03 538-20-109 SOW for AE Technical Services V01.2 05-05-2023 PS.docx

VAMC CHILLICOTHE, OHIO A/E SCOPE OF WORK

SCOPE OF WORK FOR

architectural and engineering services project name: REPLACE FAILED ROOFING project number: 538-20-109 VHA nrm CONSTRUCTION PROGRAM department of veteran affairs (VA) veterans health administration (vha) VETERANS INTEGRATED service network (VISN) 10 chillicothe va medical center (VAMC) 17273 state route 104 chillicothe, ohio 45601 document date: 24 MARCH 2023

CHILLICOTHE VAMC MISSION: OUR MISSION IS TO HONOR OUR VETERANS’ SERVICE AND SACRAFICES BY PROVIDING EXCEPTIONAL CARE CHILLICOTHE VAMC VISION: OUR VISION IS TO BE A HEALTHCARE PROVIDER OF CHOICE FOR VETERANS; IMPROVE VETERAN’S QUALITY OF LIFE BY ENHANCING SERVICES, ACCESS AND SAFETY; AND TO BE THE WORKPLACE OF CHOICE.

TABLE OF CONTENTS

GENERAL

GENERAL FEE PROPOSAL REQUIREMENTS :

The Architect/Engineer (A/E) shall provide all services required to prepare and furnish complete construction documents as required for the accomplishment of project number 538-20-109, titled “Replace Failed Roofing” at VAMC, Chillicothe Ohio. The A/E shall provide the VA Medical Center with technical services during the design, bidding process, construction, and post- construction phases of this project as described in this scope of work.

The proposal shall be on VA Form 6298.

For services outside of the 6% fee limitation, provide separate line items for tasks that are applicable to the project (for example Asbestos and Lead Based Paint (LBP) related services, Commissioning Services (Cx), topographic surveys, etc). If during fee preparation, the A/E feels services are required that are not listed in the Statement of Work, that should be brought to the COR’s attention. These line items will be used to track billing.

If the A/E feels additional services are needed and not listed is this SOW or services listed will not be required they shall be edited accordingly. Items removed from the scope of work shall be highlighted red struck-through and not deleted. Items added to the scope of work shall be highlighted green .

DESCRIPTION OF PROJECT

BACKGROUND:

This project will address several historic buildings which require roof replacement or point repairs due to failure. Buildings included are Building 1, Building 17, Building 26, Building 247, and miscellaneous work on others.

NEW CONSTRUCTION: N/A

Xxx

DEMOLITION: N/A

Xxx

A/E TECHNICAL SERVICES:

GENERAL TECHNICAL REQUIREMENTS :

All tasks in this section are considered A/E Part One Services (also known as Design Phase) except for the last section titled “Construction Period Services”.

The A/E firm shall perform all necessary planning, programming, surveys, excavations, soil borings, geotechnical investigation, studies, testing, asbestos testing, lead-based paint surveys, analysis, design, modeling, sustainable design requirements, regulatory approvals, construction cost estimating, construction schedule estimating, construction submittal schedule preparation, specification preparation, construction drawing preparation, and preparation of other contract documents as required for this project.

DESIGN MEETINGS AND CHILLICOTHE VAMC DESIGN TEAM :

The A/E’s attendance shall be required for at least /// six /// meetings during the design phase of this scope of work with the Chillicothe VAMC Design Team. These meetings include design kick off, site investigation, meeting(s) with stakeholders, /// master planning meetings ///, /// space planning meetings ///, and design milestone review meetings.

The Chillicothe VA Design Team will be a team that could include Executive Staff, Care Line Staff, Contracting, Engineering Staff, Energy Manager, Maintenance and Operations Personnel, Occupational Safety and Health Professionals, GEMS Coordinator, Industrial Hygienist, Fire Department, Police Department, Infection Control Nurses, Patient Safety managers, Emergency Managers, Information Technology Specialists, Commissioning Agent & Independent Life Safety Reviewer. The A/E firm shall work with various members of the Chillicothe VA Design Team for the development and execution of this project.

A/E PROJECT MANAGER :

The A/E Firm shall appoint a project manager to serve as the single point of contact for this project and liaison between the A/E Firm’s employees/subcontractors and the government.

FIELD MEASUREMENT AND RESEARCH OF EXISTING CONDITIONS :

The A/E shall perform a comprehensive analysis (including field measurements) of the existing and proposed conditions of the building/site in order to design this project.

The A/E shall thoroughly review all historical construction documents, current construction documents, historical design analysis, and master plan information for incorporation of applicable elements into this design. The A/E shall tie into or upgrade as necessary to systems that were designed for future expansion of this project from previous and on-going projects.

