Q--Request for Qualifications Medical Equipment Design Manual
Department of Veterans Affairs, VA Office of Construction & Facilities Management | Published September 8, 2016 - Deadline September 22, 2016
DEPARTMENT OF VETERANS AFFAIRS
Office of Construction & Facilities Management
Washington DC 20001
REQUEST FOR QUALIFICATIONS/ PROPOSAL:
Medical Equipment Design Manual
Project # OALC -16-00857
September 8, 2016
This Request for Proposal (RFP VA101-16-N-0217) is necessary is to secure the Architectural Services for Medical Equipment Planning and Criteria Development. The Firm will need to provide a brief description of the firm and lead consultants. This Firm and lead consultants will need to demonstrate a minimum 5 years relevant experience, and 5 relevant representative projects providing professional architectural, medical equipment, healthcare research, and medical planning services. There will be a need to demonstrate a minimum of 5 projects that created architectural standards, planning criteria, medical research, or written technical reports for the VA, DoD (DHA), and/or the private healthcare sector.
The firm will also need to have Knowledge of VA Standards: This information listed below can be found at the VA Technical Information Library can be found at: http://www.cfm.va.gov/TIL/
a. PG-18-5 Equipment Standards
b. SEPS (Space and Equipment Planning System)
c. PG-18-1 Master Construction Specifications
d. PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System
e. PG-18-10 Design Manuals
f. PG-18-12 Design Guides
Key Personnel: Provide resumes that demonstrate the experience of the following subject matter experts. Individuals may be consultants:
A. Healthcare Architect (professional registration required)
b. Healthcare Planner
c. Medical Equipment Consultant
d. Healthcare Technical Writer
e. Healthcare Researcher
Scope of work:
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 the office in charge of setting the standards and guidelines that all VA healthcare facilities must follow to accomplish the VA mission. These standards are detailed in the VA Technical Information Library (TIL). They provide guidance to the design professionals in the task of planning, design and construction of VA healthcare facilities. They are closely interrelated, and incorporate current VA/VHA Handbooks, Directives, policies and procedures.
B. The purpose of these standards is to define the principles for VA 'Best Practice' in healthcare planning and design, and illustrate concepts that support these principles. These documents establish a framework within which functional spaces of a healthcare facility can be planned and designed to facilitate safe, effective and efficient healthcare delivery to our Veterans.
C. VA Facilities Standards Service is tasked with writing standards for Equipment Design and Management. VA use SEPS (VA Space and Equipment Planning Systems) a computerized management tool for planning healthcare projects developed collaboratively between the Department of Defense, DOD, and the Veterans Administration. SEPS is used by VA Planners to develop a basis of an architectural program that includes square footages and typical equipment for each room. Cost data for equipment can also be generated.
D. The AE and its sub-consultants, herein known as 'Consultant' in this Statement of Work (SOW), shall provide the professional services to complete this task with work items including, but not limited to Section III - Detailed Scope of Work - in this SOW. The Consultant shall be responsible for the technical content and format of the deliverables for this work.
E. VA's Objective is finalize the Draft document "Medical Equipment Design Manual" and to provide research, development, and training for its implementation. The final document will be posted to the TIL and will become a VA standard for Medical Equipment Planning, Design, and Coordination of Activation. (Note: Activation activities are the responsibility of the VHA medical center and are provided for information and coordination purposes only. CFM takes no responsible control over Activation activities.)
F. A/E shall provide training for the new Medical Equipment Design Manual, to include meetings, presentations, and training material.
G. The Consultant shall substantiate the following:
1. The Consultant shall have a proven track record of knowledge and working experience in planning, design, and construction administration of VA and private healthcare facilities, including but not limited to all building and engineered systems, to include medical equipment.
2. The Consultant shall have a proven track record in the planning and design of Medical Equipment Planning in the public and / or private healthcare sector.
3. The Consultant shall be led by 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.
4. The Consultant shall have thorough understanding and knowledge of VA Standards, including but not limited to PG 18-5, PG 18-9, PG-18-10, PG 18-12 and all other Program Guides, and related VA/VHA policies and procedures.
5. The Consultant Team shall provide the following Subject Matter Experts, and provide the VA with names and resumes of consultants for approval:
a. Healthcare Architect
b. Healthcare Planner
c. SEPS Consultant
d. Medical Equipment Consultant
e. Activation Consultant
f. Medical Facilities Equipment Consultant
g. Healthcare Technical Writer
h. Healthcare Researcher
i. Training Facilitator
H. All work under this contract to include the final deliverables will comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations, and guidelines of authorities having jurisdiction. Refer to hhtp://www.section508.gov/ All final deliverables intended for TIL posting shall be fully Section 508 compliant.
