsibility and are available to increase productivity and maintain architectural and interior design integrity. The A/E shall verify all typical drawings for re-use and is to take full responsibility.

j. All drawings for 100% submission must be stamped by a licensed architect and/or engineer.

2.3 SPECIFICATIONS

a. Specifications shall be based on the Department of Veterans Affairs Master

Construction Specifications with Contractor revisions, additions, deletions, etc. as required to assure all phases and facets of work are specifically covered without error or omission.

b. The Contractor will be responsible for reviewing the specification sections used and to revise, add, delete, etc. prior to providing the finished specification package to the

Department of Veterans Affairs. Unnecessary items shall be deleted in entirety. The intent is to provide a complete set of construction documents for the project.

c. Where multiplicity is referenced in the provided specifications, the Contractor shall consult VA Engineering to eliminate such multiplicity. The construction contractor shall not be given alternatives or choices, but must provide specific items as detailed in the specifications.

d. The A/E during his/her visit with VA Engineering, shall obtain the name and type of materials currently used and necessary for use on the contract for which he is responsible. In the specifications, the items shall be named specifically with an add-on statement such as: "or approved equal.” The only variation wherein that may occur is when an item cannot be substituted due to maintenance requirements.

Information on such items shall be provided to the A/E by the Department of Veterans Affairs.

e. Included in each Construction Section of the specifications should be a paragraph entitled "Submittal of Samples and Shop Drawings.” Under that Section, the A/E shall list all of the items within that particular section of the specifications for which samples and shop drawings are required, with the added words, "but not limited to."

f. All VA master specifications, design manuals, and other relevant information can be accessed at internet site http://www.cfm.va.gov/til/spec.asp . Compliance to all known applicable codes will be reflected in the completed design and construction documents. The VA follows the most current ICC federal codes along with applicable local jurisdiction codes.

g. A list of the master specification sections is attached to this statement of work. This list may not be all inclusive. Custom specification may need to be developed for this project. All custom specifications shall be produced in the same format as the master specification and shall be written in accordance with VA requirements.

h. Project Phasing: The Contractor shall prepare an independent specification section "SR - SPECIAL REQUIREMENTS," wherein detailed phasing of work to be accomplished will be described in sequential order. Section shall be prepared using standard format of other specification sections.

i. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules. If a due date on the timeline 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.

2.4 DESIGN SUBMITTALS:

a. The following are required design submissions for this project:

1) 35% Design Base Package i 35% Base Package: Develop concept design of preferred alternative with phasing strategy, analysis of infrastructure systems and recommendations defining the design approach.

ii 35% Base Package: One set of full-size drawings; one set of half size drawings; two sets of specification Table of Contents; two sets of http://www.cfm.va.gov/til/spec.asp preliminary cost estimates. Complete submittal of design drawings, specifications including material submittal listing, and finish schedule.

2) 65% Design Submittal Contract Drawings & Specifications i 65% Design Submittal: Prepare advanced detailed design in all disciplines, complete engineering drawings, and specifications in preparation for full contract drawings and specifications for the approved design based on the approved 35% design.

ii 65% Base Package: One set of full-size drawings, one set of half size drawings.

iii 65% Base Package: Outlined specifications, two sets.

iv 65% Base Package: Detailed cost estimate (two sets), schedule of material submittals and finish schedule.

v 65% Base Package: One CD-Rom to include all 65% Design documents.

vi 65% Base Package: Respond to VA's 35% review comments, if applicable.

3) 95% Design Base Package i Complete submittal of design drawings, specifications including material submittal listing, and finish schedule based on the approved 65% design.

ii One set of full-size drawings, one set of half size drawings.

iii Completed specifications, two sets.

iv Detailed cost estimate (two sets) for project construction, schedule of material submittals and finish schedule.

v One CD-Rom to include all 95% Design documents.

vi Respond to VA's 65% review comments, if applicable.

4) Final Contract Drawings and Specifications Base Package i Submittal of final design drawings, specifications including material submittal listing, finish schedule and detailed cost estimate.

ii Two sets of full-size drawings; two sets of half size drawings.

iii Complete and bound specifications in MS Word format, two sets.

iv Response to VA's 95% review comments, if applicable.

v One CD-ROM to include CONSTRUCTION drawings in latest AutoCAD format, specifications in MS Word and PDF format.

5) Record Drawings Base Package & Accelerated Package i One set of full-size drawings; one set of half size drawings.

ii One CD-ROM to include Record Drawings in latest AutoCAD format, specifications in MS Word and PDF format.

6) The A/E will schedule a design review meeting after VA review of each submission. The meeting invitees will include the Shreveport VA Design

Review team (VA FMS, VA EMS, VA Infection Control, VA Safety, VA Police, VA OI&T, etc.). The A/E will take meeting minutes and include input into follow-on design.

b. Construction Document Requirements:

1) The drawings must include the VA's construction project number.

2) The clause and specification book must be in MS Word and PDF.

3) Each page of the clause and specification book must carry the project number in the top margin and page numbers.

c. VA will supply the following items in digital format for the contractor to incorporate into the solicitation document for the A/E's 65% submittal:

1) Section 01 00 00 General Requirements

2) Section 01 35 26 Safety Requirements

3) Overton Brooks VAMC safety requirements, infection control requirements, project risk assessment and the rules of the station (to be provided by the COR).

4) Infection Control Risk Assessment (ICRA)

5) Construction Clauses

6) List of Attachments

d. Design Submittal Schedule: Design time allotted to be as follows in calendar days from Notice of Award (NOA). The A/E shall perform the design phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located in SOW Attachment 05 - 01 32 16.01 EHRM Architectural and Engineering CPM Schedule. 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.

Notice of Award Day 1 of Project

35% working drawings, specifications due to the VA

60 calendar days after Notice of Award

35% design meeting with VA 75 calendar days after Notice of Award

35% Comments by VA back to A/E 80 calendar days after Notice of Award

65% working drawings and specifications due to VA

140 calendar days after Notice of Award

65% design meeting with VA 155 calendar days after Notice of Award

65% Comments by VA back to A/E 160 calendar days after Notice of Award

95% working drawings, specifications due to the VA

190 calendar days after Notice of Award

95% design meeting with VA 200 calendar days after Notice of Award

95% Comments by VA back to A/E 205 calendar days after Notice of Award

Complete construction docs and specs 240 calendar days after Notice of Award

Total Part One Services/Design Phase 240 calendar days

Solicitatio…