SOW VISN 2 FCA_FY25.pdf

FY 2025

Facility Condition Assessment For North Atlantic District VISN 2

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A. BACKGROUND

The Department of Veterans Affairs (VA) has charged the Office of Construction Facilities Management (CFM) with the management of the assessment of the VA capital asset portfolio. VA has created a Capital Asset Inventory (CAI) which contains all the key data needed to describe our existing infrastructure. A Facility Condition Assessment (FCA) is a tool used to obtain essential data. An FCA is a visual inspection of the technical and physical conditions of a VA Medical Center’s (VAMC) facility. The inspector submits a report detailing identified corrective actions. FCAs are in place for all VAMCs and updated every three years. This acquisition is a continuation of that effort.

B. KEY OFFICIALS

Contractor (A/E): TBD

• Veterans Integrated Services Network 2 (VISN 2) Capital Asset

Manager (CAM) – Christopher Frani christopher.frani@va.gov (315) 425-4400 x54443

• VA Office of Construction & Facilities Management (CFM) o Contracting Office Acquisition Support:

CFM Central Region o FCA database Manager: Nikki Zook

Operation Support Service (OAEM) Nikki.Zook@va.gov o Seismic/Structural Point of Contact: - (Ian Doiron, Ian.Doiron@va.gov, 202-632-5759) (Asok Ghosh, Asok.Ghosh@va.gov, 202-632-5028) (003C5) Consulting Support Service (CSS) o Contract Officers Representative (COR): - (Russell Stegemoller, Russell.stegemoller@va.gov, 984-286-0537) (003C2), (Backup

COR): - TBD

mailto:christopher.frani@va.gov mailto:Nikki.Zook@va.gov mailto:Russell.stegemoller@va.gov

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C. REQUIREMENTS

1. The contractor shall perform an independent facility condition assessment. The assessment will consist of tours, interviews, inspections, and research at each of the following VA Medical Centers with the purpose of preparing a Facility Condition Assessment for VISN 2. Presently, the FCA database for VISN 2 contains approximately 13,347,645 gross square feet. This assessment includes approximately 436 buildings. Some variation of the detailed building lists within the square footage and number of buildings may be encountered during the site assessment that may deviate up to 5% and shall be included in the assessment. The FCA shall be for the following site list.

• Albany (NY)

• Bath (NY)

• Batavia (NY)

• Bronx (NY)

• Brooklyn (NY)

• Buffalo (NY)

• Canandaigua (NY)

• Castle Point (NY)

• East Orange (NJ)

• Lyons (NJ)

• Montrose (NY)

• New York (NY)

• Northport (NY)

• St. Albans (NY)

• Syracuse (NY)

2. The contractor shall provide a field team which shall visit each site as described in the detailed schedule. The recommended minimum field team make-up shall be as follows:

• Architect to assess architectural and landscape issues

• Electrical Engineer to assess electrical issues

• Mechanical Engineer to assess mechanical, plumbing and steam generation issues

• Elevator/Transport Specialist

• Structural Engineer to assess structural and seismic issues where required (see item 12 below).

• Cost Estimator to establish correction costs

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• Civil Engineer to address any civil issues. The use of a civil engineer is optional.

• Use of Additional disciplines may be requested for inclusion on the team. Any additional requested disciplines will be subject to approval by CFM and CO. Any approved additional disciplines will be subject to review and will be required to provide qualifications as requested by CFM and the CO.

3. Once the contract is awarded and a Notice to Proceed (NTP) issued, the contractor shall coordinate with the COR, in obtaining of Virtual Private Network (VPN) and/or Citrix Access Gateway (CAG) access to VA’s CAI database. This includes forms necessary for Low-Risk Clearance, Security and Privacy training, VA email account and Personal Identity Verification (PIV) card for two factor authentications. Be aware that this process may take up to three (3) months until complete. However, note that the site visit and assessments can start without the PIV cards.

4. Once the Notice to Proceed (NTP) is issued, the A/E will prepare a tentative schedule to be shared with the FCA program, the VISN CAM, and each one of the stations. The stations will review and approve or provide tentative alternative dates for consideration. Once the schedule has been approved by all parties, it will become the official schedule.

