SOW - Womens Veteran Health Program Guides.docx

STATEMENT OF WORK

ARCHITECT/ENGINEER (A/E) PROFESSIONAL SERVICES

VHA Women Veterans Health Care Services:

Facilities Space, Equipment/Room Contents, and Planning and Design Standards

I. GENERAL

A. The Department of Veterans Affairs (VA) owns, and leases healthcare facilities dedicated to serving Veterans. Providing appropriately planned and designed facilities is critical for the mission of VA. The VA Office of Construction and Facilities Management (CFM) is charged with setting the standards and guidelines that all healthcare facilities follow to accomplish the VA mission: “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s Veterans.

B. VA Program Guides (PG) establish and illustrate the standards that define VA “Best Practice” in healthcare planning and design and illustrate the concepts that support these “Best Practices”. These documents establish a framework within which functional spaces of a healthcare facility are planned and designed to facilitate safe, effective, and efficient healthcare delivery to Veterans. These standards are in the VA Technical Information Library (TIL) and provide guidance to VA staff and design professionals in the task of planning and designing VA healthcare facilities. They are closely interrelated with, and incorporate, as appropriate, current VA/VHA Handbooks, Directives, and Policies. Therefore, information contained within these standards must be well coordinated, accurate, and consistent throughout.

C. VA and CFM have determined the need to create new space criteria (PG-18-9), equipment/ room contents (PG-18-5), and planning/ design (PG-18-12) standards for VHA Women Veterans Health Care Services.

D. The A/E firm and its sub-consultants, herein known as Consultant in this Statement of Work (SOW), must provide the professional services to complete this task with work items including, but not limited to Section III – Scope of Work Detail shown in this SOW. The Consultant must be responsible and liable for the technical content and format of the deliverables for this work and be solely responsible for the final delivery of PG-18-12 and PG-18-5. The Consultant will collaborate with the VA Space Planning Criteria/SEPS (Space and Equipment Planning System) Consultant (herein known as the SPC/SEPS Consultant) and engage the services of a Women’s Health Care Subject Matter Expert (SME). This SME must be approved by VA and on the project team throughout the development and update of these Standards.

E. The Consultant must substantiate the following:

1. The Consultant must have a proven track record and provide detailed information on its knowledge and work experience in space programming, space planning, equipment planning, and design of facilities that house Women’s Health Care Services including but not limited to current and substantial experience in developing programs for design (PFD), equipment planning, space/functional planning and the planning and design of all building and engineered systems (i.e. HVAC, electrical, plumbing, information technology, security, etc.). Provide 4-5 examples of significant past projects (within the past 5 years) that represent the full scope of Women’s Health Care Services healthcare services, on which the Consultant has been the prime A/E consultant.

2. The Consultant must have a proven track record and provide detailed information of its knowledge and work experience in the planning and design of women’s healthcare facilities in public and/or private healthcare systems. Of particular importance is the Consultant’s experience and expertise in the space programming and planning and the understanding of the functional relationships required in healthcare facilities to provide “state-of-the-art*” women’s health care services.

*The level of development (as of a device, procedure, process, technique, or science) reached at any particular time usually as a result of modern methods.

3. The Consultant must demonstrate its understanding of the development of flexible, adaptable facilities that will allow VA to reuse and re-purpose these facilities to readily respond to changes in the delivery of care and how this may be applicable to space for Women Veterans Health Care Services facilities. Flexibility and reuse of facilities is critical criteria in the development of VA facilities.

4. The Consultant must demonstrate its understanding of the impact of Covid-19 pandemic on the operation and infrastructure of facilities where Women Veterans Health Care Services are provided.

5. The Consultant must discuss and illustrate their approach/experience to teaming and collaboration with its clients and in particular VA in the development and update of these standards.

6. The Consultant must demonstrate its understanding and working knowledge of VA Standards, including but not limited to PG 18-5, PG 18-9, and PG 18-12 and all other Program Guides, and related VA/VHA directives, handbooks, policies and procedures. The Consultant must understand the impact of these directives, handbooks, policies and procedures on the work of this contract.

a. The Consultant must demonstrate and describe its prior work on the development of standards for women’s health for public and/or private healthcare systems.

