DD01-- EHRM Infrastructure Upgrades – North Bexar CBOC

Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain service to provide design and construction work necessary at the North Bexar OPC located at 16019 Nacogdoches, Suite 110, San Antonio, TX 78247 to support the Veterans Health Administration s (VHA) change to the new Electronic Health Record Management (EHRM). This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. This Sources Sought is to facilitate the Contracting Officer a review of the market base, for acquisition planning, size determination, and procurement strategy. Please subject Title the email as follows: RFI 36C24W23Q0023 General Requirements: VHA requests the Lessor provide design and construction services to include all labor, materials, tools, equipment ,transportation, supervision, and other services necessary to upgrade the leased property in accordance with the scope of work listed below: South Texas Veterans Health Care System 7400 Merton Minter Blvd San Antonio, TX 78229 LEASE AMENDMENT SCOPE OF WORK EHRM INFRASTRUCTURE UPGRADES North Bexar OPC CBOC PROJECT NO: 671-23-705NB PROJECT NAME: EHRM Infrastructure Upgrades North Bexar CBOC 1. GENERAL INTENT: The Lessor shall provide design and construction work necessary at the North Bexar OPC located at 16019 Nacogdoches, Suite 110, San Antonio, TX 78247 to support the Veterans Health Administration s (VHA) change to the new Electronic Health Record Management (EHRM). VHA requests the Lessor provide design and construction services to include all labor, materials, tools, equipment, transportation, supervision, and other services necessary to upgrade the leased property in accordance with this scope of work. 1.1 General Requirements 1.1.1 The Lessor shall provide design services and a complete design package containing drawings and specifications. The design drawings and specifications shall follow all applicable codes, manuals, standards, and guides, including those listed in Paragraph 4. 1.1.2 The Lessor shall provide construction services for the following infrastructure improvements, as necessary to meet listed requirements: 1.1.2.1 Electrical infrastructure including bonding and Building Management (BMS) interfaces to manage and monitor UPS. 1.1.2.2 HVAC infrastructure including temperature and humidity upgrades, rack and space sensors, and BMS interfaces to manage and monitor temperature and humidity. 1.1.2.3 Physical security upgrades including telecommunication room cameras, alarms, and necessary interfaces to existing security system. Location and quantities to be determined and approved during DID drawings review. 1.2 Design Effort 1.2.1 Lessor shall coordinate a Design Intent Drawings (DID) workshop with their respective design and construction team and VHA to develop, review, and complete final DIDs. 1.2.2 Design shall be completed in accordance with the schedule listed in Paragraph 3. South Texas Veterans Health Care System 7400 Merton Minter Blvd San Antonio, TX 78229 1.2.3 Lessor shall take meeting minutes and distribute meeting minutes to VA COR/LCO within three days of meeting. Meeting minutes shall be submitted by the Lessor and approved by VHA. 1.2.4 Lessor shall provide as-builts 15 days after final inspection approval by COR. 1.3 Clinic Operations 1.3.1 It is the Lessor s responsibility to provide a work plan allowing for continued operations of the CBOC. The VHA COR shall review and approve the work plan. The work plan may require after hours or weekend work. 1.3.2 Execute work to interfere as minimally as possible with normal functioning of the North Bexar OPC Clinic, including operations of utility services, fire protection systems and any existing equipment, and work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied by Veterans or VHA staff, except as approved by COR. 1.3.3 Do not store materials and equipment in other than assigned areas. 1.3.4 Utilities Services: Where necessary to cut existing pipes, electrical wires, conduits, cables, etc., of utility services, or of fire protection systems or communications systems (except telephone), they shall be cut and capped at suitable places as directed by Lessor and approved by VHA COR. All such actions shall be coordinated with the Lessor and VHA COR. Lessor shall submit a request to interrupt any such services to VHA COR, in writing, 7 days in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption. Interruptions may have to be scheduled outside of normal CBOC operational hours. 