SOW - EHRM Training Shreveport Design.pdf

28 October 2021

DEPARTMENT OF VETERANS AFFAIRS HEALTH CARE SYSTEM

DESIGN SCOPE OF WORK

EHRM Training and Admin Space Support – Shreveport, LA Project Number: 667-22-703

$1,000,000 - $2,000,000

1. 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 existing spaces at the Overton Brooks VA Medical Center (OBVAMC) site training and administrative purposes; renovations indicated to include, but not limited to, the following room modifications: HVAC cooling and controls; patch panel upgrades; provide CAT6 cabling;

provide additional power and data drops for end user deployment equipment; provide furniture designs for the OBVAMC campus per VA design guides and applicable standards and codes - to support new Cerner EHR.

2. STATEMENT OF WORK:

The purpose of this design is to ensure every room slated for training meets the established criteria for Electronic Health Record Modernization (EHRM) enterprise standards. High-level requirements are provided for Training and Command Centers. These requirements outline equipment and space needs for planned training to support IV testing, pre-Go-Live, Go-Live activity, and post-Go-Live activities.

Additional requirements may be developed from individual site-specific evaluations. Other requirements documentation and standards may be referenced to cover specific areas, such as wireless networking, that require additional level of detail. In situations of conflict, the most stringent of the two standards will be adopted.

The following items will be required to support IV Testing, Training and Go-Live Command Center:

1. Power over Ethernet (PoE) network switches to support all required devices.

2. Network connectivity between the training location and the VAMC is required.

3. Rack space, power, and cooling are required for network and security stack.

4. Wireless Access points for WIFI connectivity for VA and Cerner users. Enough access points are required to provide coverage for all rooms.

5. Network connectivity to Cerner’s training, testing and production environments.

6. VA EHRM security stack in the leased space.

7. Minimum CAT5e for 1Gbps for network connectivity for End User devices.

8. Patch cables will be required for the LAN drops for wired network connections.

9. Print solution access for front and back end printing and scanning for training IV and Go-Live events.

10. VA OIT will provide the cabling for and installation of the Wireless Access Points for the VA

Wireless network.

11. VA OIT will provide the installation of the VA network equipment into the VA provided rack.

12. Teleconferencing Support (Cerner provided equipment on Cerner network)

a. Determine number of large display monitors to be installed in required rooms

b. Telephone dial in/dial out capability

c. Polycom/Cisco unit

d. Video teleconferencing equipment

e. Projectors installed for Skype meetings as needed in additional rooms

13. Schedule

a. VA Network connectivity six months before Go-Live

b. EUD equipment (PCs, monitors, and peripherals) are required before Super User training begins

14. VA will supply and install display boards and mounts.

15. VA will supply VOIP Polycom/Cisco units for teleconferencing in all rooms.

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to produce a design to renovate approximately 5,179 square feet that will be used for admin space and training space. Table 1 identifies the areas throughout the facility where renovations will be required. See SOW Attachment 01, OEHRM Universal Training

Space Requirements for full list of space requirements.

Table 1. EHRM Renovations Locations

Room No. Assigned Service Room Description Gross Area CERNER

2AE44 ACS - Primary Care

CONFERENCE

238.50

Cerner On-site Admin Space

2E14 Pathology and Lab CONFERENCE 593.32

Cerner On-site Admin Space

2W62 Education CONF RM 837.16

Training Room/ Command Center

2W63 Education CONF RM 899.91

Training Room/ Command Center

2W64 Education CONF RM 861.00

Training Room/ Command Center

3W18 Surgical CONFERENCE 460.49

Training Room/ Command Center

5N25 Nursing CONFERENCE 414.93

Training Room/ Command Center

8E21 Medical Service MED SVC

CONFERENCE RM

414.69 Training Room/

Command Center

Training Rooms 3,888.18

Cerner On-site Admin Space 831.82

Total Square Footage 4,720

Option Line Item - 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 (solicitation support) and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 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, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award.

The 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 the OBVAMC record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW Attachment 02, EHRM Renovation Locations will give AE firm a basic understanding of the location of the construction project.

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 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: VAAR Magnitude of $1,000,000 - $2,000,000.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design 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 http://www.cfm.va.gov/til/index.asp guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications

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

PG-18-9 Space Planning Criteria

H-18-8 Seismic Design Handbook

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

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.