7. The Consultant must be a team of licensed architects and engineers with legal privilege to provide professional consulting services in at least one state, commonwealth, or the District of Columbia, of the United States.

a. The Consultant’s Project Manager must be a licensed architect with a minimum of 15 years of experience in the planning and design of women health care services (eg. primary care and comprehensive health care including but not limited to women-specific reproductive health, management of long-term conditions such as heart disease and diabetes, pain management and care, mental health services and treatments for conditions related to military sexual trauma) with legal privilege to provide professional consulting services in at least one state, commonwealth, or the District of Columbia, of the United States.

i. Provide a detailed description of the SME's specific women’s health care experience for approval by VA.

b. The Consultant’s team must include a staff member and/or engage a SME with proven experience in professional document writing, and in particular, writing with architectural planning and design subject matter.

i. The Consultant must provide references to specific written work developed by the professional writer and must provide examples of such writing to VA.

II. PARTIES INVOLVED

A. Consultant: TBD B. Contracting Officer: TBD (003C4B) C. Contracting Officer Representative (COR): TBD (003C2B) D. Project Manager: TBD (003C2B) E. Technical Task Manager: TBD (003C2B) F. CFM Medical Equipment Specialist: TBD (003C2B) G. VHA Women Veterans Health Advisors/Stakeholders: National Program Office- Women Veterans Health Care Services H. VA Space Planning Criteria / SEPS Consultant I. CFM Subject Matter Experts (Architecture, Engineering, Equipment, Interior Design, etc.)

III. DETAILED SCOPE OF WORK

The following outlines the Scope of Work details for this effort.

A. PG-18-9 – Space Planning Criteria Chapter: The Space Planning Criteria Chapter 258 needs to be updated to reflect space criteria to support current clinical care for Women Veterans Health Care Services.

1. The SPC / SEPS Consultant must be responsible for the deliverable product for PG-18-9.

2. The Consultant must be responsible for collaborating with the SPC / SEPS Consultant in the development of PG-18-9.

a. The SPC / SEPS Consultant will be the lead entity with CFM in the development of Chapter 258. The SPC / SEPS Consultant will:

i. Build the preliminary Room List and lead the review of the Room List with VHA Stakeholders. The Consultant must participate in all review discussions with VHA and provide input as the Subject Matter Experts (SMEs).

ii. Build the Space Planning Concept Matrix (SPCM) and lead the reviews with VHA Stakeholders, CFM, and the Consultant:

1. The Room SPCM identifies all rooms / spaces contained in the Room List and identifies those rooms / spaces that are generated by workload or are generated as a ratio of workload generated rooms / spaces.

2. The Consultant will collaborate with the SPC / SEPS Consultant, VHA, and CFM in:

a. The determination of the rooms / spaces that are workload generated and in determination of the workload metric such as: Average Length of Encounter (ALOE) and the application of ALOE to those rooms / spaces so generated.

b. In the determination of the rooms / spaces (typically Reception, Waiting, and Support rooms and spaces) that are generated as a ratio of the workload generated rooms / spaces and the corresponding ratio required.

3. Existing Room Codes/ Names are contained in the existing “Room Families” table. New Room Codes/ Names for Chapter 258 will be provided by the SPC / SEPS Consultant, as needed.

4. Development and review of the Room SPCM will occur within the first 30% of the Period of Performance.

b. Concurrent with the development of the SPCM the Consultant will lead the determination of the Net Square Foot (NSF) for all rooms / spaces. The NSF will be established based on the functional, occupancy, and equipment / room contents requirements for each room / space. The NSF areas will be evaluated against current industry standards where applicable and reviewed with VHA Stakeholders, CFM, and the SPC / SEPS Consultant.

c. The SPC / SEPS Consultant must:

i. Develop the following Sections of PG-18-9 for review and approval by VHA and CFM for the project, with the following Table of Contents:

a. Section 3 – Operating Rationale and Basis of Criteria.

b. Section 4 – Program Data Required (Input Data Questions).

c. Section 5 – Space Criteria.

ii. The Consultant will provide:

a. The content for the following Sections of PG-18-9 to the SPC / SEPS Consultant for inclusion into the PG-18-9 document:

i. Section 1 - Purpose and Scope.

ii. Section 2 - Definitions.

iii. Section 6 - Planning and Design Considerations.

iv. Section 7 - Functional Relationships.

v. Section 8 - Functional Diagram(s).

B. The Consultant must:

1. Collaborate with the SPC / SEPS Consultant to define the appropriate Operating Rationale and Basis of Criteria.

2. Collaborate with the SPC / SEPS Consultant relative to Section 5 of the Space Planning Criteria Chapter with regard to defining Functional Area (FA) organization, and the rooms contained therein. The Room Family Table will be utilized as the basis for all room naming conventions.

C. The SPC / SEPS Consultant must:

For every room/space in the chapter provide the following:

1. Room Name.

2. Room Code, either existing, or new.

3. From collaborating with the Consultant, Net room/space area in both imperial and metric units - Net Square Feet (NSF) and Net Square Meter (NSM). Net room/space area is defined as the “floor area bounded by the inside face of the wall/partition”.