>>CLL SPEC WRITER NOTE: This information is required per P. Hinson CAM review checklist (DRAFT) dated June 2019. SOURCE is CAM Guidebook on HEFP website

ACTIVATIONS VERSUS CONSTRUCTION (EQUIPMENT AND FURNITURE) :

Projects are required to ensure that equipment and furniture within the project is funded by the appropriate activation funding source or construction per the following criteria:

1. Is the item necessary to meet requirements for an occupied building? All code-required items, such as a fire alarm, are required to be part of the construction project. If no, proceed to Question 2.

2. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the equipment is to be funded within the construction project. If no, proceed to Question 3.

3. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Division 27 and not IT equipment? If yes, the equipment is funded within the construction project. If no, proceed to Question 4.

4. Is the item covered in CFM’s Master Construction Specifications PG-18-1 Specification Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the equipment is funded within the construction project. If no, the equipment must be funded by the respective equipment fund from medical care appropriations.

DESIGN FOR SAFETY IN CONSTRUCTION :

The A/E shall include in the contract documents project specific requirements for mitigating risk to patients, visitors, VA employees, VA facilities, VA infrastructure, and construction workers during construction.

Pre-Construction Risk Assessment (PCRA)/Infection Control Risk Assessment (ICRA) – The PCRA/ICRA is a critical step in the protection of patients and staff during construction. The A/E shall work with the Chillicothe VAMC Infection Control Nurse and COR to make sure that the team understands potential risks created by this project and ensure control measures are coordinated and incorporated into the design and phasing plans.

Utility Outages - The A/E shall provide a list of all utility outages anticipated during construction which would be expected to impact occupied areas, and will incorporate appropriate measures for avoiding these outages (e.g. hot taps, rental generators, rentals chillers, etc) in the design and construction documents.

Interim Life Safety Measures (ILSM) and Egress Routes– The A/E shall include in the contract documents requirements for interim life safety measures during construction including code compliant, temporary or phased emergency egress routes.

Construction Access - The A/E shall evaluate options, recommend a solution, and design and detail into the contract documents the agreed to solution for the construction contractor to have a way to get their construction materials, workers, and equipment to the work site (including higher levels of the building if applicable) while mitigating impacts to staff and patients. For instance would building an exterior elevator, or stairway be more economical than having the contractor rent a crane. Is there an accessible route into the building that could have construction barriers built delineating the path.

CONSTRUCTION PHASING PLANS :

The A/E shall develop, specify, and detail construction phasing plans that include sequencing requirements, coordination requirements, temporary utilities, construction signage requirements, temporary indoor and outdoor egress requirements & signage, temporary barricades, temporary weatherproofing, infection control measures, construction access and laydown areas for each phase of construction, and temporary facility access to ensure the Chillicothe VAMC can safely continue its mission during construction.

JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN COMPETITION AND BRAND NAME OR EQUAL REFERENCES:

The A/E shall incorporate into the design process early identification and submission to the COR requirements which require J&A or Brand Name or Equal references, and shall update the identified items of work as the design progresses.

Elements of work that typically have received J&As at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

Simplex-Grinnell (Tyco) – Fire Alarm/Mass Notification System as well as integration with the Panic Duress System manufactured by Inovonics.

GE Ascom Telligence Nurse Call System Tridium Inc (Honeywell International) – Direct Digital Control Integration AMAG Technology – Physical Access Control System Integration (Card Readers) American Dynamics (Tyco) – Video Surveillance System Integration APC Schneider Electric, NetBotz 355 – IT Room Monitor Features integrated camera and sensors (temperature, humidity, airflow, dewpoint, camera motion).

Best (Stanley Best) Grand Master Key System 7 pin core.

Where appropriate such as tying in to existing wall protection such as C/S Acrovyn Handrail provide a justification and detail in the contract documents to the extent necessary to match the existing system.

Elements of work that typically have received Brand Name or Equal references at Chillicothe VAMC include but shall not be limited to the following (as with all elements of work verify if systems are current for the given area of work):

Bathroom Accessories listed in the Accessories Schedule – Bobrick references Room Finish Legends Guardian III – Residential Range Hood Fire Suppression System MEP and Structural requirements that, based on the specificity of the requirements, becomes prudent for a reference to the basis of design material including salient characteristics listed that matter and the “or equal” reference.

CONSTRUCTION PERIOD OF PERFORMANCE :

The A/E shall provide services to estimate construction period of performance durations for the base bid and all deducts.

GUIDING PRINCIPLE AND SUSTAINABLE DESIGN :

The A/E shall design to the Guiding Principles and current VA Sustainable Design Standards The A/E shall design to current VA Sustainable Design Standards posted on the TIL at https://www.cfm.va.gov/til/sustain.asp as well as current applicable guidance on “Guiding Principles for Sustainable Federal Buildings and Associated Instructions”. The A/E shall design the project to at a minimum meet the mandatory use requirements for the type of project (Minor , NRM, etc) project listed in the VA Sustainable Design Standard and in addition meet the below project goals.