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

• Infrastructure Standard for Telecommunications Spaces v3.1 (SOW Attachment 03)

• HEFP SEP Design Alert 1-9; (SOW Attachment 04)

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with and 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. 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:

Asbestos: SOW Attachment 05, Building 1 Asbestos Survey, contains the most recent asbestos survey completed. This survey was completed in 2015. The A/E firm is required to conduct an independent asbestos identification survey for the VA in the project area and may be required to perform destructive testing and patching as required in addition to visual inspections. The A/E firm shall have a Certified Industrial Hygienist (CIH) that will review survey in conjunction with design renovation work and 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 https://www.cfm.va.gov/til/equip.asp https://www.cfm.va.gov/til/space.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp https://www.cfm.va.gov/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 determine whether abatement will be required within the design documents (this determination is to be reviewed/approved by the VA certified asbestos subject matter expert(s) to ensure congruent with VA standards for abatement). If abatement is deemed necessary, then the abatement shall be identified within design documents to be perform duties during construction phase in accordance with VA asbestos specifications including monitoring.

a. NOTE: If A/E determines that site investigation work will be required in asbestos contaminated areas, the A/E is to have their personnel trained for Class 3 Asbestos Work (Maintenance & Operations within Asbestos Contaminated areas).

1. The A/E shall provide all documentation (i.e., calculations, reports, recommendations, etc.)

that is appropriate to support the design effort and to keep the VA fully informed of all issues or potential problems.

2. The A/E shall 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.

9. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities) 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. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual, February 2016” SOW Attachment 06 paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 07.

Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO). This memo is included as SOW Attachment 08, 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.

https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

The following submittals will be required for this project:

▪ 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) – 100%

12. SUBMITTAL FORMATS: Submittals shall be submitted in editable electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), 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 editable 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

• 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 are to be provided in an editable version of the Construction Cost Estimate Template SOW Attachment 09.

COST ESTIMATE SUBMISSION REQUIREMENTS: The A/E shall submit a construction cost estimate for all trade disciplines at each project submission. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Therefore, if it is shown, it must be priced.

If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. The A/E shall use construction cost estimation format provided by the VA which http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp is structured by construction divisions in accordance with the VA Master Construction Specifications.

Provide an electronic copy of cost estimates with each submittal.

Basis of Design (BD)

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

▪ 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)

▪ 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)

▪ All Electronic Documents must be submitted in editable versions.

▪ 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.

▪ AutoCAD files of drawings. (.dwg files cannot

▪ 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

13. SOLICITATION SUPPORT SERVICES (OPTION ITEM)

AE shall provide solicitation support services during the construction period’s solicitation phase.

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation. Answers to RFIs will be required from the AE within five

(5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the seven (7) calendar day requirement. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings. In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction

14. CONSTRUCTION PERIOD SERVICES (OPTION ITEM)

Construction Period Services (CPS) – CPS shall be provided for entire duration of construction Contract.

Although the AE is directed to design the construction project for a duration of five

(5) months from the effective date of the exercised option, which accounts for potential differing site conditions, design errors, and requirement changes; this duration may change with the exercising of an option line item. 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 AE shall provide following Construction Period Services:

Requests for Information (RFI) Requests for Information shall be submitted within three calendar days of submittal to the A-E.

When necessary for contract in-scope changes to construction project requirements, prepare construction cost, completion schedule estimates and Construction Bulletins (CBs). AE RFI review time shall not exceed 7 calendar days. When CB is not for a design deficiency, VA will issue an RFP to the AE for re-design during CPS. Otherwise, CB shall be at no added cost to government. CBs include narrative cover page, stamped drawings or sketches, and edited/added specifications as well as a construction cost estimate. A full CB, if required, is due to VA within same 7 calendar day RFI response timeline. A CB is not required for simple clarifications, selections among options in contract specifications, nor for as-built markups within tolerance qualifying as “field adjustment” by Construction Contractor. CBs are required when any change occurs to scope, schedule, cost, or quality standards. CB drawings shall consist only of full-size drawing sheet edits, with numbered clouds and title bar notation in format to be given by VA. If additional details are needed, they shall be inserted into existing detail sheets. If they do not fit, a new detail sheet will be created, and cover sheet with TOC shall be updated accordingly. AE shall maintain an electronic version of Contract Set of drawings and specifications that reflects CBs through current version. From that date forward, Construction Contractor will use updated set as their as-built set for “field adjustment” markups.

