04-534-23-907 AE SOW_01.docx

Ralph H. Johnson VA Medical Center

A/E STATEMENT OF WORK

Renovate Chiller Area Project # 534-23-907

Table of Contents

Summary of Services

1. SPECIFICS:

2. GENERAL REQUIREMENTS:

3. DESIGN PACKAGE SUBMISSION SCHEDULE:

4. SUBMISSION REQUIREMENTS:

5. DESIGN MEETINGS AND MINUTES REQUIREMENTS:

6. QUALITY ASSURANCE/QUALITY CONTROL PLAN

Part I.A – Surveys, Testing, Site Investigations and Analysis Study Part I.B – Preparation of Contract Drawings and Specifications Part II – Construction Period Services Part III – Site Visits Attachments A – F – Submissions Requirements Attachment G – VA Signature Block Attachment H – Records Management Obligations Attachment 1 – Floorplans

Summary of Services

Provide Professional Architect/Engineer (A/E) and healthcare planning services necessary to renovate portions of old Chiller Room C105.

Services shall include, but are not limited to:

2. Part I.A – Surveys, Testing, Site Investigations and Analysis Study – Perform all work necessary to accomplish the preparation of existing conditions plans which, at minimum, includes site investigation for: seismic, structural, architectural, equipment/furnishings, mechanical, plumbing, fire detection/protection/suppression, life safety/egress, electrical, electronics/security, physical security, telecommunications, environmental hazards such as suspect lead-containing and suspect ACM. Complete electrical power investigations to determine existing loads in the limits of work. The A/E shall arrange visits to the project site with appropriate disciplines as the A/E deems necessary to complete all work for appropriate documentation of existing conditions.

3. Part I.B – Preparation of Contract Drawings and Specifications – Schematic, Design Development, and Construction Documents: Preparation and submission of design concept documents, interim design document submittals, and the Final Construction Documents at the completion of the design development process in accordance with the Design Package Submission Schedule. The 15% SD Submission Requirement shall include up to five (5), but no less than three (3), proposed space layout schematic plans. Submittal packages shall contain a complete set of documents as specified in the Design Requirements and Submissions subsection of this scope of work. The design shall include engineering and architectural services rendered necessary by the VA at the end of Part I.A Investigative Services within the construction cost parameters.

4. Part II - Construction Period Services: Review and provide recommendations on all submittals, shop drawings, product data, samples, request for information (RFI’s), modifications, etc. in accordance with Construction Period Services section of this scope of work. A/E furnished services shall include third party asbestos monitoring, commissioning, and providing record drawings based on finalized contractor red-line as-builts.

5. Part III - Site Visits: A/E shall coordinate necessary site visits with the COR in accordance with Site Visits section in this statement of work. During construction, allow for ten (10) site visits in coordination with the COR or when requested by the COR. The A/E shall furnish documented field reports denoting the purpose and results of the site visit.

1. SPECIFICS:

Provide professional engineering services for the design and construction administration to renovate portions of the old chiller room C105 at the Ralph H. Johnson Medical Center.

A. The period of performance is 279 calendar days. Refer to Design Package Submission Schedule.

B. The general intent of this renovation is to add an office space with 8 workstations, and rework two other areas to provide a new shop space and a new storage space. Attachment 1 at the bottom of this SOW provides floorplans showing the general intent of this project, details on existing conditions, and recommended actions. Much of the old equipment in this old chiller room C105 has been removed allowing for open/free space to provide much needed area for cubicles for MORR Office personnel and shop equipment.

Room C105 is 3,119 SF.

This additional shop space will be an area to service Ice Machines, Refrigerators, Freezers, etc. This storage space will be primarily for components necessary to keep the main corridors in good working order. This new MORR office will increase efficiency by lending additional support to shop personnel for work orders, outages, projects, etc. Work Order Completion Percentage will improve as a result of adding shop space and relocating support personnel to the area.

New walls will need to be constructed, new lighting/electrical, IT networking for workstations, and floor slab repair/releveling will be needed. The floor has numerous old abandoned equipment concrete pads. This old mech room is not constructed for office work, conditioned space, etc. and will need significant improvements.

New Shop and Office Spaces will require HVAC …. assume a new Air Handler will be needed with required outside air ventilation.

2. GENERAL REQUIREMENTS:

A. Sensitivity of Information: The sensitivity of information relating to this project is emphasized. All the information in this scope of work shall be treated as ‘For Official Use Only’. This information is not to be distributed without a confirmed need to know as confirmed by the CO. See Attachment H for more information.