4. Room Criteria Condition statements.

5. Room Comments (non-space condition related) must be provided in block text as needed. The room comments are provided to confirm/clarify the specific function for a room/space.

a. Example of Room Comment/Description: “This space will be designed as a place for patients, family and staff to obtain resources, learn more about a patient’s condition, access the internet and email, read, relax, and conduct personal business.”

6. The Consultant must assess and provide an update to the Departmental Net to Gross (DNTG) factor, if necessary, in the Planning and Design Considerations along with any additional Considerations deemed essential to the planning and design of these facilities.

7. The Consultant must develop Functional Diagram(s) to be conceptual representations of the functional interrelationship of the Functional Areas (FAs) and key rooms/spaces. This will be the only graphic component in the Space Planning Criteria Chapter unless others are determined essential by the Project Team. The Functional Diagrams should be “hard-lined” in nature to approximate scale with squared edges.

8. The Consultant must develop Room Layout Test Fits (RTFs) as required for all new room/spaces, in the Women Veterans Health Care Service family, created in PG 18-9 as a means for confirming the NSF allocated. The room layout test fits must include: a floor plan (FP) of the room/space with the room contents (equipment, furniture, FF&E, etc.) drawn to scale and notation to match the JSN Number per PG 18-5. The RTF must be properly labeled with the Room Code, Room Name. Each RTF must be printable in an 8-1/2” x 11” page however, some layout drawings maybe best fit on 11” x 17” “fold-out” page utilizing either 1/8” or ¼” = 1’-0” scale for consistency, hence the scale must be adjusted properly depending on the room/space size.

a. The purpose of the RTFs is to determine the proper NSF for the room/space; thus, it must indicate all the appropriate clearances, turning radii, door swings, etc.

9. Consultant should expect a change of 50% +/- (via increase, deletion) in the base rooms from the Room List in the current Space Chapter during creation of the new room list.

10. Consultant is responsible for reviewing the new Room List and provide architectural and engineering information to CFM for review for the new rooms in the Women Veterans Health Care Services family.

D. PG 18-5 – Equipment Guide List:

1. The Equipment Guide List includes medical equipment, furnishings and furniture (referred to as Room Contents) for each Room Code. These Room Contents will be implemented in the Master Equipment Builder of SEPS by CFM’s Medical Equipment Specialist (MES).

2. The Consultant must collaborate with the CFM Medical Equipment Specialist in developing PG 18-5 Equipment Guide List for every Room Code in the PG 18-9 Space Planning Criteria Chapter. The Consultant must refer to Military Standard 1691 (Mil Std 1691) for every content item (equipment, furniture, FF&E, etc.). In cases where an item is not available in Mil Std 1691, the Consultant must recommend a new content item. For new content items, the CFM MES will propose Joint Schedule Numbers (JSN #) only, all other information must be the responsibility of the Consultant. The following information for each new content item must be provided:

a. Unique JSN Name

b. Unique JSN Number (supplied by CFM’s MES)

c. Item quantity (in the room/space)

d. JSN item Acquisition/Installation code (Logistical Category)

e. JSN item Description

f. Provide equipment cut sheets from three (3) separate manufactures for each new item with retail cost from each manufacturer for the 60% Submission. Each cut sheet must provide the following information: item weight, height, width, depth, manufacture’s address and contact information. In the event three (3) manufactures cannot be provided, the consultant will advise the CFM MES for guidance. Any missing information identified by the CFM MES must be submitted within four (4) weeks from the time the CFM MES returns the list of missing information to the Consultant.

E. PG- 18-12 Design Guide:

1. The Consultant must develop a new PG 18-12 Design Guide for the Women Veterans Health Care Services Facilities. The Design Guide provides in depth information for the Women Veterans Health Care Services Facilities identified in the Chapter and is aimed at providing planning and functional design information and detailed information for VA staff and A/E Consultants developing a construction project for a VA Medical Center containing a component of the chapter of this design guide.

2. The Consultant must develop the Women Veterans Health Care Services Units Facilities Design Guide and all its components, including, but not limited, to the following:

3. Section 1 – Foreword: (written and provided by CFM) and Acknowledgments (with information provided by CFM); Definitions and Abbreviations must show current VA conventions and must be those pertinent to the content of this Design Guide. Legends and Symbols must comply with current National CADD Standards. User must be able to click on Table of Contents item and be taken directly to that item in the document.