5. Four weeks before the site visit, the contractor shall remind their point of contact for the facility of the upcoming survey via E-mail. The Email notification will include date and time of arrival of the survey team, number of members of the team, and the names and titles of the survey personnel. The contractor shall request points of contact to email a request for the electronic copy of all existing, original and addition/retrofit/alteration, design documents (especially the structural record drawings including the Nonstructural Components and Equipment seismic bracing design) as well as the reports of seismic studies performed on any of the buildings of the medical centers. See FCA 101 for additional information regarding data collection. The contractor’s team shall gather the necessary information for the FCA from site inspections; interview key technical staff and review pertinent documentation such as the Joint Commission (JC) Statement of Conditions (for life safety statements), asbestos reports, proposed project listings, recently completed project histories, transportation studies, and all other applicable information.

The contractor shall provide an independent and consistent assessment of conditions found and edit the database accordingly. The existing FCA data (red/green reports) shall be used as the historical basis from which to begin the assessment.

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FCA updates/edits and new entries shall be performed on the existing data as the site visit progresses. The most common edit to the existing FCAs shall be the decreased number of years in the remaining useful life of most building components. Condition grades (A, B, C, D, & F) shall be updated to align with the current remaining life and/or condition. In many cases the narrative description shall need to be updated to properly represent the current condition.

(See attached “VA Grading Guidelines”).

6. Where corrective action has been taken by VA to correct elements previously graded as D (poor condition) or F (failing condition) the remaining life and corresponding grade shall be elevated to properly describe the new condition.

All descriptions, both new and existing, shall contain sufficient detail to include a complete materials list used as well as the current condition.

7. The facility condition assessment shall be applied only to existing technical conditions in a general term and not in detail. Issues such as patient privacy, space deficiencies or purely functional layout deficiencies are not to be included in this assessment. Future needs, facilities or future equipment are not to be allowed to influence the scoring and estimating of this assessment. The contractor should be aware and/or take into consideration of the new suicide prevention requirements published in the Architectural Design Manual located on the Technical Information Library (TIL) located at: www.cfm.va.gov/til/

8. Because of the complexity of some systems and sub-systems, it is unacceptable to have scores that combine both a critical assessment (D or F) with a non-critical assessment (A, B or C). During this update scores shall change, and it shall be the responsibility of the contractor to see that there is never a score that combines grades (A, B, C) with grades (D or F).

9. Depending on the configuration of the specific facilities, the contractor shall use the most logical method of arranging the scores and estimating to facilitate the ability to group deficiencies together. In some buildings, it may be necessary to identify assessments by breaking up by floor or by wing and so forth. The contractor shall coordinate their schedules and plan of actions with each VAMC facility staff.

10. The contractor shall develop new and update existing correction costs for conditions graded D or F. In addition to construction cost, each estimate shall include:

• Design costs

• Pre-Design contingency http://www.cfm.va.gov/til/

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• Contingency reserve

• Market conditions

• Direct impact costs

• List of exclusions

11. The contractor shall utilize the methodology outlined in FCA 101 for estimating

Correction Costs

• Base cost on the specific location

• Apply cost markups and break building cost down per FCA 101.

• Develop Correction Costs utilizing industry recognized sources of cost data that most accurately align to the type of work under consideration.

Acceptable sources are:

o R. S. Means, McGaw Hill Cost Guides, DOD cost Book and other nationally recognized references.

o Historic cost data adjusted for inflation and location o Contractor/Vendor Research

• Provide a line-item cost breakdown and back-up detail for all Correction Cost Estimates showing work elements and units of measure. Submit estimate documentation for Correction Costs in electronic PDF format as required in Section G Deliverables.

• Round FCA report line-item costs to the nearest appropriate significant digit.

• FCA Report should clearly identify that estimated costs are preliminary/conceptual and for moderate and high-risk items unless specific documentation has been developed. Consider the following if applicable when estimating FCA Deficiency Correction Costs:

o Ancillary work o Site Issues & Access to items to be repaired o Location (height, confined space) and associated safety requirements o Disturbance or removal of adjacent elements; temporary support o Major utility shutdowns - service disconnections and reconnections o Restoration of elements affected by the work o Site Conditions

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• Complete an “FCA Estimating Adjustment Factor Checklist” (attached) for each FCA deficiency greater than $1,000,000 requiring a cost estimate. List all applicable estimate exclusions on the checklist.

