SOW - V6 - 03292023 - EHRM TASS Batavia SF330 Version.pdf

VA Western, N.Y. Healthcare System 222 Richmond Ave. 03/29/2023 Batavia, NY 14020

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM TRAINING AND ADMIN SUPPORT SPACE – RENOVATION

PROJECT NO: 528A4-23-703

PROJECT NAME: EHRM – Training and Admin Support Space – Batavia, N.Y.

VAAR MAGNITUDE OF CONSTRUCTION: $1,000,000 and $2,000,000

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. This work shall entail services for design (Part 1) and for solicitation support services/construction period services (Part 2).

2. PART ONE (1) DESIGN SERVICES:

A/E Part One (1) 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 2, 2nd Floor to provide Electronic Health Record Modernization (EHRM) training and administrative support spaces.

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

This design will define the renovation of existing Building 2, 2nd Floor to provide spaces defined later in this SOW.

• A floor plan of the existing space for building 2, 2nd floor has been provided (see SOW – Att 09 – Bldg 2 – 2nd Floor Map – EHRM TASS Batavia).

• The total area of building 2, 2nd floor is 6,217 square feet

• The general scope of this project is to demolish and renovate this space including all supporting systems to provide an Administrative and Training area.

• This renovation shall include ALL supporting systems such as electrical (power, data, and phone), mechanical (HVAC and Plumbing), architectural, etc. Everything required to completely renovate a space as per the VA Design Guide for an administration and training area.

• Provide Uninterruptible Power Supply (UPS) for all equipment. All power to be on the emergency generator system.

• The only HVAC in this area currently is steam perimeter heating and window units for cooling. This space shall have an updated HVAC system.

• The ceilings in this space have a dropped ceiling and an existing ceiling above the dropped ceiling dating back to the mid-1930’s.

• Remove and reconfigure the walls, floors, ceilings to accommodate a remodeled training space for the VA Staff.

• This renovation shall include the complete demolition and reconfiguration of both the women’s and men’s bathrooms to meet current VA Design guidelines.

• Information Technology (IT) closets shall be added to accommodate the additional IT services that will be required in the area for VA staff training.

o Dedicated cooling for IT equipment o Security that meets VA design guidelines o Electrical power that is connected

• The AE firm shall allow 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.

o The AE shall anticipate ACM below the floor tiles, on all piping, above the ceiling and behind walls.

The specific space to be renovated is defined in the below table:

Summary of Space Requirements (refer to Attachment 9 for more detailed design information)

Space Description Amount Date of Event Ready and Available

Cerner On-Site Administrative Space

Cerner Admin Support 945 sq ft TBD 16 months prior to go-live

Conference Room 1,028 sq ft TBD 16 months prior to go-live

Integration Validation Testing Events

IV Testing* 3,600 sq ft Leased Space

TBD 7 months prior to go live

Cerner Support for IV Testing 1,200 sq ft each Leased Space

TBD 7 months prior to go live

Waiting Room for Testers 1,200 sq ft Leased Space

TBD 7 months prior to go live

Change Management 300 sq ft Leased Space

TBD 7 months prior to go

Super User and End User Training Space

Classrooms (# from Workbook) 600 sq ft each Leased Space

TBD 6 months prior to go live

Planning/Preparation Room 600 sq ft TBD 6 months prior to go live

Process Education Room 1,800 sq ft Leased Space

TBD 6 months prior to go

Command Center

Command Center 600 sq ft TBD 1 month prior to go live

Help Desk 1,800 sq ft TBD 1 month prior to go live

Briefing Ctr. (Leadership) * 600 sq ft TBD 1 month prior to go live

Cerner Solutions Architects 1,200 sq ft TBD 1 month prior to go live

Visitor Lounge 600 sq ft TBD 1 month prior to go

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

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.

SITE SPECIFIC INFLUENZA/COVID REQUIREMENTS

The A/E firms’ representatives performing site investigations on the VAWNYHCS campus must have the following additional requirements before starting site investigations on campus:

1. Negative COVID test within the past week to enter the buildings

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 the Batavia VA campus

The temperature checks are performed on the VAWNYHCS campus and must be performed immediately when the contractor arrives on site. Temperature checks are currently performed at Building 3 and 2. If at any time an employee of the A/E firm is found in deficiency of the listed a stop work order will be issued for safety of VAWNYHCS patients. Any further questions please refence the below documents

▪ Seasonal influenza with Vaccines (see SOW – Att 07 – Seasonal influenza w Vaccines – EHRM TASS Batavia)

▪ COVID Requirements (see SOW – Att 12 – Suppl Reqs for Covid 19 – EHRM TASS Batavia)

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 $1,665,000.