4. Section 2 – Planning and Programming Narratives/ Functional Diagrams: The narratives must refer to the General and Functional considerations for the spaces in this chapters for design of new and renovation construction projects.

a. Functional Considerations relate to Space Planning and Operations. Functional Diagrams: The Consultant must develop appropriate concept level plans. Functional diagrams must incorporate overlays of optimal flow patterns for patients, staff, visitors, and equipment/supply/waste logistics. The Functional diagrams should be “hard-line” in nature with squared edges and to approximate scale in using BIM software. Provide functional diagram examples of Women Veterans Health Care Services facility layouts relating to a location within a VA Medical Center location or a location in a VA facility. The template format will be provided to the Consultant at the Kick-off meeting. Functional Diagrams will be provided for small, medium, and large size Women Veterans Health Care Services as determined by the project team.

b. Provide narratives that address designing environments for low hearing and low vision patients and the special needs of the VA geriatric population.

c. Provide a narrative that addresses the development of these facilities in renovated existing space which have space limitations and describe the VA Deviation process with VHA HEFP and the AHJ. Due to the inventory of existing facilities within VA, addressing the renovation of existing space is critical to the outcome of this Design Guide.

5. Section 3 – Building Technical Considerations Narratives: Building Technical Considerations Narratives refer to Architectural, Structural, Equipment, HVAC, Plumbing, Life Safety, Energy Conservation, Communications, Waste Management, and other safety requirements/design considerations.

6. Section 4 – Room Templates: Each graphic component: floor plan (FP), reflected ceiling plan (RCP), interior elevations (IE), details (DET) and equipment list in this section must be represented at an appropriate scale so that it can fit in on 8 ½” x 11” page including title-block. CFM will approve on a case-by-case basis if a 11” x 17” page is required due to the size/geometry of floor plan. Room Templates must be developed per VA’s VA Primary BIM Room & Object Development Guide. For each selected Room, the Consultant must develop the following:

a. Floor Plans (FPs): must show a two-dimensional representation of the room, to scale, with overall dimension strings; it must show access/egress into room/space and all fixed and movable equipment, room contents, coordinated with PG 18-5, including their JSN tag and name. It must show all clearances, wheelchair turning radii and any other additional information per applicable Codes and Guidelines. It must show location of light switches, data/ signal/communication, medical gases, electrical outlets, nurse call, etc.

b. The Room Name, Room Code, net square feet (NSF) and net square meters (NSM), and a graphic scale must be indicated in the title-block of the page.

c. 3-D Drawings will be required for the 15 Room Templates (itemized below). Consultant to follow the VA Primary BIM Room & Object Development Guide. Provide both a static 3-D Drawing and a3-D interactive one for the viewer for each room template.

d. Reflected Ceiling Plans (RCPs): must be shown at the same scale as the Floor Plans; they must indicate the ceiling type and ceiling grids (where this ceiling type is used), locations of mechanical diffusers, lighting fixture devices, ceiling lifts, room occupancy sensors, privacy curtain tracks, and all other ceiling mounted equipment. Locations and quantities of this ceiling mounted equipment must be coordinated with the requirements of respective VA Design Manuals and other VA documents.

e. Interior Elevations (IEs): must show locations of all Room Contents (in alignment with the wall) depicted in the elevation, utilities, lighting, power, nurse call devices, light switches, data outlets, electronic security outlets etc. It must show all critical mounting heights for relevant contents per VA Standards and as utilized in other Design Guides.

f. Room Data Sheets (RDS) must provide a summary of Architectural/ Interior Finishes, Lighting, Power, Communication/Special Systems, Heating Ventilating and Air Conditioning (HVAC), Fire Protection and Life Safety, Plumbing, and Medical Gases/Vacuum in a clear, detailed and consistent manner and in the current RDS format. The Consultant is responsible for reviewing related documents currently on the TIL including Design Manuals, Design Guides, Design Alerts, Specifications and Details and identify where the Consultant recommends revision of the current information be made, to make the current information up-to-date and relevant; see below for additional details. After collecting this information, VA will implement the changes into existing documents as part of a separate project. The Consultant must submit supporting backup documents to the VA Project Manager for recommended change(s) such as official codes, industry standards or research papers, etc.

In addition, the Consultant must provide Room Criteria for all disciplines listed above in spreadsheet format for any unique Women Veterans Health Care Services rooms that don’t have a Room Template developed as part of this requirement.

i. Room Data Sheets- Architectural/Interior Finishes: The Consultant must:

1. Utilize / review PG 18-14 in presenting Architectural/ Interior Finishes guidance for this section.

2. Consultant must review PG 18-14 for the RDS and provide a list of any recommended changes to PG-18-14. Upon acceptance of any recommended changes CFM will update PG 18-14 after the completion of this contract.

