SOW - V4 - 02272023 - Final - EHRM TASS Buffalo.pdf

VA Buffalo Medical Center (VABMC) 3495 Bailey Ave 02/27/2023 Buffalo, NY 14215

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

ELECTRONIC HEALTH RECORD MODERNIZATION TRAINING AND ADMIN

SUPPORT SPACE – RENOVATION

PROJECT NO: 528-23-703

PROJECT NAME: Electronic Health Record Modernization – Training and Admin Space Support- Training and Admin Support Space - Buffalo, N.Y

ESTIMATED CONSTRUCTION COST: $5,000,000 and $10,000,000

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA Western N.Y. Healthcare System (VAWNYHCS) 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, 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 renovate Building 1 (6TH Floor, Wing C) to provide Electronic Health Record Modernization (EHRM) training and administrative support spaces.

Prepare construction bid documents (Plans and Specifications) to support the creation of training and administrative space to accommodate the Electronic Health Record Modernization (EHRM) program.

This design will define the renovation of existing Building 1 (6th Floor, Wing C) to provide spaces defined later in this SOW. The design efforts associated with this project are summarized below:

• A floor plan of the existing space for building 1, 6th Floor, Wing C has been provided (SOW - Att 12

- Floor Plan Wing C - EHRM TASS Buffalo)

• The project will renovate building 1, 6TH Floor Wing C, which has an area of 10,800 square feet.

• The general scope of this project is to demolish and renovate this space including all supporting systems to accommodate EHRM Administrative and Training needs.

• The demolition and renovation shall include analysis of and required modifications or upgrades of

ALL supporting systems such as electrical (power, data, and phone), mechanical (HVAC and plumbing), space planning / layout, etc., including all ancillary requirements to completely renovate the space as per applicable VA Design Guides and Design Manuals. Additional system specific detail is provided below:

o Design the supporting electrical system. Provide uninterruptible power supply (UPS) for all equipment. All power to be on the emergency generator system.

o Design a new HVAC system to provide heat and cooling for the entire renovated space.

o Design the supporting plumbing system that will include complete demolition and reconfiguration of both the women’s and men’s bathrooms to meet current VA Design guidelines.

o Design data / telecommunications systems to support the space.

o Integrate new systems into existing building management systems.

Buffalo, NY 14215

• Demolition will take the space down to base floors, walls and ceilings which will include hazardous material abatement.

• The A/E will be responsible for designing the space layout, including selecting all finishes in accordance with applicable VA design criteria.

• Information Technology (IT) spaces shall be incorporated into the design to accommodate the additional IT services that will be required in the area for VA staff training. The IT spaces must include:

o Dedicated cooling for IT equipment o Security that meets VA design guidelines o Electrical power fed from an emergency back-up source

• The AE firm will be responsible for Asbestos Containing Material (ACM) and other hazardous material testing such as mold and lead paint. Any findings shall be reported on the contract drawings for remediation in construction. Areas anticipated to require testing include floor tiles, mastic under floor tiles, all piping insulation, above the ceiling and behind walls, ceiling tile and ceiling tile mastic, radiators, and any other material or component that is suspect.

A/E Part Two Services of this design project (also known as Construction Period Services) includes but NOT limited to:

• Responding to construction contractor Requests for Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project. All RFI responses are within the allotted time to keep the project moving.

• Attendance at pre-bid, post-award and commissioning kick off construction project conferences (these are addition to the construction site visits outlined below) .

• Review and tracking of construction material submittals and shop drawings and return in the time allotted to keep the project moving forward.

• Approximately twenty (20) site visits should be anticipated during construction (both scheduled and emergent) to ensure construction is compliant with the design drawings and specifications.

• Preparation of site visit reports after each site visit.

• Coordination with project commissioning requirements.

• Review of any construction project modifications for cost and technical acceptability. Provide a cost estimate to the Contracting Officer (CO) and the Contracting Officers Representative (COR).

• Attendance and participation during the final acceptance inspections and preparation of punch lists.

• Continuously update the record drawings in AUTOCAD using information provided by the contractor and / or data collected on site during site visits / inspections. A/E responsible for ensuring the contractor is collecting all pertinent data where and when needed to develop a comprehensive set of record drawings.

• The A/E shall prepare and continuously update a submittal log to be accessible to the VA during construction period services.

• Maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

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 VA Western N.Y. Healthcare System (VAWNYHCS) record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. SOW - Att 08 - Campus Map - EHRM TASS Buffalo will give AE firm a basic understanding of the VA Western N.Y. Healthcare System (VAWNYHCS).

