M1DA--VISN 5 Electronic Drawing Development and Management System

Page 2 of 2 Electronic Drawing Development and Management System Veterans Integrated Service Network - 5 Background VISN 5 has a need for continual as-built drawing update service through a Blanket Purchase Agreement (BPA). VISN 5 is a fully integrated network of eight (8) VA medical campuses and multiple VA Community Clinics. Requiring Facilities VA Medical Center (VAMC) Address Station Number Baltimore VA Medical Center 10 North Greene Street Baltimore, MD 21201 512 Loch Raven VA Medical Center 3901 The Alameda Baltimore, MD 21218 512GD Perry Point VA Medical Center 361 Boiler House Road Perry Point, MD 21902 512A5 Beckley VA Medical Center 200 Veterans Avenue Beckley, WV 25801 517 Louis A. Johnson VA Medical Center 1 Medical Drive Clarksburg, WV 26301 540 Hershel Woody Williams VA Medical Center 1540 Spring Valley Drive Huntington, WV 25704 581 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 613 Washington VA Medical Center 50 Irving Street, Northwest Washington, DC 20422 688 Scope of Work VISN 5 has a requirement for a web based Electronic Drawings Management System with graphical tools to store and share engineering drawings, assign space, and report usage among organizational groups. It shall be a multi­user, multi-tasking system supporting multiple users in organization, spanning many buildings and sites within its eight (8) VA Medical Centers (VAMC). The Contractor shall provide all supervision, coordination, staffing, software, licenses, website access, training, backup and other related services as necessary to provide and maintain VISN 5 building records and files and make them readily accessible to VA staff through the Contractor's website. The Contractor shall perform all these services as defined by this SOW and the services shall be provided to support all VISN 5 VA campuses and associated Community Clinics. Build and Maintain an Electronic Library of Current Drawings The Contractor shall meet with VA Contracting Officer's Representative (COR) to develop a file naming system and capture existing paper and electronic drawings so that they can be easily organized, retrieved, and shared among all internal and external stakeholders. Title Block information must be captured and linked to each drawing to facilitate ease of use. Scanning of hardcopy paper drawings will be required. All drawings shall be scanned as a PDF output format. After scanning the Contractor shall collect metadata that uniquely defines each drawing. Typical information includes: Building Floor Discipline Project Year Project Number Drawings Number Sheet Number The Contractor shall upload existing electronic drawings and collect metadata from these drawings. Once the upload is completed, the Facility COR will review to verify the accuracy and request any necessary changes. See Attachment A, Facility Buildings and Square Footages, for facility specific square footages. Build a Capital Asset Inventory (CAI) Database and Reporting System The medical centers require a space management system that can track the assignment of all spaces and can generate reports including Capital Asset Inventory (CAI) reports. The medical centers shall provide to the Contractor what available information is on hand. However, if necessary, the Contractor shall conduct a walkthrough through of the buildings to capture the required information for every room. In planning for this survey, the Contractor must be aware that some areas, such as pharmacies, ORs, and certain patient areas, may not be readily available to be surveyed and they must plan in consultation with the occupying service line and VA Contracting Officer's Representative (COR) and only when it is convenient for the service line. Host Database and Provide Login Access The associated drawings and data shall be hosted on a secured server operated by the Contractor. The server and web portal shall have all Federal and VA required security and encryption measures implemented such as but not limited to FedRAMP (refer to Section IX for additional information). The Contractor shall make it possible for VA users to access this application through the internet. The database shall be developed within six months of contract award. The Contractor shall work with the VA to develop the layout and appearance of the web portal. The Contractor shall maintain the system without interruption on a 24/7 basis and provide unlimited technical support. Technical support may be limited to normal operating hours and shall include telephone and email mode of communication. The system will consist of numerous modules each with a specific purpose. Each facility's needs shall vary and will be implemented through an individual task order (refer to section VII for additional information). The following modules shall be provided under the system: Space Management Module: This database shall ensure that all space within the Medical Center is accounted for, based on specific categories identified by the users and shall include dynamic expansion of space data to include new data fields and space categories. The module shall allow users to easily edit or reconfigure space data without database expertise The module shall be combined with as-built module to provide a holistic view of the building space including enabling users to visualize, analyze, search, and aggregate the data. Capability to generate and export reports to a variety of external file formats. The implementation of this module shall be based on cost per square foot. The space database shall, at a minimum, contain the following data: Room numbers Space functions Service line assignments CAI space driver assignments Net and gross square footages As-Builts Module: This module shall be an online secure repository of electronic drawings, organized by site, building, floor, and discipline. The database shall allow for a graphic engine and associated tools to enable viewing of drawings in AutoCAD and Revit Model formats without the use of AutoCAD or Revit Software. The users shall be able to comment and markup the as-built drawings and save them to the repository. Also, the module shall enable the users to view revision history, keeping track of all the changes that occur, and maintain an archive of all past versions. Options to save/export/print the drawings to different formats like .dwf, PDF, .bmp, jpeg, etc. and to share the exported files to various stakeholders without the need of AutoCAD shall be