3. Consultant must have a Door/ Hardware SME who can compare the new room list created with what is currently shown in PG 18-14 and propose necessary edits to PG 18-14.

ii. Room Data Sheets- HVAC: the Consultant must:

1. Review the HVAC Design Manual in presenting HVAC guidance for this section.

2. Provide reference to the HVAC Design Manual in the RDS.

3. Provide a list of any recommended changes to the HVAC Design Manual, especially Chapter 6 Table. CFM will update the Design Manual as deemed necessary after acceptance of the recommendations.

iii. Room Data Sheets- Plumbing and Medical Gases/Vacuum: The Consultant must:

1. Utilize the Plumbing Design Manual (PDM) in presenting Plumbing and Medical Gases/Vacuum guidance for this section. For information covered in the PDM, the Consultant must reference the PDM in the room data sheets.

2. Review the PDM and provide a list of any recommended changes to the PDM so CFM can update the PDM, if recommended changes are accepted.

iv. Room Data Sheets- Fire Protection and Life Safety: The Consultant must:

1. Utilize and review the Fire Protection Manual (FPM) in presenting Fire Protection and Life Safety guidance for this section.

2. For information covered in the FPM, the Consultant must provide reference to this information in the room data sheets.

3. Provide a list of any changes to the Manual so CFM can update the Design Manuals after the completion of the contract if deemed necessary.

v. Room Data Sheets- Communications/Special Systems: Telecommunications room data is limited to the presence or absence of specific telecommunications systems/services. Coordinate with TIL standards including the Telecommunications and Special Telecommunications Design Manual, OIT Design Guide and any associated design alerts. Occupancy-specific telecommunications systems must not be specified in the Design Guide. These requirements must be communicated through amendments to PG 18-10 Telecommunications and Special Telecommunications Design Manual (TDM). In the Design Guide, communicate that there are special requirements, refer to the TDM, and provide a “included but not limited to” list of telecommunications systems that are needed and require special attention during design. Consultant must:

1. Review the Telecommunications and Special Telecommunications Design Manual and OIT Design Guide and provide a list of any changes to the document so CFM can update this manual and guide at the completion of the contract. VA Standards for telecommunications are undergoing an update and modernization to update federal information management standards; changes in health care industry codes, standards, and systems; and to accommodate increasing dependence and leveraging of high-performance information infrastructure.

vi. Room Data Sheets – Lighting: Consultant must:

1. Utilize the VA Lighting Design Manual (LDM) and applicable Illuminating Engineering Society North America (IESNA) Standards in presenting lighting guidance for this section.

2. Consult with the VA SME to confirm design parameters and guidance base on the current and relevant (IESNA) Standards.

3. If there are specific lighting design requirements for a specific room, the Consultant must provide notes in the Lighting narrative of the Design Guide to signify the special requirements. In case the Consultant’s research reveals that there is a difference in lighting design parameters guidance between the current LDM and industry standards or codes for specific room(s), the Consultant must alert the VA SME in writing stating the difference, in the form of email or memo. In case the Consultant’s research reveals that there are impending changes in industry standards and codes in the near future that will affect the lighting guidance for specific room(s), the Consultant must alert the VA SME in the form of email or memo. Moreover, during the kickoff meeting, the VA SME will provide the Consultant with sample of a typical Lighting Section of a past design guide for the Consultant to reference for this design guide.

vii. Room Data Sheets – Power: The VA Electrical Design Manual’s (EDM) main focus is for the design of the entire electrical distribution system, not for specific room(s) of any area at the VA medical facilities. Therefore, the Consultant must:

1. Reference the EDM only if specific section(s) of the EDM is relevant for specific room of this design guide.

2. Show the type of emergency power branch for the Essential Electrical System according to Chapter 4 of the EDM, and the latest NFPA 70 and 90 (if applicable). If there are specific electrical power design requirements for specific room(s), the Consultant must provide notes in the Power Section to signify the special requirements. In case the Consultant’s research reveals that there is a difference in electrical power design guidance between the current EDM and industry standards, or codes for specific room of this design guide, the Consultant must alert the VA SME in writing stating the difference, in the form of email or memo. In case the Consultant’s research reveals that there are impending changes in industry standards and codes in the near future that will affect the electrical power design guidance for specific room(s), the Consultant must alert the VA SME in the form of email or memo. Moreover, during the kickoff meeting, the VA SME will provide the Consultant with sample of typical Power Section of past design guide(s) for the Consultant to use as a reference for this design guide.