• Apply risk factors and cost factors. Evaluate in terms of complexity and risk of unforeseen conditions. Rate each item as:

o Low: Requirements are self-evident and uncomplicated. Risk of unforeseen conditions is low. Apply a factor of 10%.

o Moderate: Extent of deficiency may extend somewhat beyond what can readily be observed. Unforeseen conditions are likely to be encountered but not expected to be extensive. Apply a factor of 20%.

o High: Extent of deficiency and requirement for correction are difficult to ascertain without extensive investigation. Risk of unforeseen conditions and unanticipated work is high. Apply a factor of 35%.

• Items rated moderate or high risk that require a more in-depth assessment shall be noted in the FCA report.

• Prepare estimates for deficiencies carried over from previous FCA surveys in the same manner as a new identified deficiency. Inflation indexing of prior estimates is not acceptable.

• Estimates shall not include:

o Operational cost difference associated with the deficiency, o Escalation to mid-point of construction

12. For this assessment ALL buildings are to be included as provided in the

Building List for VISN 2, the exception being those buildings listed in the DISPOSAL portion of the CAI. The contractor shall not deviate from this list without the direct approval of the Contracting Officer (CO). The contractor is responsible for assessments, scoring and all correction costs associated with buildings that are being assessed for the first time.

13. Asbestos issues shall follow the structure of the current local asbestos report.

If all asbestos costs are lumped into a single cost, that data is to be listed under the SITE portion of the FCA. If asbestos data is listed as part of a specific building, it should be reported that way in FCA update. If no asbestos report is provided by the VAMC, the contractor shall notify COR as soon as this fact is uncovered.

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14. Structural and Seismic Requirements:

Incorporate FEMA P-154, Rapid Visual Screening of Buildings for Potential Seismic Hazards into each building assessment. Refer to requirements in FCA 101 and the www.FEMA.gov website.

In areas of Very Low seismicity (per ASCE 41-23), structural issues, if any, will be addressed by the most qualified team member and no Structural Engineer is required, unless noted otherwise below.

For the following critical facilities in Low seismic areas (per ASCE 41-23), a structural engineer will address non-structural systems for seismic vulnerability (see attachment FCA 101 for more information):

• Albany (Station #528A8): 1, 4, 26, 27, 54

• Bronx (Station # 526): Buildings 100, 101, 105, 114, 118

• Brooklyn (Station # 630 A4): Buildings 1, 4A, 4B, 8, 8A, 14, 21

• Buffalo (Station #528): 1, 11, 20, 21, 28

• Castle Point (Station # 620 A4): 8, 35, 36, 41, 57, 113, 114

• East Orange (Station # 561): 1, 7, 8, 11, 17

• Lyons (Station # 561A4): 3, 4, 8, 9, 12, 14, 136-137, 141

• Montrose (Station # 620): 4, 19, 20, 36, 53, 63

• New York City (Station # 630): 1, 4, 5, 16

• Northport (Station # 632): 15, 30, 32, 44, 74, 81, 94, 200, 203, 210, 212-215, 218-220,

• Syracuse (Station #528A7): 1

The HAZUS Model Building Type, a simple code that describes the basic structural system, shall be documented for each building, regardless of seismic requirements (see attachment FCA 101, Structural Table 1 for more information). Verify structural system with as-built structural drawings.

15. The contractor shall notify the Contracting Officer (CO) and the COR if excessive schedule or other problems are encountered with the FCA. These complications shall be followed by a corrective action plan which shall be submitted then presented to CFM leadership.

16. The contractor shall include in the final report a TOP-TEN list for each VAMC.

This list is the contractor’s assessment of the highest priorities among the deficiencies found at each VAMC and will play a critical role during the budgeting period. Consider feedback provided by the VAMC during the http://www.fema.gov/

8 | P a g e assessment period. These lists are to follow the attached format and are to go into the printed reports, but not the electronic database.

17. The contractor shall assign a 1 thru 5 scale Risk Level to all deficiencies graded

“D” or “F” as part of the condition assessment. The criteria for assigning the Risk Level to a deficiency is provided in the FCA Risk Level Matrix attachment to this Statement of Work.