Submittal Reviews

Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E. This service includes reviewing and providing comments and recommendations to government on items such as construction contractor’s quality control plan, initial and final network schedules, bar chart schedules, schedules of prices, safety plan, shop drawings (including MEP coordination drawing, shop drawings, diagrams, layouts, catalog cuts, performance and test data, samples finish chips, etc.), operation and maintenance manuals, and as-built drawings. For items that are shown as "CONDITIONAL, RE-SUBMITTAL REQUIRED", or "REJECTED" AE shall include an explanation that clearly describes reason(s) for recommended action.

Attendance at Meetings Attendance at various meetings such as pre-construction (kick-off) conference, routine quality control meetings, safety meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between government and construction contractor may be required by government. These meetings primarily pertain to weekly construction meetings but may include other various meetings, change order negotiations, claims meetings, scheduling meetings, and other conferences between government and construction contractor as may be called by government. AE should plan on a senior architect/engineer familiar with entire design, to attend each construction meeting phone call and furnish meeting minutes during the construction period.

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. 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.

The punch list shall include pictures and estimated costs. 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. AE shall prepare Record Drawing set at construction completion. Add any new drawings and review Construction Contractor’s annotated drawings.

Verify accuracy of contractor interim record drawings and as-built conditions as construction contractor document changes occur. Receive and review contractor “red-line” in preparation for production of final as-builts. Deliver electronic (AutoCAD) and hard copy record drawings to

VAMC COR within 30 days of receipt of full as-built package from General Contractor. AutoCAD files shall not include external references.

Third-Party Commissioning The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

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

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

• Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

15. 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 (SOW Attachment 10).

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.

REVIEW MEETINGS: The A/E is required to lead an in-person design review meeting at each submission during the design process and provide meeting minutes to the VA for approval and distribution.

Basis of Design (BD) 10% Submittal 14 calendar days after receipt of Notice of Award *This submittal period is longer to account for administrative duties when award is made.

BD 10% Submittal Review Meeting 14 calendar days after VA receipt of BD 10% Submittals

35% SD Submittal 14 calendar days after acceptance of BD 10% Submittals

35% SD Review Meeting 14 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 14 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 14 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 14 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 7 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 8 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 7 calendar days after VA receipt of Final Bid Documents

Submittal

Total Part One Services/Design Phase Schedule

120 calendar days

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.

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

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

The COR from the OBVAMC Engineering Service 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.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATIONS SPACES

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 the Overton Brooks VA Medical Center (OBVAMC) in Shreveport, LA 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, 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.

18. INFORMATION SECURITY:

The C&A requirements do not apply, and that a Security Accreditation Package is not required

19. BADGING REQUIREMENTS:

All employees of A/E firm and subcontractors shall comply with VA security management program and obtain VA badges. This will likely require fingerprinting and background checks of each individual. The employees of the A/E will obtain permission of the VA Human Resources, be identified by project and employer, and restricted from unauthorized access.

TRAINING:

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

20. COVID-19 & Influenza Any personnel on property are required to comply with AUSH Visitation Memo (SOW Attachment 11) as well as VHA Directive 1013 Prevention and Control of Seasonal Influenza with Vaccines (SOW Attachment 12).

21. SOW and ATTACHMENTS:

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

▪ OEHRM Universal Training Space Requirements (SOW Attachment 01)

▪ EHRM Renovation Locations (SOW Attachment 02)

▪ Infrastructure Standard for Telecommunications Spaces v3.1 (SOW Attachment 03)

▪ HEFP SEP Design Alert 1-9, 11 and 12 (SOW Attachment 04)

▪ Building 1 Asbestos Survey (SOW Attachment 05)

▪ Telecommunications and Special Telecommunications Design Manual (SOW Attachment 06)

▪ PG-18-15 Volume C (SOW Attachment 07)

▪ Sensitive Infrastructure Data Classification FOUO (SOW Attachment 08)

▪ Construction Cost Estimate Template (SOW Attachment 09)

▪ 01 32 16.10 Architectural and Engineering CPM Schedules (SOW Attachment 10)

▪ AUSH Visitation Memo (SOW Attachment 11).

▪ VHA Directive 1013 Prevention and Control of Seasonal Influenza with Vaccines (SOW Attachment

12)

▪ VA OEHRM Site Infrastructure Requirements – 2.0 Signed; (SOW Attachment 13)

End of SOW