The renovated area shall provide the following spaces as detailed in the table below:

Summary of Space Requirements (refer to SOW – Att 09 – TASS Planning Guide – EHRM TASS Buffalo for more detailed design information) Space Description Amount Date of Event Ready and

Available Cerner On-Site Administrative Space Cerner Admin Support 1,800 sq ft 16 months prior to go-live 16 months Conference Room 240 sq ft 16 months prior to go-live 16 months

Integration Validation Testing Events *IV Testing 1,800 sq ft (2 rooms, 900 sq ft each) 7 months prior to go-live 2 events, 2 weeks each Cerner Support for IV Testing 1,200 sq ft each 7 months prior to go-live 4-6 months Waiting Room for Testers 1,200 sq ft 7 months prior to go-live 2 events, 2 weeks each Change Management 300 sq ft 7 months prior to go-live 2 events, 2 weeks each

Large Auditorium (post Covid) 50 seats 7 months prior to go-live Intermittently (Leased)

Out of Scope

Super User and End User Training Space Classrooms (based on # end users)

20,000 sq ft (20 rooms, 600 sq ft each)

6 months prior to go-live 6-7 months (Leased)

Out of Scope Planning/Preparation Room 600 sq ft 6 months prior to go-live 6-7 months

(Leased) Out Of Scope

Process Education Room 1,800 sq ft 6 months prior to go-live 6-7 months (Leased)

Out Of Scope

Command Center *Command Center 600 sq ft 1 months prior to go-live 4-6 months *Briefing Ctr. (Leadership) 600 sq ft 1 months prior to go-live 4-6 months *Cerner Solution Architects 1,200 sq ft 1 months prior to go-live 4-6 months

*Visitor Lounge 600 sq ft 1 months prior to go-live 4-6 months

* IV Testing Space may subsequently be used as Command Center Space.

* IV Testing Space may subsequently be used as Briefing Ctr (Leadership).

* IV Testing Space may subsequently be used as Cerner Solution Architects.

* IV Testing Space may subsequently be used as Visitor Lounge.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on VA Western New York Health Care System (VAWNYHCS) campus must have the following additional requirements before starting site investigations on campus:

1. Produce a negative COVID test (a maximum of 72 hours prior to being on site, and on a weekly basis) for any employee performing work inside buildings on the medical campus.

2. Daily visit at check-in station for COVID and temperature screening

a. Sticker/device must be worn visibly

3. Annual influenza shot is required for all staff performing work on Buffalo VA campus

4. Contractor badge must be obtained and worn by contractor or representative at all times while on campus The temperature checks are performed on the VA Western New York Health Care System (VAWNYHCS) campus and must be performed immediately when the contractor arrives on site. Temperature checks are currently performed in Building 1, E wing patient entrance. If at any time an employee of the A/E firm is found in deficiency of the requirements listed above a stop work order will be issued for safety of VA Western New York Health Care System (VAWNYHCS) patients. Any further questions please refence the below documents Seasonal influenza with Vaccines (SOW - Att 07 - Seasonal Influenza w Vaccines - EHRM TASS

Buffalo) Implementation of Executive Order 14042 Memo (SOW - Att 10 - Implementation of EO 14042

Memo - EHRM TASS Buffalo)

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 $7,096,820.00.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications SOW Att 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guide 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 OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

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

00 VA OEHRM Site Infrastructure Requirements v2 (SOW - Att 02 - VA OEHRM Site Infra Reqs 2 -

EHRM TASS Buffalo) SOCAMES 6 Design Alert 1 (SOW - Att 13 - HEFP SEP Design Alerts 1-9 - EHRM TASS Buffalo)

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 2 http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.section508.gov/ http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp?Pub_ID=584&FType=2 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Western N.Y. Healthcare System (VAWNYHCS). 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 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; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase 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,” (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. 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 (SOW - Att 06 - PG 18-15 - EHRM TASS Buffalo). 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).

This memo is included as SOW - Att 04 - Sensitive Infra Data Classification Memo - EHRM TASS Buffalo, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp http://www.va.gov/vapubs/viewPublication.asp?pub_ID=8949

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal.

The Asbestos Abatement requirements in PG-18-15 are applicable at VA Western N.Y. Healthcare System (VAWNYHCS) / 6th floor- Wing C due to the age of the campus (construction began in 1947).

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

Schematic Design (SD)- 35% Design Development One (DD) – 65% Construction Documents (CD)- 95% Final Bid Documents (Bid) – 100%

12. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at NEPA Interim Guidance for Projects (va.gov). BIM software shall be Revit 2019 or the latest version available to Buffalo VAMC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

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 VA Buffalo Medical Center (VABMC).

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

Floors Ceilings Vertical Circulation Walls/Curtain Wall Sizes, Shapes, & Material Data General Signage Schedules Furniture https://www.cfm.va.gov/til/etc/NEPAGuidance.pdf https://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

Equipment Structural Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required

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)

13. 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

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (latest version). 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.