B. The A/E is responsible for providing all architectural and engineering services necessary for design of this project. The A/E is responsible for detailed, accurate, and complete construction documents. Delegated designs are not acceptable unless approved through the COR and CO prior to contract award. The A/E shall submit a justification for each delegated design request with the proposal. The justification will explicitly state why a delegated design is required by code or standard, and/or what benefit(s), if any, are expected.

C. Modifications: Any work that is not addressed by the awarded contract is considered a modification and shall be immediately brought to the attention of the Contracting Officer. No “out-of-scope” or additional work shall be executed by the A/E prior to negotiation/approval by the CO.

C. Ownership of Drawings: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be and remains the sole property of the VA and may be used on any other work without additional compensation to the A/E. With respect thereto, the A/E agrees not to assert any rights and not to establish any claim under the design patent or copyright laws.

D. The A/E shall retain the services of a registered FPE for this project. Qualifications of the FPE and scope of their work is found at the following link https://www.cfm.va.gov/til/ae/FPEngr.pdf.

F. Authorization & Accreditation (A&A) requirements (VA HANDBOOK 6500) do not apply, and a Security Accreditation Package is not required.

G. The A/E shall provide a SC DHEC Certified Asbestos Management Planner/Project Designer to perform asbestos survey investigations, bulk sampling, and development of abatement specifications and drawings. Asbestos surveys shall include sampling of all suspect ACM within this scope of work. Survey investigations, sampling and reporting shall meet the requirements of SC DHEC regulations. Provide air monitoring and clearance for abatement procedures.

Acronym Definitions

ABAAS – Architectural Barriers Act Accessibility Standard AABC – Associated Air Balancing Council ASHRAE – American Society of Heating, Refrigerating and Air-Conditioning Engineers A/E – Architect/Engineer or Designer of Record ACM – Asbestos Containing Material CIH – Certified Industrial Hygienist CD – Construction Documentation CO – Contracting Officer COR – Contracting Officer’s Representative DAS – Distributed Antenna System DD – Design Development DDC – Direct Digital Controller ELT – VA Executive Leadership Team FF&E – Furniture, Fixtures & Equipment FPE – Fire Protection Engineer HIPPA – Health Insurance Portability and Accountability Act of 1996 HVAC – Heating, Ventilation, and Air Conditioning IT – Information Technology ICRA – Infection Control Risk Assessment IPT – Integrated Project Team PCRA – Pre-Construction Risk Assessment NCRP – National Council on Radiation Protection & Measurements NEBB – National Environmental Balancing Bureau NFPA – National Fire Protection Association NHPP – National Health Physics Program NRC – Nuclear Regulatory Commission OCFM – Office of Construction & Facilities Management PACS – Physical Access Control System QA/QC – Quality Assurance / Quality Control RFI – Request for Information RFP – Request for Proposal SC DHEC – South Carolina Department of Health and Environmental Control SD – Schematic Design SEPS – Space and Equipment Planning System SOW – Scope of Work TAB – Test, Adjust, and Balance TABB – Testing, Adjusting, and Balancing Bureau TIL – Technical Information Library, http://www.cfm.va.gov/til/index.asp.

VA – Veterans Affairs VAHCS – Veterans Affairs Health Care System (specific to Ralph H. Johnson Main Facility) VAMC – Veterans Affairs Medical Center; typically refers to the Ralph H. Johnson main facility.

VPIH/CIH – VA Professional Industrial Hygienist/Certified Industrial Hygienist

3. DESIGN PACKAGE SUBMISSION SCHEDULE:

A. The A/E is responsible for providing a schedule, with the proposal, to deliver COR-approved, Final Construction Documents within the design period of performance, below. * Denotes hard stop review/approval steps in the design process; the design cannot advance until the COR receives appropriate approvals and states to move forward with the next design stage.

B. The A/E shall be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions.

C. Proposed Schedule: A/E Design Period of Performance (in calendar days) is below.

Seven (7) calendar days after contract award, submit a detailed and project specific schedule for COR and CO review/approval. When approved, the schedule becomes a part of the contract and can only be changed by modifying the contract.

4. SUBMISSION REQUIREMENTS:

A. Refer to Attachments A – F for detailed 15%-SD to Final Construction Document submission checklists.

B. The COR shall determine minimum acceptability of each submission within seven (7) calendar days of submission by the A/E.

C. If the COR finds the design submission to be unacceptable, the A/E shall resubmit the submission. The VAHCS’s review time shall not be impacted and shall remain the same number of allotted days, including the above noted business days for the COR to determine acceptability of the design submission. An incomplete submission is defined as: a submission lacking any piece of information outlined in Attachments A – F of this SOW or failure of the submission to include a required item as outlined by Minimum Requirements for A/E Submissions (PG-18-15).