D. FCA UPDATE PROCESS

1. CFM provides the contractor with:

• Access to the latest edition of FCA 101

• Scope of work

• H-18-8

• Site plans and appropriate orientation

• Updated Building list

2. Capital Asset Manager (CAM) & The Chief Engineer (CE) at each facility or his/her designee prepares for site visit. If the electronic copies of the original and addition/retrofit/alteration design documents and seismic study reports have not already been provided (see Section C Requirements), the CAM and CE shall arrange to provide the FCA contractor with the hard copies of the same. Additional documents include key reports, such as Asbestos, JC Life Safety Statement of Conditions, and vertical transport. They shall also be prepared to discuss their most important concerns.

3. Contractor shall coordinate with the COR to obtain Virtual Private Network

(VPN) and/or Citrix Access Gateway (CAG) access to VA’s CAI database which contains FCA data required to be updated and rights to enter pending updates to the data. This includes forms necessary for Low-Risk Clearance, Security and Privacy training, VA email account and PIV card for 2FA (two factor authentication). Reminder – this process may take up to three months.

4. Contractor prepares for site visits:

• Introductory logistical communication with each VAMC Chief Engineer & include VAMC Chief of Information Technology to ensure access to computer room areas.

• Confirm that elevator study and elevator maintenance contractor will be available for the site visit (COR and CAM to be notified if not)

• Print working versions of current FCA (enlarged to 11”x17”)

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• Note: The VISN database is available for download upon request for your use.

5. Contractor conducts site visits, touring and evaluating all required assets.

• Conduct technical interviews and tours as necessary

• Secure and review latest VAMC reports including, but not limited to, JC

Fire/Safety Statement of Conditions, Asbestos, Electrical Study, OIT comments, seismic evaluation studies, and other local technical reports

• Verify functional descriptions of all buildings

• Estimator researches correction costs

6. Contractor conducts quality control of update data

7. Contractor updates PENDING CHANGES in the FCA database using VPN or

CAG account. It is strongly recommended that the contractor utilizes a separate administrative team to enter the FCA Pending updates into the main FCA database.

8. Contractor creates an FCA Pending Basic Report for each facility as soon as it is completed or within 30 days of visit and sends it electronically along with estimating notes to:

• VAMC site representative

• CAM

• COR

9. VAMC reviews pending basic report and submits E-Mail questions to

Contractor with copy to COR.

10. COR reviews pending basic report and submits via E-Mail questions to

Contractor with copy to the VAMC.

11. If necessary, COR and CAM shall arbitrate any item where scoring disagreements are indicated.

12. Contractor completes all necessary changes to the pending data and cost.

13. After review and approval of all the submitted VISN Pending updates, the contractor shall schedule an executive presentation to the VISN. This presentation shall include, but not limited to, an agenda, the A/E’s top Ten List for each Medical Center, a summary report for all Medical Centers and a report of pending updates for each medical center. The meeting shall be scheduled with the CAM and shall include invitation to each Chief Engineer and/or their

10 | P a g e designee, and to the VACO Consulting Support Service Representative. The executive presentation shall be done virtually and coordinated by the contractor.

14. Contractor informs COR that FCA Update is complete and ready for acceptance.

15. COR spot checks FCA data and sends notice to Contractor of an acceptable

FCA Update.

16. Contractor creates Final FCA Update Reports including the Top-Ten lists.

17. Contractor distributes Final FCA Update Reports.

E. TO BE PROVIDED BY VA

1. VA CFM shall provide the following in advance of the FCA update site visits:

• Access to the latest edition of FCA 101 (to be used as a reference/guide), a complete list of all buildings to be included in the FCA

• A subset of the complete building list for Structural Building Frame – Seismic and/or Nonstructural Components and Equipment – Seismic FCA

• Access to VISN database in Sequel Server, necessary passwords, and a short Security training course

• FCA scoring guidelines (Follow guidelines provided in the latest edition

FCA 101)

• A training session appropriate for the Contractor’s level of experience

• Red/Green reports

2. VA Medical Centers shall provide the following during the site visits:

• Access to all spaces including computer rooms

• A thorough in-briefing of VAMC’s major technical concerns

• Knowledgeable staff to accompany contractor team members

• The elevator maintenance contractor to be present during the site visit

• Up-to-date site maps

• Infrastructure-related reports and documents, including drawings and seismic studies (See Section C. Requirements and Section D. FCA Update Process)

• Dedicated space for FCA team use during the site visit

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F. DELIVERABLES

1. Draft FCA: The contractor shall compile the data gathered in the inspection, complete a quality control review of the data, and send an electronic pending report to the VAMC (with a copy to the CAM and to the COR). The draft (Pending Report) FCA shall contain all the necessary edits to make the FCA database reflect current conditions at the VAMC. The VAMC shall have fifteen

(15) working days to respond and request changes. The COR and the CAM shall arbitrate any outstanding scoring and costing issues after which the Contractor shall be given permission to print the final reports.

