LHD Maintenance ARPA SLFRF Quarterly Report (March 2022)
Summary
A quarterly report dated 3/31/2022 on the Local Health District (LHD) Maintenance initiative of the Virginia Department of Health (VDH), funded through the American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Fund (SLFRF). It reports progress on facility upgrades at local health district sites and office buildings, including landlord outreach, cold storage options for vaccines, and security improvements at the Office of Vital Records. It lists activities planned for March through June 2022 and risks with mitigation strategies. The budget section gives a total appropriation of $30,000,000 and an FY22 appropriation of $7,500,000.
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“LHD Maintenance ARPA SLFRF Quarterly Report (March 2022).”
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LHD MAINTENANCE
American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Fund (SLFRF)
3/31/2022
LHD Maintenance
ARPA SLFRF Quarterly Report
March 2022
Page 2 of 8
Table of Contents
Report Mandate 3
Context for ARPA Initiatives 3
Executive Summary 3
Objective(s) 4
Overview of Quarterly Progress (Jan – March 2021) 4
Comments on Alignment to Quarterly Report Submitted in Dec 2021 6
Anticipated Next Quarter Activities (March – June 2022) 6
Risks and Risk Management 7
Change Management Considerations 7
Project Budget 8
Total Appropriation 8
FY22 Appropriation: 8
Cumulative Actuals, Obligations, and Appropriations, through March 14, 2022 8
LHD Maintenance
ARPA SLFRF Quarterly Report
March 2022
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Report Mandate
Chapter 1 Enactment Clause 1, paragraph B.2.m.6., of the amended 2021 Acts of Assembly states, “The
department shall communicate a detailed plan and implementation schedule to the Governor, the Chairs
of the House Appropriations and Senate Finance and Appropriations Committees, and the Director of the
Department of Planning and Budget by September 30, 2021. Additionally, the department shall report
quarterly to the Governor, the Chairs of the House Appropriations and Senate Finance and Appropriations
Committees, and the Director of the Department of Planning and Budget on progress made, with the first
progress report to be delivered not later than December 31, 2021.”
Context for ARPA Initiatives
The Virginia Department of Health (VDH) is excited about the opportunity presented by the appropriation
of ARPA State Fiscal Funds in the August 2021 Special Session II of the General Assembly to improve public
health in Virginia. VDH views this investment as a once in a generation opportunity and VDH will work
tirelessly to maximize use of funds to create and sustain these initiatives. Simultaneously, VDH is fully
engaged in responding to COVID-19 and protecting the health of Virginians. Currently, VDH is creating
project plans to minimize the impacts of the public health emergency on local health departments in the
first year and will be flexible in the implementation of these initiatives as dictated by the emergency
response. Modifications to VDH’s plans will be reflected in future quarterly reports.
Executive Summary
The VDH & Local Health District (LHD) Maintenance initiative focuses on implementing solutions to
address facility maintenance needs that have impacted VDH’s ability to provide services that address
COVID-19’s impact on the Commonwealth of Virginia. The Commonwealth’s residents who are served by
the community-based clinics that are part of the public health system rely on the LHD facilities. Lack of
appropriate facility upgrades, such as touchless technology for doors and restrooms and cold storage for
vaccines, exacerbated the disproportionate impact of COVID-19 on populations that rely on public health
systems. This initiative focuses on employee safety and addressing qualifying maintenance needs in the
local health districts and other VDH facilities. It will enable locations to comply with distancing and
ventilation guidance to minimize the spread of COVID-19.
These projects will enable VDH to protect the health and promote the well-being of all people in Virginia,
while simultaneously ensuring that VDH employees are able to work in a safe environment that enables
social distancing and COVID-19 prevention measures. The projects ensure VDH’s employees, contractors,
and volunteers can continue to work towards the agency’s mission of becoming the healthiest state in the
nation.