I. Follow Federal Acquisition Regulations (FAR) Part XI for modifying any existing or developing any new information. FAR web site http:/www/arnet.gov/far/
J. Use Microsoft Word as the primary word processing method. Use Microsoft Excel for spread sheets, and Microsoft PowerPoint for presentations. AutoCAD 2015 and Revit 2015 shall be the primary CAD and BIM software used. Other programs shall be approved by the VA prior to use. All native files shall be turned over to the VA at the completion of the project as a deliverable.
K. Work collaboratively with VA staff to ensure timely and effective communication that will result in consensus on all issues. Consult with VA and take direction for resolution of issues. Provide consulting experience and opinion, lead meetings, facilitate group discussions, and reconcile opinions toward consensus.
2.0 Parties Involved
2.2 Contracting Officer: Terance Crawley
2.3 Project Manager / Contracting Officer's Representative:
a. Jaime Roberts
Architect, Facilities Standards Service
b. Alternate COR:
Medical Equipment Specialist, Facilities Standard Service
(VA Subject Matter Expert for Medical Equipment and SEPS)
c. Alternate COR:
Senior Architect, Facilities Standard Service
(VA Subject Matter Expert for VA Design Guides)
2.4 VHA Specialty Advisors / Subject Matter Experts
a. Patrick Hull, Acting Director, National Activations Office
b. Edward Litvin, Director, Office of Capital Asset Management Engineering & Support
c. Other VHA Subject Matter Experts by Department or Specialty
2.5 VA Stakeholders
a. CFM Operations Staff
i. Project Managers
iv. Contracting Officers
b. VHA Operations Staff
i. Project Managers
ii. Facility Planners
iii. General Engineers
iv. Biomed Engineers
v. Logistics Staff
vi. Medical Staff
vii. Facilities Engineers
viii. Medical Center Directors, and Director's Office Staff
ix. Contracting Officers
x. Interior Designers
c. VHA Activation Teams
2.6 VA Consultant Stakeholders
a. A/E Firms
b. Activation Firms
c. Construction Firms
d. SEPS consultants (SPAWAR, max.gov)
c. Medical Equipment Vendors and Manufacturers
d. United States Army Corp of Engineers
3.0 Detailed Scope of Work: Task List:
The Consultant Shall:
1. Consultant shall research medical equipment planning, design, as related to activation processes employed by the VA, document existing processes, and propose design and construction interface processes based on VA activation needs and operational requirements. Once approved by the VA leadership, the consultant shall refine and complete the Medical Equipment Design Manual. This shall include recommendations for implementing best practices for planning, design, as related to activation of medical equipment.
a. Study / Research Existing VA and DoD Systems and Processes Related to Equipment Planning, Design, Construction, and Activation based on the information in the Draft Medical Equipment Design Manual. Study and document how the Medical Equipment Design Manual can be further developed under the resources of these SOW. Present findings to the Project Manager.
b. Study requirements for Medical Equipment and Room Contents data/lists to determine how this is currently used on VA projects by Medical Equipment Planners, A/E designers, and VA Activation Teams to plan, design, and activate a building and to make recommendations to improve the process. The goal is to develop requirements for a comprehensive equipment list that is used throughout the lifecycle of a project. Key components to be analyzed are:
1) Equipment Tracking: Can a piece of equipment be tracked from the start to the finish of a project; from initial planning through design, into activation? Currently, items 'fall off' the list and need to be remade at each phase of the project
2) Single Source of Data: Investigate if a single equipment list that resides in one location can be used. Currently, the VA creates multiple equipment lists, plans, activation lists, that are not coordinated.
3) Equipment List Management: Equipment Lists are uncoordinated requiring data be remade for each phase of the project. A/E shall study equipment lists used by the VA, the Design Team, the Activation Team, VA Medical Center Facilities, and private industry and determine how these systems can work effectively, and propose solutions for current database issues VA is facing.
c. Study / Research Industry Standards for Equipment List Systems and processes used in private industry.
d. Study / Research emergent technologies for Equipment List Systems and processes used in both government and private industry.
e. Study / Research the existing VA / DOD program SEPS, and VA and DoD processes related to Space and Equipment Planning. Develop recommendations for improvement of the SEPS program itself, and VA processes related to SEPS.
2. Study / Research Architect/Engineer and Medical Equipment consultant's operations and processes. Determine what guidance the A/E firm needs from the VA for implementing a successful project. Conduct an industry survey of a minimum of 12 A/E firms to determine their design process related to Medical Equipment and Room Contents. A/E firms and medical equipment consultants from resent projects may include:
3. Study / Research current VA standards related to Medical Equipment and determine gaps or areas that need clarification. Standards include but are not limited to:
ii. Draft of Medical Equipment Design Manual
v. Medical Equipment Management Guidebook
vi. Equipment Specifications
vii. Project Specific Division I requirements
4. Make recommendations to the VA through for improved medical equipment management systems and processes. Hold VA leadership and Subject Matter Expert meetings to review options, and select an approved course of actions.