D. Deliver all design packages, addressed as follows (ATTN: 138-Engineering Service-'Name of COR') directly to the COR on the established dates to allow the IPT to meet as scheduled. A transmittal letter is required to go to the CO and COR on the same day as delivery.

E. The A/E design documentation shall consist of electronic files (on DVD or other agreed upon transfer medium) and include a Building Information Model (BIM/model) in the latest release of Autodesk Revit (.rvt file format) and 2D AutoCAD 2019 floorplans (.dwg and electronic .pdf formats) derived from the model according to the guidance provided in the VA Drawing Deliverable Requirements (DDR). Refer to VA BIM & CAD Standards (PG-18-15) for more detailed requirements.

5. DESIGN MEETINGS AND MINUTES REQUIREMENTS:

A. The A/E shall coordinate on-site meetings with the COR at least fourteen (14) calendar days in advance; meetings shall be scheduled around federal holidays.

1) Each on-site IPT Review shall consist of the A/E outlining their design narratives and associated visual aids to depict to the IPT the design, approach used, and how previous comments have been incorporated into the design. A design charette shall be conducted at each of these IPT reviews to discuss in depth the design considerations, requirements, and proposed solutions at each stage of design specific to each IPT members area of concern.

2) The A/E shall attend and take minutes at each IPT meeting. Minutes shall be submitted electronically to the COR and CO within seven (7) calendar days of each meeting.

3) The A/E is responsible for documenting thorough written meeting minutes all comments, actionable items, responsible parties, and due dates discussed at the IPT on-site reviews, including hand-written, typed, drawing mark-ups and comments given by members of the IPT to the design team during discussion.

B. All IPT Review Meeting minutes will be submitted by the A/E to the COR for review prior to being published as final. There will be a seven (7) calendar days review period for the IPT team to submit corrections to the meeting minutes prior to the meeting minutes being published. Publishing and approval of meeting minutes by the COR constitutes official acceptance to proceed to the next submittal phase.

6. QUALITY ASSURANCE/QUALITY CONTROL PLAN

A. Per PG-18-15, the A/E shall develop, execute, and demonstrate that project plan and specifications have been thoroughly reviewed, are constructable, and are complete.

B. Fourteen (14) calendar days after issuance of award, submit a detailed and project specific QA/QC Plan for review. At minimum, include:

1) Procedures to be utilized that demonstrate design submissions, drawings, plans, specifications, submittal logs, and other relevant information gone through a rigorous review and coordination effort with the A/E firm and subcontracted firms.

Part I.A – Surveys, Testing, Site Investigations and Analysis Study

1. Initial IPT Meeting:

A. The period before the initial IPT meeting shall be used by the A/E to gather data/information to be well prepared to discuss their design intent and to ensure project requirements are understood. This time shall also be used to gather as-builts and begin investigative services.

B. The introduction of the A/E team to the IPT will take place on-site. The IPT shall consist of members of the impacted clinical, administrative, other operational services and any other members of the VAHCS or outside entities who have vested interests in the design, compliance, and accreditation for the VAHCS. The A/E shall review needs identified by the IPT for the area under consideration for design and provide recommendations. The A/E shall discuss potential layout concepts that incorporates the required services within the existing footprint of the building.

2. Accuracy of Planning Information/Existing Condition Survey:

A. The A/E shall conduct thorough site visit(s) to investigate all aspects of the existing facilities and conditions that could impact the design or construction. Investigation shall include all utilities serving the existing buildings. Information, including drawings and other documentation, provided to the A/E shall be used as reference only. AutoCAD background drawings shall be provided by the VAHCS upon request and shall be used as reference only. The A/E shall document as-built conditions. The A/E is responsible for field verifying existing site conditions.

B. The A/E shall coordinate visits with the COR.

C. The A/E shall complete all necessary site investigations, testing, and provide a finalized investigative services report prior to the 35%DD submission.

D. The A/E shall Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis.

E. The A/E shall promptly report to the CO, in writing, any discrepancies between this contract and the planning information provided by the VAHCS. The A/E shall make no adjustments to work due to the discrepancy before the CO has reviewed the matter and forwarded a determination to the A/E. The A/E's failure to report any such discovered discrepancy or to proceed prior to the CO’s determination shall be at the A/E’s risk and expense.

3. Environmental and Hazardous Material Survey:

A. The A/E is responsible for providing a complete environmental and hazardous material survey (i.e. asbestos, lead, etc.) of proposed spaces/utilities covered in the limits of work. Survey shall include, but not be limited to walls, flooring, cove base, subflooring, floor mastic, ceiling tiles, piping/ductwork insulation, piping/ductwork mastic, piping elbows, paints, caulking, roofing materials and mastics, and any other suspect materials as determined by the A/E’s subject matter expert.