N/A /// Third-Party Certification: The A/E shall provide third party certification meaning Independent verification that a building meets sustainable design and construction requirements. Each new construction and major renovation project shall meet the Guiding Principles. Third-party green building certification, including the credits identified by VA as meeting the Guiding Principles, will be required to verify compliance. This requirement applies to all new construction and major renovation projects. (Reference VA Directive 0056 2b. New Construction and Major Renovation (3) Validation and Certification). All minor construction and minor renovation projects must be designed and constructed to meet the credits indicated in the Guiding Principles checklists found on the Sustainable Design webpage of the TIL https://www.cfm.va.gov/til/sustain.asp . Project designers will select the checklist most appropriate to their project. Follow all requirements and instructions shown on the checklists. (Reference VA Sustainable Design Manual paragraph 2.5.2) The A/E shall fill out and submit to the COR with all required documentation and justification the VA Guiding Principles Checklist most applicable to the project. These checklists are located at the VA’s Technical Information Library Page for Sustainable Design linked at https://www.cfm.va.gov/til/sustain.asp under the publication titles “Guiding Principles Checklist for Green Globes – New Construction”, “Guiding Principles Checklist for LEED – New Construction v4” or the most current document as appropriate to the project. For Minor Construction and Renovation (less than $10 million): Checklist must be completed and provided to the VA project manager at every design submission and reported after post-construction. Verification of the checklist by the A/Es Accredited/Licensed Professional as applicable to the checklist most appropriate to the project is required. LEED or Green Globe certification is optional per VA Sustainable Design Requirements for Minor Construction and Renovation (less than $10 million). Pursuing LEED or Green Globe certification shall be discussed prior to the A/E proposal, and agreed to by the A/E and VA COR. A/E shall include in their proposal letter a statement to the fact of the agreed to course of action for third party-certification and if appropriate the level of certification being pursued. Note that if a LEED or Green Globe certification is agreed to be pursued it does not supersede the requirement to meet the guiding principles requirements applicable to the project. /// VA Sustainable Design Manual In addition to the requirements in this manual, designers shall incorporate the sustainable design requirements shown in Master Construction Specifications section 01 81 13, Sustainable Construction Requirements.

The Integrated Design process shall include (but not limited to) operations and maintenance staff, energy manager, and Green Environmental Management System (GEMS) coordinator.

>>CLL SPEC WRITER NOTE: Source = Sustainable Design manual dated Aug. 18, 2017 /// Non-recurring maintenance (NRM) projects shall meet the requirements outlined in the following sections of this manual:

a. Chapter 1 (General)

b. Section 2.2 (Life-Cycle Cost Analysis)

c. Section 4.3 (Energy Efficient Products and Equipment)

d. Section 5.2 (Water-Efficient Products and Equipment Requirements)

e. Section 6.5 (Low-Pollutant Emitting Materials)

f. Section 6.7 (Environmental Tobacco Smoke Control)

g. Section 6.8 (Toxic and Hazardous Materials)

h. Chapter 7 (Environmental Impacts of Materials), except Section 7.4 (Composting) /// /// Minor Construction projects shall meet requirements outlined in the following sections of this manual:

a. Chapter 1 (General)

b. Section 2.2 (Life-Cycle Cost Analysis)

c. Section 2.4 (‘Guiding Principles’ Compliance and Validation)

d. Section 2.6 (Metering) (Only if project involves a system shown)

e. Section 4.3 (Energy-Efficiency Products and Equipment)

f. Section 5.2 (Water-Efficient Products and Equipment Requirements)

g. Section 6.5 (Low-Pollutant Emitting Materials)

h. Section 6.7 (Environmental Tobacco Smoke Control)

i. Section 6.8 (Toxic and Hazardous Materials)

j. Chapter 7 (Environmental Impacts of Materials), except Section 7.4 (Composting) /// Guiding Principles Checklist: At each design milestone submit the appropriate checklist and substantiating documentation from the document “Determining Compliance with the Guiding Principles for Sustainable Federal Buildings”.