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 (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

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

5. DESIGN CRITERIA:

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the 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 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

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 v3.1 (1 July 2021)

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

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

▪ 00 VA OEHRM Site Infrastructure Requirements v3.1 (SOW – Att 14 – VA OEHRM Site Infra Reqs v3.1 – EHRM TASS Batavia)

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 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 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 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 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp

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 (see SOW – Att 06 – PG 18-15 – EHRM TASS Batavia). 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 – Att 04 – Sensitive Infra Data Classification Memo – EHRM TASS Batavia, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

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

The Asbestos Abatement requirements in PG-18-15 are applicable at VAWNYHCS due to the age of the campus (construction began in 1932). It is anticipated that there will be asbestos in 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 following locations including but NOT limited to:

• Domestic water and Steam heat piping above the ceiling and in the walls.

• Floor mastic for the tiles. There will be two layers of floor tiles on the floor where a layer of tiles has been installed over another layer of tiles.

• Mastic on the speed block of exterior walls.

• Ductwork mastic and insulation.

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%

▪ Construction Documents (CD)- 100%

▪ Final Bid Documents (Bid) – 100%

12. DRAWING and SPECIFICATION FORMAT:

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to VAWNYHCS.

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.

Drawings and Specifications shall be individual sheets in both CAD, PDF, and Word. The drawings and specifications shall NOT be provided as one file.

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 VAWNYHCS 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. The VAWNYHCS presently only uses AutoCAD.

http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

This system includes but is NOT limited to the following (there may be additional systems with this design that require BIM modeling:

▪ Architectural/Interior Design

▪ Square Footage/Volume

▪ Room Names and Numbers

▪ Architectural Schedules

▪ Architectural Specialties and Woodwork

▪ Doors

▪ Windows

▪ Louvers

▪ Floors

▪ Ceilings

▪ Vertical Circulation

▪ Walls/Curtain Wall Sizes, Shapes, & Material Data

▪ General Signage for rooms and spaces

▪ Schedules

▪ Furniture

▪ Equipment

▪ Structural

▪ Foundations

▪ 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)

13. SUBMITTAL FORMATS FOR DESIGN:

Submittals shall be submitted in electronic format and hard copy formats as listed below.

Portable Document Format (.pdf), Microsoft Office Suite formats (.doc and xls), Microsoft Project AutoCad (.dwg) 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

Construction Cost Estimates http://www.cfm.va.gov/CFM/TIL/accessibility.asp

222 Richmond Ave. 03/10/2023

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

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)

▪ 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 https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

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

Construction Submittal Schedule on the Drawings for the Contractors to Reference The A/E shall provide a drawing in the construction drawings packet that itemizes ALL the submittals that will be required for this project. They shall be identified by line item, specification section, paragraph number in section, submittal description and item submitted.

Submittals that are required to be approved prior to mobilization shall be identified on this drawing. This drawing(s) shall be provided at every design submission and the VA COR will help the A/E compile these submittals. This drawing shall be a guide to include but not limited to all submittals required for this project. The A/E shall also provide a submittal log for the contractors to follow and update in 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 8 – Campus Map – EHRM TASS Batavia and SOW – Att 09 – Bldg 2 – 2nd Floor Map – EHRM TASS Batavia will give AE firm a basic understanding of VAWNYHCS campus.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE (Design Only):

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 in SOW – Att 05 – EHRM Arch and Eng CPM Sch Spec

– EHRM TASS Batavia. 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. What is provided below does include Construction Period Services. That will be based off the percentage of work completed by the construction contractor. Refer to Part 2 Construction Period Services.

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

45 calendar days after end of Notice of Award

QA/QC and BD 10% Submittal Review Meeting

21 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 21 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 75 calendar days after VA acceptance of 35% SD

Submittal

65% DD Review Meeting 21 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 45 calendar days after VA acceptance of 65% DD

Submittal

95% CD Review Meeting 21 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 14 calendar days after VA acceptance of 95% CD

Submittal

Final Bid Documents Acceptance Meeting

14 calendar days after VA receipt of Final Bid

Documents Submittal

Total Part One Services/Design Phase Schedule

298 calendar days

The 298 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.

Solicitation Support Services (Option Line Item) shall be performed for the length of time between the time the option is exercised and award of the construction project. Construction Period Services (Option 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 Solicitation Support Services and Construction Period Services.

15. (OPTION ITEMS) PART TWO (2) Solicitation Support Services & Construction Period Services (CPS):

The A/E shall perform the following construction period services for the duration of the construction project. The construction period services shall include A. Pre-Bid Solicitation Support Services, B. Construction Administration and C. Third Party Commissioning as stated below.

A. Solicitation Support Services

Pre-Bid Site Visit / Post-Award Meeting 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. This meeting is in addition to the Site Visits during construction as identified below.

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. These RFI’s during the solicitation period will need to be answered in the time frame as directed by the Contracting Officer (CO). This could be as quick as two (2) days or the CO may allow for additional time.

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.

B. Construction Period Services - Construction Administration (CA)

Post-Award Kick Off Meeting Attendance at the kick-off meeting for construction. This is the meeting at the beginning of the project between the A&E, VA and General Contractor.