The following is a summary of progress made over the last three months, with more details provided later
in this report:
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ARPA SLFRF Quarterly Report
March 2022
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• Continued planning efforts for upgrades at LHD sites and office buildings (James Madison, Office
of Vital Records, Office of Environmental Health)
• Worked with the Bureau of Real Estate Services (BRES) to conduct landlord outreach for LHD sites
to obtain tenant improvement approvals for upgrades at prioritized sites
• Compiled and presented cold storage options for vaccines to Business Managers with a survey to
select equipment at each LDH site
• Began improvements to security features and storage began at the Office of Vital Records (OVR)
• Initiated a pilot for upgrades to audio / visual (AV) equipment at six sites, which will modernize
teleconferencing equipment in conference rooms
Objective(s)
The goal of this initiative is to make building upgrades to mitigate the impact of infrastructure challenges
hindering VDH’s ability to reach at-risk communities. The following are objectives to achieve this goal:
• Determine most-needed LHD infrastructure repairs and make upgrades in LHDs across the state
in a systematic fashion, prioritizing the most outdated LHDs with the greatest number of needed
updates. Infrastructure repairs include physical plant improvements to public hospitals and health
clinics, or adaptations to public buildings to implement COVID-19 mitigation tactics.
• Procure and install adequate refrigeration units and generators to support storage of COVID-19
vaccinations.
• Procure and install negative pressure ventilation to support ongoing efforts to combat COVID-19.
Ventilation improvements may occur in congregate settings, health care settings, or other key
locations.
• Upgrade building furniture and improve layout of offices to allow for adequate social distancing
and cleaning measures to protect employees against COVID-19.
• Invest in hands free facility solutions that support ongoing efforts to combat COVID-19.
• Procure and install teleconferencing equipment to adapt to the modern digital workplace and
provide robust telehealth services.
Overview of Quarterly Progress (Jan – March 2021)
Over the previous quarter, VDH has conducted numerous activities that have advanced the LHD
Maintenance Initiative and positioned VDH to begin upgrading LHD and VDH facilities in the coming
months. The key activities that have been accomplished so far are summarized below:
• Local Health District Sites
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March 2022
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o Developed and distributed landlord outreach, in coordination with BRES, informing
landlords of the future upgrades taking place at LHD sites across the Commonwealth and
specifically at their respective facilities
o Identified qualified vendors for design services, equipment procurement, and necessary
installation and construction for cold storage, generator, and heating, ventilation, and air
conditioning (HVAC) projects across the Commonwealth
o Developed a catalog of cold storage options and distributed it to Business Managers with
a survey to request selections based on each Health District’s unique needs
o Performed mold remediation at the Louisa Health District and asbestos abatement at the
Lord Fairfax Page County Health District in advance of other upgrades
o Reimbursed cold storage purchases at Pittsylvania and Danville Health Districts
• James Madison Building (JMB) – Central Office
o Lactation room furniture was delivered and installed, marking the beginning of onsite
installation and construction activities at JMB
o Developed a scope of work for design services for workspace reconfiguration to begin the
process of preparing a detailed scope of work which will be used in the contractor
procurement process
• Office of Vital Records (OVR)
o Coordinated with BRES to review scope of work for upgrades and to develop landlord
engagement plan
o Prepared detailed justification for project necessity and adherence to ARPA fund recipient
requirements
o Supported Division of Purchase and Supply (DPS) in design vendor procurement for lobby
remodel by reviewing scope of work and cost estimates proposed by a potential design
vendor
o Finalized vendor for video camera initiative and secured a project estimate, scope of
work, and ARPA eligibility justification
o Began access control (card readers at key doors) installation
• Office of Environmental and Health Services (OEHS)
o Prepared detailed justification for project necessity and adherence to ARPA fund recipient
requirements
o Developed detailed scopes of work for improvements at Accomac and Norfolk sites.
LHD Maintenance
ARPA SLFRF Quarterly Report
March 2022
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• AV Upgrades
o Developed scope of work for AV pilot program and coordinated with the selected vendor
to identify schedule and cost estimates for the completion of the pilot program. These
cost and schedule estimates will be extrapolated and iterated throughout the pilot
program to inform future planning and scheduling of remaining AV upgrades
o Began coordination with various VDH stakeholders to further understand facility needs as
well as procurement and installation process for routers and wireless access points at all
LHD sites. Analyzed the current list of devices being utilized at sites to estimate future
needs in advance of site assessments
Comments on Alignment to Quarterly Report Submitted in Dec 2021
The Quarterly Report submitted in December 2021 indicated the VDH ARPA Team would obtain Tenant
Improvement Agreements (TIA) and begin vendor procurement at JMB, OVR, OEHS, and LHD Sites.