Energy Conservation >>CLL SPEC WRITER NOTE 20161013: VA Standard Alert 12 update N/A /// Energy Conservation: Reference VA Sustainable Design Manual paragraph 4.1.3 Baseline Standard – New Construction, and update VA Standard Alert 12 https://www.cfm.va.gov/til/sAlert/sAlert012.pdf : All new, VA-owned buildings, except low-rise residential buildings, entering design on or after November 6th, 2016, must be designed to meet the requirements of ASHRAE 90.1-2013.i If lifecycle cost-effective, reduce energy use by 30 percent compared to the baseline building performance rating per AHSRAE 90.1-2013, excluding receptacle and process loads. If a lifecycle cost-effective design cannot be achieved that meets the 30% reduction requirement, select the most efficient design that meets lifecycle cost-effectiveness requirements and all minimum requirements of ASHRAE 90.1-2013.. Provide energy model results comparing the design to both ASHRAE 90.1-2013 (or to current Guiding Principles and VA Sustainable Design Requirements) /// Project documentation shall show: 1) All energy reduction options the team considered, 2) all energy reduction options incorporated, and 3) all energy reduction options the team rejected and reasons why. Documentation shall include energy modeling data associated with each option. This documentation shall be updated and included in every design phase submittal package.

TOPOGRAPHICAL SURVEY /// - N/A :

The A/E shall perform a topographical survey of the project area (exact extents shall be determined by the A/E team) The survey shall be tied into existing benchmarks used on this station. Discuss exact details with the COR before survey work begins.

UNDERGROUND UTILITY LOCATION ///- N/A :

The A/E will hire a utilities location service for all underground utilities during design. These marked utilities must be included in the site survey and site drawings.

The A/E firm shall be responsible for locating all utilities in the area of construction, and designing for accommodating or modifying them, as required for the construction of this project.

ASBESTOS AND LEAD PAINT ASSESSMENT ///- N/A:

The A/E will provide a NESHAP asbestos and lead paint assessment during design and include the appropriate abatement requirements in the bid documents. The extent of the survey will be for existing areas that will be impacted by construction from this design. No information is currently available regarding lead. Existing VA asbestos assessment records will be made available; however, these shall not serve as the only basis for design.

FIRE PROTECTION (LIFE SAFETY) CODE REVIEW COMMENTS ///- N/A :

See “DESIGN REVIEWS: THIRD PARTY REVIEWS”

HISTORIC PRESERVATION ///- N/A:

The A/E must recognize that the Chillicothe VA Medical Center is a Historic District and is included as such on the National Register of Historic Places. The majority of buildings at the Chillicothe VAMC have been identified as contributing assets within the historic district. See the National Register of Historic Places Nomination for the Chillicothe VAMC for additional information and a complete listing of contributing and non-contributing structures as of the time of nomination.

N/A In addition to the historical built resources, the property has been identified as having a significant potential for buried resources of both historic and pre-historic significance. Many areas of the campus have had a Phase I Archeological Survey completed. If the project is going to have potential for ground disturbance coordinate with the COR to review potential locations and see if any additional Archeological Survey services shall be required.

The Chillicothe VA Medical Center signed a Programmatic Agreement (PA) concerning historic preservation with a number of interested parties including the Ohio State Historic Preservation Office (Ohio History Connection) and the Advisory Council on Historic Preservation. The A/E shall design to the requirements of the Chillicothe VAMC Historic Preservation PA to the extent applicable to the project.

The A/E shall coordinate closely with the COR to identify any proposed work that may cause adverse effects to the Historic District or may disturb buried resources. If any such impacts are identified, the A/E shall attempt to identify alternatives which either eliminate or lessen the adverse effects. If adverse effects, or potential adverse effects, cannot be completely avoided, VA may need to enter into Section 106 Consultation with various outside parties with interest in the preservation of historical assets at the Facility. The A/E shall not be responsible under this SOW to represent the Government nor to actively participate in Section 106 Consultation. The A/E shall provide support to the COR in the form of progress drawings and other readily available documentation to illustrate the scope of the proposed work.

PHYSICAL SECURITY AND RESILIANCY DESIGN ///- N/A:

The A/E shall design to the applicable (Mission Critical and/or Life Safety Protected) physical security and resiliency design manual requirements.

The PSRDM Consultants role for support on the design shall be to assess all PSRDM criteria for applicability, assess risk, design, make recommendations for other design disciplines to bring the design into compliance with the PSRDM, and as applicable make recommendations and create packages for waivers/exceptions in order to meet the project’s goals such as staying within the budget.

Physical security and resiliency design recommendation measures need to be tailored to local Chillicothe VAMC threats. Measures required by the PSRDM that would not be effective at lowering risk for the anticipated threat need to be documented as such and submitted for waiver/exception. This is prudent in order to right size the cost of PSRDM to the project, and to be effective stewards of the tax payer’s dollars.

The A/E shall certify the design as meeting the requirements of the PSRDM, submit on signed letterhead. The A/E shall develop their own checklist or utilize the Government’s template for assessing all criteria of the physical security design manual. The design shall be evaluated against all criteria and listed for compliance, non-compliance or not applicable.