B. Per SC Regulation 61-86.1, Section VI, A., 1. and 6., for all materials within scope that have not been tested for ACM within three (3) years of contract award, re-test to confirm no ACM is present or include abatement in the scope of construction work.

4. Electrical Power Survey:

A. The A/E shall complete electrical power investigations to determine existing loads in the limits of work.

B. The A/E shall field verify existing electrical infrastructure conditions, such as load testing, coordination studies, existing phase balance, phase rotation and relationship, compliant grounding, etc. Information gathered shall be used to inform future design calculations and submittals of electrical needs, if existing infrastructure is sufficient, or, if additional circuits, panels, distribution equipment, breakers, etc. are required to be replaced/installed in the design.

5. HVAC System Survey:

A. The A/E is responsible for providing an HVAC system survey and evaluation based on a pre-TAB report of the existing impacted HVAC systems.

B. A/E is responsible for procuring a TAB agency shall be either a certified member of AABC, TABB, or NEBB to perform TAB of existing systems, to include flow balance documentation, performance tests, vibration tests, and sound tests.

C. The project might involve connecting new work to existing systems; thus, the A/E must evaluate impacts on any existing systems impacted.

D. During TAB, all related system components shall be in full operation. Fan and pump rotation, motor loads and equipment vibration shall be checked and documented. Record zone and unit airflow capacities as well as measurements for hydronic equipment on performance data sheets. Include entering and leaving water and air temperatures for all heating and cooling coils associated with the impacted HVAC systems.

Part I.B – Preparation of Contract Drawings and Specifications

1. 15% SD SUBMISSION REQUIREMENTS

A. Refer to Attachment A, 15% SD Submission Requirements.

B. The A/E shall furnish up to five (5), but no less than three (3), space layout schematics that also include an evaluation, cost estimate, and schematic plans to determine the feasibility of completing the project within project budget. A space layout schematic will be selected by the VAHCS and IPT within five (5) days after the IPT 15% SD Review Meeting Minutes are approved by the COR. The selected schematic cover sheet shall include a VA signature block with titles/names provided in Attachment G.

C. If three options are not feasible, the A/E must notify the CO/COR prior to the initial design meeting with the IPT.

2. 35% DD SUBMISSION REQUIREMENTS

A. Refer to Attachment B, 35% DD Submission Requirements.

B. Preliminary plans for PCRA, FF&E and construction phasing shall be documented. The A/E shall furnish preliminary VA Master Specifications to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review.

3. 65% DD SUBMISSION REQUIREMENTS

A. Refer to Attachment C, 65% DD Submission Requirements.

B. Updated plans for PCRA, FF&E and construction phasing shall be documented. The A/E shall collaborate with the IPT to provide the completed PCRA for incorporation into the project design. The A/E shall provide finish boards with samples, manufacturer names, series, colors, etc. for easy clarification. The design shall have modern finishes selected in coordination with the IPT. Finishes shall incorporate recycled materials as required by VA TIL. Project design will require contractor to recycle demolished material such as carpet and ceiling tile, document quantities, denote disposal method, and certify documents noting that demolition materials have properly been recycled. Design shall also require contractor to provide manifest of any hazardous materials to be abated.

4. 95% CD SUBMISSION REQUIREMENTS

A. Refer to Attachment D, 95% CD Submission Requirements.

B. The VAHCS will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The A/E shall incorporate all comments into the design prior to finalizing the 100% CD. https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331

C. The A/E shall finalize construction plans showing FF&E requirements and temporary conditions for construction, per phase, to ensure general conditions and PCRA requirements are designed, identified, and specified including:

1) ICRA classification sheet on construction plan, denoting: requirements for how negative the space must be maintained (in inches of water); requirements for negative air monitoring, alarming, and ante room (as applicable); negative air achievement during construction by capping all HVAC ducts in the area.

2) Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo)

3) Denote temporary construction barrier wall(s) and construction entry door/frame types and ratings for separation of construction areas to occupied areas (all barriers between construction areas and occupied areas shall meet NFPA 241 requirements). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas.

4) Identify requirements for all fire protection systems during construction. Will sprinklers, smoke detectors, and pull stations remain active? Will fire watch be required? Will a heat detection system be installed due to a compromised fire protection system? Will construction barriers re-route egress or necessitate egress signage change outside of construction space?

5) Identify contractor laydown area, trash, delivery, and pedestrian/construction routes.

6) Identify temporary utilities for contractor use as necessary.