g. Details (DET): must only be shown if needed for a specific purpose and only if directed by CFM.

h. Consultant must coordinate information in this section with CFM representative, current/future codes, current/future practices and materials, and other VA Standards.

i. The Room Content List (RCL): must be the corresponding information developed for the PG 18-5 for this chapter and must be included here for reference and ease of use.

j. The following Room Templates are required to be newly created by the Consultant utilizing VA BIM/Revit Standards:

i. 10 Room Templates are to be determined.

k. The Consultant will provide Architectural/ Interiors, MEP and Structural room criteria data for the unique Women Veterans Health Care Services Room Codes (spaces that won’t have a Room Template created) using CFM provided spreadsheet(s) to compile the data. Plan on providing Room Data Criteria for up to 30 unique Women Veterans Health Care Services Rooms. In addition to providing Room Template Room Criteria in the Room Data Sheets to be provided by VA, the Consultant must also record this data in the CFM provided spreadsheet(s). In addition to providing Room Template Room Criteria in the Room Data Sheets to be provided by VA, the Consultant must also record/enter all this data (for room template and non-room template unique rooms) in CFM’s TIL MS online database after the criteria data is approved for the 100% Final Submission during last 2 weeks of contract time.

7. Section 5 – Appendix: (to include summary of site visits and additional information deemed appropriate). This will not be included within the PG 18-12 Design Guide and will be a separate file to be located on the TIL.

F. The Consultant must: In collaboration with the SPC / SEPS Consultant, review the program for design for test scenarios, covering a reasonable range of possible project ranges from smallest to largest for possible projects in the VA system. Analyze the test results with VA to verify that the intent of the room criteria statement is accomplished (i.e., rooms are growing in size or number as might be expected for a potential project). Corrections will be entered into the space criteria chapter for subsequent implementation in SEPS. The goal is to generate highly accurate results in SEPS. The Consultant must provide advice to the SPC / SEPS Consultant on the project scenarios that the SPC / SEPS Consultant must test in SEPS.

G. The Consultant must:

1. Cross coordinate and ensure accurate information shown in all documents for PG 18-9, PG 18-5 and PG 18-12.

2. Work collaboratively with the SPC / SEPS Consultant, Veterans Health Administration (VHA) SME’s, CFM, and other VA representatives to fully understand and be informed of the VA’s needs relative to the Standards being developed by this contract.

3. Manage the technical content in PG 18-5, and PG 18-12 to be carefully and thoroughly coordinated to render complete consistency and quality in the content of all documents.

4. Ensure the format for the Equipment Guide List and Design Guide follows the VA templates for the TIL Management system (MS). VA templates for these VA standards will be available for the Consultant at or immediately following the Kick-off Meeting.

5. Advise and provide VA with recommendations of any current and future healthcare trends, codes, and construction practices and materials, relevant to this work.

6. Provide an analysis of applicable codes and related critical issues that may critically affect the revision of the documents in this work.

7. Utilize English units of measurement with corresponding metric equivalents (soft metric) units in brackets.

8. Perform surveys, interviews, meetings and site visits in person or virtually (to VA facilities and/or private/non-federal sector facilities) and collect data from pertinent VA and private / non-federal sector sources to establish baseline data (workload, staffing, etc.) and operational requirements. Site visits will be conducted in the following locations prior to the 30% Submission:

a. Site Visit 1 – Tampa, FL VAMC and 1 private facility

b. Site Visit 2 – Indianapolis, IN VAMC and 1 private facility

c. Site Visit 3 – Chicago, IL VAMC and 1 private facility

d. The team will participate in one (2 hours) work session during each site visit trip. The Consultant must have a maximum of 2 team members per site trip.

e. The location of the site visits is subject to change depending on VHA Leadership preferences.

f. The Consultant will be required to perform a 3-D scan of each VAMC site visit and submit to the VA a maximum of 14 days following the site visit(s).

9. Where new planning and design concepts are proposed, provide pertinent reference and/or copy of reference to industry technical information and documents, and/or specifications in support of proposed changes.

H. Consultant must coordinate, communicate, and facilitate the project with VA staff, other VA consultants working on other VA projects (as directed by VA), and other project team members to:

1. Ensure that the deliverables are at their highest level of accuracy and consistency in terms of technical information and established format.

2. Confirm project scope, schedule, team members, participants, communications, documentation, and deliverables.

3. Develop and maintain a project team roster.

4. For all major deliverables consolidate all comments from VHA and CFM into one spreadsheet with responses.

5. Establish and maintain the project schedule and project protocols. Update and distribute the project schedule monthly.