5. Document studies and final approved course of action.
6. Write recommendations to modify and update the SEPS program and VA Standards based on VA approved course of action. Provide a written report outlining modifications to the SEPS program and VA Standards as required. Provide recommendations for updating the Draft Medical Equipment Design Manual.
7. Study/Research six completed VA projects to determine processes, procedures, and lessons learned. All phases shall be studied to include, planning, design, construction, activation, and facilities maintenance. A/E shall interview responsible parties for each phase of the project. Projects include, but are not limited to those in the current draft version of the Medical Equipment Design Manual. A/E shall develop and document 'case studies' and 'lessons learned'.
1. The A/E shall establish minimum requirements for Medical Equipment and Room Contents data/lists to be used in the Planning Phase, the Design Phase by the A/E Team, and during construction and post-construction by the Activation Team.
2. A/E shall develop requirements to assist in developing new functionality in SEPS to better align it with current VA processes.
3. A/E should perform 'Case studies' to study equipment list management for healthcare projects both within the VA and DoD, and also in the private sector.
4. Revise and expand all chapters of the Medical Equipment Design Manual.
5. Develop graphic material for inclusion in the Medical Equipment Design Manual, to include charts, graphic diagrams, photographs, and other material.
6. Conduct VA "Stakeholder" meetings as required to develop manual content. Stakeholder groups may include but are not limited to:
a. VA Medical Center Planners
b. VA CFM Planners
c. A/E Consultants
d. VA Project Managers
e. VA SRE, and RE Staff
f. US Army Corp of Engineers, Project Managers
g. US Army Corp of Engineers, Engineering Staff
h. VA Activation Teams
i. VA Medical Center Engineering, Biomed, Logistics, and Facilities
j. VA OCAMES Engineering and Equipment Planners
k. VA Contracting
l. Construction Contractors
m. Equipment Vendors
n. Department of Defense, Initial Outfitting and Transition Planning Team
1. Write, edit, and create final Report; "Medical Equipment Design Manual", based on draft report provided by the VA. Report shall be in a format required for publishing on the VA Technical Information Library.
o. Comply with Section 508 of the Rehabilitation Act of 1973, and all applicable laws, regulations, and guidelines of authorities having jurisdiction. Refer to www.section508.gov. All final deliverables intended for TIL posting shall be fully Section 508 Compliant.
p. Follow all Federal Acquisition Regulations (FAR) for modifying or developing new government information. Government shall own all copyrights of material and information developed.
2. Provide diagrams for the manual. Provide pictures, screenshots, equipment lists, and other graphic material for the manual. Revise existing 'Figures' with updated information and higher resolution images. Provide all pictures in native file format.
1. Bi-Weekly Meetings for the entire length of the contract. A/E shall provide meeting minutes for all meetings and facilitate all meetings. Bi-Weekly meetings shall be by telephone or video conference. Consultant shall manage the video conference process.
2. The following onsite meetings shall be anticipated as a minimum:
i. VACO meeting at VA Offices in Washington, DC. :
a. VA Personnel: Kick-Off Meeting
b. VA Consultants: A/E Firms: Medical Equipment Planning Firms
c. VA Project Planners
d. VA Activations/ Facilities Engineers
e. Senior Leadership Meeting
ii. VA Presentation/Training Meetings in Local Regions VA Planners and Consultants
a. Eastern Region
b. Central Region
c. Western Region
1. Preliminary Study Report: Medical Equipment Standards and Processes in the VA
2. Final Study Report: Findings and Recommendations for Medical Equipment Standards and Processes in the VA
3. Preliminary Report: Medical Equipment Design Manual
4. Final Report: Medical Equipment Design Manual
5. Training/Presentations Reports
A/E shall perform service in the following time frames:
(All days are Calendar Days.)
Preliminary Study Report: 30 days
VA Comment Period: 7 days
Final Study Report: 30 days
Preliminary Design Manual: 30 days
VA Comment Period: 7 days
Final Medical Equipment Design Manual: 30 days
Presentation of Reports: 14 days
Total: 148 days
6.0 POINTS OF CONTACT
Contracting Officer's Representative:
Name: Jaime Roberts
Address: 425 I Street NW, Washington, D.C. 20001
Name: Terance Crawley
Address: 425 I Street NW, Washington, D.C. 20001
Voice: (202) 382-2766
. - - - END OF SCOPE - - -
All other Terms and conditions will remain the same.
*Proposals shall be in legible form. Request for Proposals (RFP) must be received Terance Crawley, Administrative Contracting Officer at the Construction and Facilities Management. Department of Veterans Affairs, 425 I Street NW Washington DC, 20001 no later than, Thursday September 22, 2016, at 4:30 PM (EST). Proposal must be emailed to Terance.Crawley@va.gov. Advantech Inc. All work shall be closely coordinated with Mr. Jaime Roberts, Project Manager (202) 632-4723. If you have any questions regarding this RFP contact the Administrative Contracting Officer Terance Crawley at (202)382-2766.