7) Identify utilities/systems passing through construction space or that require bypass during construction to be maintained to ensure continuity of services in adjacent areas.

8) Denote water safety concerns through construction (temporary water temperature ranges maintained, no stagnant water, no dead legs, flushing/heating of the system prior to tie-ins and before turnover to VA, etc.).

9) Identify environmental hazards, such as suspect lead-containing materials, suspect ACM, other hazardous materials, stormwater, air pollution, etc. that may impact construction, budget, permitting, etc.

5. 100% CD SUBMISSION REQUIREMENTS

A. Refer to Attachment E, 100% CD Submission Requirements.

B. The final review and review comments must be approved prior to submission of the Final Construction Documents.

6. FINAL CONSTRUCTION DOCUMENTS SUBMISSION REQUIREMENTS

A. Refer to Attachment F, Final Construction Documents Submission Requirements.

B. The cover sheet shall include a VA signature block with titles/names provided in Attachment G.

7. DESIGN REQUIREMENTS & SUBMISSIONS:

A. The project shall be phased to minimize the impact to the Medical Center operations and patient care. Prior to submission of Schematic design material, the A/E shall meet with the COR to discuss proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what VAHCS constraints will exist that will influence the Contractor's approach to the construction project. Phase construction as required to minimize impacts to continuity of care as the work is being completed. Design for temporary exterior space if interior phasing or swing space is unavailable. The A/E shall be responsible for documenting the phasing requirements.

B. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Provide an outline of the actions that the A/E shall take during the design process. The A/E shall submit a detailed QA/QC Plan describing each step that will be taken during the development of various phases of design. Refer to Minimum Requirements for A/E Submissions (PG-18-15) for all A/E submission requirements.

C. The A/E shall provide a submittal register detailing submittals from the edited specifications required to be submitted for review and approval.

E. Design to address patient privacy criteria (i.e., computerized information, patient privacy, HIPPA).

F. Design to address that all spaces are ABAAS compliant and meet VA Guidelines for Accessibility.

G. Design to address that all Patient and Hospital Wi-Fi in all areas integrated into existing systems.

H. FF&E & Finishes Requirements: The A/E must make efforts to not limit competition when selecting equipment, finishes, or other materials that meet VA TIL, codes, standards, or other requirements for the basis of design. If brand names and/or sole source is justified, information shall be provided to the COR and CO to support contracting requirements to sole source to that brand. If “brand name or equal” language is to be utilized, salient characteristics must be included in specifications to define the “or equal” language. Also, the requirements must be clearly identified to support "brand name or equal" justifications.

1) Fully sprinklered and fire protection systems must be integrated into existing systems. All work to be performed on the fire alarm system must be performed by a Contractor authorized by Gamewell to work on a Gamewell E-3 Series Fire Alarm System.

2) Connect/integrate new AHU/HVAC controls to existing building Siemens Desigo DDC system -- managed by CMI (our building controls and fire alarm contractor).

8. REFERENCES

A. Submit the complete design review package in accordance with the following requirements and guidelines outlined below. As appropriate, depending upon the complexity of the design, the A/E may elect to delete individual submissions where not required with prior approval by the COR. The A/E shall document these deletions as a part of the appropriate submission package.

B. The A/E shall include all information required for each submittal as outlined in the VA Minimum Requirements for A/E Submissions (PG-18-15), as outlined in Attachments A – F. The A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section.

C. At a minimum, all designs shall be accomplished in accordance with VA Directives, VA Design Manuals, and VA Guidelines which are available at the OCFM’s website http://www.cfm.va.gov/til/. A more comprehensive list of references and requirements that the designs should comply to include:

· 2019 ASHRAE 90.1 Standards

· PG-18-1 Master Construction Specifications

· PG-18-3 Design & Construction Procedures

· PG-18-4 Standard Details and CAD Standards

· PG-18-5 Equipment Guide List

· H-18-8 Seismic Design Handbook

· PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)

· PG-18-10 Design Manuals

· PG 18-12 Design GuidesPG-18-13 Topic Specific Standards and Criteria

i. Architectural Accessibility (includes Barrier Free Design Standard)

ii. VA BIM and CAD Standards

iii. Facility Dedication Plaques and Seals

iv. Safe Patient Handling and Mobility Design Criteria

· PG-18-14 Room Finishes, Door, and Hardware Schedule

· PG-18-15 Minimum Requirements for A/E Submissions

· PG-18-17 Environmental Planning Guide

· SC DHEC South Carolina DHEC Environmental Regulations

· Special Design Requirements (Includes Asbestos, Commissioning, Fire / Life Safety and Physical Security)