Requests for Information (RFI) Requests for Information provided to the A/E by the VA COR shall be returned to the VA COR within five (5) calendar days. The RFI’s shall be answered completely and so that the contractor can continue to move on this project to avoid construction delays. The RFI may entail a drawing or sketch for clarification. It is imperative that the RFI is answered within five (5) days to not avoid delay on the project. Answers to RFIs will be required from the A-E within five (5) 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. The A/E shall also provide an RFI log for the contractors to follow.

Submittals and Shop Drawing Reviews Submittal and Shop Drawing reviews shall be returned to the VA within seven (7) calendar days of being provided by the VA COR to the A/E. the documents shall provide notes for the contractor to either Accept, Accept as Noted or Revise and Resubmit.

Site Visits and Site Visit Reports The A/E shall anticipate twenty (20) site visits during construction to inspect and provide a formal report for the VA to review and to provide to the contractor for corrective action. The

VA COR shall coordinate and schedule site visits with the A/E. The A/E shall be available to visit the site with their supporting sub-consultants within One (1) week of notification from the VA COR. The A/E shall have technical staff visit the site that has the technical expertise to review and inspect the ongoing construction in this scope of work. The site visit reports with photos shall be submitted within seven (7) calendar days of the visit for the VA COR to review. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification or Change Order requests shall be returned to the VA COR within seven (7) calendar days being submitted to the A/E. This includes the review of the contractor’s modification / change order proposal for construction, as well as the formulation of an independent government cost estimate (IGCE) for the modification / change order requested (should the modification / change order be valid). 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 VA 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 The A/E shall visit the construction site with their technical experts for each trade of construction to compile a final punch list of items that contractor shall complete for project acceptance. This punch list shall include all construction issues on the project site, missing test reports, post construction submittals, warranty documentation or anything that is required from the construction contractor to complete the project for VA Acceptance and receive final payment from the VA. This punch list shall be provided to the VA COR for review form the A/E within seven (7) calendar days of the final inspection. The VA COR may have a list of items for the A/E to provide on the final punch list to assist the A/E. All documents in any of the electronic formats listed above.

Record Drawings The construction contractor shall provide marked up drawings of as-built conditions that have deviated from the design (with approval by the VA and A/E) throughout the construction progress for the VA and A/E to review for accuracy. This shall be Identified during design on the submittal drawings that will be provided as part of this contract so the contractor will know that this is a submittal requirement. The A/E shall deliver to the VA within 30 calendar days after V/A acceptance of the construction project the record drawings in Auto-CAD, PDF and Revit for review and acceptance by the VA COR. The drawings shall be individual drawings and NOT one

(1) combined file. The Batavia VAWNYHS currently uses Auto-Cad however we will upgrade to Autodesk Revit in the future.

C. 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: kick off meeting for commissioning, 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

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 VAWNYHCS Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

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

A COR from the VAWNYHCS 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 VAWNYHCS 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 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.

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. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to SOW - Att 02 - VA OEHRM Site Infra Reqs 2 - EHRM TASS Batavia, most recent version, must be referenced, documented, and discussed with CO, COR and HEFP SEP. Following approval of variance or exemption, AE shall submit documentation describing variance or exemption, indicating reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR and HEFP SEP.

19. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA COR Daily via phone to log in during normal working hours as well as after normal working hours. This check-in is mandatory. The Contractor is now cleared to report to the project area. This check-in is mandatory. When the https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf service is completed, the Contractor shall document services rendered on a legible field service report.

20. SOW 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 Batavia)

▪ 00 VA OEHRM Site Infrastructure Requirements 2 (See SOW - Att 02 - VA OEHRM Site Infra Reqs 2 - EHRM TASS Batavia)

▪ VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW - Att 03 - VHA Directive 1061 - EHRM TASS Batavia)

▪ Sensitive Infrastructure Data Classification FOUO (See SOW - Att 04 - Sensitive Infra Data Classification Memo - EHRM TASS Batavia)

▪ 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW - Att 05 - EHRM Arch and Eng CPM Sch Spec - EHRM TASS Batavia)

▪ 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 Batavia)

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

▪ Campus Map (See SOW - Att 08 - Campus Map - EHRM TASS Batavia)

▪ Floor Plan of Building 2, 2nd Floor (See SOW - Att 09 - Bldg 2 - 2nd Floor Map - EHRM

TASS Batavia)

▪ Training and Admin Support Space Planning Guide (See SOW - Att 10 - TASS Planning

Guide - EHRM TASS Batavia)

▪ Implementation of EO 14042 MEMO (See SOW - Att 11 - Implementation of EO 14042

Memo - EHRM TASS Batavia)

▪ Additional COVID-19 Requirements (See SOW - Att 12 - Suppl Reqs for Covid 19 - EHRM

TASS Batavia)

▪ HEFP SEP Design Alerts 1-9 (See SOW - Att 13 - HEFP SEP Design Alerts 1-9 - EHRM TASS

Batavia)

▪ VA OEHRM Site Infrastructure Requirements v3.1 (See SOW - Att 14 - VA OEHRM Site

Infra Reqs v3.1 - EHRM TASS Batavia)

End of SOW