Criteria listed for compliance shall provide a short narrative of how and where the criterion is incorporated into the construction documents.

Criteria listed for non-compliance shall be avoided if at all possible. Criteria listed for non-compliance shall require a justified waiver/exception package to be submitted by the A/E. If this is thought to be necessary, early identification and processing of the required paperwork is critical in order to avoid project delays. Coordinate with the COR for a template.

Criteria listed as not applicable shall be used for the criteria that describes elements that are not in the project. Provide a brief narrative describing why the criterion is not applicable. Coordinate with the COR for applicability determinations.

The A/E shall provide recommendations, reports, markups of drawings and specifications, criteria review documents, waiver/exception justification and recommendations, and certification letters provided by the physical security consultant.

INTERIOR DESIGN AND EQUIPMENT PACKAGE ///- N/A:

The A/E shall develop equipment and furniture layout plans. The A/E Interior Designer shall work with the VA Interior Designer and members of the VA Design Team to develop functional layouts early in the design process in order to allow the Architectural, Mechanical, Electrical, and Plumbing plans to accommodate the equipment and furniture layout requirements.

The A/E shall provide a comprehensive interior design binder, renderings, and finish presentation boards for this project. These products will be used to show Chillicothe VAMC staff the expected finishes. Additionally they will be used to compare submittals against during construction. They are also used for reference for other future projects to match.

The A/E shall provide a comprehensive equipment package with basis of design product data sheets, specifications, floor plans, and renderings to allow for a turn-key package. Include equipment with the bid documents as allowable by VA programming rules and as the project budget will allow These products that cannot be included in the construction budget will be used to purchase the equipment including medical equipment for the space. The A/E shall consult with staff and VA criteria to develop the equipment package. The A/E shall inventory all existing equipment. When relocating functions, the A/E shall consult and coordinate to delineate which equipment will be moving with the project and what will be purchased new. When necessary, and the A/E firm in-house capability does not exist, the A/E shall hire consultants for the medical equipment requirements for the space The A/E shall provide a comprehensive interior design and equipment package including equipment and furniture layouts, finish binder, renderings, and finish presentation boards for this project. This shall also include equipment product data sheets, equipment specifications, room by room data sheets with what will be required to be purchased new and what will be moving. The finish and equipment binder should be a standard 8.5”x11” 3 ring binder with finish samples and equipment labeled by item by manufacturer style, color, and/or finish as applicable.

HVAC – CHILLICOTHE SPECIFIC REQUIREMENTS AND INITIATIVES ///- N/A:

Air Quality Sterilization - AE shall design to address air quality in HVAC Systems included with the design particularly any new Air Handling Units (AHUs), and validating if existing AHUs associated with the design have current appropriate measures in place or need to be upgraded. A/E shall coordinate proposed solutions / technologies with the COR, Chillicothe VAMC Energy Manager, and Utility Operations Manager (aka Boiler Plant / HVAC Shop Superintendent) and come to a mutually agreeable solution that takes into consideration other standardized approaches for air quality in HVAC systems on the Chillicothe VAMC campus. Initial ideas in development include UV Sterilization or ionization. Initial thoughts on placement of UV Sterilization lights would be in a location such that it helps with sterilizing the supply air stream as well as retards bacteriological growth on chilled water coils.

HVAC Pressure Relationship / Air Balance Drawings – The A/E shall provide a drawing showing pressure relationships / air balance for the project space and any adjacencies effected. Coordinate with the COR for how to present the information. A floor plan shall be labeled with pertinent HVAC information for each room including the pressure relationships (reference PG 18-12 HVAC Design Manual paragraphs on Air Balance), and labeled with information to be able to ascertain which room is which such as room name and number. The intent is by looking at a floor plan to be able to quickly understand air balance relationships between rooms. Utilize terminology and symbols following PG 18-12 HVAC Design Manual paragraphs on Air Balance which are: Positive Air Balance (+) 15%, Double Positive (+ +) 30%, Negative Air Balance (-) 15%, Double Negative Air Balance (- - ) 30%, and neutral (o). The A/E shall develop this drawing(s) and submit during design. The A/E shall validate this drawing during construction after reviewing the test and balance report and make any updates necessary that occurred during construction to show an as-built version of the document.

MASTER PLANNING TASK (A/E PROPOSAL OPTION) ///- N/A:

The A/E firm shall first accomplish a master planning task for building 31. The intent of this task is to ensure we are including the right services in the right locations to provide better Veteran Care and patient flow to services. The master planning task shall include developing a plan for all future construction to building 31, identify the recommended project location for this project, identify the recommended project location for all future projects to building 31, identify the services recommended to be included with this project, and to identify the services recommended to be included with all future projects to building 31. The A/E firm shall conduct a planning charrette meeting to develop the requirements for the master planning task, and then develop and present to the Chillicothe VAMC Design Team 3 courses of action with a recommended solution. The VA will then provide feedback and select the desired course of action. To accomplish this master planning task the A/E shall develop briefings, massing models, renderings, 2D models and project lists portraying the courses of actions and recommended solution.