· Sustainable Design Requirements

· Cost Estimating Requirements

· AE Quality Alerts

· AE Design Alerts

· VA Directive 0055 VA Energy and Water Management Program

· VA Directive 0056 VA Sustainable Buildings Program

· VA Directive 0065 Climate Change Adaptation Planning

· VA Directive 0066 VA Sustainable Locations Program

· VA Directive 1061 Prevention of Healthcare Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems

· VA Directive 1116 Sterile Processing Services

· VA Directive 1129 Radiation Protection for Machine Sources of Ionizing

· VHA Directive 1611 Safe Patient Handling and Facility Design

· VA Directive 7512 Seismic Safety of VA Buildings

· VA Directive 7545 Cultural Resource Management Procedures

· VA Handbook 1330.01 Health Care Services for Woman Veterans

· VA Handbook 7545 Cultural Resource Management Procedures

9. PROJECT COST AND SCHEDULE ESTIMATING:

A. The A/E shall manage the execution of the project within the programmed construction budget. The VAHCS programmed construction budget is identified in section Project Scope & General Requirements. The entire A/E design team shall take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding.

B. The A/E shall provide a design identifying a minimum of 10% of the construction budget as bid deducts. Refer to subsection 10. Bid Deducts and Equipment/System Decision Tree for more details.

C. The A/E team shall provide a projected construction period of performance that includes details on phasing if applicable. The period of performance must include VAHCS constraints, such as suitable time to activate in-between phases, as determined by the IPT.

D. Cost estimate submittals for the base bid shall be no more than the VAHCS programmed construction budget, and not less than -5%. If the cost estimate is more than the programmed construction budget or less than -5% of the programmed construction budget, the A/E is responsible for notifying the CO and COR of potential budget issues, to provide non-scope impacting recommendations to get the estimate within budgeted construction cost, and to provide updated design documents that correspond to the budgeted construction cost. The Final Construction Documents submission estimate shall not be greater than the programmed construction budget.

E. Provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet is required for each bid package (bid deducts).

F. The level of detail of an estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures shall not be acceptable. Project estimates shall include all elements within the contractor’s bid such as insurance, bonds, hazardous abatement, current market factors, and any other such items.

G. Cost documentation must be delivered at the same time as other design submissions. The A/E is responsible for managing workflow and communications to ensure that this shall be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that could affect cost.

H. All work necessary to complete the design intent shall be included in construction documents. Inclusion of ‘Lump Sums’ or other under-estimated work that is necessary to complete construction work per the design is unacceptable and shall not be included in any cost estimate or submittal.

10. BID DEDUCTS AND EQUIPMENT/SYSTEM DECISION TREE:

A. The A/E shall provide a design identifying a minimum of 10% of the construction budget as bid deducts. Each bid deduct shall be progressively deductive in nature and shall be non-scope impacting. The IPT and A/E shall work collaboratively to ensure project remains viable for medical center operations within the programmed budget.

B. The IPT and COR have the final determination on acceptance of the A/E recommended bid deducts. Items removed shall be evaluated to determine impacts to the remainder of the design. Certain bid deducts could require a separate design to keep the design intent viable.

C. Items identified as ‘yes’ in Question 1 of the below decision tree shall not be removed as bid deducts. Items identified as ‘yes’ in Questions 2, 3, or 4 of the below Decision Tree Methodology shall not be removed as bid deducts without explicit consent from the CO. Items identified as ‘no’ in Question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible if within budget.

1) For reference, IT equipment includes computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment. The Non-IT equipment includes physical access control systems, data closet racks, Wi-Fi (both patient and medical, excepting access points), testing / monitoring equipment, testing and punch down of cabling, etc.

D. Decision Tree Methodology:

1) Question 1: Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to Question 2.

2) Question 2: Is the item covered by OCFM's Master Construction Specifications (PG-18-1), Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the item is to be funded within the construction project. If no, proceed to Question 3.

3) Question 3: Is the item covered in OCFM's Master Construction Specifications (PG-18-1), Division 27 and Non-IT equipment? If yes, the item is to be funded within the construction project. If no, proceed to Question 4.

4) Question 4: Is the item covered in OCFM's Master Construction Specifications (PG-18-1), Specifications 12 31 00 Manufactured Metal Casework, 12 32 00 Manufactured Wood Casework, 12 34 00 Manufactured Plastic Casework, or 12 36 00 Countertops? If yes, the item is to be funded within the construction project. If no, then the equipment must be funded by the facility’s respective equipment fund from medical care appropriations.

Part II – Construction Period Services

1. SERVICES TO BE PROVIDED:

A. Assist in answering bid RFIs during solicitation and issuing any addendums, drawings, etc. necessary to address questions.