included. The Contractor shall comply with VA AutoCAD and BIM standards, found on VA s Technical Information Library, https://vatilms.va.gov/vatilms/reports/PG-18-13. The drawings shall be organized in the form of one drawing per contiguous floor per building wherever it is possible. The implementation of this module shall be based on cost per square foot. Drawing Development: The BPA shall include a service to develop AutoCAD drawings in the following disciplines: Architectural, Electrical, Mechanical, Plumbing, Medical Gas, Fire and Life Systems, and Low Voltage. Drawing development shall be based on a cost per square foot. Building Information Modeling: The BPA shall include a service to create a 3D representation of the buildings and/or campus models per VA s BIM Standards found on Technical Information Library. BIM development shall be based on cost per square foot. Digitization Services: The BPA shall include a service to convert paper, PDF, or other drawing formats into AutoCAD format. Implementation of this service shall be based on cost per individual sheet. Fire Life Safety Module: This module shall include an integration and maintenance of the Fire Life Safety system features. Refer to Section E for additional Life Safety field verification requirements. The implementation of this module shall be based on cost per square foot. At minimum the following features of Fire Life Safety shall be incorporated: Sprinklers/stand pipe/fire department connection (FDC) Sprinkler data such as type, manufacture, zone and installation date (NEW information provided from 3rd party survey) Fire/smoke damper (to include ID name and other data pertaining to inspections) Fire alarm panel architecture (one line drawing showing panel locations and areas served) Fire barrier locations and hazardous storage locations Fire smoke doors (to include ID name and other data pertaining to inspections). Statement of conditions drawings showing type of space as defined by NFPA provided by others (as-built plans) Emergency management quick reference drawings Single page diagram of site of fire fighter features (showing doors, hydrants, FDC, fire pumps, roadways, etc.) Single page diagram of site showing door with naming/symbol convention Single page drawing for emergency response showing the facility in an isometric view allowing to view fire/rescue features to include corridors, elevators, stairs, patient floors and hazardous storage locations. Employee Module: Module to plan, manage, and track employee facility use information to enable visualization of employee location and space utilization. The implementation of this module shall be based on cost per square foot. Occupancy Tracking Module: The BPA shall include a service to give users to see available spaces on floor plans or room lists in real time. Immediate access to live occupancy data from sensor (Contractor furnished and installed) in spaces. Ability to export occupancy lists into Excel. The implementation of this module shall be bases on each individual requirement (i.e., per job). Update and Maintain the Database Ongoing additions or renovations require changes to drawings to maintain the integrity of the drawing database. Each facility will require that these changes be incorporated in the existing drawings so that the drawings in the system will be current. The frequency and extent of such changes will depend on completion of projects and may be unpredictable. Periodically, facilities will send drawings and other documentation to the Contractor that indicate the alterations in certain areas. The Contractor shall, upon receipt of such documents, consult with facility staff and clarify the changes as necessary. The Contractor shall incorporate the changes in the drawings and update the respected modules. A facility may decide to add additional data to the existing CAD drawings. Such additional data may include life safety components, electrical panels, piping, and shut-off valves. The facility may decide to add additional buildings or suites to the system. The size and locations of these are not known now. Individual task orders (reference section VII) shall include making field measurements and sketching out the drawings, drawing them in CAD or Revit, and loading them into the drawing repository for use. General Field Verification Surveys The medical center cannot guarantee the accuracy of existing drawings and therefore the Contractor may need to conduct an onsite verification field survey to capture current conditions of as-builts. Site visits are to be used for instances where an as-built drawing is not matching the previously developed data, the new designs, or current conditions, or clear up a currently unknown issue on site. Site visits will be coordinated through separate task orders. The Contractor shall send a team to survey and field verify the accuracy of the architectural drawings in a manner that verifies that general conditions noted on the drawings appear to be accurate and complete. The surveys may also include verification of the accuracy of HVAC/mechanical, plumbing, medical gas, electrical, and telecom (MEP) systems as necessary through separate task orders. Life Safety survey. This portion consists of revising existing Life Safety drawings, which must comply with the Joint Commission (TJC) requirements and the latest edition of NFPA 101, Life Safety Code. The Contractor shall inspect the buildings (construction type) and related systems (fire sprinkler, fire detection, smoke, etc.) and confirm the accuracy of the existing Life Safety drawings and update them as necessary. Base drawings will be provided by the facility. If the existing drawings are not in compliance with NFPA 101 and TJC requirements, the Contractor shall update them accordingly. Each Life Safety task order shall require a licensed Fire Protection Engineer (FPE). The FPE retained to provide these services shall be licensed to practice in the States where the VAMCs are located and shall specifically demonstrate a minimum of three years of verifiable experience within healthcare occupancy and development of Statement of Conditions per TJC requirements. This experience shall be submitted to the Contracting Officer for review and approval prior to providing Life Safety drawing support. The submission must include a fully complete Standard Form (SF) 330, Architect/Engineer Qualifications. For additional FPE qualifications, refer to VA Technical Information Library, https://www.cfm.va.gov/til/. In