2. Final FCA: After all site visits and reviews are complete the contractor shall submit FCA Update (hardcopy & electronic pdf for cost estimate documentation and CD of full submittal) booklets as follows:

• 2 for each VAMC Site Representative

• 1 for the VISN CAM Officer

• 1 for VA CFM/QAS

All printing is to be double-sided on paper of at least 24# quality. Reports are to be bound in Slant-ring View Binders with key components divided and tabbed. Refer to the FCA101 for the Super Summary template.

3. The Contractor shall provide a pending report to each facility no later than 30 days after their site visit.

4. The contractor shall schedule bi-weekly conference calls with the COR to discuss progress, schedule, challenges, and any other actions or concerns for this FCA. The contractor shall prepare an agenda, schedule the call, and prepare meeting minutes to be reviewed by all parties.

5. The contractor shall provide a Monthly Summary Report (format to be decided by the contractor) to show progress, work done during that month, any relevant actions or concerns, and an updated progress schedule.

G. CONTRACTOR RESOURCES

1. The estimated resources required to complete this contract are to be described by the contractor in their cost proposal using the attached format.

2. All costs related to the work are to be included in the fee proposal total. There are no reimbursable costs above and beyond this total.

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3. Subtotals shall be provided for direct costs, printing costs and transportation costs. A total cost shall be provided for each VAMC and a grand total for the full contract.

4. In no event shall the COR change any of the terms and conditions of the contract. Any changes or modifications to this contract shall be made only by the Contracting Officer or her designee for an executed contract action.

5. Should there be excessive schedule or quality problems with the FCA update submissions, the contractor shall be required to attend a remedial work session at VA Central Office (425 I Street NW, Washington, DC). The full cost will be borne by the Contractor.

H. SCHEDULE

The following is a tentative number of days for completion of each site visit. The A/E is responsible to provide in their cost proposal the number of days believe to be reasonable for each one of the site visits based on their experience performing facility condition assessments. The number of days will be agreed upon between the CO, COR and the Contractor during negotiations. After award of the contract and a Notice to Proceed is issued, the contractor shall consult and communicate with the specific medical centers and the Capital Asset Manager for the VISN to coordinate the final schedule that is acceptable to all parties.

• Albany – 5 days

• Batavia – 3 days

• Bath – 8 days

• Bronx – 5 days

• Brooklyn – 5 days

• Buffalo – 5 days

• Canandaigua – 10 days

• Castle Point – 5 days

• East Orange – 5 days

• Lyons – 10 days

• Montrose – 8 days

• New York – 5 days

• Northport – 10 days

• St. Albans – 5 days

• Syracuse – 5 days

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All work for this requirement is to be completed by 360 calendar days after

NTP.

The assessment for VISN 2 shall be grouped into two groups. The first group of facilities to be completed are Albany, Batavia, Bath, Buffalo, Canandaigua, and Syracuse. Batavia and Buffalo are normally grouped together as VA Western NY HCS and Bath and Canandaigua could probably be grouped together as VA Finger Lakes HCS. Bath and Canandaigua are large campus style facilities which may be a challenge to complete in one week.

The second group of facilities is Bronx, Northport, VA New Jersey Healthcare System (HCS) (East Orange and Lyons), VA Hudson Valley HCS (Montrose and Castle Point), and VA New York Harbor HCS (Brooklyn, Manhattan, and St.

Albans).

I. ATTACHMENTS

1) Buildings List

2) VA Grading Guidelines

3) VA Fee Proposal Format

4) Top-Ten Format

5) VAMC Site Plans

6) H-18-8 Seismic Design Requirements (available on CFM TIL)

7) Elevator/Transport Specialist scope of work and requirements

8) VHA Risk Level Matrix

9) FCA Estimating Adjustment Factor Checklist

10) VA Seismic Inventory: Phase 6, Volume II 2006 report

11) FCA 101