SOW - EHRM Infrastructure Upgrades - Topeka KS - Final 5-14-21.pdf

Colmery O’Neil VAMC

2200 SW Gage Blvd. May 14, 2021

Topeka, KS 66622

Project 589A5-21-700 EHRM Infrastructure Upgrades – Topeka, KS

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 Colmery O’Neil VAMC 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 to allow for the new Electronic Health Record Modernization (EHRM) system. The project shall include, but is not limited to, upgrading the facilities fiber throughout the buildings to each IT closet, provide a redundant fiber run throughout the facility to each IT closet, provide a new main fiber line coming into the building from the provider point, install additional IT outlets, install new electrical outlets throughout the facility as needed, provide additional outlets in each IT closet and upgrade facility power distribution and power backup as required. 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), renovation of existing Data Center (demo wall, add raised floor, new construction, extend duct work, patch, finish), 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, install diversified path to datacenter for WAN, hazardous material abatement. Project Building locations include: Buildings 1, 2, 3, 4, 5, 6, 9, 20, 21, 22, 23, 24, 25, 40, 41, 42, 43, 44, 45, 48, 49, 50, 273 and site. Project shall provide new facility fiber backbone and cabling to various locations. The AE shall provide drawing, specification and IGE submissions at 35% (SD), 65% (DD), 95% (CD) and 100% (Bid) to the VA.

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 VA during construction period services and are required to review and comment on submittals and RFI’s on a web based electronic construction document management system such as Submittal Exchange. The AE shall 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 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

2200 SW Gage Blvd. May 14, 2021 project site to determine the needs and conditions for the design of this project. Copies of Colmery O’Neil Veterans Hospital’s record drawings and the EHRM infrastructure readiness assessment documents will be made available after award 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 $19,557,000.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy 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 can be found on the VA TIL website at MASTER CONSTRUCTION SPECIFICATIONS (PG-18-1) - Office of Construction & Facilities Management www.cfm.va.gov/TIL/spec.asp.

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

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PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

PG-18-14 Room Finishes, Door, and Hardware Schedules

PG-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management Procedures

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

▪ VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces (See SOW Attachment 1 - Infrastructure Standard for Telecommunications Spaces - Version 3.0) and all standards, guides, and manuals incorporated by reference can be found at (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

▪ SOW Attachment 2 - 00 VA OEHRM Site Infrastructure Requirements - 2.0 (attached)

▪ SOW Attachment 3 - SOCAMES 6 Design Alert 1 (attached)

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 15 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 VISN 15 Safety Manager - 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 Colmery O’Neil 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/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

2200 SW Gage Blvd. May 14, 2021 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 (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 which has been attached (See SOW Attachment 4). Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2018-11-07

Sensitive Infrastructure Data Classification – For Official Use Only (FOUO) (See SOW Attachment 5). 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 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%

▪ Design Development Two (DD) – 95%

▪ Construction Documents (CD)- 100%

▪ 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 2015 or the latest version available to Colmery O’Neil 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 https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 http://www.cfm.va.gov/til/projReq.asp

2200 SW Gage Blvd. May 14, 2021

(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 Columbus VOC 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.

Minimum meeting minutes requirements Project name, number, meeting host, Meeting Name Date, Time, meeting ID, call in number, Duration, and consecutive number of total related meetings Participant list (Name, Title, Phone number (office and Mobile), Email, Attended Meeting (yes/no Check box) Meeting purpose, Roll call, COVID-19, and Additional Items Agenda items (Decisions, action items, and fixes or next steps) Next meeting date and time http://www.section508.gov/

2200 SW Gage Blvd. May 14, 2021

Detailed attachment list

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

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.

▪ One (1) 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

▪ One (1) paper bond sets of specifications – 2 to VA

▪ One (1) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD)

▪ Memo annotating what was not upgraded and corresponding justifications.

▪ One (1) full size paper bond sets of drawings - 1 to VA

▪ One (1) half-size paper bond sets of drawings – 2 to VA

▪ One (1) paper bond sets of specifications – 2 to VA

▪ One (1) 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 and PDF 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

▪ One (1) 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) http://www.cfm.va.gov/cost/index.asp

2200 SW Gage Blvd. May 14, 2021

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/Change Order Requests Modification requests shall be submitted within seven (7) calendar days 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 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.” 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. The A/E is also responsible for following specification Section 01 32 16.10 Architectural and Engineering CPM Schedules, which is located in at MASTER CONSTRUCTION SPECIFICATIONS (PG-18-1) - Office of Construction & Facilities Management www.cfm.va.gov/TIL/spec.asp. 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.

Administrative Time 14 calendar days after receipt of Notice of Award

QA/QC Submittal & Basis of Design (BD) 10% Submittal

7 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

10 calendar days after VA receipt of QA/QC & BD 10%

Submittals

35% SD Submittal

21 calendar days after acceptance of QA/QC & BD 10%

Submittals

35% SD Review Meeting

10 calendar days after VA receipt of 35% SD Submittal http://www.cfm.va.gov/TIL/spec.asp

2200 SW Gage Blvd. May 14, 2021

65% DD Submittal

21 calendar days after VA acceptance of 35% SD

Submittal

65% DD Review Meeting

10 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal

21 calendar days after VA acceptance of 65% DD

95% CD Review Meeting

10 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal

10 calendar days after VA acceptance of 95% CD

Final Bid Documents Acceptance Meeting

10 calendar days after VA receipt of Final Bid Documents

Total Part One Services/Design Phase Schedule

144 calendar days

The 144 calendar days listed in part one 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 AE firm to cover all costs associated with such delays.

Part Two Services/Construction Period Services (optional Line Items) shall be performed for the length of time between the time the option(s) are exercised and acceptance of Construction Completion. The VA has 365 calendar days from final acceptance of the design to exercise the option(s) for Construction Period Services.

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

The 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 Colmery O’Neil VAMC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Colmery O’Neil VAMC 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.

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15. OI&T Infrastructure Standard for Telecommunications Specs: The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT- InfrastrucStdTelecomSpaces.pdf). The design for this project at Colmery O’Neil VAMC 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.

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.

SOW ATTACHMENTS:

SOW Attachment 1 - Infrastructure Standard for Telecommunications Spaces - Version 3.0

SOW Attachment 2 - 00 VA OEHRM Site Infrastructure Requirements – 2.0

SOW Attachment 3 - SOCAMES 6 Design Alert 1

SOW Attachment 4 - Program Guide PG-18-15 Volume C - AE Sub Inst Minor-NRM Const Prog

SOW Attachment 5 - Sensitive Infrastructure Data Classification For Official Use Only