Alongside BRES, the team has begun interacting with landlords to obtain these approvals while developing
scopes of work for use in procuring vendors. The A/V pilot installation has not begun as anticipated due
to delays in the completion of site assessments and receipt of estimates. Due to technology-related supply
chain constraints, installation will likely begin in early Fiscal Year 2023.
Anticipated Next Quarter Activities (March – June 2022)
The following outlines the activities and tasks planned from March through June 2022:
• James Madison Building
o Review and approve the design services scope of work with Department of General
Services (DGS) and initiate the competitive solicitation process
• Office of Vital Records
o Complete access control installation
o Execute contract for new video cameras and begin installation
o Work with OVR Team and BRES to determine scope of work for lobby upgrades that are
in line with the current lease agreement.
• Office of Environmental Health Services
o Prepare detailed scopes of work for workstation reconfiguration at Norfolk and Accomac
sites. Work with BRES to obtain TIA for upgrades as needed
o Procure vendors for upgrades once the TIA is received
• Local Health District Sites
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o Purchase and begin installation of cold storage equipment at select facilities
o Finalize design services scope of work for HVAC improvements and initiate competitive
solicitation process
o Select qualified vendors to complete generator upgrades and begin installation
• A/V Upgrades
o Install upgrades for sites identified as part of the pilot program.
o Assess strengths and opportunity areas from initial pilot installation, and incorporate
lessons learned into the A/V upgrade strategy for the remaining sites.
o Begin vendor procurement and subsequent installation for the remaining facilities.
Risks and Risk Management
• Risk 1: If VDH funds all the requested building upgrades or material and contractor costs increase
significantly, the cost of the upgrade projects may exceed the available budget.
o Mitigation Strategy: Periodically revise budget estimates with latest available costs and
project list. Then, refine the budget using market data from designers and contractors
after site assessments are complete.
• Risk 2: If a long-term funding source is not identified for monthly router and wireless access point
fees, VDH will not be able to afford the upgraded broadband equipment that will be installed.
o Mitigation Strategy: Develop a detailed operating expense budget using available
Verizon/Virginia IT Agency (VITA) cost information for VDH to use in requesting additional
funds from the General Assembly.
• Risk 3: If the LHD Maintenance team is required to use a formal RFP process to procure design
services for generators and HVAC upgrades, the first phase of installation will be delayed.
o Mitigation Strategy: Utilize Job Order Contract (JOC)/statewide contracts wherever
possible. Rapidly develop designer scopes of work to begin formal RFP process.
Change Management Considerations
VDH understands that successful transformation initiatives rely on more than just the right technology,
processes, and resources. They also depend on effective change management, communications, and
engagement strategies to ensure stakeholders are properly equipped with the information and guidance
that they need to support the changes. For the LHD Maintenance initiative, the successful implementation
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ARPA SLFRF Quarterly Report
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of critical upgrades will depend on ongoing two-way communication and engagement with a variety of
local contacts.
VDH will develop and implement a communications strategy for the LHD Maintenance initiative to identify
key internal and external stakeholders, assess how they may be impacted or outline their role in
supporting the effort, and establish strong feedback loops and channels for regular information-sharing.
Key messages to build buy-in and support from stakeholders will include the goals of the upcoming
changes, their benefits, and guidance and steps to prepare. Feedback loops will include an intranet site to
house content for internal stakeholders and an initiative-specific email inbox for two-way communication.
Project Budget
Total Appropriation: $30,000,000
FY22 Appropriation: $7,500,000
Cumulative Actuals, Obligations, and Appropriations, through March 14, 2022
Project Group Current Period FY22 YTD FY22 YTD FY22
Actuals Actuals Obligations Appropriations
Central Office Upgrades $85,000 $85,000 $190,000 $1,855,500
LHD Upgrades $85,000 $85,000 $230,000 $5,509,500
OEHS Upgrades $0 $85,000
OVR Upgrades $100 $100 $100 $50,000
Total $170,100 $170,100 $420,100 $7,500,000
*Actuals represent transactions that have posted in Cardinal Web F&A as of 3/14/2022
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