Two (2) half-size paper bond sets of drawings – 2 to VA http://www.cfm.va.gov/CFM/TIL/accessibility.asp https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

VA Buffalo Medical Center (VABMC) 01/25/2023 3495 Bailey Ave Buffalo, NY 14215

Schematic Design (SD) All documents in any of the electronic formats listed above.

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

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

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

All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

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

Final Bid Documents (Bid) PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

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

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

Word files of specifications.

Revit and AutoCAD files of drawings.

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

14. 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 SOW

- Att 05 - EHRM Arch and Eng CPM Sch Spec – EHRM TASS Buffalo. 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.

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

28 calendar days after Notice of Award

QA/QC and BD 10% Submittal Review Meeting

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

35% SD Submittal 48 calendar days after acceptance of QA/QC & BD 10% Submittals

VA Buffalo Medical Center (VABMC) 01/25/2023

Buffalo, NY 14215

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

65% DD Submittal 48 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 48 calendar days after VA acceptance of 65% DD Submittal

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 Submittal

Final Bid Documents Acceptance Meeting 10 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

240 calendar days

The 240 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.

15. OPTION ITEM REQUIREMENTS

Solicitation Support Services

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

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

Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

VA Buffalo Medical Center (VABMC) 01/25/2023

Buffalo, NY 14215

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract.

These documents shall be labeled Final Construction.

Construction Period Services (CPS)

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

Submittal Reviews Submittal reviews shall be submitted within seven calendar days of submittal to the A-E

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

Modification/Change Order Requests Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above.

Note: If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

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

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 https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

VA Buffalo Medical Center (VABMC) 01/25/2023

Buffalo, NY 14215 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

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 VA Western New York Health Care System (VAWNYHCS) Buffalo, NY Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Western New York Health Care System (VAWNYHCS) Buffalo, NY 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.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE: The latest version of Infrastructure Standard for Telecommunications Spaces is located on VA’s Technical Information Library (TIL) (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at VA Western New York Health Care System (VAWNYHCS) Buffalo, NY 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 https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

VA Buffalo Medical Center (VABMC) 01/25/2023

Buffalo, NY 14215 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.

18. REPORTING REQUIREMENTS: All contractors (and/or subcontractors) working onsite at the Medical Center will be required to attend a 1-hour Buffalo VAMC site specific safety training class. This class will be held on site and will be taught by a member of the Buffalo VAMC safety office. Attendance to this class will allow personnel to obtain a photo ID badge from the Buffalo VAMC Police. All personnel shall wear this badge above the waist at all times while on the Buffalo VAMC campus. Participation in this class is mandatory and must be done prior to the commencement of work on-site. The training and the badge will be valid for up to 3 years from the date of issue. The Contractor is then cleared to report to Engineering Project Section, Facility Management Service, BLDG. 6 RM 54 to log in during normal working hours. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours or leave the service ticket at the sign-in board in front of BLDG. 6 RM 54 after hours.

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

VHA Required Div 01 Specification Sections (See SOW - Att 01 - VHA Req Div 01 Spec Section -

EHRM TASS Buffalo) 00 VA OEHRM Site Infrastructure Requirements 3.1 (See SOW - Att 02 - VA OEHRM Site Infra Reqs

2) VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW - Att 03 -

VHA Directive 1061 - EHRM TASS Buffalo) Sensitive Infrastructure Data Classification FOUO (See SOW - Att 04 - Sensitive Infra Data

Classification Memo - EHRM TASS Buffalo) 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW - Att 05 - EHRM Arch and Eng CPM Sch Spec - EHRM TASS Buffalo) Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dates November 2008 (See SOW - Att 06 - PG 18-15 - EHRM TASS Buffalo)

VA Buffalo Medical Center (VABMC) 01/25/2023

Buffalo, NY 14215

Seasonal influenza with vaccines (See SOW - Att 07 - Seasonal Influenza w Vaccines - EHRM TASS Buffalo)

Campus Map (See SOW - Att 08 - Campus Map - EHRM TASS Buffalo) Training and Admin Support Space Planning Guide (See SOW - Att 09 - TASS Planning Guide -

EHRM TASS Buffalo) Implementation of Executive Order 14042 Memo (See SOW - Att 10 - Implementation of EO

14042 Memo - EHRM TASS Buffalo) Building 1, 6th Floor, floor plan (See SOW - Att 11 - Floor Plan 6th Floor - EHRM TASS Buffalo) Building 1, 6th Floor, Wing C, floor plan (See SOW - Att 12 - Floor Plan Wing C - EHRM TASS

Buffalo) SOCAMES Design Alerts (See SOW - Att 13 - HEFP SEP Design Alerts 1-9 - EHRM TASS Buffalo) Post-Award Specs-Drawings Review Checklist – FINAL – 20221117 (See SOW - Att 14 - Post Award

Spec Drawing Review Check List - EHRM TASS Buffalo)

End of SOW