planning for the survey, the Contractor must be aware that some areas may not be readily available to be surveyed and must plan in consultation with the occupying service line and VA Contracting Officer's Representative (COR) and conduct the surveys when it is convenient for the service line. Some buildings have interstitial spaces, and the above list may not include such spaces. The contractor shall include those spaces as well in the system to be developed under individual task orders. However, the interstitial spaces shall be specified in the system in such a way that they can be separately treated for analysis and reporting. The Contractor shall update all CAD drawings for any changes needed, based off the surveys. In updating the CAD drawings, the Contractor shall comply with VA CAD standards available on VA Technical Information Library, https://www.cfm.va.gov/til/. Provide Training for Use of The System Provide one (1) annual on-site training session per VISN 5 facility. This training shall be a hands-on/on-site session. The session shall cover features required by end users and administrators. Training for end users will demonstrate the use of the online system and focus on the system modules in use by the respective VA facility. Specialized training for administrative users, that are designated by respective VA facility, shall be more in-depth to cover any additional functions used by these users. In addition, the Contractor will provide on-line training sessions as needed or when VISN 5 facilities require such training when specific situations warrant it. Examples are when new employees join a VISN 5 facility or when the Contractor significantly modifies the system. This on-line training will be done at no additional cost. Software User Management Provide the COR with administration rights for local facility user management. At the end of each contract year, the vendor shall provide the VISN COR a system use report broken down by each facility and each user. Period of Performance VISN 5 requests a 5-Year Blanket Purchase Agreement (BPA) beginning immediately upon award. Work Requirements The VA will not provide servers, equipment, or other items needed to perform the required service. No contractor software to be installed on VA computers. Work done on-site at the ordering VA shall be coordinated with the Contracting Officer Representative (COR) appointed by the CO. Generally, work will be done during normal business hours (M-F 8-4:30), excluding federal holidays. If work needs to be performed after hours for convenience to the government, all hours will be coordinated with the COR. The following federal holidays are observed: New Year s Day Labor Day Martin Luther King Jr. Day Columbus Day Washington s Birthday Veteran s Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day Independence Day The data files will remain Government property while Contractor is in possession of the files. When the contract is rendered complete, all information will be returned to the respected VA Facilities, to include all updated drawings and module reports. Government Roles and Responsibilities Roles. The following personnel are the authorized representatives to oversee and coordinate with the Contractor for this contract: Name Role E-mail Telephone TBD Contracting Officer TBD TBD TBD Contract Specialist TBD TBD Yan Protsyuk VISN COR Yan.Protsyuk@va.gov 410-642-2411 X 22952 Dalton Coker Facility COR 512 Dalton.Coker@va.gov TBD Dalton Coker Facility COR 512GD Dalton.Coker@va.gov TBD Justin Raducha Facility COR 512A5 Justin.Raducha@va.gov 410-642-2411 X 25214 Sarah Adkins Facility COR 517 Sarah.Adkins1@va.gov 304-255-2121 X 4151 Donald Bramer Facility COR 540 Donald.Bramer@va.gov 304-623-3461 X 3161 David Webb Facility COR 581 David.Webb5@va.gov 304-429-6755 X 2377 Gary Magowan Facility COR 613 Gary.Magowan@va.gov TBD Gregory Lucas Facility COR 688 Gregory.Lucas1@va.gov 202-745-8000 X 57437 Responsibilities. Contracting Officer (CO) / Contract Specialist (CS) - The CO and CS will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will also assure the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor's performance. Refer to section VII for additional information regarding individual Task Orders. VISN COR - The VISN wide COR has authority to provide direction to the Contractor if within scope of the contract, that does not constitute and change to the contract, and has no funding implications. This individual does not have authority to change the terms and conditions of the contract. Facility COR - The Facility COR is responsible for technical administration of the contract at the facility level. The Facility COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. The Contractor must refer any changes they deem may affect contract price, terms, or conditions to the CO for action. The Facility COR will be assigned via individual Task Orders. Task Order Ordering Procedures Once a need is identified, VISN or Facility COR shall develop a specific set of requirements and forward them to the Contracting Officer. The Contracting Officer shall request a quote from the Contractor based on COR requirements and established BPA cost schedules. The Contractor may submit a quote less than the scheduled prices, or offer discount pricing, but the Contractor shall not quote prices that exceed the price/cost schedule applicable to pricing period dates that apply to the task order period of performance. Task orders shall be completed only by the Warranted Contracting Officer; neither the VISN nor the Facility COR have the authority to commit the government to any services under this contract without an explicit task order that is signed by the warranted Contracting Officer. Quality Assurance Plan Performance will be measured by vendor timeliness in responding to service requests, and the quality of the maintained drawings and database. The facilities drawings created by the vendor shall be compliant with VA standards and be compatible with generally accepted industry practices. When the vendor creates new facility drawings the vendor shall submit a preliminary set of drawings for review by the medial center staff. The vendor shall hold in person or on-line discussions to discuss the review findings and make agreed-upon modifications. The facilities related data such as occupancy by service lines collected or validated by the vendor must be reviewed by medical center staff and the vendor shall make all agreed-upon changes. When t…