B. For modifications during construction, assist the COR to determine technical requirements for proposals, review contractor RFPs for technical acceptability, and provide recommendations to correct any problems.

C. Review and respond to submittals and request for information in a timely manner. Provide direction within seven (7) calendar days upon request for shop drawings, product data, installation instructions, samples, etc. Provide direction within fourteen (14) calendar days for RFI’s and contractor proposals. Modifications to contract documents based on errors and omissions in design will be at no cost to the VAHCS to include cost estimates for the change. The CO shall make the final determination on what is or is not an error or omission.

D. Provide a VPIH/CIH to monitor the construction area during construction period services. Services shall include third party asbestos monitoring that will be performed during construction by a SCDHEC Certified Asbestos Air Sampler.

E. Provide commissioning services for all fire protection, plumbing, HVAC, electrical, communications, and electronic safety and security systems. A final commissioning report that includes an executive summary, the commissioning plan, issue log, correspondence, and all appropriate check sheets and test forms shall be furnished to the VAHCS upon the completion of commissioning services.

F. Prepare record drawings based on contractor red-line as-built drawings with correspondence performed during construction. The A/E shall provide a set of updated drawings and specifications on compact disk, to the COR within calendar (28) calendar days of construction contract completion.

G. The A/E fee shall include all costs for printing and miscellaneous reimbursable costs.

H. Invoice payments for construction period services shall be directly correlated to the construction project progress percent complete. This amount will be coordinated with the COR throughout construction.

I. Services shall include providing record drawings based on finalized contractor red-line as-builts.

J. Assist in answering bid questions during solicitation and issuing any addendums, drawings, etc. necessary to address questions.

Part III – Site Visits

1. SERVICES TO BE PROVIDED:

A. As coordinated through the COR, the A/E shall make site visits and prepare documented field reports denoting the purpose and results of the site visit, to include agreed upon modifications in design as determined necessary during the construction. The COR may reject requests for site visits due to construction progress, to save visits, or for other reasons not stated.

B. A/E shall provide structural, mechanical, electrical, civil, etc. qualified subject matter experts familiar with the project, depending on the nature of the site visit.

C. At the request of the COR, the A/E shall respond on site within a 48-hour period. Visits made based on presumed errors and omissions in design shall be at no cost to the VA.

D. The A/E shall participate in partial/final acceptance inspections (in-wall, above ceiling, and final) for each phase (if applicable), as scheduled, and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents. The A/E furnished punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, code reference, etc.).

E. The A/E shall participate in all major testing/inspection activities as determined by the COR and required by codes, standards, directives, manuals, etc.

F. The A/E shall attend the pre-bid and pre-construction conference to review and confirm project scope as required.

G. During construction, allow for an estimate of ten (10) site visits as coordinated with the COR. If additional site visits are required beyond the above estimate to cover major testing/inspection activities, the A/E shall propose the additional amount of site visits and justification to the CO and COR.

Attachment A

15% SD Submission Requirements

Deliver the following (labeled with 15%-SD submission) and include this attachment as a checklist with your submission:

· 1 copy evaluation narrative report addressing items listed in the design requirements and any additional A/E recommendations for each of the proposed space layouts.

· 1 half size set of architectural floorplans for the proposed space layouts being considered based on space required and VA space criteria as determined in the IPT meeting. Make a recommendation on the most efficient and effective floor layout and the reasons for the preference. Show the layout, including possible furniture/equipment to be used in each room/area. The cover sheet shall include a VA signature block with titles/names provided in Attachment G.

· 1 CD containing

· All drawings in Autodesk Revit, 2D AutoCAD, and pdf format

· Narrative report in pdf format.

· Preliminary cost estimate for each of the proposed space layouts.

· PG-18-15, Volume C checklists, completed and signed.

· PG-18-15, Design Review Checklists, completed and signed.

· Documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design.

Attachment B

35% DD Submission Requirements

Deliver the following (labeled with 35%-DD submission) and include this attachment as a checklist with your submission:

· 1 copy of a narrative report forwarding the 15%-DD submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential bid deducts, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

· 1 full size set, and 1 half size set of all drawings (blueline copies) required by project, produced on AutoCAD Revit software.

· 1 full size set of architectural drawings depicting all space layouts and areas of work, with the signature blocks on Attachment G.

· 1 full size set of architectural drawings depicting all space layouts and areas of work, with the signature blocks of IPT members, as defined by the COR.

· 1 copy of preliminary VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

· 1 CD containing

· All drawings in Autodesk Revit, 2D AutoCAD, and pdf format.