1.3.4 The Lessor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas of construction against dust and debris, so that equipment and affected areas to be used in CBOC operations will not be hindered. Contractor shall permit access to Department of Veterans Affairs personnel and patients through other construction areas which serve as routes of access to such affected areas and equipment. These routes whether access or egress shall be isolated from the construction area by temporary partitions and have walking surfaces, lighting etc. to facilitate patient and staff access. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that CBOC operations will continue during the construction period. 1.4 Testing 1.4.1 The Lessor shall provide a written testing plan in accordance with specifications and Building Industry Consulting Service International (BICSI) standards. The plan will provide a schedule and a written sequence of what will be tested, how and what the expected outcome will be. This document will be submitted for approval prior to commencing testing. The Lessor shall document testing results and submit to VHA. South Texas Veterans Health Care System 7400 Merton Minter Blvd San Antonio, TX 78229 1.4.2 Lessor will coordinate final tests with VHA COR and conduct final tests in his/her presence. Lessor shall furnish all labor, materials, equipment, instruments, and forms, to conduct and record such tests. 1.5 Safety During Construction 1.5.1 The Lessor shall designate a minimum of one Site Safety and Health Officer (SSHO) at each project site that will be identified as the SSHO to administer the Lessor s safety program. 1.5.2 The designated SSHO must meet the requirements of all applicable OSHA standards and be capable (through training, experience, and qualifications) of ensuring that the requirements of 29 CFR 1926.16 and other appropriate Federal, State and local requirements are met for the project. As a minimum the SSHO must have completed the OSHA 30-hour Construction Safety class and have five (5) years of construction industry safety experience or three (3) years if he/she possesses a Certified Safety Professional (CSP) or certified Construction Safety and Health Technician (CSHT) certification or have a safety and health degree from an accredited university or college. 1.6 Infection Control 1.6.1 An Accident Hazard Analysis associated with infection control will be performed by the Lessor and VHA COR in accordance with FGI Guidelines (i.e., Infection Control Risk Assessment (ICRA)). The ICRA procedure found on the American Society for Healthcare Engineering (ASHE) website will be utilized. Construction Matrix (ashe.org) 1.6.2 The approved ICRA shall be reviewed and approved by the VHA Infection Prevention service and posted at the work site. 1.6.3 The Lessor shall implement all measures required by the ICRA. 2. STATEMENT OF WORK: 2.1 The Lessor shall ensure all below requirements from the VA Office of Electronic Healthcare Modernization Site Infrastructure and End User Device Requirements are met. 2.2 Local Area Network (LAN) 2.2.1 Reference: Infrastructure Standard for Telecommunications Spaces, Version 3.1, https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf. 2.2.12 Network Infrastructure devices supported by UPS and Emergency Power / Backup Generator as described below in 2.3. 2.3 Power South Texas Veterans Health Care System 7400 Merton Minter Blvd San Antonio, TX 78229 2.3.1 UPS Functional Requirements: This Scope of Work includes UPS requirements for OIT equipment only. All OIT equipment in the Telecommunications Room shall be connected to the UPS. 2.3.1.1 All UPS units supporting Information Technology infrastructure shall be functional and maintain a 10-minute run-time. Existing UPS to be reused; capability for remote monitoring to be installed by lessor under this project. 2.3.1.2 UPS shall be managed and report the following information to a management system. 2.3.1.2.1 Overload 2.3.1.2.2 Battery Temperature High 2.3.1.2.3 Battery Charge Low 2.3.1.2.4 Battery Failure 2.3.1.2.5 Critical Condition (fan failure, low output voltage, etc) 2.3.1.3 UPS shall support both monitoring and remote management to include full compliance with RFC-1628 UPS Management Information Base Support for Simple Network Management Protocol (SNMP) v3.0, BaCnet and Modbus protocols. 2.3.1.4 UPS shall be connected to a monitoring system by Ethernet (wired or wireless) or serial interface (RS-232 or RS-485). 