6. Participate in meetings and prepare and distribute meeting agenda, minutes, and other meeting documentation, including teleconferences and other official activities.

a. Meeting Agendas must be provided a minimum of two days prior to the meeting unless there is a last-minute schedule change.

b. Meeting Minutes must be submitted in draft to the CFM PM a maximum of 3 days following the meeting prior to distributing to the entire Project Team.

7. Prepare data for publication in VA Technical Information Library (TIL) on CFM web site. The format for each document must be in native file format (docx, xlsx, dwg, rvt, etc.) and in Adobe PDF format.

I. Comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations and guidelines of authorities having jurisdiction. Refer to www.section508.gov/

1. 508 compliances must be included in the document development starting with the 60% deliverable.

2. Consultant must meet with CFMs 508 Compliance Manager at the 30% Deliverable to fully understand the 508 Compliance process prior to develop work on the 60% Deliverable documents.

J. Attend formal meetings with VA’s Workgroup (VA CFM) as follows:

1. 2-hour web conference Kick-off Meeting.

2. 2-hour web conference call coordination meeting held every three weeks for duration of contract with the Core Team.

3. 1-hour project management coordination call meetings held every two weeks for duration of the contract with the Project Manager and Project Task Manager.

4. 16 hours of web conference meetings prior to the 30% and 60% submission dates. The scheduling of these meetings prior to the two deliverable submissions must be set in coordination with VA. Meetings will be held with VHA SMEs in the areas such as Safe Patient Handling, Women’s Health, Engineering, Police/ Security, Geriatrics, Sterile Processing, Infection Prevention & Control, OIT, Office of Operations and National Security Service.

5. 16 hours of web conference meetings prior to the 30%, 60% and 90% submission dates. The scheduling of these meetings prior to the deliverable submissions must be set in coordination with VA. Meetings will be held with VA SPC / SEPS Consultant to discuss / develop the space planning criteria.

6. Three (3) one-day web conference review meetings to be held to discuss VA review comments and present and discuss the development of PG 18-9, PG 18-5, and PG 18-12 and the implementation and testing of PG 18-9 and PG 18-5 in SEPS for each phase. These meetings must be scheduled 28 calendar days following the 30%, 60% and 90% Submissions.

7. One (1) day web conference Pre-final 100% Submission meeting.

8. One (1) 1 hour web conference Executive Summary final presentation.

IV. DELIVERABLES AND SCHEDULE

A. Deliverables: Draft deliverables must be four (4) submissions (30%, 60%, 90%, Draft Final) of all documents for PG 18-9 - Space Planning Criteria (provided by the VA SPC / SEPS Consultant), PG 18-5 - Equipment Guide List & PG 18-12 - Design Guide, and Testing Results for implemented space criteria for all scenarios as well as comparative testing results highlighting the differences between current and proposed space criteria. 100% final submission will be made upon acceptance of the Draft Final submission by CFM.

1. For each submission, the Consultant must provide electronic files of the documents in Microsoft Word, Excel, BIM, CAD & BIM, and PDF format, at least 28 calendar days prior to the progress review meetings.

2. For the 100% final submission of all documents, the Consultant must provide VA with electronic files of all documents.

3. Copies of references used to support major planning and design concepts to industry technical information and documents, and/or specifications to support major planning and design concepts.

B. Submission Requirements:

1. Kick-off Meeting: (see Section III - (J.) (1.) above)

a. Project Schedule

b. Proposed Site Visits and tentative travel schedule

c. Room List of PG-18-9 to be updated (provided by SPC / SEPS Consultant)

2. 30% Deliverable Milestone:

a. Site Visit Report Draft

b. Final Room List organized by Functional Area (SPC / SEPS Consultant)

c. Room Test Fits drafts

d. PG-18-9 Chapter outline (SPC / SEPS Consultant)

e. PG-18-12 Design Guide outline

f. Room Data Sheet (RDS) Spreadsheets as Outlined in Section III – (E.) (6.) (f.) (PG 18-12 requirements section)

3. 60% Deliverable Milestone:

a. Space Planning Matrix final (SPC / SEPS Consultant)

b. Test Fits final

c. PG-18-9 Chapter draft (SPC / SEPS Consultant)

d. SEPS implementation and preliminary testing (SPC / SEPS Consultant and the Consultant)

e. PG-18-5 Equipment Guide list draft per Section III – (E.) (2.).