SPACE PLANNING TASK (ARCHITECTURAL PROGRAMMING) ///- N/A:

The A/E shall complete a comprehensive space plan for this project.

The A/E shall complete a space study of the current space the services work out of to aid in proposing the new space. The A/E shall facilitate meetings with Chillicothe VAMC Design Team to aid in understanding current space usage.

/// The A/E shall incorporate Patient Aligned Care Team (PACT) based design principles into the design.

The A/E shall become trained and qualified to utilize the VA-Space and Equipment Planning System (VA-SEPS) https://www.cfm.va.gov/TIL/planning.asp#seps The A/E shall utilize SEPS for planning this new space. The A/E shall work with the Chillicothe VAMC Design Team for inputs into SEPS. Update master plan SEPS input information with current data.

FUTURE VERTICAL AND HORIZONTAL EXPANSION ///- N/A:

The A/E shall design this project to meet the project goals for future vertical and horizontal expansion. Reference on the TIL Design and Construction Procedures PG 18-3 Topic 12 Future Vertical Expansion.

STORM WATER QUALITY ///- N/A:

The A/E shall include best management practices for all land disturbance including contractor laydown areas. A/E shall provide SWPPP as required by the state or other regulatory agencies.

COMMISSIONING ///- N/A :

The A/E shall provide Third Party Commissioning Services. See section 13 of this scope of work for the commissioning services scope of work.

Note that the Scope of Work for commissioning services includes a thorough review of all design documents at each design milestone for constructability, maintainability, and operability.

>>CLL SPEC WRITER NOTE: language below can be used for an NRM project that does not required 3rd party Cx. Source (modified) = VA Spec 01 91 00 /// Third Party Commissioning Services are not required for this project. However, prior to construction the A/E shall compile all start up, testing, verification and training requirements that are in the specification into a single document that will act as a commissioning plan.

During construction, the A/E will verify, by collecting documents from the contractor and/or witnessing in the field, the following tasks:

Verify that the applicable equipment and systems are installed in accordance with the contract documents and according to the manufacturer's recommendations.

Verify and document that all equipment requiring factory start up and testing has been performed/witnessed by the proper staff.

/// Verify TAB requirements are met /// Verify that Operations & Maintenance documentation is complete.

Verify that all components requiring servicing can be accessed, serviced and removed without disturbing nearby components including ducts, piping, cabling or wiring.

Verify that the VA’s operating personnel are adequately trained to enable them to operate, monitor, adjust, maintain, and repair building systems in an effective and energy-efficient manner. ///

DOMESTIC WATER DIAGRAM ///- N/A:

Reference VHA Directive 1061, Appendix A, Prevention Plans for Healthcare-Associated (HCA) Legionella Disease (LD) The A/E shall provide a schematic (single line) diagram of the domestic water systems (hot and cold) for the entire building that this project is a part of. Include diagrams of how water is distributed, circulated, stored, heated and cooled, treated, and monitored. The diagrams must be accurate representations of existing conditions and focus on main areas of water distribution and processing system(s) and identify any areas in which water is processed differently (e.g., hemodialysis and sterile processing).

The single line diagram shall show all points of use, room numbers/names, all valves and types, all water lines, size, and operational temperatures, as well as document any other equipment, pumps, heaters, monitoring equipment and controls, treatment.

Chillicothe VAMC has some existing domestic water line diagrams as examples that should be followed to ensure a standardized approach.

The A/E shall provide the domestic water diagrams in electronic copies in PDF and BIM and /or AutoCAD as appropriate

BIDDING PERIOD SERVICES :

The A/E Firm shall provide technical services during the bidding phase of this project. Those services shall include During the bidding process the A/E Firm shall validate that the documents posted on the SAM.gov website are the final bid documents intended for solicitation.

The A/E shall provide quick responses to requests for information from Contractors back to the VA CO and VA COR.

The A/E shall provide amended contract documents as required from the bidding process. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

The A/E Firm shall attend pre-bid site visit meeting(s) and walk through(s) and be prepared to discuss the project highlights.

CONSTRUCTION PERIOD SERVICES :

All tasks in this section are considered A/E Part Two Services (also known as Construction Period Services).

The A/E shall provide technical services during and following the construction phase of this project Those services shall include:

The A/E shall attend and participate in the Pre-Construction meeting. The A/E shall pre-coordinate topics they plan on covering at this meeting with the COR and CO.