2.3.2 Upstream bonding requirements to the Secondary Bonding Busbar or Primary Bonding Busbar must use two lugs. Bonding for telecommunications equipment must be performed per manufacturer's specifications. All grounding shall comply with ANSI/NECA/BICSI 607-C, Generic Telecommunications Bonding and Grounding (Earthing) for Customer Premises, November 2015. 2.4 Heating, Ventilation, and Air Conditioning (HVAC) Design Requirements 2.4.1 Reference: U.S. Department of Veterans Affairs Office of Construction & Facilities Management HVAC Design Manual, dated May 1, 2019, https://www.cfm.va.gov/til/dManual/dmHVAC.pdf. 2.4.2 Telecommunications Rooms, Class B space temperature range 41°F to 95°F, relative humidity: 8 to 80% noncondensing. 2.4.2.1 Temperature and humidity shall be monitored in proximity to the OIT equipment rack. Place sensors either on populated rack or within 6 feet of rack. 2.4.2.2 Temperature and humidity shall be connected to a monitoring system by Ethernet (wired or wireless) or serial interface (RS-232 or RS-485). South Texas Veterans Health Care System 7400 Merton Minter Blvd San Antonio, TX 78229 2.5 Physical Security Design Requirements 2.5.1 Reference: Infrastructure Standard for Telecommunications Spaces, https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf . 2.5.2 Provide an electronic Security Management System (SMS) with a Physical Access Control System (PACS). The system shall be compatible with existing PACS, coordinate with COR and obtain approval from STXVHS police. 2.5.3 Doors shall include a mechanical spring loaded deadlocking feature (not separate deadbolt lock), PACS associate electronic Personal Identity Ve rification (PIV) card access device with keypad, electric strike and digital Closed Caption Television (CCTV) color camera routed to and directly controlled by the facility SMS. 2.5.4 Telecommunication Room security system shall be connected to a UPS or emergency backup power system. 2.5.5 Facility programmable door controller shall be fully functional in a standalone status if connection to the SMS is lost. Once the connection is restored, the local door control system shall update the SMS, regarding all operations that occurred after the connection was interrupted. Then, the SMS shall update the local door control units to current operational function. 2.5.6 The PACS and SMS shall be fully compliant with VA s PII, PIV "Smart" ID Card and at a minimum, FIPS 201-1 and NRTL (i.e. UL) listed and labeled. 2.6 Lessor/Contractor Provided Equipment 2.6.1 Rack Sensor 2.6.1.1 Manufacturer: APC 2.6.1.2 Model: NetBotz Rack Sensor Pod 150 NBPD0150 2.6.2 IT Equipment Room CheckPoint Wireless Temperature and Humidity Sensor 2.6.2.1 Manufacturer: Medical Resources 2.6.2.2 Model: TEMP125 3. PERIOD OF PERFORMANCE: 3.1 Work timelines and completion progress shall be communicated to the COR for tracking purposes. 3.2 Work shall be completed in accordance with milestones in the following paragraph (project schedule table). Note: Completion date should be 6 months prior to station Go-Live date. 3.3 Work shall meet project milestones as outlined here. South Texas Veterans Health Care System 7400 Merton Minter Blvd San Antonio, TX 78229 Award Day 0 In itial meetin g with Go v t Day 10 Schematic Design due to VA Day 20 AE meeting (Schematic Design) Day 25 35% Design due to VA Day 40 AE meeting (35%) Day 45 95% Design due to VA Day 60 AE meeting (95%) Day 65 100% Design due to VA Day 70 AE meeting (100%) Day 75 Final CD submission due to VA Day 78 Go v t ap p ro ves CD Day 90 Construction Complete Day 150 4. MANUALS, STANDARDS AND DESIGN GUIDES: The work will be completed in compliance with the following manuals, standards, and design guides. Where there appear to be contradictions, VA shall make a final determination on applicability of manuals, standards, and design guides. 4.1 VA OEHRM Site Infrastructure and End User Device (EUD) Requirements Version 2.0 (Attachment 1) 4.2 Infrastructure Standards for Telecommunications Spaces Version 3.1 (dated July 1, 2021) 4.3 HVAC Design Manual (dated November 1, 2017 with Rev dated March 1, 2020) 5. GENERAL REQUIREMENTS FOR PRIVACY INFORMATION: 5.1 Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. 5.2 Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA. 5.3 Records Manager: There will be no federal records created, maintained, used or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e -mail, fax, etc.].