· All preliminary specifications and master submittal list in Microsoft Word and pdf format.

· Narrative report in pdf format.

· Updated cost estimate prepared in pdf format.

· Preliminary PCRA Plan.

· Preliminary FFE & Construction Phasing Plans.

· PG-18-15, Preliminary QA/QC Plan, documenting review and coordination for 65% CD to Final Construction Document submissions.

· PG-18-15, Volume C checklists, completed and signed.

· PG-18-15, Design Review Checklists, completed and signed.

· Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.

· Completed Pre-TAB of existing impacted HVAC systems.

· Completed load-testing and coordination tests/studies.

· Completed environmental sampling reports.

· All documentation from investigative services/reports, including photographic evidence, sortable by discipline, specific location, results, methodology, deficiencies, and recommended actions for the design.

Attachment C

65% DD Submission Requirements

Deliver the following (labeled with 65%-DD submission) and include this attachment as a checklist with your submission:

· 1 copy of a narrative report forwarding the 35%-DD submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential bid deducts, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

· 1 full size set and 1 half size set of all drawings (blueline copies) required by project, produced on AutoCAD Revit software.

· 1 copy of custom edited VA Master Specification to be used for this project and a master submittal list identifying all submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

· 1 copy of each color board showing the interior design scheme (fabrics, finishes, furniture layout and plans) for each area, east, west and center, include an inventory of materials/manufacturers recommended for use for approval and prepared for order by the IPT. This information shall also be submitted on a spreadsheet for use during submittals (color, manufacturer, item number, etc.). The color, name, and all applicable identifying numbers shall be placed on the board and be easily read without removing the physical samples.

· 1 CD containing

· All drawings in Autodesk Revit, 2D AutoCAD, and pdf format.

· All specifications and master submittal list in Microsoft Word and pdf format.

· Narrative report in pdf format.

· Updated cost estimate prepared in pdf format.

· Updated PCRA Plan.

· Updated FFE & Construction Phasing Plans.

· PG-18-15, Executed QA/QC Plan, documenting that a thorough review and coordination have been completed.

· PG-18-15, Volume C checklists, completed and signed.

· PG-18-15, Design Review Checklists, completed and signed.

· Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· All design related calculations.

Attachment D

95% CD Submission Requirements

Deliver the following (labeled with 95%-CD submission) and include this attachment as a checklist with your submission:

· 1 copy of a narrative report forwarding the 65%-DD submission addressing items listed in the design requirements and any additional A/E recommendations. The report shall identify potential bid deducts, VA and IPT agreed on FFE & Construction Phasing Plans, and any design calculations or analysis.

· 1 full size set and 1 half size set of all drawings (blueline copies) required by project, produced on AutoCAD Revit software.

· 1 copy of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

· 1 CD containing

· All drawings in Autodesk Revit, 2D AutoCAD, and pdf format.

· All specifications and master submittal list in Microsoft Word and pdf format.

· Narrative report in pdf format.

· Updated cost estimate prepared in pdf format.

· Finalized PCRA Plan.

· Finalized FFE & Construction Phasing Plans.

· PG-18-15, Executed QA/QC Plan, documenting that a thorough review and coordination have been completed.

· PG-18-15, Volume C checklists, completed and signed.

· PG-18-15, Design Review Checklists, completed and signed.

· Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

· Construction plan showing temporary conditions for construction, per phase, to ensure general conditions, construction safety requirements are designed, identified, and specified.

Attachment E

100% CD Submission Requirements

Submit complete documents for final review prior to solicitation. Deliver the following (labeled with 100%-CD submission) and include this attachment as a checklist with your submission:

· 1 copy of a narrative report forwarding the 95%-CD submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deducts, recommended construction phasing based upon discussions with the IPT, and any design calculations or analysis.

· 2 half size and 1 full size set of all drawings (blueline copies) required by project, produced on AutoCAD Revit software.

· 1 copy of custom edited VA Master Specification to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification and include submittals, certifications, shop drawings, tests, samples, and inspections required per drawing and specification section.

· 1 CD containing

· All drawings in Autodesk Revit, 2D AutoCAD, and pdf format.

· All specifications in Microsoft Word and pdf format.

· Narrative report in pdf format.

· Updated cost estimate prepared in pdf format.

· PG-18-15, Executed QA/QC Plan, documenting that a thorough review and coordination have been completed.

· PG-18-15, Volume C checklists, completed and signed.

· PG-18-15, Design Review Checklists, completed and signed.

· Checklist of all contractor-required construction submittals, certifications, tests, and inspections in an Excel spreadsheet format.

Attachment F

Final Construction Document Submission Requirements