The A/E shall participate in bi-weekly project progress meetings via conference call when not available in person.

The A/E shall accomplish /// monthly /// site visits to monitor project progress and attend any required coordination meetings. These site visits shall cover above ceiling and behind wall inspections to validate proper installation of systems. When necessary, the site visits shall be scheduled to oversee critical installations by discipline specific designers. Pre-coordinate site visits with the VA COR. Provide a report of findings from each site visit. Assist the VA CO and VA COR with correcting any found deficiencies in the construction work by providing the technical justification for those requirements.

The A/E shall conduct one site visit to perform the final inspection by each appropriate discipline at the conclusion of each major phase of construction work. The A/E shall provide a punch list of items that need to be corrected to the VA CO and VA COR.

The A/E shall review the contractor’s submittals for the new equipment and material items and make recommendations to the same.

The A/E shall respond to all reasonable requests for information and guidance during the period of construction.

The A/E shall provide revised contract documents during construction in the event that design deficiencies are identified. The timelines for responses shall be closely coordinated with the VA CO and VA COR.

The A/E shall evaluate all contractor cost proposals and change orders and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractors proposals and change orders The A/E shall evaluate all contractor value engineering proposals and make recommendations and comments to the same. The A/E shall provide a detailed estimate to the CO and COR for use to compare against contractors proposals and change orders The A/E shall update the original contract drawings and BIM Models to incorporate the as built conditions. Provide one full-size set, and an updated electronic version of the drawings and model as well.

CONSTRUCTION COST LIMITATION, DEDUCT ALTERNATES, CONSTRUCTION COST REQUIREMENTS, AND COMPLETE AND USEABLE FACILITY REQUIREMENTS

CONSTRUCTION COST LIMITATION :

The construction cost limitation is $. This number may adjust during the design process based upon other contracts that account for the total project budget. The VA COR and A/E Project Manager shall coordinate as to the current construction cost limitation as the design progresses. The A/E shall be responsible for ensuring accurate construction costlimitation. /// Construction contingency costs are accounted for outside of this construction cost limitation ///.

DEDUCT ALTERNATES :

The project shall be designed with no more than /// 4 deduct alternates totaling 10% of the construction cost limitation ///. /// Although deduct alternates are optional for this project based on VISN project business rules, the A/E shall evaluate potential deduct opportunities so the COR can determine if any should be included in the project. /// ///This project falls within the V Construction Program. Reference VHA Handbook 1002.02 Minor Construction Program for additional information. /// >>CLL SPEC WITER NOTE: Fully functional language per VA Handbook 1002.02 Minor Construction Program section 3(g) & VHA Directive 1002.1 Non-recurring maintenance program section 5;c;20

FULLY FUNCTIONAL DESIGN REQUIREMENT :

This project and the deduct alternates must be designed and completed in a manner that allow it to provide health care or other services intended without being dependent on another ongoing, subsequent or future phase projects.

/// Projects that are found to not be fully functional, stand-alone projects, whose combined total cost (design, construction, and other associated costs) is greater than the statutory minor construction limit, will be considered a violation of the Anti-deficiency Act, as required by section 1351 of title 31, United States Code (U.S.C.). /// >>CLL SPEC WRITER NOTE: Independency letter: required by the 12 Sep 2016 OCAMES Memo paragraph 1d.

INDEPENDENCY REQUIREMENT :

A/E Independency Letter - At 100% design completion, the A/E shall submit to the COR a signed letter certifying that the respective design package is independent of any other project and/or source of funding to activate.

A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM

>>CLL SPEC WRITER NOTE: SOURCE https://www.cfm.va.gov/til/aeDesSubReq.asp PG18-15 A/E Submission Requirements Volume C Minor and NRM Projects paragraph I.D.

QA/QC REQUIREMENTS :

In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The requirements are as follows:

Fee Proposal: Provide an outline of the actions that your firm will take during the design process along with an associated fee.

The A/E firm shall provide a design for a complete and useable facility. The A/E shall be financially and technically responsible for resolving any design errors or omissions in its design products.

Re-Review and familiarize your team with the Network Contracting Office (NCO) 10 AE Contracts: Performance & Expectations briefing. Contact your COR for a copy if you do not have one.

PROJECT DEVELOPMENT SCHEDULE

The below project development schedule highlights design milestones and submittal requirements. It is not an exhaustive reiteration of requirements listed elsewhere in this scope of work. The A/E shall expand upon this project development schedule to be in line with their design process and meet the requirements of this scope of work. The A/E shall submit a project development schedule and submit updates to this schedule as changes occur. The A/E shall incorporate submittal requirements listed on the VA Technical Information Library, PG 18-15 Design Submission Instructions, Volume C which lists requirements at the design discipline level for Minor Construction Projects at the Schematic, Design Development, and Construction Document milestones. https://www.cfm.va.\gov/til/aeDesSubReq.asp . The VA review durations listed below are approximate and may vary based upon the complexity of the submittal or coordination requirements at each submittal stage.