f. PG-18-12 Design Guide draft

g. Narrative

h. Room Templates Preliminary draft

i. Submit 3 Room Template files for BIM Files/Objects Review

j. RDS Spreadsheets as outlined in Section III – (E.) (6.) (f.) (PG 18-12 requirements section)

4. 90% Deliverable Milestone:

a. PG-18-9 Chapter Final (SPC / SEPS Consultant)

b. PG-18-5 Equipment Guide list final per Section III., E., 2.

c. PG-18-12 Design Guide final along with 3 Room Template files for BIM Files/ Objects Review

d. Submit 3 Room Template files for BIM Files/Objects Review

e. SEPS implementation and final testing scenarios (SPC / SEPS Consultant)

f. RDS Spreadsheets as outlined in Section III – (E.) (6.) (f.) (PG 18-12 requirements section)

5. 100% Draft Final Deliverable Milestone:

a. Same as 90% incorporating government comments

b. Allow 2 weeks for government final review

6. 100% Final Deliverable and Executive Summary Presentation Milestone:

a. Same as 100% draft incorporating government comments

C. Period of Performance (PoP): Contract term for this requirement is 425 calendar days from the date of contract award.

D. Project Schedule: Submit a proposed project schedule, for the 425 calendar day Period of Performance, in Microsoft Project to the VA for review and concurrence at the Kick-off Meeting, including the following milestones at the minimum:

1. Formal meetings, and/or tele-conference calls.

2. Site Visits as required in Section III, H, (8) of this Statement of Work.

3. Team Work Sessions.

4. Deliverable document submittals and VA review periods.

5. Executive Summary Final Presentation.

6. Other events that require participation of VA personnel.

7. Include milestone meeting dates with other VA Consultants (if any).

E. Date/Files: All data files, and access to user tools must be provided to VA in the proper VA format, and media for VA unfettered distribution and use. Provide text in Microsoft Word and Adobe PDF formats, drawings, and graphics in DWG, DWF, RVT & Adobe PDF formats; charts, formulae, and data in Microsoft Excel (.xlsx) and Adobe PDF; slide presentations in Microsoft Power Point in the most current version of each software, unless otherwise directed by the COR/Project Manager.

1. Coordinate with the COR/Project Manager for the native/working file(s) format/breakout for the PG-18-12 Design Guide document.

2. Provide electronic files of all files organized in folders per deliverable and as coordinated with the COR/Project Manager.

3. Final deliverables for VA Space Planning Criteria Chapter, Equipment Guide List, and Design Guide must be in proper VA established format, VA accessibility requirements, and compatible for VA TIL website publication and SEPS implementation.

F. Executive Summary: Provide a final Executive Summary presentation to include, at minimum, project process overview, major design issues, critical elements and how the Space Planning Criteria Chapters & Equipment Guide Lists, and Design Guide supports the enhancement of health care delivery. Final Executive Summary presentation must be in Microsoft Power Point format. In addition to the Final Executive Summary to be presented on-line to the team, the Consultant must provide a written Executive Summary in word format which addresses the differences between the new Standards versus the existing Standards along with a room-by-room spreadsheet comparing the existing Room List to the new Room List created with notes on the changes in a ‘remarks’ column. The VA will provide the Consultant with samples of all the documents discussed above.

V. INDIRECT RESOURCES

A. Reproduction/Mailing/Electronic Transfer: All submissions must be forwarded directly to Department of Veterans Affairs, Facilities Standards Service (003C2B) B. Invoices and any project management issues must be forwarded to Department of Veterans Affairs, Facilities Standards Service (003C2B), with cc. sent via electronic invoice processing payment system (IPPS). A manual invoice must be submitted for review prior to submitting into the electronic invoice system.

C. Travel: By Commercial Scheduled Flight - Economy Class in accordance with the Federal Travel Regulation.

D. Other: Airfare, taxi, and auto rental will be allowed for all site visits/ 3-D scanning.

E. Per Diem must be at federal government rate. Allow two (2) days of travel time for each trip.

VI. ITEMS/ACCOMMODATION TO BE PROVIDED BY VA

VA will provide the following at the Kick-off meeting:

A. Current Standards, Criteria, Design Standards and other resources can be accessed under VA Technical Information Library TIL at www.cfm.va.gov/til/.

a. Electronic templates for PG 18-5, PG 18-9, and PG 18-12.

B. VA resources not available on web site will be provided in hard copy as requested.

C. VA will assist in identifying and contacting resource groups and individuals, and providing additional resources as requested.

D. VA Primary BIM Room & Object Development Guide (PDF file).

E. VA BIM object files for Specialty Equipment (BIM files).

F. VA Master BIM Room Template file (BIM file).

***END of Statement of Work***