Project Development Schedule

PRE-DESIGN CONFERENCE:

To be enjoined within 10 days of receipt of the Notice to Proceed.

VAMC and A/E shall review the Scope of Work.

The A/E shall propose a method of accomplishment.

Other information and/or clarifications shall be discussed as required. A walk-through of the current location of the specialty clinics and the general proposed area for the new addition can be accomplished at this time if requested by the A/E. Copies of any available VA records/drawings depicting existing conditions will also be made available at this time.

/// 10% REVIEW (PLANNING):

To be completed within 90 days of receipt of the Notice to Proceed.

Space Planning Design Meetings will be held during this stage.

Planning level drawings, renderings, floor plans, and layouts shall be developed to show proposed recommendations for layout with connections to the existing building.

At the completion of this milestone the A/E shall have accomplished the space planning requirements, and submit their recommendations for the new addition. The A/E shall submit planning level exhibits, studies, and reports. /// VHA Program Guide PG-18-15 A/E Submission Instructions Refer to PG 18-15 for remaining submittal requirements

PROJECT DELIVERABLES :

A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL DOCUMENTATION :

At each design milestone submit documentation as prescribed in the section A/E DESIGN QUALITY ASSURANCE/QUALITY CONTROL PROGRAM.

DESIGN ANALYSIS, CALCS, STUDIES, NARRATIVES, EXHIBITS, AND MODELS :

Refer to PG 18-15

TECHNICAL SPECIFICATIONS :

Technical specifications shall conform to VA Master Specifications. The A/E shall review and edit all inappropriate wording listed in the Master sections. Copies of the VA Technical Specifications are available in MS Word format and are available at the VA Technical Information Library located at https://www.cfm.va.gov/TIL/spec.asp .

In addition to the technical specifications the A/E Shall update and incorporate Division 01 Specifications. The A/E shall coordinate with the COR and other VA employees as appropriate to update the Division 01 Specifications.

The A/E shall incorporate local Chillicothe VAMC Specification requirements to integrate with existing systems, and aid in identifying and justifying when Justification and Approval for Other than Full and Open Competition and/or Brand Name or Equal will be required to be requested.

The A/E shall clearly delineate the base bid and each deduct alternate. Coordinate with COR for the right location for this to be incorporated into the bid documents. VA Contracting and Legal may have this incorporated into the front end documents, and if so submit the verbiage in word format. Another course of action may be to incorporate it into Specification 01 00 00.

When no VA Master Construction Specification exists for a "unit of work", prepare the specification section consistent with VA Master Construction Specifications format.

Additional Formatting Requirements:

Provide with the technical specifications a cover page, table of contents and a list of drawings.

.At all submittal milestones submit a “finished format” and a “working copy” of the specifications (e.g. “tracked changes” function) Paper Copy: The A/E shall submit one paper copy of the “working copy” for the 95% submittal. The A/E shall submit one paper copy of the “finished format” at the 100% submittal.

The Chillicothe VAMC shall print additional specifications as required for bidding. The specifications shall print typed singled spaced on 8-1/2” x 11” white bond paper with a binding edge margin.

The A/E shall ensure that all references in the Specifications are updated to be current.

The A/E shall ensure that specification references to other specifications are either removed if not required, or if required by the design ensure that the referenced specification is included in the contract specifications and listed in the table of contents.

DRAWINGS :

Drawings shall be prepared in accordance with VA Program Guide 18-3 Topic 02 Drawings located at https://www.cfm.va.gov/TIL/cPro.asp Standard Chillicothe VA format sheets, 30” x 42” shall be used. The standard VA format sheet is available in the Autodesk AutoCAD (.dwg) format.

The A/E shall develop the project utilizing Building Information Modeling “BIM” software (using the latest version available to VA.)

N/A /// A/E shall be required to provide a computer 3D model and prepare various 3D renderings to present to the VA throughout the design phase to adequately represent Architectural, Structural, Mechanical Electrical Plumbing - MEP, and, site conditions, etc. to aide with facility visualization and contractor coordination. /// BIM Model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions (possibly incorporating into VA Master Record Documents – pending facility expertise). The BIM model shall conform to VA BIM Guide (https://www.cfm.va.gov/til/bim/BIMGuide/ ).The deliverable model at the design development stages and at the final design stage shall be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

The Model shall include but not be limited to the following (as applicable): Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Departmental ownership, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data.